2022-08-16 Acquisitions Meeting notes

Owned by Heather McMillan
Aug 16, 2022

Date

Attendees

  • Ann Crowley, Ann-Marie Breaux, Bill Verner, Dennis Bridges, Dung-Lan Chen, Dwayne Swigert, Emily Robertson, Heather McMillan, Jackie Magagnosc, Jean Pajerek, Julie Brannon, Julie Stauffer, Kathleen Norton, Kimberly Pamplin, Kimberly Wiljanen, Kristin Martin, Linh Chang, Lisa G Smith, Lisa Maybury, Martina Schildt, Mary Moran, Michael Phillips, Molly Driscoll, Nancy Pelis, Peter Sbrzesny, Sara Colglazier, Scott Perry, Scott Stangroom, Shannon Burke, Steve Selleck, Suzette Caneda, Sven Thomsen, Tara Barnett, Victoria Anderson, Winter White

Agenda

  • Current: Tuesday, August 16, 2022

    Housekeeping - 

    • WOLFCon Acquisitions session will be held at 9:30 am - 11 am (EST) on Sept. 1 (Thursday).  Zoom call link will be shared when it's available
    • Reminder August 30 (Tuesday) meeting is cancelled to accommodate traveling for WOLFCon.  How about August 26 (Friday) meeting?! Should we keep it?    

    Business -

Discussion items

TimeItemWhoNotes
Housekeeping Dung-Lan
  • Reminder August 30 (Tuesday) meeting is cancelled to accommodate traveling for WOLFCon.  How about August 26 (Friday) meeting?! Should we keep it?    
 :05 WolfConDennis 
  •  https://folio-org.atlassian.net/wiki/display/ACQ/WolfCon+2022+Acq+SIG+brainstorming
  • https://wolfcon2022.sched.com/
  • Dennis went through the topics on the page, then went through the already planned sessions. 
  • Sara: Metadata Management; Orders and inventory on the brainstorm page... Is there a warning that will be given that there is an order attached to it before it's deleted?
    • Dennis: This is the type of thing we need to refine. Maybe review use cases, workflows for moving holdings. What are the problems that come up?
  • Dennis: Hopes to map out possible workflows for deleting and/or moving Instances. 
:30Implementers Topic # 49Dennis
  • Organization Delete Behavior
  • Currently, an organization record can be deleted even if the organization is in use on other records.  No warning is given to the user that the organization is linked to existing records. This behavior seems inconsistent with other delete actions in FOLIO and could lead to unanticipated impacts if a user unknowingly deletes an organization that is in use elsewhere.  After deletion of an organization, an order (for example) will display "Invalid reference" in the vendor code field.
  • Dennis: Is there a valid use case for deleting a vendor that has paid invoices?
    • Ann-Marie: 4 or 5 years out, name of vendor changes, if I updated the vendor name to the new name, and put the previous name in the 'also known as'... would all my previous invoices flip over to the new name?
      • Yes. 
      • AM - In my mind, that is not good. That is not the entity I paid. 
    • From Scott Perry to Everyone 12:37 PM
      Edit the organization and change the status.
      It isn't good.  The payee should persist over time
    • Ann-Marie: As organizations decide to clean up records, if all information is deleted then it's okay to delete the record, but if deleting anything changes what my invoice looks like then that is concerning. 
      • Agreement from group
    • Bill Verner: Most common use case is a simple error. We can't have the consequences be this big, there needs to be something that warns there are records attached. 
    • Dennis: If an invoice is approved and paid, the vendor should be static. 
    • From Scott Perry to Everyone 12:40 PM
      What are the permissions around deleting an organization? Is it, like an invoice, a separate permission?
    • From Ann-Marie Breaux to Everyone 12:41 PM
      The best thing that a customer ever told me, when I was freaking out over a mistake - "we can only strive for perfection." I've remembered that for 30 years!
    • From Lisa G Smith to Everyone 12:41 PM
      I'd like to see approved & paid invoices to have a static vendor listed in the voucher info
    • From Bill Verner to Everyone 12:41 PM
      +1 Lisa
    • From Scott Perry to Everyone 12:41 PM
      Thanks
    • From Sara Colglazier to Everyone 12:41 PM
      +1 Lisa
  • Dennis: If there are approved invoices attached with a vendor, is there a use case to delete a vendor?
    • From Sara Colglazier to Everyone 
      • Inactive And HIDE FROM STAFF
        like in Inventory
  • From Sara Colglazier to Everyone 12:43 PM
    Human Error like Bill said and like A-M said over time .... changes and build up >> cleanup
  • From Lisa G Smith to Everyone 12:45 PM
    We had 2 duplicate organizations created with slight differences.  I think we were able to update the orders to one of the vendor records, and I don't think there were any invoices involved.
  • Dennis: Is it safer to prevent the deletion of organizations?
    • Sara: Make it inactive and suppress from staff view
    • From Dung-Lan Chen to Everyone 12:47 PM
      We add "Do not use" as part of vendor name for vendors we no longer want staff to use in our previous ILS.
    • From Lisa G Smith to Everyone 12:49 PM
      We've done that too, Dung-Lan!        Would that delete the address info in the invoice? 
    • From Scott Perry to Everyone 12:49 PM
      Or pay
    • From Ann-Marie Breaux to Everyone 12:49 PM
      Or account numbers?
  • Dennis: My Questions was if you had an Organization record that is references by an active order or invoice, should you be able to delete it?  
    • Dennis: Answer from the group is no. There are no specific reasons why you would choose to delete an organization that has a reference to active records? Correct?
      • Dung-Lan, For auditing reasons, you wouldn't want to delete it. 

Action items

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