Page Comparison

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• What are your library’s use cases for creating orders from MARC Bib records?
  • Approval plans (aka All happens at point of receipt/invoicing)
    • Create individual orders for each title, along with Bib/Instances, Holdings, maybe Items - all at the same time
    • DDA automatic eBook purchases - may not be creating items for these
  • Firm orders (aka Point of order and Point of receipt/invoicing)
    • Firm orders that are not API - create individual orders/temp Inventory Instances, Holdings, Items, then later finalize Bib/Instance, Holdings, Item
    • Lehigh tool workflow from Cornell (which uses MARC Bib data along with the the order API and Data Import)
    • Kim: Get records from OCLC and download to local system to create an Instance and Order (ca. 80-90 records per session), but not holdings or item. Holdings and item created when the materials are processed, which may only be a couple days after the orders were created. (EastView for Russian materials, MARCnow does cataloging and adds to OCLC; library gets records from OCLC)
  • Multi-line POs instead of Single-line POs (Cornell and Mich State)
    
    • Mich State likes 1 POL per PO for firm orders, but approvals are multi-line; settings are 999, which works for AP, but not for firm orders 
• Walk through one library’s details of the top use case
  • Approval: Cornell Aux Amateurs
    • Separate MARC file for each invoice POL limit setting is 999
    • Holdings, Item, Invoice data in 9xx fields
    • Create the order as Open,
    • Be sure that the VRN is mapped into the POL
    • Then when order is opened, 
      • Orders app creates brief Instance, Holdings, Item
      • Creates expected receiving pieces, with synchronized receiving
        • Receiving pieces are created, but Cornell does minimal receiving for approvals; just click received and does not include barcode number or other item data
        • Library could also default to receipt not required, but
          • Lose some visual clues in that case, that the POL was fully received (which Michigan State observed)
          • Receiving Piece would not be linked to the holdings or item and would not populate the Receiving history accordion
      • Encumbers the funds
    • Lehigh app triggers Single record import that overlays each of the Instances, and changes Source to MARC, and then updates the Holdings and Item
      • Import stops if Instance Source = MARC
    • If no Lehigh app, and there is a file of 8 MARC Bibs
      • Import the MARC file 
      • Matching on VRN for Instance, Holdings, Item 
      • Updating Instance, Holdings, Item based on the update field mapping profiles
  • Approval Q&A:
    • Template needed? Probably not, and might be overly-complicated
    • Do libraries add lines to the approval POL manually? Usually no
    • Allow the POs to be created as Pending or Open
    • Also make sure that Receiving option is in the Field mapping profile, e.g. Receipt not required
      • Could orders be created and automatically transition to received, especially if DI is populating the details like barcode into the Item record?
    • Does the Orders app have to create brief Instance, Holdings, Item, or could DI do it? If DI does it, is there a way to link the POL to the Inventory records? A-M and Dennis discuss
• See if there are variations in that use case for the other 2 libraries
• Do the same for the next 2 use cases
• Decide next steps (Focus group meets again? A-M and Dennis talk with Devs?)
• A-M create videos of matching by POL and VRN

Things I we don't want to forget

• Templates or no? Still TBD
• POL maximum setting OK to follow? Maybe NO, if library does multi-line for APs and single-line for FOs
• Can we confirm that things done manually happen the same way when they are done mechanically?
• Work through scenarios where multiple libraries share the same instance, but separate holdings and items.
• Does Inventory creation happen via Orders app (Instances would be Source = FOLIO) or Data Import app (Instances would be Source = MARC)? If DI, can we trigger POL links to be created?
• What happens if vendor cannot provide the POL or VRN in the MARC Bib, or the OCLC number/ISBN is not a good match
• Should Inventory be created first, and then the POLs? Or vice versa
• Receiving app?
• Only 1 holdings/1 item can be updated by DI right now
• Fund and Expense class - do we need special field mapping syntax to split?
• How does this dovetail with the Lehigh app - does this replace it or coexist with it?
• What happens with POL links to holdings/items before the POL in holdings was implemented