2021-04-22 Acquisitions Group Meeting Notes

Minute taker

@Heather Thoele

Announcements/Updates

• Dennis: Does anyone know how to do a poll in the wiki? Would like to maintain a history moving forward of how the group votes.
  • Looking back at what columns appear in search results for orders.  There is a new mechanism that allows you to adjust what columns appear.  Want to review what columns are possible here.  Lets list out what the data points are, then put it up for a vote to the community so we know where the priorities are. If can’t find a polling system and a way to embed it, will need to just go through the list.
• Dennis also has received feedback from some on what details to include when printing orders. He has narrowed down details for us to review. 

Location in the po line

For the Video: starts at about the 9 minute mark

• In the po line, currently capturing location information.
• This is for R2 - We are implementing a place to store a reference to the holding record. Currently, there is a reference to location. When there is going to be a holdings record, we would display the holding information instead of the location.
  • Dennis question: At point of order, if you are saying I am ordering something for an existing instance, creating a po for the material, and there is already a holding record you want to connect. Is that logical? 
    •  Question from group -  What is going to display to describe the holdings?
      •  Dennis: What will display there is the description of the holding. It has the location and the call number. Depends what data you have in the record.
      •  Q- if there is no record, no holdings, a preliminary location will be created so a holdings can be created? 
        • Dennis: Yes, fall back on current procedure. A holding can be created while creating the po and the connection is created. 
      • Q: I order a brand new thing, I create the po, a holdings is generated, all new items generate with an on order location, then, once it’s received and goes through cataloging process to get a permanent location, will that update in the order? 
        • Dennis: That is part of the discussion -  If the permanent location is updated in the holdings, should the order location be updated?
        • Ann- Marie, it will be important and maybe different answers for ongoing or one time.
•  Dennis: From now on, in the holdings, you will see order information.          

• Comment: Would really like when the holdings location is updated, would like it to be updated in receiving. Currently will not be using the receiving app because all the information needed is in the holdings.
• Dennis: The dilemma we are currently having is when to maintain the connection.
• Ann-Marie – Feels like it’s useful to be able to see locations. What if ordering for two different locations.
• Julie: Many times location is used as the marker for holdings.
• Dennis: The descriptor of the holdings includes the location?
  •   *yes
  •   So if the descriptor is there, it’s still showing you the location.
• Dennis: If your create inventory setting is none, or just instance, you are saying you do not want a holdings associated with this order. Assumption is if you want to still associate with a location. Currently, if you don’t want a holding record, a location is not required.
• Chat: From Dung-Lan Chen to Everyone:  12:28 PM-  for new titles on order, will they display as "on order" in discovery layer?
• Dennis: What we display as on order at the moment is just item records. The holdings does not carry a status of on order.
• Susan Martin: Chicago orders everything to an on-order location to get it to show in the OPAC.

• Dennis: Lets talk about the use case of on order location. (12:30 mark in video)
• In this scenario, you would order this to the on order location. At point of receipt you may receive the items to a different location than on order. Folio will then create a new holding for he new location.
• If we want to keep location in sync between order and holdings, you can change the location in either location to update.
• If receiving to an ‘on order’ location, would you just change the location in the holdings?
  • Julie, Correct, we update the holdings from ‘on order’ to the actual location
• Dennis – What if you order another two copies? How do you reflect it’s ‘on order’?
  • Julie – If it’s going to a different location, it’d have a different holding.
• Chat: From Dung-Lan Chen to Everyone:  12:37 PM once an item is received, I think it's a given the holding location will be changed to something else from on order, so if we just look at the holding in Inventory, one would know where the item is.  Acquisition holding can stay as on order  if that makes things easier.
• Dennis: My plan for this, is because this will have a substantial impact on the functionality of receiving, the current plan is to make these changes in a controlled environment, similar to what we did for UAT testing for fy rollover, so this group can test these changes as early as possible. Placing the emphasis on the holdings rather than location, we will have a place to play with this change to do testing and get feedback. This will help us figure it out in more detail.
• Dennis Question: Is it possible to have two holdings on an instance with the same permanent location?
  • Yes
  • Where there are many items, sometimes will be split into separate holdings.
  • When you have copy one and copy two, you may have a holding for each copy even though they are in the same location.

Inventory holding data;

UX-PROD-1925

UX-PROD-1925

Dennis will be discussing at the RM Sig tomorrow morning if there is time. 

POL Number – Will have a hyper link. We want to keep this.

Order status: - is it necessary to display pending orders?

                *No, only open or closed is valuable information.

                Do we need payment and receipt status of a po line?

• Julie – what would you be looking at for ongoing orders?
  • The word ongoing in the po
• Chat: From Jean Pajerek to Everyone: 12:53 PM. Status of the POL is more valuable to know than the status of the PO.
  • Several agree pol info is more valuable than po information.
• Dennis: Sounds like it is important to keep order status. Could see reason.
  • Closed - *reason for closure*
    • Feedback – concerned about real estate – just click on the link to see if you want to know.
  • We do want to see pol receipt status.
• Do we want to see the order date?
  • Martina, if we have space left, it’d be nice, but not necessary.
  • Order date is more valuable than order status date.
• Conversation will be continued.