...
Requirement | Status | Use cases | ||||||||
|---|---|---|---|---|---|---|---|---|---|---|
| Vendor system will update data points in FOLIO orders based on match point |
| Vendor systems contain ILS numbers as a match point for invoicing. Updating order information is done manually and as needed. More frequent updates after renewal include changes to Fund or subscription number. | ||||||||
| Vendor system will communicate price and quantity information which FOLIO will parse and use to update encumbrances |
| For some institutions it is too time consuming to manage price fluctuation so commitments are based on the previous years expenditure or they are not managed at all. Ie. These orders are not individually committed but potentially considered as a large, defined, portion of the budget. | ||||||||
| Vendor system will send an indication of what titles have been canceled and what titles are renewing |
| When renewing orders in third party systems the library will decide what to renew and what not to. Titles that are not renewed with the vendor are canceled in the ILS system. When these get out of sync it can be difficult for the library to decipher whether they wanted them canceled or not. | ||||||||
| Order line format can be updated to reflect changes without disturbing integration |
| Library needs to update order to add add electronic access to a print subscription | ||||||||
| When vendor reference numbers are added they include a timestamp that can be seen in the UI |
| When renewing an order for which the Vendor reference number is changing the library must update the ILS order and make clear which vendor reference number is the current one. Multiple numbers would be confusing over time if there is no indication of when and why they were added. |
...
Exercise | Title | Status | Details | Results | |||||
|---|---|---|---|---|---|---|---|---|---|
1 | Evaluating Problem Statements above |
| See google form at https://forms.gle/TvgKfgTeRu37hsEK6 to participate. |
...
Transmittable data and mapping:
| Data point | Logic | Comments | ||
Vendor | Not updated but included as reference | |||
Cancellation Restriction | Updated | |||
Cancellation_restriction_note | Updated | More important to have the most recent restriction note information. Adding to this field each year might result in the same note being added multiple times. | Price | Updated |
Currency | Updated | |||
Vendor Reference Number | Added to existing | To safely update this field users would need to know what the most recent numbers are. Otherwise, it could be very confusing as to which number is current. Ie. what they actually renewed this year. Consider adding a data added to vendor ref number. to help identify which is most recent | ||
PO Number | Not updated but included as reference | |||
PO Line | Not updated but included as reference | |||
Customer Note | Added to existing | |||
Subscription to Date | Updated | |||
Renewal Date | Updated | |||
Quantity | Updated: based on Purchase order line format | Need to be broken down into Electronic and Physical price when orders are Mixed format | ||
Fund Code | Updated | |||
Publisher | Updated | |||
Type | Not updated but included as reference | This will be used to update order line status for things that have been canceled. | ||
vendor_account_number | Updated | User group believes it could be useful to allow third parties to use this as a match point. Specifically if they are storing legacy order numbers in this field. | ||
unit_price | Updated: based on Purchase order line format | Need to be broken down into Electronic and Physical price when orders are Mixed format |