2021-11-16 Acquisitions Meeting notes

Date

16 Nov 2021

Attendees

Organization	Total	Individuals
5C – University of Massachusetts	1	Scott Strangroom
5C - Mount Holyoke College	5	Janet Ewing, Kathleen Norton, Nancy Pelis, Sara Colglazier, Scott Strangroom
Amherst College	1	Nancy Finn
Chalmers	0
Cornell University	6	Ann Crowley, Jackie Magagnosc , Jean Pajerek, Lisa Maybury, Masayo Uchiyama, Natalya Pikulik
Duke University	3	Bethany Blankemeyer, Julie Brannon, Shyama Agrawal
Ebsco	2	Dennis Bridges (EBSCO, Product Owner), Ann-Marie Breaux (Ebsco, Co-Product Owner)
GBV	2	Martina Schlidt, Peter Sbrzesny
hbz, Cologne	0
Holy Cross	1	Bob Scheier
Java developer	1	Kim Wiljanen
Marmot Library Network	1	Lloyd Chittenden
Middle Tennessee State University	3	Susan Martin (Convenor), Beverly Geckle, Suzanne Mangrum
Missouri State	1	Dwayne Swigert
Owen Stephens Consulting Ltd, Designer / Developer	0
Skidmore College	1	Dung-Lan Chen
Smith College Libraries	1	Lucinda Williams
Stanford University	2	Linh Chang, Suzette Caneda
Texas A&M University	8	Kimberly Pamplin (note taker today), Frances Dotson, John Ballestro, Michael Phillips, Okay Okonkwo, Sara Dennis, Shannon Burke, Winter White
University Library Frankfurt	1	Tatjana Clemens
University Library Regensburg (Germany)	0
University of Alabama	0
University of Chicago	3	Julie Stauffer, Kristin Martin, Scott Perry
University of Colorado	1	Steve Selleck
Unknown	1	Lisa G Smith
Total attending	45

Agenda

Smoke Testing for Kiwi
WOLFCon 2022 - Acq SIG discussion (15 minutes)
Presentation of handling of subscriptions using prediction patterns (Peter Sbrzesny and Martina Schildt)

