Page Comparison

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20 May 2022: A-M, Kim, Sara, Jenn, Dennis25 May

2 June 2022:  Kim, Lisa, A-M, Dennis, Jennifer, Jenn

Prep Jira:

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• At top
  • Use template or not - what happens if there is a disconnect between the template and the import field mapping profile
  • Use settings POL max or not (system level setting)
  • Create orders as Pending or Open
  • Option to auto-receive or not (just click the receive button); rest of the holdings/item updates will be handled via import
  • Override the system-level setting for trying to match to instance? (would always create new instance, holdings, item)
• Then all the template data

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• 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 Inventory record types
  • What happens with POL links to holdings/items before the POL in holdings was implemented? Are they there retroactively? Is there a script that the library can run to identify them and populate them?
    • Does POL know about Holdings it's associated with? No for Juniper and before; Yes for Kiwi and after; currently no request for any way to marry pre-Kiwi POLs and Holdings with each other
    • Does POL know about Item it's associated with? Yes, even though it didn't show in the UI until Lotus
    • Does POL know about Instance it's associated with? Yes, even though it didn't show in the UI until Lotus
• Be able to assign a template as part of Order field mapping profile or no? Still TBD 
  • Maybe start with a default profile that users can copy and adapt, similar to the invoice field mapping profiles
  • Including the Order templates would create more complexity, since we would need to deal with restricting edit of the related field mapping fields, or deal with template/field mapping conflicts for specific fields
• POL maximum setting OK to follow? Maybe NO, if library does multi-line for APs and single-line for FOs or vice versa; have a way to override the default in the Order field mapping profile?
  • If set it as part of the DI profile, then will have problems if library tries to unopen/reopen the order
• Can we confirm that things done manually happen the same way when they are done mechanically?
  • Ask the developers for some sort of language? Is the system basically doing the same thing as a person, only faster? Need to allow for the user to make some decisions, and edit
• Work through scenarios where multiple libraries share the same instance, but separate holdings and items - 5 Colleges
• 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?
  • Via Opening Orders
    • Order generates automatically if there's not already a reference in the POL
      • Will connect to existing instance, if matches on Product ID
      • May or may not match to an existing holdings
        • If no Holdings ID in the POL (has location ID only), it creates a new holdings
        • If Holdings ID in the POL, it matches to existing holdings (but the POL has to know about the holdings before the PO is opened)
      • Always creates a new item
    • During receiving, can correct the linkage of the item from an incorrect or duplicate holdings to the correct one, and delete the holdings that no longer has an item
      • Approvals doesn't know POL, but knows VRN
  • Via Data Import
    • Hard to get the proper links in place
    • Maybe use the match capabilities of DI Match profile, e.g. from POL to Instance field or to MARC field
    • What happens if vendor cannot provide the POL or VRN in the MARC Bib, or the OCLC number/ISBN is not a good match
• Could orders be created and automatically transition to received, especially if DI is populating the details like barcode into the Item record? Would be helpful
• Should Inventory be created first, and then the POLs? Or vice versa
• Option 1
  • SRS MARC Bib
  • Instance
  • Holdings
  • Item
  • Order/Order line - Open order
    • Matches to the Inventory record types (instead of creating new)  2 locations, 4 copies - could Opening the order handle the extra holdings and items until DI can?
    • Receiving pieces
• Option 2
  • Order/Order line - Opening order
    • Receiving pieces
    • Instance
  • SRS MARC Bib
  • Holdings
  • Item
• Option 3 - So far seems to be the best, but still evolving
  • SRS MARC Bib
  • Instance
  • Order/Order line - Opening order
    Receiving app?
    • • Match to Instance - precoordinate with Instance UUID
      • Holdings
      • Item
      • Receiving pieces (with option to receive all)
        • FOLIO takes care of updating pieces, instead of an explicit import step?
    • Update holdings
    • Update item
  • Does DI need to create pieces? Not if the orders app does its work first
  • Only 1 holdings/1 item can be updated by DI right now; what would have to change in the above workflows when DI can support multiples?

    • Jira Legacy
      server System Jira serverId 01505d01-b853-3c2e-90f1-ee9b165564fc key UXPROD-2741

      targeted for Orchid
  • Fund and Expense class - do we need special field mapping syntax to split if they come from the vendor as 1 value?
    • DI field mapping needs to support combined and separate,
      • e.g. 980 $b HIST:ELEC <=== Talk with Ruslan about best mapping syntax for splitting this combined info into 2 POL fields
      • or 980 $bHIST $cELEC 
  • If library uses 1 order location (e.g. Chicago always uses "Order" location), and then change to a different permanent location - all is fine as long as the holdings is linked to the POL
    • If POL is connected to the holdings, and Perm Loc in holdings is changed - does not affect the order
    • If POL has a location instead of holdings, and the holdings Perm Loc is changed - does not affect the order
    • Do some testing with this to see if any breakdown
  • How does this dovetail with the Lehigh app - does this replace it or coexist with it?
    • Not necessary to replace the Lehigh app, but Data Import needs to support this basic functionality as well
    • At some point, review the Lehigh app customizations to see if they suggest any additional functionality that the DI Orders feature would need to support
  • Would a library ever want to create POLs from the incoming MARC, but not want to create Instances at all? (similar to EDIFACT invoices creating invoices but then not being linked to any Inventory record)
    What happens with POL links to holdings/items before the POL in holdings was implemented? Are they there retroactively? Is there a script that the library can run to identify them and populate them?
    • Sometimes get a spreadsheet of eContent
      • Would want an individual POL (maybe all on same PO or maybe each on separate PO) for each spreadsheet row, but would NOT want any Inventory content; all the individual titles are being tracked through eHoldings/KB
      • Similar to the DI features for 
        • Import of delimited data
        • Import MARC Bibs to create/update Inventory, but do not link to SRS records
  • Ongoing orders - how necessary or not is MARC Order 9xx data?
  • What about PO/POL notes (using the notes app) - support import for that data or no?
  • ?
    • For first iteration, assume no?
    • Journals - don't need Inventory created
      • New orders are infrequent enough that we can set aside for the first iteration
    • Big packages
      • Usually 1 POL (unless different funds, perhaps)
        • Pay all on the main POL
      • Have lots of new titles all at once
        • Manage titles through discovery service package info
        • If MARC records for them, maybe put the POL into the Instance/Holdings as a default Admin note? Put in as a local identifier? Also want the Inventory record(s) linked to the Agreement; also need Inventory Containers
      • Titles move from one package to another
  • For POs/POLs, do we need update, or just create?
    • Start with create, then see if any compelling use case for update
    • If only create, would match profile ever be needed? (Match allows you to find an existing record and update it OR determine there is no existing record and create it)
  • What about PO/POL notes (using the notes app) - support import for that data or no?
  • What about tags?