Fees/Fines (UXPROD-792)

[UXPROD-87] Loan: Aged to Lost using SET COST Created: 18/Jan/18  Updated: 09/Feb/22  Resolved: 14/Oct/20

Status: Closed
Project: UX Product
Components: Fees/Fines
Affects versions: None
Fix versions: Q3 2020
Parent: Fees/Fines

Type: New Feature Priority: P1
Reporter: Cate Boerema (Inactive) Assignee: Holly Mistlebauer
Resolution: Done Votes: 0
Labels: cap-mvp, feesfines, po-mvp, q1-2020-at-risk, q4-2019-at-risk, q4-2019-spillover, resourceaccess
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Attachments: Zip Archive Lost Item Processing.zip     JPEG File Lost-Item-Policy.JPG     PNG File screenshot-1.png    
Issue links:
Blocks
blocks UXPROD-2572 Loan: Aged to Lost using ACTUAL COST Closed
is blocked by RMB-689 Unable to create b-tree index more th... Open
is blocked by UXPROD-1857 Fee/fine Policies for Lost Item Fees Closed
is blocked by CIRC-467 Back end work for UICIRC-341: add los... Closed
is blocked by UXPROD-2130 Lost item fee policies and overdue fi... Closed
is blocked by UICIRC-341 Circ Rules Editor - Add lost item fee... Closed
Defines
defines MODFEE-239 Aged to lost fees and fines not gener... Closed
is defined by CIRCSTORE-199 Backend: Add "agedToLostDelayedBillin... Closed
is defined by CIRC-835 [SPIKE] Technical design for the 'Age... Closed
is defined by CIRC-852 Age to lost: Assign lost fees for age... Closed
is defined by CIRC-854 Age to lost: Add billing date and tim... Closed
is defined by CIRC-862 Backend: Aged to lost action on loan ... Closed
is defined by CIRC-889 Extra "Aged to lost" loan action is c... Closed
is defined by CIRC-937 BE: Override failed renewal when rene... Closed
is defined by CIRCSTORE-228 Add b-tree index needed for age to lo... Closed
is defined by UIU-1791 Aged to lost action on loan details Closed
is defined by UIU-1820 Filter out blank actions on loan deta... Closed
is defined by UIU-1853 Override failed renewal when renewal ... Closed
is defined by UIU-1803 Loan details action history: source f... Closed
is defined by UIU-1804 Update Lost date in loan details Closed
is defined by CIRC-667 New endpoint for aging loaned item to... Closed
is defined by CIRC-668 Backend - Aged to lost: Check in Closed
is defined by CIRC-669 Backend - Aged to lost: Check out (no... Closed
is defined by CIRC-670 Backend - Aged to lost: Prevent all r... Closed
is defined by CIRC-671 Backend - Aged to lost: Renewal (staf... Closed
is defined by CIRC-672 Backend - Aged to lost: Prevent chang... Closed
is defined by CIRC-737 Aged to lost: Automatically age over... Closed
is defined by CIRC-751 Aged to lost: Exclude claim returned ... Closed
is defined by CIRC-844 Aged to lost: Renewal (effect on lost... Closed
is defined by CIRC-845 Aged to lost: Check in (effect on fee... Closed
is defined by CIRC-851 Age to lost: Mark overdue loans as Ag... Closed
is defined by CIRC-877 Backend - Aged to lost: Closing (Lost... Closed
is defined by CIRC-878 Backend - Aged to lost: Close loans w... Closed
is defined by CIRC-881 Allow renew of Aged to lost item when... Closed
is defined by CIRCSTORE-198 Backend: Automatically age overdue it... Closed
is defined by CIRCSTORE-230 Add b-tree index for loan.itemStatus Closed
is defined by MODINV-299 Add 'Aged to lost' status to allowed ... Closed
is defined by MODINVSTOR-503 Add 'Aged to lost' status to allowed ... Closed
is defined by UICHKIN-164 Aged to lost: Check in Closed
is defined by UICHKOUT-600 Aged to lost: Checkout (not allowed) Closed
is defined by UIIN-1006 Aged to lost: Behavior in Inventory Closed
is defined by UIREQ-429 Aged to lost: Prevent all request types Closed
is defined by UIU-1464 Aged to lost: Renewal (staff only) Closed
is defined by UIU-1495 Aged to lost: Prevent change due date Closed
is defined by UIU-1500 Aged to lost: Closing (Lost and paid ... Closed
Gantt End to Start
has to be done before UXPROD-2165 Notify user when item(s) are aged to ... Closed
has to be done after FOLIO-1953 SPIKE: propose an approach for schedu... Closed
Relates
relates to CIRC-955 Loan is returned in check in response... Closed
Potential Workaround: Holly: Libraries use the "aged to lost" process to prompt their patrons to return items that have been overdue for a long time (say 6 weeks). When a patron is notified that the item they have will be flagged as lost and they will need to pay $150, they usually bring the book back right away. Most of the time the library waits a week or so after they notify the patron to actually charge them the $150. Libraries that do this could query the database (or data warehouse?) for a list of items more than 6 weeks overdue and send out some type of notice and then bill the patrons a week later using the manual New Fee/Fine feature, but due to the volume this is not a reasonable workaround.
Epic Link: Fees/Fines
Front End Estimate: XXL < 30 days
Front End Estimator: Holly Mistlebauer
Front-End Confidence factor: Medium
Back End Estimate: Jumbo: > 45 days
Back End Estimator: Holly Mistlebauer
Estimation Notes and Assumptions: Estimate is high because there is so much work to do to check the item status and block certain actions. Age to lost is also a batch process that has criteria to use in determining what to age to lost (rather than a button to push like with Declared Lost).
Development Team: Prokopovych
PO Rank: 100
PO Ranking Note: This feature is ranked low because non-US libraries don't care about this. For US libraries like Chicago, Duke, and Lehigh this must be available at go-live.
Rank: Chalmers (Impl Aut 2019): R4
Rank: Chicago (MVP Sum 2020): R1
Rank: Cornell (Full Sum 2021): R1
Rank: Duke (Full Sum 2021): R1
Rank: 5Colleges (Full Jul 2021): R1
Rank: FLO (MVP Sum 2020): R1
Rank: GBV (MVP Sum 2020): R4
Rank: hbz (TBD): R4
Rank: Hungary (MVP End 2020): R1
Rank: Lehigh (MVP Summer 2020): R1
Rank: Leipzig (Full TBD): R4
Rank: Leipzig (ERM Aut 2019): R5
Rank: MO State (MVP June 2020): R1
Rank: TAMU (MVP Jan 2021): R1
Rank: U of AL (MVP Oct 2020): R1

