Features that will be implemented to enhance FOLIO's ability to support consortia (Phase 1) (UXPROD-4049)

[UXPROD-4141] Import and create/update a shared instance for all consortia members (batch) Created: 17/Mar/23  Updated: 19/Sep/23  Resolved: 21/Aug/23

Status: Closed
Project: UX Product
Components: None
Affects versions: None
Fix versions: Poppy (R2 2023)
Parent: Features that will be implemented to enhance FOLIO's ability to support consortia (Phase 1)

Type: New Feature Priority: P1
Reporter: Dennis Bridges Assignee: Ann-Marie Breaux (Inactive)
Resolution: Duplicate Votes: 0
Labels: LC1, consortia, data-import, ecs, epam-folijet, metadatamanagement, needs-be-estimate, needs-ui-estimate
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Issue links:
Blocks
blocks UIIN-2504 Testing of UXPROD-4212, UXPROD-4265, ... Closed
blocks UIIN-2507 Testing of UXPROD-4138 - "Search and ... Closed
Defines
defines UXPROD-47 Batch Importer (Bib/Acq) Analysis Complete
Relates
relates to UXPROD-4212 Derive new local MARC bib record from... Closed
relates to UXPROD-4259 DI processing updates for matching an... Closed
relates to UXPROD-4278 Sharing & Linking MARC authority records Closed
relates to FOLIO-3862 Spike | Investigate if Data import ta... Closed
Release: Poppy (R2 2023)
Epic Link: Features that will be implemented to enhance FOLIO's ability to support consortia (Phase 1)
Front End Estimate: Small < 3 days
Front End Estimator: Mariia Aloshyna
Front-End Confidence factor: 70%
Back End Estimate: Large < 10 days
Back End Estimator: Kateryna Senchenko
Back-End Confidence factor: 80%
Development Team: Folijet
PO Rank: 105
Rank: Cornell (Full Sum 2021): R5

 Description   

Current situation or problem: Consortia members must have the ability to collaborate in contributing and managing cataloging records. It must be possible to manage the importing and sharing of bibliographic records at the consortia level

Updates

  • Likely MARC-to-Instance/Holdings/Items matches (e.g. HRID, UUID, POL, OCLC number)
  • Probably no match changes needed
    * SRS and Instance updates would need to go to central tenant if local is a shadow instance
  • And get info back from central SRS/Instance to populate the local UI log
    • Will the user see the central SRS or the local SRS?
      • Instance Updates - link will bring user to shadow
        *** SRS Updates - how to link to the central SRS?
        *** Will depend on the matchpoint and whether incoming SRS is saved locally or not

Creates

  • Central tenant: default to shared - no changes to DI needed
  • Member library: default to local - if only creating as local, no changes to DI needed; do this as the first iteration

Think through from the context of the consortia tenant vs from the context of the shared tenant

In scope

Type Can create local bib Can create local FOLIO instance Can update local bib Can update local FOLIO instance Can create bib and instance share records  Can update bib and instance shared records
Consortia/Central tenant Yes Yes Yes Yes Yes Yes
Local tenant Yes Yes Yes Yes Yes with permission Yes with permission 
  • Data import 
    • If a tenant is a part of a consortia (including central tenant), have a way to indicate that the record to be created/updated by data import will be either shared or local. Must consider via data import app and single record import  
    • Via data import update action - cannot promote a local instance/bib to shared instance/bib via data import process (including single record import process) 
    • Create permission that allows a user to create and share record(s) via data import (including single record import support)
    • Create permission that allows a user to update and share record(s) via data import (including single record import support) 
  •  A user in a central or local tenant should be allowed to import a shared or local bib/instance record(s) to create/update local FOLIO holdings and items. 

What else to consider 

  • Verify this is handled for creating a MARC bib record via UI and Derive a new MARC bib record (Christine Schultz-Richert can you link the feature that cover this scenario
  • Need to verify this handles single record import - Creates and Overlays scenarios 
  • Avoid mapping rules changes due to issues with record migration update
  • Assume that consortia/central tenant configurations control and/or are the same for Inventory settings, MARC to Instance default map, and field protections. For phase 1. Assume changes will need to be addressed at a later release. 
  • Failed record handling - If the user does not have permission to create or update shared records then log as an error and display message in UI log - Cannot create or update a shared SRS/Instance record. 
  • Promoting source = FOLIO instances vs source = MARC instances: 2 separate features? since source = MARC instances means promoting the SRS MARC also

Testing

Non-consortial tenant (standard - Do not have consortium app enabled) - > No impact. Performance should not be impacted. 

Member library tenant (local) - Test based on scenarios/user stories documented. Need to measure performance and meets benchmarks.

Central tenant (consortium app active in UI) - Test based on scenarios/user stories documented. Need to measure performance and meets benchmarks. 

Out of scope

  • Create and Update shared MARC authority records via data import will be handled UXPROD-4278 Closed
    • Need to ensure this implementation aligns with UXPROD-4278 Closed

 

Use case(s){}

Proposed solution/stories

Links to additional info

Questions



 Comments   
Comment by Olamide Kolawole [ 06/Jun/23 ]

Full design is located here https://folio-org.atlassian.net/wiki/x/PS8b

Comment by Christine Schultz-Richert [ 26/Jun/23 ]

Hey Ann-Marie Breaux , my understanding was that if a record was imported into an individual member tenant that it would be local and if a record was imported into the central tenant it would be shared (this way there would need to be no additional option to indicate whether imported records were to be considered shared or local). Is that incorrect?

Comment by Ann-Marie Breaux (Inactive) [ 21/Aug/23 ]

Hi Christine Schultz-Richert Yes, that is correct. However a user in a member library may be updating a mix of shared and local instances. As long as they have permission to import to central tenant and member tenant, they can trigger the import from the member library, but it will also update the shared SRS MARCs and Instances

Comment by Ann-Marie Breaux (Inactive) [ 21/Aug/23 ]

Covered by UXPROD-4259 Closed

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