Ordering functionality that FOLIO needs to stay competitive (UXPROD-3440)

[UXPROD-2456] Execute order duplicate check when opening POL Created: 09/Jun/20  Updated: 13/Jul/22

Status: In Progress
Project: UX Product
Components: None
Affects versions: None
Fix versions: None
Parent: Ordering functionality that FOLIO needs to stay competitive

Type: New Feature Priority: P4
Reporter: Dennis Bridges Assignee: Dennis Bridges
Resolution: Unresolved Votes: 0
Labels: acq-morningglory-candidate, acquisitions, needs-ranking, needs-rmsigreview, orders
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Issue links:
Defines
is defined by UIOR-864 Check for potential duplicate order l... Closed
is defined by UIOR-888 Disable Check for potential duplicate... Closed
is defined by UIOR-929 Order duplicate verification is NOT m... Closed
is defined by UIOR-879 Check for potential duplicate order l... In Refinement
Epic Link: Ordering functionality that FOLIO needs to stay competitive
Front End Estimate: Large < 10 days
Back End Estimate: Large < 10 days
Development Team: Thunderjet
Kiwi Planning Points (DO NOT CHANGE): 13
PO Rank: 58
PO Ranking Note: Seemingly low priority for the community and there are ways to filters orders and manually check for duplications.
Rank: Chicago (MVP Sum 2020): R3
Rank: Cornell (Full Sum 2021): R2
Rank: Duke (Full Sum 2021): R4
Rank: 5Colleges (Full Jul 2021): R3
Rank: GBV (MVP Sum 2020): R3
Rank: Grand Valley (Full Sum 2021): R4
Rank: TAMU (MVP Jan 2021): R2
Rank: U of AL (MVP Oct 2020): R3

 Description   

Overview:

Check for other POLs related to identical title(s) associated with pending or open orders. If found warn the user that this may be a duplicate order.

Use cases:

  • Librarian is ordering an additional copy of a specific title and does not realize that someone else has already order a second copy
  • Librarian is ordering another copy of a title and does not remember that they began an order weeks ago that was never opened
  • Ordering a copy of a title and did not realize you've already ordered it
  • Ordering a copy of a title that has already been ordered by one of our other libraries (Multi-tenant)
  • Librarian requires the system to do a duplicate check so the librarian does not have to do a preorder search. This would search the orders and inventory records.
  • When ordering an eBook generally orders can not be canceled and thus it is more important to find duplicates. In this case, institutions rely on preorder search functionality to prevent duplication
  • Ordering ebook version of a title and duplicate check comes back positive. Ordering librarian needs to dismiss the check because what they own is the print version not the e version.

Questions for users:

  • Do we need to have the ability to disable this check?
    • Some libraries MAY want to disable it if they often order duplicates. Other will just want to be able to easily dismiss the warning.
  • How is this complicated by multi-library implementation?
  • Should certain order types/formats etc be excluded from the check?
    • No
  • Does this need to be done when Opening order as well? If so, can it only be done when opening order?
    • Yes, doing the check when opening the order will satisfy the requirement. Preventing duplicates from being ordered
  • What about resources that do not have POLs?
    • Check must include inventory records, agreements, eHoldings
  • What if this is being ordered through an API?
    • Ideally the check is run and the API can return an error code to represent that. However, it would not block the creation of the order unless supported by that third-party. Orders that are created would be flagged as possible duplicates for user review.

Note: Need to define how a duplicate is identified and what records are considered

  • Records: order line, instance, agreement line, 'agreement resources', eHoldings
  • Data points: Main title, Product ID(s)

Approach:

  • Check for matching POLs/instances based on title and product id information
  • If found, display records (POL etc.) to user and ask them to confirm before opening PO
  • Allow for this check to be disabled in settings


 Comments   
Comment by Lloyd Chittenden [ 12/Jun/20 ]

We would want to to disable this check.

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