Requests (UXPROD-790)

[UXPROD-925] Requests in-app report: Hold shelf expired list Created: 13/Jun/18  Updated: 24/Sep/20  Resolved: 24/Sep/20

Status: Closed
Project: UX Product
Components: None
Affects versions: None
Fix versions: None
Parent: Requests

Type: New Feature Priority: P4
Reporter: Cate Boerema (Inactive) Assignee: Cate Boerema (Inactive)
Resolution: Duplicate Votes: 0
Labels: appreport, requests, round_iv
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Attachments: Microsoft Word HoldShelfClearanceReport.csv     PNG File screenshot-1.png    
Issue links:
Duplicate
duplicates UIREQ-273 Hold shelf clearance report CSV Closed
Relates
relates to UXPROD-867 Reporting: In-App Reports Open
relates to CIRC-320 Backend: Hold Shelf Clearance Report Closed
relates to UIREQ-273 Hold shelf clearance report CSV Closed
Potential Workaround: Cate Boerema: User the existing Hold shelf clearance CSV. See attached.
Epic Link: Requests
Analysis Estimate: Medium < 5 days
Analysis Estimator: Tania Fersenheim
Front End Estimate: Medium < 5 days
Front End Estimator: Tania Fersenheim
Front-End Confidence factor: Low
Back End Estimate: XL < 15 days
Back End Estimator: Tania Fersenheim
Estimation Notes and Assumptions: estimates based on other appreport features
Development Team: Prokopovych
PO Rank: 76.1
PO Ranking Note: 2019-07-12: Reduced rank relative to calculated rank because there is already a report for this purpose. I believe most institutions will find it meets their needs once they have had a look at it.
Rank: Chalmers (Impl Aut 2019): R4
Rank: Chicago (MVP Sum 2020): R1
Rank: Cornell (Full Sum 2021): R4
Rank: Duke (Full Sum 2021): R1
Rank: 5Colleges (Full Jul 2021): R2
Rank: FLO (MVP Sum 2020): R4
Rank: GBV (MVP Sum 2020): R2
Rank: hbz (TBD): R1
Rank: Hungary (MVP End 2020): R1
Rank: Lehigh (MVP Summer 2020): R2
Rank: Leipzig (Full TBD): R1
Rank: TAMU (MVP Jan 2021): R1
Rank: U of AL (MVP Oct 2020): R4

 Description   

NOTE: We already have a "Hold shelf clearance report" which can be generated from Requests. It includes all items that have expired or been canceled while on the hold shelf for the logged in Service point. See attached example. I think this UXPROD can likely be closed as done. I will discuss with the RA SIG.

Purpose: Libraries that allow requests to be held for pickup will want to run a report periodically - probably daily - that lists items that are on a hold shelf for which the request's Hold Shelf Expiration Date has passed AND items that were cancelled while on the hold shelf. The report must contain bib information, item call #, item barcode, etc and be able to be limited to a specific service point (with the ability to "zoom out" and include other service points, if desired). The list is used to know which items to physically remove hold shelf.

Current thinking on design (per SIG discussion)

  • When an item expires or is cancelled on the hold shelf, item status will change to Pickup expired CIRC-292 Closed
  • This item status will be used to create the hold shelf expired list report
  • The report will need to be limitable by service point and needs requestor, item barcode, title, item call number
  • Report will be generated and expired items will be collected from hold shelf
  • Collected items will then be scanned into Check in app at which time FOLIO will communicate what needs to happen next (in transit, awaiting pickup, recently returned etc)

As an initial "thin thread" for this report, we will develop a simple csv export including the items that need to be cleared from this service point: UIREQ-273 Closed



 Comments   
Comment by Cate Boerema (Inactive) [ 27/Sep/18 ]

If Hold shelf expiration date is included in the csv export (which it will be when we implement UIREQ-114 Closed ), that may be able to serve as a temporary solution to this problem.

Comment by Theodor Tolstoy (One-Group.se) [ 09/Oct/18 ]

Chalmers would prefer to have a ready solution for this at go-live instead of a work-around.

Also, why is this report an in-app report, could it not come from the reporting tool?