 Description   
July 9, 2020 Change

UXPROD-87 Closed (Loan: Aged to Lost) was split into:

Aging items to lost is a process many larger libraries do in order to encourage patrons to return their overdue items. After an item is overdue a specified period of time (see 'Item aged to lost after <number> <interval>' in attached Lost Item Fee Policy), the library will age it to lost by changing the item Item Status to 'Aged to lost' and billing the patron lost item fee(s) per the Lost Item Fee Policy. When a patron receives a bill for a 'lost' item that is most likely just 6 weeks overdue, they usually return the item immediately.

Some libraries wait a week or so between notifying the patron of the upcoming charge for the aged to lost item and actually billing the patron, giving the patron time to return the very overdue item before a bill is cut. This is determined in the Lost Item Fee Policy setting 'Patron billed after aged to lost <number> <interval>'.

The patron may also be charged a lost item processing fee depending on the Lost Item Fee Policy setting 'Charge lost item process fee if item aged to lost by system?'

There are many user stories defining this features because after an item has a status of 'Aged to lost' the system needs to block checkout, renewal and all requests, take special action at check-in, etc.

The 'is defined by" user stories with a Status of DRAFT are user stories Holly copied over from 'Declared lost" but has not updated for 'Aged to lost' yet. The other users stories, which are directly related to aging an item to lost, are ready for development.

Attached zipped folder Lost Item Processing.zip contains mock-ups and in-progress requirements for this feature.



 Comments   
Comment by Holly Mistlebauer [ 19/Mar/20 ]

Notes from November 2019 Resource Access SIG meeting...added for historical purposes...

Comment by Cate Boerema (Inactive) [ 30/Jun/20 ]

Hi Bohdan Suprun and Sergiy Sergiyenko can you please tell me in the comments here what you would estimate this as if we were to do this on Core Functional (in t-shirt sizes)? As you can see, the estimates are currently very high because this feature is assigned to a different team. We are considering moving the feature to CF and would like to understand if the estimates would change and by how much.

Thanks much!

Comment by Bohdan Suprun (Inactive) [ 30/Jun/20 ]

Hi Cate Boerema,

I'd say it is about 20-30 days (XXL). We already have the most complex parts of the process (assigning lost/overdue fines). The most time consuming part is automatically age items to lost, and it would be great to have a spike before actual development for technical review and initial design.

Rest of the stories should be quick (~3 story points), except CIRC-667 Closed (is it really required? are we going to have an ability to age an item to lost manually?).

Comment by Sergiy Sergiyenko [ 30/Jun/20 ]

Hi Cate Boerema.

My pessimistic estimation corresponds to the existing one - XXL <30 days.

Comment by Cate Boerema (Inactive) [ 30/Jun/20 ]

Thanks guys! This is really helpful for planning.

Holly Mistlebauer FYI. Also, did you see Bohdan's question above?

Comment by Marc Johnson [ 30/Jun/20 ]

Cate Boerema Bohdan Suprun

The most time consuming part is automatically age items to lost, and it would be great to have a spike before actual development for technical review and initial design.

I agree. With the way that FOLIO currently works, this might involve periodically checking every overdue loan in the system in case it has aged for too long (because each one could have a different tolerance depending upon the policy).

Depending upon the scalability requirements for this, I think the back end work could grow to be bigger than the 30 days suggested.

Comment by Erin Nettifee [ 30/Jun/20 ]

I don't know if it helps at all, but at least for non-short loans (e.g. due in days instead of hours,) libraries would only expect an aged to lost process to happen once a day. E.g., early morning, the system checks loans, ages them to lost, charges fines and executes notices.

I'm not sure about short loans though.

Comment by Erin Nettifee [ 30/Jun/20 ]

Bohdan Suprun I'll defer to Holly Mistlebauer but I think CIRC-667 Closed could be a migration need. Libraries will need to bring loans over from older systems that are in an aged to lost state.

Comment by Holly Mistlebauer [ 15/Jul/20 ]

Bohdan Suprun: No, we will not be aging items to lost manually. I copied all of the declared lost stories. I don't think Emma was sure what CIRC-667 Closed did. There certainly isn't much info provided.

Comment by Cate Boerema (Inactive) [ 14/Oct/20 ]

Holly Mistlebauer can we mark this UXPROD closed? The only open remaining story I see is in DRAFT: CIRCSTORE-198 Closed

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