2021-07-09 Acquisitions Group Meeting Notes
- Heather McMillan
Attendees
Ann-Marie Breaux (Deactivated)
@JMac
@Katy Kazee
@Linh Chang
@Mary Moran
@Masayo Uchiyama
@Okay Okonkwo
@spmclaug
@Victoria Anderson
Discussion items
Minute taker | @Heather Thoele | |
Agenda |
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Housekeeping | Adding rough agenda times. Not a hard line, but an idea to keep things moving forward to get us through as much of the agenda as possible.
Susan: Will not have to do this all the time, but sometimes it's hard to get more voices in the conversation. From Lloyd (Marmot) to Everyone: 08:14 AM There are two things in Zoom that look like raising hands. One is in Participants, the other is in reactions. Which one are we using? Dennis: Yes, I am not opposed to using Discuss. The struggle is there are so many places discussions are happening and sometimes end up with fragmented discussion. When we had Discuss going, there was a little it of po's trying to aggragate conversations. Not opposed to Discuss, not not my favorite idea to push another form for discussions. Would like to see more people use the wiki and slack for conversations. Susan: Will put this on hold to discuss again. Visually, like the hand raised, so names do not get lost in chat. The person that raises their hand does move to the upper left. Owen: Lloyd said there seems to be two options to raise their hand. He only sees one. Need someone other than the speaker monitoring who is raising their hand. Susan: Usually the convener is not sharing the screen. We can monitor who is raising their hand. Kristin: She doesn't put the presentation in full screen so she can see the activity across the top of the screen. Martina: As the convener to moderate that, we can try hand raising and if it doesn't work we can change. 08:15:14 From Owen Stephens to Everyone : I don’t like Discuss tbh 08:21:46 From Owen Stephens to Everyone : The other thing about raising hands is I think you have to specifically lower hand afterwards so you don’t keep your hand raised the whole time (if I remember how this works in Zoom correctly) 08:22:24 From Dennis Bridges to Everyone : Is there a keyboard shortcut for “Raise/Lower hand”? | |
Product Council Update. 22 minutes after the hour. | Link is in the agenda.
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| Implementers discussion. 23 minutes after the hour. | Missouri state - brief discussion about implementing FY rollover. Worked great in production Allocations and encumbrances worked correctly. Main reason it worked well - a lot of practice. Participated in user testing. Thought she knew what she was doing in testing, but made lots of mistakes. Order records she thought were marked re encumbered and were not. Did FY close in Bug Fest. Was a good experience to go through all of the steps. While getting ready to move into Iris, in the dry run it worked perfectly. When it was time to do the real thing in production, she felt comfortable. Extremely helpful to do lots of screen shots of what you are doing. Screen shot fy where you have the entire list of group and funds. Screen shot of each ledger since it shows balances. Screen shot the settings for roll over process. One ledger we don't roll over encumbrances. Getting ready - prep work, is essentially the same as any other system. But Iris was the first time had access to a csv file. Also did a manual approach, used the orders app to sort open orders and closed out a few orders that needed to be deleted. Also used the filters to make sure that everything that had been paid was marked received. And that everything marked received had been paid. Also inactivated a couple of funds before they rolled over. Had a decision to rollover left over allocations. One problem , did not know beginning balances for new FY. Potentially could have had to make a lot of adjustments. Virginia: Can you talk about the volume? How many funds? How many ledgers? Tracy: Before we moved to folio, under a 100. Maybe 78 or 79. Some of them had not been active for a while. Looked back 5 years and made the decision to transfer to folio or not. Now have 66 funds. Have three ledgers. 1) Foundation, 2) Serials, 3) Majority of funds from academic department. Have about 20 open orders. Using the filter to select awaiting receipt or fully paid was really helpful. Using fully received and awaiting payment. Even with a lot of orders, using the filters is helpful. Dennis: You were talking about weather or not to roll over allocations. Did you use fund type to organize? Had you planned to use that for rollover? Did you decide it wouldn't give you enough control to roll over allocations? 8:35 Tracy: We are not encumbering serial orders. Dennis: Did you use fund types? Tracy? Remind me what that is? I am thinking we didn't use it since I am not sure. Dennis: You define and create fund types in setting. Tracy: I think it our set up it's operating, or foundation... I didn't use it. Because what I needed was more tied to the ledger and group set up. We had a lot of discussion about that field when we were implementing. What to put in there and how to use it. I had difficulty setting up the folio structure to mirror the banner system the university uses. Tended to shy away from it. Kristin: You said 20 open orders? Was that firm orders? Susan: Yes Kristin: For ones that were paid and received. what did you do so they would not re encumber? Tracy: For one time orders, it gets closed? Kristin: Did you have any orders that were open because you were waiting on it? Tracy, no, but in theory it should work. Chat question: Were the settings in rollover saved? Dennis: Not yet, It's a feature that will be coming. Tracy: That's why we used screen shots. Susan: Great to hear positive experience. 08:27:41 From Dung-Lan Chen to Everyone : Tracy, is there a doc somewhere describing fiscal year rollover rules & prep work, etc. 08:35:38 From Ann-Marie Breaux to Everyone : It would definitely be helpful to have a Tips and Tricks page for FY rollover prep/checks/things to watch out for 8:37:09 From Peter Sbrzesny to Everyone : Are the seetings for rollover saved in a log file or something similar? 08:43:22 From Ann-Marie Breaux to Everyone : Something that might be good as a topic in a few weeks - having a couple implementers talking about loading EDIFACT invoices and what they did in terms of storing match points. | |
| EDI Ordering | 8:41 | Export FOLIO orders in EDIFACT format Last one to discuss: Allow user to edit open order and set it to export. After save this order should be included in the next EDI export
Dennis: Am I missing any detail or any other use cases where you might need to edit this setting? is it possible you might want to change this after the ex[port is done? Essentially remove the export? Ann-Marie - simpler the better. Want to check it for the exception, not the rule. Susan: I can't think of a time i would want to go back and remove it to resend. I think it would be more confusing to the vendor and you run the reisk of getting duplicate orders. Martina: I agree with Susan. Susan: I think if you discover you sent something you didn't want, you would just contact the vendor. Dennis: Ok, we'll say it needs to be before the export is sent. You want to be able to edit, check or uncheck the boc. Dennis: There are two components:
Have this information captured in the organization record. Ann-Marie - you have the format and transport mixed up. From Ann-Marie Breaux to Everyone: 08:51 AM Dennis: That's a good point. So csv might be sent by email or ftp. Maybe should be method and format. Susan: Two pull down menus? Like choose csv, then choose ftp or email? Dennis: We'll go through this workflow a little more. What we want you to pick is the method. Then you pick the details of that method in a different part of the record. The goal is as little decisions needed as possible in the po. With some organizations, there may be some orders you want to automate orders, and not automate others. Option two puts the choice to automate or not is tied to acquisition method. For each acq method, you indicate if this should be automated or not. Rather than appear in organization record, is tied to acq method. From Ann-Marie Breaux to Everyone: 08:57 AM Dennis: When looking at an order, you select your acquisition method and that reveals or unlocks the fields associated with it. You can still choose to not export. Ann-Marie: This is still vendor by vendor orientated. It's probably no more than you top ten vendors you interact with that can accept edifact. Others might just be an email. Once I pick a vendor, that should start to condition how do I send orders to them . Not based on a setting based on a vendor. Dennis: That is a fair point. There is an easy way to implement that. Will demonstrate that. Next week as we are at time today. |