2024-05-21 Acquisitions Meeting notes

Aaron Neslin

Heather McMillan

Kristin Martin

Rhonda Fuhrmann

Ann Crowley

Heidi Vix

Lauren Seney

Sabrina Bayer

Anne

Heiko Schorde

Lia Chaleva

Sara Colglazier

Anne Campbell

Jackie Magagnosc

Linh Chang

Scott Perry

Corrie Hutchinson

Jamie Jesanis

Lisa Smith

Stephanie Larrison

Daniel Welch

Joe Reimers

Lucas Moder

Steve Selleck

Daniel Huang

Julie Stauffer

Martina Schildt

Susanne Gill

Dennis Bridges

Kimberly Pamplin

Masayo Uchiyama

Sylvia Hamann

Dung-Lan Chen

Kimberly Smith

Nick Hardebeck

Timothy Nelson

Dwayne Swigert

Kimberly Wiljanen

Peter Sbrzesny

Victoria Anderson

:01

• Housekeeping -

  • FYRO discussions currently planned for this Friday, May 24, at 9 am Eastern
    
    

    • Possible aspects to consider/include in FYRO discussions

      • Experience sharing if you've done FYRO recently (how did it go, things others should take notes, etc.)

      • Preparation/cleanup work you do prior to running FYRO

      • Discuss encumbrances for "Ongoing Orders" (how it's handled in your library, pros & cons, etc.)

      • How long does it take for FYRO to complete (number of ledgers you have, the size/amount of orders to be rolled over, etc.)

      • Other questions regarding FYRO

  • We can continue with a second meeting to discuss FYRO in June if needed

• Clean and prioritize feature backlog & more information - the first of a series of meetings on this (Acquisitions POs)

• UAT for routing slips will be June 3rd

• There is a list of features in Jira that haven’t been assigned yet

• 2024-05-21 Acquisitions Meeting notes

• Would like to look at features and get feedback. Are they still relevant, how important are they, may need additional feedback…. Not all are necessarily ACQ SIG topics, but all will benefit from this SIF.

:06

• UXPROD-1527

• Orders APP: Idea that within the orders app, users can search knowledge base to add a resource to a PO or PO Line. It would mirror the integration between Inventory and the Order.

• Kristin: Right now we can do that from the agreement line.

• Martina Schildt 12:08 PM
  we do it from the AGL as well in GBV libraries

• Joe: Safe to say we do not need to need to do this?

• It’s not talking about linking to the agreement line, if you don’t have it in inventory, only in the KB, it would pull the information from the knowledge base into Inventory.

• Timothy Nelson 12:12 PM
  Would it cover importing data from OCLC, for example, to assist in creating a POL instead of typing it in?

  • Kristin: That would be going into Inventory, then you could create the po from that.

  • Susan - but if you don’t want it in inventory, you need the metadata into your pol.

• Martina: Rather than linking to the resource in the KB, would like to link to an agreement line.

  • Dennis Bridges 12:14 PM
    I think this would be a separate thing. Ie. using single record import and then creating order from Instance.
    Ah yes Sara is correct. Sorry if I miss interpreted that question.

• Joe, so this is something that would be nice to have, but not impeding any workflows.

• In Europe it seems more common to push orders from orders to vendors, where in the US we are the opposite. How does Europe?

• Susanne Gill: Right now we use Sunrise from OCLC.

• Sara: How do you get it into your pol?

• Susanne: It’s part of the sunrise script

• Sabrina: There is an API between our union catalog and the library system.

• Sara: Can we broaden the access points so we have direct integrations to orders from different sources?

• Joe: Looks like there is additional analysis to reframe the question based on what we discussed. Will give it an AcqSig tag to get it on the list of things to vote on.

• Sara Colglazier (MHC/5C) 12:21 PM
  Pie in the sky … Zinnia?

• Joe: Forgot to mention, in the validated column are features that we have already identified as things we are going to do.

• Joe: We are not ready to assign releases to these, but don’t want to lose track of them.

:24

• Suspend or delay orders;

• Orders that are interrupted by unforeseen circumstances. Order is not cancelled. But postponed to a future fiscal year, or changing receive dates….

• Kimberly Smith: I think the ability to post orders against future fiscal years would meet the needs of our library for what we need. This would allow us to suspend an order or delay until the following fiscal year would be the biggest use case.

:29

• UXPROD-3578

• Lisa Smith, Mich State 12:32 PM
  And it used to work on a previous flower

• Pre order searching - ability

• Martina: This is probably no longer a thing. Because this was talking about the codex and the ability to search across multiple apps.

• Lisa Smith - preorder searching is harder in folio than previous ILS. Especially in the Orders App. So improvements in searching is needed, but not necessarily solved by this feature.

• Lisa Smith, Mich State 12:32 PM
  And it used to work on a previous flower. Maybe Morning Glory.

• Sara: You can change the model, but the Keyword says it includes all (UUID. HRID…) but it doesn’t.

• Joe: There is interest in this and we will look at more closely.

:38

UXPROD-2390

• Finance Fund Type usage information

• User would like to delete a fund type but can't because it’s being used by one or more funds but it’s not clear how many funds a leveraging this fund type.

• Kimberly Pamplin 12:39 PM
  It seems like this can be filtered for in Finance

• Aaron: Looks like the need here is to be able to deprecate a fund type. Ability to suppress, but not remove from the system to avoid the complexities of the referential

• integrity of deleting a bunch of things that have a value that shouldn’t be deleted.

• Kimberly Smith (MTSU) 12:42 PM
  Sara is absolutely right.  The filter makes this pretty clear.

• Robert Heaton | EBSCO 12:43 PM
  You can filter the list of funds by type, but you can’t also view by fiscal year.

• Joe will be coming back to the community in the next couple of months with questions on the logic of filtering by fiscal year usability.

:46

UXPROD 2415

• Add pending status for an invoice and commit money on transaction to ‘open’

• Kimberly Pamplin: At TAMU we are interested in this. Right now in Finance we can’t tell that the money is in there waiting to be paid.

• Ann Crowley: You can’t really track invoice lines that are linked to a PO until the invoice is approved.

• Sara Colglazier (MHC/5C) 12:48 PM
  So to be able to encumber $ without a PO/POL?

• Joe: Is there a difference in encumbering without a pol and expending without a pol?

  • Sara: need to be able to enable an encumbrance transaction.

  • Ann: Voyager would show us what was pending on a fund.

  • Dennis: It’s not that you want to encumber a transaction, but what is the value sitting in ‘open’ or ‘reviewed’ status.

• Joe: I am going to move to the validated column

• Lisa Smith, Mich State 12:51 PM
  Awaiting payment - invoice is approved, but not yet paid

• Kimberly Pamplin 12:54 PM
  We don't encumber our ongoing orders and it helps to see if a large amount is already in the system so we don't think we have more money than we do.

• Joe: Will update this with the acq sig topic. Remember to vote to asses the priority.

:55

• UXPROD-2416

• Add related invoices as hotlinks to encumbrances transactions.

• Kimberly Smith (MTSU) 12:56 PM
  That would be cool (5 people gave a thumbs up)

• Joe moved to validated column and we can vote.