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Stanford University

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Announcement about Item State Architecture working group:

From Erin Nettifee:

Hi all - I am spinning up a small group to work on requirements for two features - https://issuesfolio-org.folioatlassian.orgnet/browse/UXPROD-1530 and https://issuesfolio-org.folioatlassian.orgnet/browse/UXPROD-1590 - meant to establish the other two parts of the item state architecture.

I want to be clear that I am not taking over as the item state PO - I don't have the bandwidth to do that permanently, and I really only have capacity for the next 3-5 months to do more PO work - if a more permanent PO steps forward, I will gladly hand this over. I also want to be clear that there is no development team for this work, so all we are doing is working on requirements, and we have no guarantee as to when development might happen. But there are very few requirements for either jira right now, so no matter what hopefully we can make it so that when resources do appear they don't have to start the work from scratch.

The commitment is likely to be something like a bi-weekly meeting plus additional ad-hoc work depending on the topic, for a limited period of time (the next 3-5 months.)

How to find our latest recordings

Feature Freeze Coming Up For FOLIO Analytics

• Finishing up query work for Nolana by November 7

• Notes from meeting, recording
• Angela's Notes
  • Wayne from Index Data presented (slides)
  • Questions about refreshes, backups
  • Index Data is running on Amazon RDS for hosting, which includes disaster recovery (7 days of snapshots)
  • EBSCO also using Amazon AWS, RDS Postgres; has come up with a list of strong and weak points on hosting
    • Pros:
      • pretty reliable process; if you set it up the way you want, it will work until you want to change something
      • very quick and good support from developers (thanks to Nassib!)
    • Cons:
      • data transfer time gets longer as data in FOLIO increases
      • will need more resources as FOLIO database grows, since LDP will also grow - will need to upgrade instance type of VM to let everything work properly
      • silent failures are also a problem - don't have good and detailed logging when problems happen (have had to ask Nassib for help, couldn't find all of the information about logging in the documentation)
      • currently using container approach, and all of the logs are stored inside the container, so had to implement additional functionality to store logs on host instead to read logs
      • documentation in ldp1 repo is mostly oriented to developers, so it's not so easy/fast to find necessary information if you're not familiar with the system, don't necessarily know if you need to do something yourself or the system already supports it
      • there is no automatic recovery - when the process fails, you need to re-run it manually
      • incremental update takes more time than a full reload, especially when there are a lot of updates or data were imported from another source into FOLIO
      • process for database takes too long - 14 hours for database with 10 million inventory records
  • Response from Index Data
    • ID uses container log aggregation (cloud watch, or elastic), so the logs don't go away when the container goes away
    • ID not seeing 14 hour update times for 10 million instances; LDP update for largest customer (8.5 million instance records) takes 3.5-4 hours; ldpmarc is quick (10 minutes); derived tables another 4 hours
    • 14 hours doesn't seem normal, and people shouldn't expect that, especially if you are running with network proximity between the FOLIO and LDP databases
    • EBSCO: the 14 hours is LDP1, ldpmarc, and derived tables all together. It depends on the customer's dataset. One customer has a dataset that is similar to Cornell's but the LDP update is shorter by 2-3 hours.
  • TAMU: run all of the LDP processes as cron jobs on Kubernetes (have our own container for FOLIO analytics); seeing times similar to Index Data; incremental is quick; full update is 8-10 hours, for 4.5 million records; production database is standalone Postgres VM with dedicated storage, only use it for FOLIO reporting. Times are similar to ID. Don't have as much memory on production server, only 12-16 GB, but it is 4 core CPU. Very interesting that you can't get ldpmarc incremental updates working. We used to do LDP1, then derived tables, then ldpmarc, but seems to be more reliable to do LDP1, then ldpmarc, then derived table. Use FluentD for logs, which then get pushed to Splunk. Previously, logs were going to file and had to change that to go to standard error/out so that can go to Splunk. Don't have alerts set right now for when those jobs fail, haven't had time yet, so each morning just check them all manually. For production stuff, rarely get a failed job. When I do, it's usually just a mistake from a recent TAMU developer change. Sometimes we would lose connection between the LDP and FOLIO, but the admin guide has advice and new versions have a fix for that.
  • Security concerns: if you don't have things set up securely, sure, but otherwise... not sure what is meant by security concerns
    • For some enterprise institutions that rely on SSO, that's not supported, it's just regular Postgresql security, but that is pretty battle tested, so it's more of an integration problem than a security problem
    • TAMU: we make sure the LDP IP address is only accessible from certain subsets, our K8s network is namespace isolated... don't do any data anonymizing, and we need that data. We have a lot of power users in various departments that like to build their own reports. We've set up Cloud Beaver instances that use read-only users, and we have that set up for SSO. They log in using their library account, they only have access to the things they should see based on their roles. From a security standpoint, no, there isn't SSL all the way down to the schema, but we take care of that by controlling access. And FOLIO has the same issue. Different Cloud Beavers for: production, dev/test, FOLIO database. But for heavier stuff, there are reporting workflows in the workflow engine which does scheduled queried against the LDP and sends data to a website where results can be downloaded. We use SSO for that, so it's also restricted to specific people.
  • Testing/upgrades:
    • LDP1 and ldpmarc are both fairly independent of FOLIO releases, new versions come out on their own cadence. What we have for all tenants is production and staging. When there is a new version of LDP1 or ldpmarc, will implement that in staging. Don't necessarily invite users to test since upgrades might be minor, but if it's more than a point upgrade, might invite users to test. Then follow that with upgrade of production. Invoke upgrade with new command, and then next time you run an update, you'll get the new version. For ldpmarc, usually need to run a full update, but the release notes say whether you need that. FOLIO Analytics is tied to FOLIO releases, so we tie that to the FOLIO flower release. The FOLIO testing should include LDP1 as well.
    • TAMU: pretty much the same. Only ask for users to look at upgrade test for new FOLIO Analytics upgrades. Don't update the FOLIO systems very frequently - every 6 months to a year. Don't update the LDP much either, just do everything at once, including testing.
    • EBSCO: wait until flower release to update LDP1 and ldpmarc unless there is a specific problem with current setup. Ask others if the errors are solved by a new version, and if so might update. Usually have special job that is called "LDP engine" which includes all three components, and use that Docker image for all setups for current flower release. Do smoke tests for current LDP version. Check repos to find the current versions. Build new Docker image. Do smoke test - how does it work, do we get errors, etc. If it works fine, create recommendations for the upcoming flower release - we should use these three versions of the components. Use them until next FOLIO release.
  • Additional accolades for Nassib! Very responsive, active about documenting issues that are coming up. Containers are awesome, save a lot of time. Also appreciate the help from Nassib on queries.
  SIG Discussion 
  • the help from Nassib on queries.
• SIG Discussion 
  • The good news is that none of this is really new; security concerns are not valid or shared by the SysOps group
  • This is all specific to LDP1, but some of the security discussions will be the same for Metadb, so we've already heard about the best practices for that
  • Did Index Data express concern that they are doing more work than others?
    • so far seems like they are employing a standard OSS model of free software, pay for hosting; how can we support their visibility as a hosting provider?
  • At Cornell, we decided that Folio and LDP updates should not happen at the same time. No one at the hosting service has time to look at LDP issues when they are focused on making sure the app upgrade is fine. We learned this the hard way.
  • SIG could help compile information into a Tips and Tricks for Hosting LDP1 wiki page?
    • could be written for people who are not super technical, as opposed to the actual software documentation

