Item Who Notes Minute taker? Kristen Wilson Announcements/Updates
Product Council Minutes 24 Oct 2019
PC Updates
Unam – dev team from Mexican consortium working on fees and fines is having to reorganize their work There's also a change in developers for the ERM team – half time Cornell developer can no longer participate Mike Gorrell gave a presentation on technical debt, which is linked from the minutes The Implementers Group is encouraging people to contribute to the Information, Tips, and Tricks pages on the wiki: Individual Apps - Information, Tips, and Tricks What can RM contribute? The Implementers are also working on a spreadsheet of integrations. It's more institution-focused for now, but topics may come to the SIGs as it progresses. Fiscal Year Roll Over Putting the fun in funds! FYRO features are not currently marked as cap-mvp, but it makes sense to understand the process in the context of work on transactions. Rollover will happen for a ledger, and in turn all of the funds in that ledger Once the rollover process starts, there will be several actions available: Choose the dates of the next fiscal year Choose whether to restrict encumbrances and expenditures (allows spending on $0 budgets while waiting for final numbers) Set the planned budget for each fund type in the new FY – several options: Rollover last year's allocations (or a percentage) Rollover available balance Set allowed encumbrances and expenditures Q: If you choose to not restrict expenditures, can you turn this off later? Yes, you can update the setting at the ledger level at any point in time The ledger-level settings will override any fund-level settings Set encumbrance behavior for open orders Can set for ongoing orders, subscription orders, and one-time orders Choose whether to rollover the encumbrance Rollover encumbrance based on initial encumbrance or total expenditure Increase encumbrances by a percentage Once rollover is complete, all current fiscal year budgets will be marked inactive. Q: How many funds are associated with a ledger Each ledger can have one or more funds Each fund can only belong to one ledger Multiple ledgers might be useful for multiple campuses or branches, e vs p funds, or one-time vs. ongoing funds Q: How do you add new funds to a FY? You can add funds with a $0 balance, then roll them over and give them allocations. You can also do rollover first, then add new funds and allocations individually. Q: How do you decrease the budget for an individual fund? After rollover, you can edit the allocation for a single fund individually Q: What's the difference between a type and a group? Groups can cross ledgers and are used to show an aggregate view of a group of funds. Groups are not required. A fund can belong to multiple groups. Types are categories use to create subsets within ledgers. Types are use to rollover funds A fund can only have one type. Q: What happens if you rollover an encumbrance on a fund that has no allocation? When you try to pay the invoice, you will be stopped by the system if no funds are available. Q: Is there a way to set up funds where there is no allocation, but unlimited spending is allowed? We will need to add in an option to mark individual funds "Do not restrict" Currently that setting is only at the ledger lever. Q: Will there be an error log? There will be an audit process, but more work is needed to decide how to implement it. Q: Will there be pre- and post-rollover reports to create a record of expenditures and confirm that the rollover results were as expected? There might be a need for an in-app report You can also use the search and filter options as a workaround Purchase Order Line: fields divided by format An issue that's come up at Chicago when mapping existing POs to FOLIO There are separate price and quantity fields for print and electronic formats There are also separate physical and electronic resource details Worries about complexity for mapping and reporting Once the order is open, these values can't be changed Owen also suggested that there are similar issues at play with Agreements More discussion will be needed Chicago is having a "PO Workshop" next week for testing – that may help resolve or raise questions Are there any libraries that need to have their encumbrances separated by format? Why did we decide to separate cost information? The cost details on the PO are actually not the encumbrances P price, e price, discounts, etc. are tallied to get a total estimated price. The encumbrance is generated by the fund distribution People should think about these issues and bring questions back to the group