Discussion items

Time	Item	Who	Notes
	Agenda	Susan Martin
3 min.	Smoke Testing for Kiwi	Dennis Bridges	Preparing for smoke testing. When final releases are made at the end of BugFest, community runs a smoke test of all of the Test Rail cases that have been identified as critical. All cases have been claimed, but if you are interested in participating, the more people that are testing the better. SMOKE Bug Fest Kiwi (R3 2021) in Test Rail. Ann-Marie: Testing related to very large invoices. If anyone else has a large file, does not matter the vendor, would be helpful if you are willing to send for testing. From Ann-Marie Breaux to Everyone 12:07 PM Hi all - one request related to EDIFACT invoices. I have one very large file (18 invoices, 1104 invoice lines total) that I've been using for testing. If anyone has something comparable that you could send me, it would be great to have for additional testing. Maybe some of those big subscription renewal invoices that are arriving? Thank you in advance!
6 min.	WOLFCon 2022	Susan Martin / Dennis Bridges	August 31, 2022-September 2, 2022 Hamburg, Germany Brainstorming topics and collecting feedback about what we would like to discuss. What are some long-term discussions that might still be going on at that time? Serial Receiving Issues keep coming up as a whole (package-related, patterns, etc.) Might be an interesting topic to focus on. Appears in implementers topics in various ways. Record Export Maybe some cross-sig discussions? Time frame for how long to come up with ideas? Need to have something in the table on the Wiki page by the end of this month. https://folio-org.atlassian.net/wiki/display/CC/FOLIO+at+WOLFcon From Ballestro, John J to Everyone 12:13 PM Is this being billed as a working convention or more like presentations of functionality/upcoming features/plans? From Dennis Bridges to Everyone 12:18 PM This is a good question John, I haven’t heard much about this to date. Does anyone have more detial on the focus of this years convention? Sarah: By that time maybe people have already rolled their fiscal years. Would be interesting to hear about how people have done their end of the year fiscal prep. (Things that have arrived but haven't been paid; things that haven't arrived, but haven't been paid, etc.). Feel free to put ideas in Slack. From Susan.Martin@mtsu.edu to Everyone 12:19 PM Wiki WolfCon 2022 brainstorming page created https://folio-org.atlassian.net/wiki/display/ACQ/WolfCon+2022+Acq+SIG+brainstorming
15 min.	Presentation of handling of subscriptions using prediction patterns	Peter Sbrzesny / Martina Schildt	Expected pieces patterns Different patterns for monographic series and journals. Patterns need to be adjustable (extra issues, two issues published as one, etc.) At least one next issue needs to be created Journals Enumeration is more complicated than for series 3 levels needed: year, volume, issue Indication whether enumeration is ongoing Caption Separate column for comments on receiving piece Fields to record statistical information (custom fields?) Expected receipt date (pattern) Link to invoice Series Count (enumeration) field for pieces (volumes) to be received Caption field for pieces to be received Fields to record statistical information (custom fields?) Estimated price for next expected piece Expected receipt date (pattern) Link to invoice From Sara Colglazier (MHC/5C) to Everyone 12:21 PM Separate column that is visible for the Comment in the view +1 Q: for Martina and Peter: how are they indicating when they have claimed something in FOLIO? Wondering where to put that an item has been claimed in FOLIO. Peter: Have not been doing in FOLIO yet. From Julie Brannon (she/her) to Everyone 12:25 PM Excellent summary of requirements for managing print receiving - thank you Martina and Peter! +1 to Martina making this case for how much this is needed by institutions that manage high volumes! Dennis: Can you share these slides? From Martina Schildt to Everyone 12:26 PM From Susan.Martin@mtsu.edu to Everyone 12:26 PM The link to the slides is in the 11/12/2021 minutes https://folio-org.atlassian.net/wiki/display/ACQ/2021-11-12+Meeting+notes Dennis: Mention showing price on the piece. Martina: Have this for monographic series rather than journals. Different pieces received may become more expensive. Can estimate price of the next piece. Dennis: Are those amounts actually encumbered or are they just information in the receiving area? Peter: It will cause an encumbrance, but as it is sometimes not clear when next issue will arrive can indicate a low price like one cent if you want to. From Sara Colglazier (MHC/5C) to Everyone 12:33 PM Q: for Martina and Peter again: (a) will you check off Create Item when you set up Expected Pieces? and if yes (b) how do you anticipate your expected and possibly claimed Pieces to then appear as Items in Inventory? As On Order, Expected with date, Claimed?? And how will this talk to your public-facing display (Discover Layer)? From Martina Schildt to Everyone 12:36 PM @Sara: our workflows will be a bit different; our instances, holdings and items are synced from an external system which is our union catalogue. So after receiving a piece as part of a monographic series we will create an item in union catalogue that will be synced to FOLIO. We will not create items for the expected pieces that are received via series. From Sara Colglazier (MHC/5C) to Everyone 12:38 PM And the same for journal issues? From Martina Schildt to Everyone 12:39 PM We do not create items for journal issues, but indicate on the journal record the subscription dates and where to find the issues. From Sara Colglazier (MHC/5C) to Everyone 12:40 PM Ah, ok. Thanks. ... Still +1 on being able to see the Comment in the 3rd pane View mode. ;-)
30 min.	Critical Fields in POs	Dennis Bridges	Talking about using PO templates to create more focus. Mockups drive.google.com/drive/folders/1H_pYgVFE_0wB0pA_iqPedvRSSMMdWZ0m Options to hide or show certain fields when creating order template: Each field has an eye. If eye is open allows you to see the field. When hidden you would see eye with a slash through it. (in order template creation) Option when creating PO and POL to reveal everything in case you want to change something that isn't being shown. What are your impressions? Julie: Would like to be able to globally configure in settings, but also have these templates. Think it is a good intermediary step. Dennis: Think about what types of fields you would like to globally hide vs. through templates that suit specific ordering workflows. Ann-Marie: Also seems that different staff are going to want or use different templates. May be heading towards filters or tags that only show certain template types, so I don't have to see the hundred templates that apply to everybody. Bob Scheier: That's how it is in Sierra and is really useful. Dung-Lan Chen: Agree with Julie. Also, if order is one-time should only show fields related to one-time order. Not all functions are needed for all libraries; would like to be able to suppress those we don't need. From Suzanne Mangrum to Everyone 12:44 PM +1 Dung-Lan From Suzanne Mangrum to Everyone 12:42 PM It would be nice to have a global template for one-time orders, for example. As Julie said, we would still have a slew of templates for one-time orders, but we would typically include and exclude similar things in all one-time orders. From Julie Brannon (she/her) to Everyone 12:42 PM Our staff can create and save their own templates at the user level now, which is why I'm concerned that we'll end up with lots of templates From Scott Perry (he/him) to Everyone 12:43 PM Templates for invoices would also be nice. From Julie Brannon (she/her) to Everyone 12:44 PM +1 to invoice templates 100% :) From Bob Scheier (Holy Cross) to Everyone 12:44 PM +1 for invoice templates and global field settings Dennis: Can appreciate that there will be more templates if you add more functionality to templates and will need to make them easier to find. From Sara Colglazier (MHC/5C) to Everyone 12:48 PM And just to make sure: Templates will be able to be deleted even after they have been used, right? From Julie Brannon (she/her) to Everyone 12:48 PM At Duke we'll probably limit the permission to a few people who can access Settings to create templates since they're shared globally. Invoice templates UXPROD-2374 - Create, manage and apply Invoice templates Not ranked very high Julie: I think the reason it has become more important is because we are learning more about invoices. If you don't set certain items in the invoices can really mess some things up later. Export to accounting and release encumbrances are little boxes that have a lot of power. Ann-Marie: Import field mappings kind of serve as a template, but obviously that's a small subset. Julie: This is on the implementers page. Whether export to accounting is checked on or off based off of the invoice type. From Lisa Smith to Everyone 12:57 PM We have cases where we may wire a payment (no check on export to accounting) and where we may pay by check (check export to accounting) for the same vendor. From Peter Sbrzesny to Everyone 12:57 PM We can exclude funds from exporting and also exclude single invoices by giving them a Status that prevents Export. Scott: I view this as a default and not a rigid workflow. This is the default provided to someone who selects this, but what you do with this after is up to you. From Dung-Lan Chen to Everyone 12:58 PM +1 to Scott Could be valuable to have discussion around invoice layout and navigation.

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2021-11-16 Acquisitions Meeting notes

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