2022-10-07 Acquisitions Meeting notes

Owned by Heather McMillan
Last updated: Aug 15, 2023

Date

Attendees

  • Ann Crowley, Ann-Marie Breaux, Carol Sterenberg, Dennis Bridges, Dung-Lan Chen, Dwayne Swigert, Emily Robertson, Heather McMillan, Julie Brannon, Julie Stauffer, Kathleen Norton, Kimberly Pamplin, Kimberly Wiljanen, Kristin Martin, Linh Chang, Lisa Maybury, Lisa Smith, Martina Karlsson, Martina Schildt, Molly Driscoll, Okay Okonkwo, Owen Stephens, Peter Sbrzesny, Sara Colglazier, Scott Perry, Scott Stangroom, Shannon Burke, Sven Thomsen, Victoria Anderson, Winter White

Agenda

  • Housekeeping -

    • reminder - next meeting Tuesday, October 11
    • collecting discussion topics/show & tell/presentation ideas for Friday, Oct. 21 meeting

  • PC Updates (Kristin Martin) -

    • 2022-10-06 Meeting notes
      • Conversation around need for documentation coordinator. Contract for Marcia Borensztajn to end. Looking for support to take on role locally (CC will work on position description) or to extend contact
    • 2022-09-29 Product Council Meeting notes
      • Updates from other councils, including work from Technical Council on the Architectural Blueprint, release information, and Treasurer's report at Community Council
      • SIG conversations are underway

  • Business -

    • Look at a narrow scope for claiming phase 1 (Dennis, 30 mins or so)
    • Order creation (Ann-Marie, 10 mins or so)
    • If time allows, discuss Implementers' Topics #55 and continues (Julie Brannon)
    • #55 Add invoice payment method to voucher extract file
      • Invoices > Voucher export: We've noticed that the invoice payment method is missing from the voucher extract file output.  Until the feature requested in #24 above is implemented (control export to accounting behavior based on payment method), we need a way to prevent credit card payment method invoices from being sent to our university Accounts Payable system.  The user might forget to uncheck the export to accounting checkbox and we need a way to filter out those records as we extract/transform/load the FOLIO export file to our AP system.  

Discussion items

TimeItemWhoNotes
:02HousekeepingDung-Lan
  • reminder - next meeting Tuesday, October 11
  • collecting discussion topics/show & tell/presentation ideas for Friday, Oct. 21 meeting
    • Sara - Would like to move package discussion to the Friday if that's an option
)05PC UpdatesKristin

  • PC Updates (Kristin Martin) -

    • 2022-10-06 Meeting notes
      • Conversation around need for documentation coordinator. Contract for Marcia Borensztajn to end. Looking for support to take on role locally (CC will work on position description) or to extend contact.
        • It would be about a 5 to 10 hour a week commitment
    • 2022-09-29 Product Council Meeting notes
      • Updates from other councils, including work from Technical Council on the Architectural Blueprint, release information, and Treasurer's report at Community Council
      • SIG conversations are underway
:09Claiming Dennis
  • A long time ago we outlined a feature for claiming from the piece and the pol. 
  • There has been feedback to maybe have a phase one. A simpler function that still provides a lot of value. 
  • What was proposed: 
  • From the pol
    • Toggle for claiming active









  • Might need to break this feature up into two parts
    • we could have actions at the pol to send claim or delay claim
    • Manage the history in notes for a time
  • From Sara Colglazier (MHC/5C) to Everyone 08:17 AM
    Just to confirm, Dennis, this claiming interval can be edited and so made specific for the POL? …. because EBSCO is the Organization, but they are not the ones setting what the claiming time is, but the actual publishers.
    Having the Claiming Information at the POL level is great, because we take such info into account when we are debating whether or not to renew.
  • From Julie Brannon (she/her) to Everyone 08:23 AM
    The POL has a "Material Supplier" field - would that typically contain the publisher?
  • From Martina Schildt to Everyone 08:23 AM
    Prepopulating is helpful
  • From Kristin Martin to Everyone 08:24 AM
    Even publications from the same publisher would have different publication intervals. I'm not sure how much setting an interval at an organizational level would be helpful. It seems more like you set a default interval across the board, or just leave it blank.
  • From Peter Sbrzesny to Everyone 08:24 AM
    Prepopulation is useful. In many cases you can keep these data and only sometimes you have to adjust them.
  • From Dung-Lan Chen to Everyone 08:27 AM
    Setting a claiming period for firm orders/one time orders at organization level probably makes sense since vendors typically have a 60/90/120 day range that they would cancel the orders if not filled.
  • From Owen Stephens to Everyone 08:27 AM
    I've also seen examples of having different claim intervals depending on how many claims have been done for the same thing - so first claim after 30 days, second claim in 20 days (or whatever) - but I don't know if that's a requirement here?
  • Dennis: Can we rely on the po note for this, or does the note need to be displayed somewhere in the system at some point?
    • From Sara Colglazier (MHC/5C) to Everyone 08:29 AM
      Yes
      From Martina Schildt to Everyone 08:29 AM
      +1
      From Sara Colglazier (MHC/5C) to Everyone 08:29 AM
      I think we are putting notes like that in the Receiving Note now
  • Dung-lan - If the clam is received, will it auto remove from the claim list?
    • Dennis: Receiving the piece will remove it. But if several were claimed at the same time, from the pol perspective, then the claim is active until all pieces are received. 
  • From Martina Schildt to Everyone 08:31 AM
    Yes to what Owen wrote earlier about different claim intervals
  • Dennis: Will come back to this discussion
:33Order creation Ann-Marie
  • working on creating orders by importing MARC records
  • It's only been in the last couple of weeks developers have been able to get together to work on this. 
    • The orders app already know how to create instances, holdings, and items. But it knows nothing about source record storage and interacting with MARC records. 
    • Data import knows how to create rich and flexible holdings records and item records. 
  • We don't want to replicate work
  • We realized we wouldn't have time to make it through feature freeze with user testing, We would really need another three weeks. 
  • We decided to delay the release until Orchid to make sure it's tested and released well rather than release it fast. 
:47

  • #55 Add invoice payment method to voucher extract file
    • Invoices > Voucher export: We've noticed that the invoice payment method is missing from the voucher extract file output.  Until the feature requested in #24 above is implemented (control export to accounting behavior based on payment method), we need a way to prevent credit card payment method invoices from being sent to our university Accounts Payable system.  The user might forget to uncheck the export to accounting checkbox and we need a way to filter out those records as we extract/transform/load the FOLIO export file to our AP system.  
  • would like to filter out which records were paid by credit card. 




Action items

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