2022-05-03 Acquisitions Meeting notes

• Please participate UAT for batch voucher and invoice export when it’s ready
• Next meeting - Friday (5/6/22) at 9 am Eastern

UAT Testing

UX PROD-3405

UXPROD-3620

• Working on updating the environment we will be using. 
• Plan to start Thursday May 5th this week
• Will end Thursday Many 12. End of Day. 
• Covers all three features. 
  • Exporting fund structure, 
  • Exporting invoice information
  • exporting vouchers
• https://docs.google.com/forms/d/e/1FAIpQLSdz-Do-9NaSQKnjxjReQdcU0n1WD1KYClDeECnDXRDnVGVvyw/viewform
• Can fill out form as a group, only details you need are the name of your institution, and an email address. 
• There is a specific spreadsheet if you find something that may be a bug. 
  • https://docs.google.com/spreadsheets/d/1fIIqB2qqRYtetuQnjj5mPfTFCLTbEZ6a60dQ0mQb0JM/edit#gid=0
• It will be helpful for everyone to use one of the two ledgers that is already set up in the thunderjet environment. 
  • This will allow for more data to be available to see if the export meets your needs. 
• Dennis will post a call to test in the regular slack channel. If any questions you can post them in the channel for UAT. 

• https://www.eventbrite.com/e/wolfcon-2022-registration-298014518447 
• Does anyone know if they will be attending in person?
  • Martina Schildt - Is part of the planning group for WolfCon
  • Peter Sbrzesny
• WolfCon 2022 Session Gathering
  • https://docs.google.com/spreadsheets/d/1eJk8yjKYLE1c5G_tnuttH3r2Rz4yoE469O9uxYCAMoo/edit#gid=0 
  • Session  names and who will be doing it. 
• Acq Brainstorming ideas
  • WolfCon 2022 Acq SIG brainstorming 
  • We need to know how many meetings we want to offer. 
  • Martina - needs to say we will be doing a working meeting or presentation.... topic can change if need be. But need to reserve the time spot/place. 
  • Martina: Submit as many proposals as you want, once we see how many proposals come in will adjust as needed. 
  • Martina: Covid restrictions: At the moment will need to wear a mask when ini rooms. Will keep in touch as we get closer to let you know what it the current information. 
  • From Sara Colglazier (MHC/5C) to Everyone 12:17 PM
    Until when on Friday (German time) does the conference go?
    
    • 5:00 German time
  • From Ann-Marie Breaux to Everyone 12:17 PM
    Do we have any idea how many of the Acq SIG members will be there in person? (sorry if it was already said. I was a few mins late)
    
    • There are three confirmed. A few others are waiting on permission from institution. 
    • Ebsco may be allowing PO's to go. 
  • https://openlibraryfoundation.org/about/wolfcon/upcoming/ 
  • Dennis: What type of format sessions is the committee hoping to have? Working meetings vrs presentations... 
  • Martina: We are hoping for a good mix. Most already planned are more working business meetings. Workshops, community sharing, how things went for those that are live. There will be large rooms and small rooms. 
  • Dung-Lan: Does anyone want to volunteer to do a presentation?
  • Martina: With App Interaction: Would like to have demonstrations from implementers for workflows that cross apps. 
  • Martina: There might be some vendors, might look at vendor data import. 
  • From Ann-Marie Breaux to Everyone 12:28 PM
    Might be good to talk EDI orders and invoices if vendors present, and other workflow type QandA
  • Dennis: Lets do a poll in slack. Take some of the ideas from the page we worked on and put a poll in slack. Maybe propose two working meetings at most. And maybe someone will present on your experiences with Acquisitions as a separate session. 
  • Sara: Would like to see a presentation on the start to finish process from ordering, receiving, invoicing, closing the order... something that crosses all the apps. Other interesting thing: short lightening talks for a variety of issues like, coming from the ILS I had, here is what I can now do in folio that I couldn't do before... As a way to give others new ideas of how to do things in folio. 
  • From Heather to Everyone 12:31 PM
    Online registration….. I didn't see anything about that on the Woflcon page. What is online participation going to look like?
    • From Martina Schildt | VZG to Everyone 12:33 PM
      There will be live streams of plenary sessions and a reduced fee for online participation. The information is still to come.
  • Dennis will take a poll to see how many are interested in a lightening round. See if we get enough people interested in participating. 
    • If someone will not be there is person, they can submit a short recording of their experience 

Continue the discussion around "process invoices against previous fiscal years"

• There are still a few requirements we haven't fully discussed as a group. 
• If you are creating an invoice on a previous fiscal year, you are creating payments or credit transactions against those budgets. 
• Questions: Allowable expenditures, you can only expend as much as you allocated. Should these limits be honored when processing invoicing against previous fiscal years?
  • From Ann Crowley to Everyone 12:44 PM Yes
• After discussion: Dennis  - What I am hearing is that restrictions need to apply. 
• From Scott Perry (he/him) to Everyone 12:59 PM
  We are allowed to carry forward open orders to the next fiscal year.  I wonder if that might be the distinction.
• From smithli4 to Everyone 01:00 PM
  Our University has a "first June close" on 6/30 and a "final June close" later in July.  But I think we would want to keep our existing budget restrictions the same.