• Build a directory of extracted and derived tables
  • TBD
• Build Training Program for FOLIO Data Model
  • Subteams making progress
• Investigate LDP Hosting Support
  • Follow-up (above)
• Port LDP derived tables to Metadb
  • Subteams making progress, but we are behind on reviews
• Recruit from new institutions not represented
  • Have been reviewing the list of implementers; next step will be to identify contacts and reach out
• Review reporting channels on FOLIO Slack
  
  • Proposal approved by Nassib, actually thinks we might be able to transition sysadmin channel as well
  • Will be making some Made posts in these channels to announce the changes, deadline of Friday, Oct 28 for feedback

RM Working Group

• group is working on RM-related derived tables for Metadb and adding comments to columns for folio-analytics 1.5
  
  • see RM Derived Tables to Convert from LDP to Metadb
• for latest query development updates, see RM Prototype and Query Development Status
• Meetings are biweekly on Tuesdays 11am-noon ET; contact Sharon Beltaine if you would like a calendar invitation
• Meeting Recordings are here: FOLIO ERM-RM Report Dev Teams

Reporting SIG Documentation Subgroup

• Lotus documentation is live on https://docs.folio.org/docs/
• Morning Glory documentation is complete and submitted
• Nolana documentation will be in progress soon
• Additional Context
  • The Reporting SIG has representation on the Documentation Working Group, which is building end-user documentation for https://docs.folio.org/docs/ (mostly linking to existing documentation over on GitHub)

External Statistics Working Group

• no updates currently
• new organizational/tracking scheme for JIRA, with pointers to queries in folio-analytics repository
• New organizational structure for External Statistics reports
  • external statistics reports (e.g., ACRL) typically require running queries from different functional reporting areas
  • these reports will be captured in JIRA under one UXPROD-XXXX report cluster issue, then the descriptions will point to each of the queries required to run them on the folio-analytics repository
  • institutions will need to rank each of these 8 new UXPROD-XXXX report cluster issues
  • each reporting development team will take responsibility for the queries in their area for the external statistics clusters

Product Council

For all recent work on FOLIO Reporting SQL development:

• https://github.com/folio-org/folio-analytics/commits/main

• How to deal with External Stats reports?
  • maybe subteam leads check in about that
  • probably wait until after Metadb conversion is more complete
• ask for presenters: hosting experiences from implementers
• Annual Reporting Goals
  • (in progress) Support the transition from LDP to Metadb (e.g., update derived table and report queries, update documentation, outreach, new training)
  • (ready to start) Developing training/onboarding for new SIG members/report users (esp. FOLIO-specific data model and transformation stuff)
  • Improve communication between SIG and developers of apps so we hear about data model changes in advance
  • continued advocacy on part of the SIG to governance groups
  • (ready to start) Review JIRA issues, clean up, revisit strategy for JIRA
• Regular review of Milestones
• Exploring new recruitment/onboarding strategies (e.g., buddy system)
• Demo latest version of LDP app, any new features?
• Training: Using APIs
• More work on asynchronous collaboration, how to engage in discussions and question answering more broadly
  • consider connecting discuss.folio.org with a Slack channel, to make sure any forum topics get highlighted on Slack as well?
• Open question: should we update FOLIO LDPLDP1-based Reporting First Implementers Grid

Review and update Topics for Future Reporting SIG Meetings