2021-06-22 Acquisitions Group Meeting Notes

Minute taker

@Heather Thoele

Agenda: Tuesday, June 22, 2021 

• Housekeeping 
• Discuss EDIFACT order export. This refers to  UXPROD-531 - Export FOLIO orders in EDIFACT format DRAFT  which has been identified as a very high priority in the community pointing exercises. We will review a proposed workflow for EDIFACT orders based on previous discussion and revisit use cases to be sure nothing has been missed
• Continue to discuss order renewal integration details and what data is most valuable to update

Announcements/Updates

Susan Martin

•  Housekeeping
  • Will not meet this Thursday
  •  We will meet this Friday, 9:00-10:00 eastern time.
  • Meeting every other week on Friday
  • Will no longer meet on Thursday's unless something changes. Please keep the Thursday hour free in case we do change it.
  • Look in Slack channel for further information
  • Zoom link stays the same
  • Effective the week beginning June 21, 2021, the Acquisitions Group will meet:   Weekly on Tuesdays, 1pm-2pm Eastern And Every other week on Fridays, 9am-10am Eastern time beginning on Friday, June 25, 2021.    We will no longer meet on Thursdays.    We will also start to use the RM SIG channel for our communication. The Acquisitions Group channel will eventually be deprecated. If you have not joined the RM SIG channel, please do so. We will overlap information in both channels for the initial transition. Additionally, we are still working out the Wiki. Please bear with us as we transition and figure out the details. Full details are found here: 2021-06-18 Meeting notes

Export FOLIO orders in EDIFACT format. 

Dennis

• Send orders in different formats for the same Organization depending on account number or other order detail?
  • In the proposed workflow, for any given order, you have identified the vendor the order is going through. In the Gobi organization record we can indicate if we have automated transfer or not. 
  • For Gobi, we can auto share the orders when it's opened. WE have different settings we can set for the method. (csv, EDIFACT, email...)
    • Is it common practice that you would expect FOLIO to be able to choose different methods?
  • Some libraries will differentiate between rush and non-rush. Non-rush orders going through EDI and Rush orders going through email. 
• Limit what orders are sent based on order data (Acquisition method?, order type? material type?)
  • For some material types the library will send order information through EDI but for others, they may create orders in the vendor systems. 
• Dennis: It seems it depends on a lot of different data in the order how you choose to share with the vendor. It could possibly be account number. Could expect different format, or a different connection, for the vendor.  
• Account number (Team/location/Acquisition unit. These would likely be represented by account number.)
• Dennis: Would different order types have different account numbers?
  • Martina: Would  usually have different accounts, but not always. 
• Order type (one-time, ongoing)
• Dennis: Is material type taken into account in these different data points? E book vs Journal..... 
  • This could be a concern but generally if it is it will be backed into the account number or order type.
• Dennis:
  • We will need to send orders differently based on account number.
  • We will need to take into consideration you may be creating orders in the vendor system. 
  • May want to do things different based on order type. 
  • Material type: Probably already taken into consideration with account numbers. 
• Limit what orders are sent based on order data (Acquisition method?, order type? material type?)
  • Create order in vendor system. So you never want to export the order. 
  • There are a handful of Acquisitions methods. Purchase at vendor system is one that a rule can be set that it will never be sent out. 
  • Will acq method drive how/if the order is being exported?
    • Ann-Marie: It would have to be in conjunction with the vendor. Not every vendor will accept edifact.