Page Comparison

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

Data Import Dev Jira: Image RemovedUXPROD-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 POLsData Import Initial Development Jira: 

Data Import Refinement Jira:

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

Existing "Lehigh" workaround: Temporary Solution for Creating FOLIO Orders from MARC Data - draft

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

...

• 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:

...

Discussed, but not requirements

• Create separate orders per invoice. FOLIO does not currently have the logic to parse MARC files into separate invoices. If this is required, library should work with their materials vendor to get separate MARC files per invoice, and then ensure that the POL line limit in the field matting profile is set larger than the maximum number of lines allowed per invoice from that vendor.
• Be able to select an order template within the Order field mapping profile:  The Data Import field mapping profile basically acts as a template, gathering default and mapped data for a particular type of file from a particular vendor. Once the field mapping profile is created, it does not have to be adjusted to accommodate each individual import for the same type of file. To tie the field mapping profile to the order templates would require significant development effort, along with problem handling if the field mapping profile and template have different values for the same field.
• Create invoices from the MARC bib data. Separate feature for that. Cannot be accommodated in the scope of Nolana. For now, create orders based on MARC Bibs, and then create invoices from EDFACT data, via a separate job profile. 
• Assign order notes to POs and POLs. Not a requirement in Nolana. Currently Data Import does not interact with any helper apps such as Notes or Tags
• Assign tags to POs and POLs. Not a requirement in Nolana. Currently Data Import does not interact with any helper apps such as Notes or Tags
• Schedule the pickup and import of MARC Bib files, assigning the correct job profile. Not a requirement in Nolana. Added some details into UXPROD-662

Mockup for FOLIO PO/POL Field Mapping Screen

See requirement details in the screens attached to UIDATIMP-294

Sample MARC records with Order data

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Developer Questions:

Opening orders

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Possible Nolana Job profile sequence (Data Import)) 

See video here

• Create Instance (source = MARC)
• Create Orders (with data from MARC Bib, Order data in MARC Bib, Order field mapping profile)
  • DI would need to pass the Instance UUID as part of the Create orders info
  • What happens if order is created as Pending?
  • How to create source = MARC
• Open the order
  • Which creates Holdings and Item based on info the POL knows, and provides the POL link in the Holdings and Item
  • Question about whether opening the PO creates a new holdings or links to an existing holdings in the Instance

Second Nolana Data Import job

• Match on ??? VRN (to find newly-created Holdings and Item)
• Action: Update holdings - field mapping profile; only worry about 1 holdings for now
• Action: Update item - field mapping profile; only worry about holdings for nownow

Caveats:

• For Nolana, have to run 2 import jobs
• VRN must be in the original MARC Bib file
• Could we run it as 1 job with update actions after the PO is opened?

There are pros and cons to Orders app and DI app creating Holdings and Items

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"Electronic Resource",
"P/E Mix",
"Physical Resource",
"Other"

"Electronic ResourceAwaiting Receipt",
"Cancelled",
"P/EFully MixReceived",
"PhysicalPartially ResourceReceived",
"Pending"Other"

,
"Receipt Not Required",
"Ongoing"

Link to code

NOTE from A-M: will only display Pending and Receipt not required, since those are the only permitted values when an order is created

"Awaiting Payment",
"Cancelled",
"Fully Paid",
"Partially Paid",
"Payment Not Required",
"Pending",
"Ongoing"

Synchronized = false
Independent = trued = false
Independent = true

"Instance, Holdingholding, Itemitem",
"Instance, Holdingholdings",
"Instance",
"None"