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Prep Jira: Image ModifiedUXPROD-3361 - Prep for Importing Orders in MARC format IN PROGRESS (Morning Glory)

Data Import Dev Jira: Image ModifiedUXPROD-185 - Import Orders in MARC format DRAFT (Nolana, Folijet)

Acquisitions Support Jira: TBD     (Nolana, Thunderjet)

Overview slide deck: Click here

Technical/Developer details: Support importing orders from MARC files via Data Import

Rough draft of requirements and focus group meeting notes: Using MARC Bibs and Data Import to create FOLIO POLs

Problem(s):

  • Some vendors send order-related data in MARC records, so that the receiving library can create orders in their local system from that data. The order data may be sent ay two points in the order workflow
    • Point of order
      • For orders placed on the vendor's ordering system, e.g. firm orders. For these, the vendor does not have a FOLIO POL, since the order is placed in the vendor's system before the order is created in FOLIO (question: would FOLIO need a way for the vendor to send back a POL and have it populate the FOLIO PO/POL fields? Dev preference is no, at least for first iteration, since it would add complexity. Note that this workflow is also covered by the FOLIO Order API process, which is real-time and more efficient than this workflow, at least for creating orders.
      • For selections made in the vendor's ordering system, but not yet ordered. For these pre-order records, the vendor expects to receive back a finalized order from FOLIO, preferably as EDIFACT.
    • Point of receipt/invoicing
      • For materials invoiced automatically by the vendor and purchased by the library. In this flow, orders may only be created if the library wants to track the materials as individual titles and/or pay for the materials as individual titles.
      • Most common materials supplied via this workflow:
        • Approval plan automatic purchases (Physical and/or E) where titles are automatically supplied based on a profile that the library sets up with the vendor. Profiles may be based on subject language, publisher, or combinations of several characteristics.
        • Demand Driven or Patron Driven Acquisitions (Mainly E) where titles are automatically invoiced based on patron usage passing a trigger point that causes titles to be purchased automatically by the library
      • In this flow, there is no opportunity for FOLIO to return a POL to the vendor before invoicing, so the invoice match to the POL much rely on a Vendor Reference Number

Focus Group for drafting requirements:

  • DI PO: Ann-Marie Breaux
  • Acq PO: Dennis Bridges
  • Cornell: Jenn Colt
  • 5C: Jennifer Eustis, Sara Colglazier
  • Michigan State: Kim Wiljanen, Lisa Smith

Use Cases & Requirements: (all still to be reviewed with the Developers)

Requirement

Status

Notes

Allow users create orders and order lines based on order data supplied in MARC bibliographic records 

Status
subtletrue
colourGreen
titleClosed


Allow users to create field mapping profiles, action profiles, and job profiles to support MARC-based order data

Status
subtletrue
colourGreen
titleclosed


Allow users to create, but not update, POs/POLs via DI

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs. No need to consider updating unless significant use case identified in the future
Data import match profiles not needed for Order records

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs. Since DI is only creating orders, use case for matching and updating an order does not apply. Use case for matching and then not creating an order: not common, and could only use Product ID or Vendor Ref ID for matching. Revisit if additional use cases identified in the future
Use for one-time orders (physical, electronic, or both). Do not use for ongoing or package orders

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs. Revisit if any significant use case identified for Ongoing and/or Package orders
Show all the PO/POL fields in the Field mapping profile, but suppress the PO/POL fields and values that are only used for ongoing or package orders.

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs. 
Allow POs to be created as Pending or Open

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs.  Use cases for both identified. Will gather that info via a field at the top of the field mapping profile
Allow override to the tenant's default POL limit setting

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs. Also, value may need to vary from one vendor to another or from one type of purchases to another. Will gather that info via a field at the top of the field mapping profile
User should have an option to auto-receive

Status
subtletrue
colourRed
titleIN PROCESS

Confirmed by Acq SIG SMEs. Will gather that info via a field at the top of the field mapping profile. If PO is created as Pending, and then opened manually, can this requirement be included? Or only possible if the PO is created as Open?
Honor the Acquisitions unit settings

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs. If import user invokes a job profile that creates POs, that user must be a member of the acq unit assigned by the field mapping profile, or the acq unit settings must allow non-members to create POs. This acq unit logic is already in place for Invoices.
Have a way to create POLs for multiple copies with different locations

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs. talk with devs about whether the data needs to be configured in a certain way in the MARC file, e.g. 
  • Maybe something like a repeatable 9xx field that has 
  • $a location $b quantity $c fund $d expense class (or $c fund:expense class)
Have a way to create a POL that assigns more than 1 fund and/or expense class to cover the cost

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs. See above. Include a way to assign the fund/expense class by % or amount.
Be able to accept fund and expense class whether they are supplied in separate MARC subfields, or in 1 MARC subfield, separated by a colon

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs. For example (Fund code = History, Expense class = Electronic)

  • 980 $a History $b Electronic
  • 980 $a History:Electronic
If Orders app is creating Inventory records based on instruction from Data Import (or based on opening orders), follow the tenant's setting for Disable instance matching

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs
Instances/Holdings/Items related to the created POL should display proper links in the Acquisition and Receiving history accordions, regardless of whether the POL or the Inventory records were created first

Status
subtletrue
colourGreen
titleclosed

Confirmed by Acq SIG SMEs. Works now when order is opened and Inventory is created by the orders app. Does not work if Inventory records are associated with the POL after it has been opened. Needs further discussion with devs
If a library wants to import a MARC Bib file to create orders, but does NOT want to create any Inventory records, will there be any problem?

Status
subtletrue
colourBlue
titleopen

May just require testing of a job profile with Create orders action, but no Create Instance action.
If a library has an Order setting that POs must be approved before opening, will that setting always apply to orders created by Data Import? If yes, need an option to always create the orders as approved, or always create as pending?

Status
subtletrue
colourRed
titlein process

Discussed in Acq SIG 28 June 2022; no libraries with that setting. A-M to ask on Acq Slack channel
If a library has an Order setting that allows for the FOLIO PO to be edited, will that setting apply to orders created by Data Import?

Status
subtletrue
colourRed
titlein process

Discussed in Acq SIG 28 June 2022; no libraries with that setting. A-M to ask on Acq Slack channel
Will libraries want to map PO numbers from the incoming MARC records?

Status
subtletrue
colourRed
titlein process

Discussed in Acq SIG 28 June 2022.  No use case identified (yet) - wait and see if any identified before definite "No", since this decision would require coordination with Settings for editing PO numbers and max POLs per PO. If PO needs to not be mappable, easiest to disallow mapping the field completely on the field mapping screen (like HRID). A-M to ask on Acq Slack channel.
If the PO number is mapped from a MARC field (e.g. 950$p) and the PO varies from one MARC Bib to another, what should FOLIO do?

Status
subtletrue
colourBlue
titleopen

Wait until above question is resolved

Discussed, but not requirements

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