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Dennis Bridges

Andrei Makaranka

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serverId01505d01-b853-3c2e-90f1-ee9b165564fc
keyUXPROD-25652899

Problem(s):

  1. User must navigate to inventory to place a request on newly ordered items. This requires additional permissions and breaking up the acquisitions workflow or risking that items are requested before a hold can be place for the desired user.
  2. Title level requests will automatically pull an item that is created by the orders app.Fiscal year rollover can not be "undone"
  3. Fiscal year rollover errors can be complex and difficult, if even possible to correct

Use Cases & Requirements:

RequirementStatusUse cases

Automatically create a request for the on-order material so that it can't be taken by someone else. Prevent Title level request queue from picking up this item.Allow user to generate a rollover report that will tell the user what errors may occur if rolling over with current data

Status
colourGreen
titleVERIFIED

  • At Duke when a patron requests that we order a title, we would flag it as a rush order and capture the patron ID on the order record. Upon arrival a hold is put on the item so that it can't be loaned to anyone else.
  • The hold action needs to happen immediately at the time of order creation to preserve the "first dibs" priority of the original requestor so that they don't get bumped if a request sneaks in as soon as the item is created.
Allow requests to be created for a general user. Possibly system user or a specified generic user account (Requests require a user ID so we can not allow free text when generating request)
  • In preparation for rollover the library will run a report to catch any errors that may occur so they can be dealt with before the rollover is officially executed.
Allow user to run a rollover "preview" that will show a user the result of rolling over with existing settings

Status
colourGreen
titleVERIFIED

  • The library does occasionally place holds at point of order without knowing the specific user id. In some cases the requester information could be in a separate system (Eg. Iliad) and a default user is used to identify that this item should be treaded a certain way in the workflow ultimately having a person update the request information so the item is put aside for the correct user.
  • Library is ordering at vendor site and vendor does not have user ID. Allowing requester to NOT be a "user" account would be valuable.

Proposed workflow:

MiroAccessLinkhttps://miro.com/app/live-embed/uXjVOvvI4ww=?boardAccessToken=c21tuaYp2FfLMpnssj15CGhgJSFjoYCY&autoplay=trueHeight360BoardTitleCreate request from Order lineWidth640
  • In preparation for rollover the library will run a report to catch any errors that may occur on account of the rollover settings that are being used, so they can be adjusted before the current fiscal year ends.
Allow user to run rollover "Test" more than once if desired

Status
colourGreen
titleVerified

  • Library will always test rollover to make sure there are no surprises. Rollover may be tested more than once.
Allow user to easily obtain an export of the current years data during rollover process

Status
colourGreen
titleVerified

  • When rolling over the system should provide a copy of the closing years budgets (Current state at end of year). This is used  as a reference to help verify the results of the rollover


Proposed workflow:



Functionality Potentially Impacted by Changes:

Functional area

Records

Potential impact

Suggested Regression Testing




Questions:

It seems we may need to add an option for the Fulfillment preference after all

Question

Status

Conclusion

Comments

Can 2 or more users run rollover preview at the same time? What behavior is expected?

Status
colourBlueGreen
titleopen

Regarding Hold vs. Recall can an assumption actually be made here or would it need to be a setting

RESOLVED

Only one user at the same time. The 2nd user should see a warning/notification message
Does one need to keep a history of all rollover preview runs? If yes, how long?

Status
colourBlueGreen
titleopen

Another use case: alerting a user to a newly-available, ordered eBook, which does not have an item record. Is there a way to create a patron request for that? Should that perhaps be a separate feature

RESOLVED

Async operation - once started, the preview rollover will be executed on back-end, and the result will be available in history

Rollover setting is to be stored as well together with the results in order to enable/simplify further analysis

1 year is the max period for storing

All the data are stored in DB, and CSV can be generated via UI (as it's currently used in Acquisition app)

(warning) The question about the scope form Mikita

One of the option is not to have the history on UI but just provide an ability to download the file for the most recent rollover preview


How does the user user the preview is done? - E.g., by email

(warning) Try 2 options and estimates them


Does one need to support rollover preview not only for finances, but also for transactions and orders?

Status
colourGreen
titleRESOLVED

Unpaid invoices - it's just a prerequisite for preview

In fact, it's required to test the logic of budget_encumbrances_rollover.sql


Need to map all the columns in Export file example (see Miro board) with data available in mod- finance

Status
colourGreen
titleRESOLVED

All the mentioned data is required in final export file.

I have done some mapping of the columns with fields of Budget record (see https://github.com/folio-org/acq-models/blob/13072225f182e5d88a8811aabcfd55bb497e78aa/mod-finance/schemas/budget.json)

  1. Mapped fields are marked with (plus)
  2. Some of the fields, though mapped, are readonly in the schema; this means that the data in the fields is calculated in real time; they are marked with (warning)
  3. Some of the fields remained unmapped

Dennis Bridges 

Report with Unpaid invoices should be generated for Ledger or include all Unpaid invoice?

Status
colourGreen
titleRESOLVED

All

Dennis Bridges Can we provide in the email just link on Folio page with export downloading link?

Status
colourGreen
titleRESOLVED

Provide link to FOLIO page

Dennis Bridges Do we need to show Ledger Rollover Preview progress as for Rollover?

Status
open
colourBlueGreen
titleRESOLVED

Just show Status "In progress" or "Complete"

Image Added

Proposed Implementation Details:

Preview Ledger Fiscal Year Rollover#SolutionDesign

Work Breakdown Structure:

Features:


UI Stories


MOD Stories

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