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- Acq PO: Dennis Bridges
- Cornell: Jenn Cole
- 5C: Jennifer Eustis, Sara Colglazier
- Michigan State: Kim Wiljanen, Lisa Smith
5/20: Kim, Sara, Jenn, Dennis
Schedule next mtg Weds 5/25 3-5 pm
Prep Jira:
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Dev Jra:
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Prep work
- Please bring samples of MARC Bibs with 9xx order data and be familiar with placing orders in your library’s FOLIO
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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
- Approval plans (aka All happens at point of receipt/invoicing)
- 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
- Approval: Cornell Aux Amateurs
- Firm orders
- Placed outside of FOLIO and then need to be copied into FOLIO - can't count on the vendor having FOLIO POL
- Ways these could get into FOLIO:
- API
- Lehigh app (what is the new name)
- MARC Bibs with order data (after this dev work is done)
- Manual (after order is sent to vendor by e-mail, mail, or placed on their site, but no automated way to get the data back into FOLIO)
- Sara
- Point of order
- Place orders on vendor
- Get daily MARC file (from vendor, with OCLC numbers and Vendor reference number)
- Pick up the file
- Get a daily e-mail that the file was picked up and loaded
- Create bib, item, order in current system (do not create the holdings yet
- Order created in open status
- Point of receipt
- All matches by Vendor Ref Number
- MARC file to update the bib
- Manual receiving
- Manual create holdings and update item
- Get EDIFACT invoice
- Point of order
- Ways these could get into FOLIO:
- Placed in FOLIO and sent to the vendor - vendor would have the POL
- How?
- May be creating pre-orders from MARC Bibs, and then finalize and send to vendor (after this dev work is done)
- Manually key
- Jenn
- Point of order
- Selectors may decide on candidate titles, which triggers MARC to be sent
- Vendor sends MARC Bibs for candidate titles
- Other records come from other vendors, and may be selected at this point - all is external to FOLIO
- Automation to check the file, maybe change vendor, assign funds
- Produces a MARC record with order data
- Weird ones go into review file
- Then pre-order MARC file is loaded into FOLIO - using the Lehigh app - all settings configured in the tool, so not using order templates
- Creates the order as Open
- When the order is opened, does its regular process: create the receiving pieces, Inventory instances, holdings, items
- Then run a data import to create SRS MARC, change Instance source, update the holdings with call number ON ORDER, no changes to item
- Only for 1 vendor automated; rest are manual
- Export the order info in csv and send to vendor
- Vendor creates orders, with the FOLIO POL
- Point of receipt
- Get a MARC file from the vendor
- Add the Instance HRID into the MARC, and then use that for matching
- Use "On Order" in the holdings call number field as a static match to update the correct holdings (or holdings HRID begins 1)
- Use "On Order" or "In process" item status to find the correct item and update it
- Updates the Instance, Holdings, Item (call number, location, barcode)
- EDI invoicing, probably using FOLIO POL for matchpoint
- How?
- Placed outside of FOLIO and then need to be copied into FOLIO - can't count on the vendor having FOLIO POL
- 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
- All 3 Inventory record types linked to POL as of Kiwi, but can only see the POLs in holdings; Lotus: can see the POL links on all 3 record types
Field mapping UI
- At top
- Use template or not
- Use settings POL max or not
- Create orders as Pending or Open
- Then all the template data
Things 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
- Ongoing orders - how necessary or not
- Do we need update, or just create?