Comment by Cate Boerema (Inactive) [ 09/Oct/18 ]

Chalmers would prefer to have a ready solution for this at go-live instead of a work-around.

Thanks Theodor Tolstoy (One-Group.se). It would be great if you could let us know what the csv export misses that Chalmers needs for this report.

Also, why is this report an in-app report, could it not come from the reporting tool?

This would definitely be available through data lake reporting, as well, but the thinking was that users would want a report they could access from right within FOLIO

Comment by Theodor Tolstoy (One-Group.se) [ 10/Oct/18 ]

Cate Boerema The thinking was more along the lines of it being tough on the librarians to have to change their workflow when the reports get done. But we will have a look at the proposed fields in the csv and see if anything is missing.

Comment by Cate Boerema (Inactive) [ 10/Oct/18 ]

Thanks! I am not convinced we really need a separate in-app report when we have the csv export, but Tania Fersenheim wouldn't let me delete this feature Her primary concern with the csv export is that it will get unwieldy when institutions have very many requests they are exporting. That said, you can of course filter the exported list in Excel (or whatever you use to open the csv). Plus, the csv only exports the filter results from FOLIO, so any filtering you do in FOLIO also applies to the csv export. So, to me, it seems like a really simple reporting solution as long as we have the columns we need and the filters we need.

Comment by Siska [ 11/Oct/18 ]

Cate Boerema I think we have sufficient information in the csv-export. But I wonder what happens if a hold is manually cancelled by a staff member or a patron. Does it come up in the csv-export as well?

Comment by Cate Boerema (Inactive) [ 11/Oct/18 ]

Hi Siska, you can use the filters in FOLIO to limit what is in the export. And, of course, you can further filter the csv export in Excel, if needed. These are the FOLIO filters we have so far:

Comment by Siska [ 11/Oct/18 ]

Cate Boerema, if cancelled holds include expired and manually cancelled I would say that we can use the csv-export.

Comment by Cate Boerema (Inactive) [ 11/Oct/18 ]

Thanks Siska

Cate Boerema, if cancelled holds include expired and manually cancelled I would say that we can use the csv-export.

"Closed - candelled" is just manually cancelled. We will be adding filters for expired requests once the associated statuses have been added. See UXPROD-1131 Closed (Request statuses "Closed - pickup expired" and "Closed - unfilled"). This feature will result in the introduction of new statuses for (1) when hold shelf expiration has passed and (2) the request expired before being filled (respectively).

So, here's how I think the hold shelf expiration list could work with the csv export and these new filters. 1. Filter within FOLIO to only show requests with the status "Closed - pickup expired" 2. Export the csv and sort or filter by pickup location 3. Print your list and take it to the pickup location and remove the expired books from the hold shelf

I wonder if we are going to want to add a FOLIO filter for pickup location, as well. I think, if we did that, we would likely overcome some of Tania Fersenheim's concerns about the csv exports becoming unwieldy for large institutions.

Comment by Theodor Tolstoy (One-Group.se) [ 16/Oct/18 ]

Prioritizing this one down since the CSV report will be enough for Chalmers.

Comment by Anya [ 29/Mar/19 ]

Comment from the March Meeting : need a csv at min- need pull slip

Comment by Cate Boerema (Inactive) [ 02/Jul/19 ]

We discussed this feature in the RA SIG re-ranking discussion. See 52:58 in this recording: https://drive.google.com/file/d/15RbACU90Ln4JAazWSz0iM4ZSYia6mIaK/view?usp=sharing

I didn't have the thin thread CSV export attached to the issue at the time of the discussion so the SIG was unable to assess whether it would work for them or not. I have since uploaded the report including an item that was cancelled and one that was expired at the current service point.

Comment by Holly Mistlebauer [ 17/Jun/20 ]

Chicago comment from Round IV Outliers spreadsheet: This would let us avoid implementing yet another special report workaround. -Tod Olson

Comment by Cate Boerema (Inactive) [ 24/Sep/20 ]

Closing as duplicate of UIREQ-273 Closed after discussion with the RA SIG.

The only column people still wanted to see in this report was Call number sort code. That is covered in UXPROD-2683 Draft

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