2022-06-17 Acquisitions Meeting notes

• PC Updates (@Kristin Martin) -

  • 2022-06-16 Product Council Meeting notes

    • Updates from the Data Synchronization working group

  • 2022-06-09 Meeting notes

    • SIG updates

 :03

•  https://docs.google.com/presentation/d/1IjZpSjVOcXYnPyBp2rgGvWHCf6lThDtj9LTtODR6Npw/edit#slide=id.p1

• This is preliminary, she will keep updating spreadsheet

• In the powerpoint there are links to other things you might find useful. 

• Wiki pages

  • Overview/Data import/Folijet Requirements and Planning

    • Additional details and questions (will be integrated into above page)

  • Acquisitions/Thunderjet Planning

• Jira features:

  • UXPROD-3361: Prep for creating orders from imported MARC Bibs (Morning Glory, Folijet)

  • UXPROD-185: Creating orders from imported MARC Bibs (Nolana, Folijet)

  • Probably one more feature for related Acq/Thunderjet work (Nolana)

  • Maybe a cleanup refinement feature (Orchid)

• Most Common use cases: 

  • One stage of acquisitions work: point of receipt/invoice/cataloging

    • Approval plan automatic purchases

    • DDA/PDA automatic purchases

    Two stages of acquisitions work: point of order, then point of rec/inv/cat

    • Orders placed on vendor site, then received/invoiced/cataloged

    • Orders sent from FOLIO, then received/invoiced/cataloged

  • Ann-Marie: Any other use cases?

    • Kristin: We send an order to a vendor but not from folio, we batch create them in folio from a spreadsheet. 

    • From Virginia Martin to Everyone 08:20 AM
      +1 Kristin

    • From Scott Perry (he/him) to Everyone 08:23 AM
      How do you ensure that the vendor reference number is unique?

      • Ann-Marie: That depends on the vendor. You work with them to make sure it is. 

    • From Lloyd (Marmot Library Network) to Everyone 08:23 AM
      I find that my local order number is a more reliable match point than the vendor number.

    • From Virginia Martin to Everyone 08:24 AM
      We much more heavily rely on local system identifiers than vendor identifiers.

    • From Scott Perry (he/him) to Everyone 08:24 AM
      Is the matching vendor specific?  So if Harrassowitz uses the same number as Amalivre FOLIO would know?

      • If it matches to a pol that is not the same vendor, it should catch it. 

    • From Christie Thomas (she/her) to Everyone 08:26 AM
      We use the instance_hrid for linking to the instance and the PO for some of the spreadsheets _> MARC -> FOLIO workflows. Right now we are using the LDP to look up the PO based on the instance_hrid, but it would be nice if the import process were able to use the instance_hrid as a match point for the order / invoice linking.
      (This is the workflow that Kristin was just describing.)
      That is a good idea - being able to build a complex match that allows for vendor + vendor reference number.

    • From Peter Sbrzesny to Everyone 08:33 AM
      We are using a specific prefix for each vendor to avoid duplicates.

    • From Christie Thomas (she/her) to Everyone 08:33 AM
      We do that, too, Peter.

    • From Lloyd (Marmot Library Network) to Everyone 08:33 AM
      We would prefer to match on a number in the order record not the instance record because our orders sometimes move to different bibs. We want the match to follow the order, not stick to the bib.

    • From Christie Thomas (she/her) to Everyone 08:34 AM
      Regarding the instance_hrid  because of the order workflow with these vendors, they send us the cataloging and invoice with the instance_hrid in the 001 but they do not know the PO number and there is no vendor reference number to use.

    • From Kristin Martin (University of Chicago; she/her) to Everyone 08:34 AM
      Although currently if you move an item to a new instance in FOLIO, the PO will continue to link to the old instance.