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

[UXPROD-4166] Support OCIO open order integration into Momentum Created: 04/Apr/23  Updated: 05/Feb/24

Status: Analysis Complete
Project: UX Product
Components: None
Affects versions: None
Fix versions: Quesnelia (R1 2024)
Parent: Ordering functionality that FOLIO needs to stay competitive

Type: New Feature Priority: P3
Reporter: Joseph Reimers Assignee: Joseph Reimers
Resolution: Unresolved Votes: 0
Labels: LC-priority1, SolutionArchitecture, loc, ocio-integration, requires-discussion
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Issue links:
Cloners
clones UXPROD-4104 Track the value of unapproved orders ... In Progress
is cloned by UXPROD-4167 Integrate with third-party purchase r... Draft
Defines
defines UXPROD-4396 AP system integration Draft
defines UXPROD-4312 Acquisitions - Go Live integrations In Refinement
Release: Quesnelia (R1 2024)
Epic Link: Ordering functionality that FOLIO needs to stay competitive
Front End Estimator: Khalilah Gambrell
Back End Estimate: Medium < 5 days
Back End Estimator: Dennis Bridges
Back-End Confidence factor: 80%
Estimation Notes and Assumptions: Minimize frontend work.
Development Team: Thunderjet
PO Rank: 0

 Description   

Current situation or problem: Libraries need to communicate current Open order commitments and cancellations to an accounts payable system. Some libraries have strict requirements regarding their ability to commit to making certain expenditures. Current commitments are part of the audit trail and must be available to the accounts payable system.

Please note that the use cases provided indicate little to no front-end work.

Update as of 9/1/2023:

This feature is now a feature to help us track OCIO work. Barring technical obstacles, there is no internal development work associated with this feature.

In scope:

Export library-specified order/POL information including funds encumbered when order is set to Open or Cancelled
Export orders in JSON format
Allow third-party system to request export data via APIs
Allow external requests for information to be limited by library-defined factors including creation date and cancellation date
Ensure availability of match points between FOLIO and the external system
Ensure that only authorized users/scripts can successfully carry out these exports
Library needs the ability to grab the value of bulk funds and generate commitments for the total value of the fund in the AP system

Out of scope:

Export fund information
Export invoice information

Use case(s):

  • Library has scripts that run on a scheduled or triggered basis that seek to generate JSON files containing newly created POLs and related information
  • Third party AP system requires the existence of an order with an estimated price that is reasonably close to the invoice price before the system allows invoices to be paid
  • Scripts need to be able to capture information related to cancelled orders/POLs

Proposed solution/stories:

Library's preferred solution involves using external pl1 or python scripts to request updated information from FOLIO via API or similar on a nightly basis. Information is then returned in JSON format.

The solution may follow a pattern similar to Voucher export but rely on mod-data-export-sping to provide additional scheduling functionality.

Links to additional info

https://folio-org.atlassian.net/wiki/x/uRVU

https://miro.com/app/board/uXjVM2z39wM=/?share_link_id=781526769214

Questions: 

Is a Kafka subscription an option?

Query mod-orders API?

Is use of a key ok or does user need authenticated? (Automated python scripts)


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