Problem description

In German libraries, it is necessary to apply claiming levels for reminders. That means, that the often multiple reminders of an order can have different periods.

Use case: User has sent an order, after a specific previously defined period of time the ordered resource should be delivered. If that doesn't happen, the system reminds the user that the end of the first claiming period is reached. The user checks whether the reminder should be sent. The reminder can be dislmissed or sent. The system will alert the user after another predefined time period about the second claim - again without sending it automatically. The user checks again, can dismiss or send the claim and so on. 

Usually the periods become longer with each reminder, but not necessarily. That's why libraries need to be able to define their claiming routines themselves, per order or material type or per organisation.

Example:

• Reminder 1: 30 days after sending of the order
• Reminder 2: 60 days after sending reminder 1
• Reminder 3: 120 days after sending reminder 2

In the following sections, requirements, proposals and examples are provided for a better understanding. 

Requirements

Among German libraries we need a way to define claiming periods, either in the POL (and in receiving) or in the organization record.

Needed

• be able to set on POL level whether claiming is desired or not 
  • maybe via claiming checkbox in the POL screen, which can be checked/unchecked
• the date for the first reminder is calculated based on one specific date,
  • e.g. the "receipt date" in the order or
  • the date sent (not yet available) or
  • the date approved
• we need to record and display per each claim/reminder:
  • the next claiming period,
  • notes
  • data for the last (e.g. has it been sent)
  • and next claims (e.g. number of claim)
• after sending one reminder the date for a new claim is calculated by the system
  • maybe via templates (proposed solution | subpage ) or
  • pulled in from organization record
  • the claiming frequency can be adjusted on POL level if necessary
• ideally there is an online alert or dashboard widget for items that are to be claimed
• claims should not be sent to the vendor automatically
  • we need a possibility to check possible reasons why the item did not arrive yet (i.e. not yet published)
  • after checking there should be 2 options:
    1. dismiss the claim and log the count of the claim (1st, 2nd ...), the date and the fact that it was not sent but dismissed
       1. have a possibility to record notes
    2. Send (online/printed) and log the count of the claim, date and the fact that it was sent
       1. be able to make notes for this specific claim

Discussion in ACQ SIG

• we may need variations for ongoing orders and one-time orders
• need to take serials management development into account
• print vs electronic
• claim issues individually or as one claim
• what should be possible: being able to create a customisable form for claims

Possible solutions

One option: The claiming frequency which is specified in the organization record is included as standard in every PO placed with this vendor - unless an individual claiming frequency is defined for this exact PO in the process of creating the PO.

Another option:

• [English] 03 Claiming levels (order reminders) - proposals

JIRA tickets and related comments

• UXPROD-1845 - Getting issue details... STATUS
• UIOR-396 - Getting issue details... STATUS