Using MARC Bibs and Data Import to create FOLIO POLs

Focus Group for drafting requirements:

Acq PO: Dennis Bridges
Cornell: Jenn Cole
5C: Jennifer Eustis, Sara Colglazier
Michigan State: Kim Wiljanen, Lisa Smith

5/20: Kim, Sara, Jenn, Dennis

Schedule next mtg Weds 5/25 3-5 pm

Prep Jira: UXPROD-3361 - Getting issue details... STATUS (Morning Glory)

Dev Jra: UXPROD-185 - Getting issue details... STATUS (Nolana)

Prep work

Please bring samples of MARC Bibs with 9xx order data and be familiar with placing orders in your library’s FOLIO

Background

What are your library’s use cases for creating orders from MARC Bib records?
- Approval plans (aka All happens at point of receipt/invoicing)
  - Create individual orders for each title, along with Bib/Instances, Holdings, maybe Items - all at the same time
  - DDA automatic eBook purchases - may not be creating items for these
- Firm orders (aka Point of order and Point of receipt/invoicing)
  - Firm orders that are not API - create individual orders/temp Inventory Instances, Holdings, Items, then later finalize Bib/Instance, Holdings, Item
  - Lehigh tool workflow from Cornell (which uses MARC Bib data along with the the order API and Data Import)
  - Kim: Get records from OCLC and download to local system to create an Instance and Order (ca. 80-90 records per session), but not holdings or item. Holdings and item created when the materials are processed, which may only be a couple days after the orders were created. (EastView for Russian materials, MARCnow does cataloging and adds to OCLC; library gets records from OCLC)
- Multi-line POs instead of Single-line POs (Cornell and Mich State)
  - Mich State likes 1 POL per PO for firm orders, but approvals are multi-line; settings are 999, which works for AP, but not for firm orders
Walk through one library’s details of the top use case
- Approval: Cornell Aux Amateurs
  - Separate MARC file for each invoice POL limit setting is 999
  - Holdings, Item, Invoice data in 9xx fields
  - Create the order as Open,
  - Be sure that the VRN is mapped into the POL
  - Then when order is opened,
    - Orders app creates brief Instance, Holdings, Item
    - Creates expected receiving pieces, with synchronized receiving
      - Receiving pieces are created, but Cornell does minimal receiving for approvals; just click received and does not include barcode number or other item data
      - Library could also default to receipt not required, but
        Lose some visual clues in that case, that the POL was fully received (which Michigan State observed)
        Receiving Piece would not be linked to the holdings or item and would not populate the Receiving history accordion
    - Encumbers the funds
  - Lehigh app triggers Single record import that overlays each of the Instances, and changes Source to MARC, and then updates the Holdings and Item
    - Import stops if Instance Source = MARC
  - If no Lehigh app, and there is a file of 8 MARC Bibs
    - Import the MARC file
    - Matching on VRN for Instance, Holdings, Item
    - Updating Instance, Holdings, Item based on the update field mapping profiles
- Approval Q&A:
  - Template needed? Probably not, and might be overly-complicated
  - Do libraries add lines to the approval POL manually? Usually no
  - Allow the POs to be created as Pending or Open
  - Also make sure that Receiving option is in the Field mapping profile, e.g. Receipt not required
    - Could orders be created and automatically transition to received, especially if DI is populating the details like barcode into the Item record?
  - Does the Orders app have to create brief Instance, Holdings, Item, or could DI do it? If DI does it, is there a way to link the POL to the Inventory records? A-M and Dennis discuss
Firm orders
- Placed outside of FOLIO and then need to be copied into FOLIO - can't count on the vendor having FOLIO POL
  - Ways these could get into FOLIO:
    - API
    - Lehigh app (what is the new name)
    - MARC Bibs with order data (after this dev work is done)
    - Manual (after order is sent to vendor by e-mail, mail, or placed on their site, but no automated way to get the data back into FOLIO)
  - Sara
    - Point of order
      - Place orders on vendor
      - Get daily MARC file (from vendor, with OCLC numbers and Vendor reference number)
      - Pick up the file
      - Get a daily e-mail that the file was picked up and loaded
      - Create bib, item, order in current system (do not create the holdings yet
        Order created in open status
    - Point of receipt
      - All matches by Vendor Ref Number
      - MARC file to update the bib
      - Manual receiving
      - Manual create holdings and update item
      - Get EDIFACT invoice
- Placed in FOLIO and sent to the vendor - vendor would have the POL
  - How?
    - May be creating pre-orders from MARC Bibs, and then finalize and send to vendor (after this dev work is done)
    - Manually key
  - Jenn
    - - Point of order
      - Selectors may decide on candidate titles, which triggers MARC to be sent
      - Vendor sends MARC Bibs for candidate titles
      - Other records come from other vendors, and may be selected at this point - all is external to FOLIO
      - Automation to check the file, maybe change vendor, assign funds
      - Produces a MARC record with order data
      - Weird ones go into review file
      - Then pre-order MARC file is loaded into FOLIO - using the Lehigh app - all settings configured in the tool, so not using order templates
      - Creates the order as Open
      - When the order is opened, does its regular process: create the receiving pieces, Inventory instances, holdings, items
      - Then run a data import to create SRS MARC, change Instance source, update the holdings with call number ON ORDER, no changes to item
      - Only for 1 vendor automated; rest are manual
      - Export the order info in csv and send to vendor
      - Vendor creates orders, with the FOLIO POL
      - Point of receipt
        Get a MARC file from the vendor
        Add the Instance HRID into the MARC, and then use that for matching
        Use "On Order" in the holdings call number field as a static match to update the correct holdings (or holdings HRID begins 1)
        Use "On Order" or "In process" item status to find the correct item and update it
        Updates the Instance, Holdings, Item (call number, location, barcode)
        EDI invoicing, probably using FOLIO POL for matchpoint
See if there are variations in that use case for the other 2 libraries
Do the same for the next 2 use cases
Decide next steps (Focus group meets again? A-M and Dennis talk with Devs?)
A-M create videos of matching by POL and VRN
All 3 Inventory record types linked to POL as of Kiwi, but can only see the POLs in holdings; Lotus: can see the POL links on all 3 record types

Field mapping UI

At top
- Use template or not
- Use settings POL max or not
- Create orders as Pending or Open
Then all the template data

Things we don't want to forget

Templates or no? Still TBD
POL maximum setting OK to follow? Maybe NO, if library does multi-line for APs and single-line for FOs
Can we confirm that things done manually happen the same way when they are done mechanically?
Work through scenarios where multiple libraries share the same instance, but separate holdings and items.
Does Inventory creation happen via Orders app (Instances would be Source = FOLIO) or Data Import app (Instances would be Source = MARC)? If DI, can we trigger POL links to be created?
What happens if vendor cannot provide the POL or VRN in the MARC Bib, or the OCLC number/ISBN is not a good match
Should Inventory be created first, and then the POLs? Or vice versa
Receiving app?
Only 1 holdings/1 item can be updated by DI right now
Fund and Expense class - do we need special field mapping syntax to split?
How does this dovetail with the Lehigh app - does this replace it or coexist with it?
What happens with POL links to holdings/items before the POL in holdings was implemented
Ongoing orders - how necessary or not
Do we need update, or just create?