2023-01-03 Acquisitions Meeting notes



Aaron Neslin, Ann Crowley, Bob Scheier, Buddy Pennington, Carol Sterenberg, Corrie Hutchinson, Dennis Bridges, Dung-Lan Chen, Dwayne Swigert, Emily Robertson, Heather McMillan, Jackie Magagnosc, Jean Parjerek, Julie Brannon, Julie Stauffer, Kimberly Pamplin, Kimberly Wiljanen, Kristin Martin, Linh Chang, Lisa Maybury, Lisa Smith, Lucinda Williams, Mary Moran, Masayo Uchiyama, Nancy Pelis, Peter Sbrzesny, Sara Colglazier, Scott Perry, Shannon Burke, Steve Selleck, Sven Thomsen, Sylvia Hamann, Victoria Anderson


  • Current: Tuesday, January 3, 2023  12:00

    (draft agenda)

    Housekeeping -

    • Happy New Year 2023!
    • Next meeting, Tuesday, Jan. 10 at 1 pm Eastern
    • Mark your calendar, Jan. 27 (Friday, 9 am Eastern) German networks will present - Findings of their testing of FYRO functionality 

    Business -

Discussion items

:04Implementers Page - archive and desired integrations. Dennis
  • Dennis: A while back we created an archive for Implementers page. 
  • Wanted to point out that all of the closed topics have been moved to the archive page. There is a link on the main topics page that links to the archive. 
  • Also want a page for Desired Order Integrations. Members of the community can add to this page. The idea is you add a name of the service. One example was Amazon. Then add the purpose of it, why you want this integration and what specifically it would be doing. Capture who added this so they are available for questions. Add a date so we can track how long it's been on the list. Capture interested parties. 
:13  Implementers Topic # 71Scott Perry
  • Invoices: Display of fund not always available without scrolling to the right
  • When approving invoices if the description is long I need to scroll right to view funds.  Far better would be to move the fund next to the POL number or allow for customization of displays.
  • Scott: Even dragging the panes over to make that screen bigger, still have to scroll to see the fund. 
  • From Ann Crowley to Everyone 12:16 PM
    +1 Scott
  • Dennis: We have talked about being able to organize the columns but it has not been implemented. 
  • From Dung-Lan Chen to Everyone 12:18 PM
    Just noticed I can uncheck "description" box under Actions menu
  • From Sara Colglazier (MHC/5C) to Everyone 12:19 PM
    I would think Description does not need to be as long.
  • From Lisa Smith, Mich State to Everyone 12:19 PM
    +1 Scott - I find myself scrolling to the bottom, scrolling over to fund, price, and doing it multiple times on large invoices.
  • Sara: I would never want to completely get rid of descriptions.  (Several people agreed)
  • Dennis:
    • Truncating description may help. 
    • Adjusting the order of the columns may also be a desirable solution. 
      • Scott: As long as the adjustment stays and doesn't have to be redone with each invoice. 
  • From Kimberly Pamplin to Everyone 12:23 PM
    It seems like some descriptions wrap, but I'm not sure what causes that?
  • Dennis: Are there any other fields that users are consistently scrolling to see? 
    • Sara: PO status on the invoice line
    • From Buddy Pennington to Everyone 12:27 PM
      50 is a placeholder? That might still be too much text for smaller screens. Especially if folks want to see fund code and status.
      PO status
    • From Lisa Smith, Mich State to Everyone 12:27 PM
      fund and price for me
      • Dennis: Total?
      • Lisa: Total price would be good
  • Dennis: Is anyone using the ability to remove columns from the display?
    • Since it doesn't persist, many don't use it. 
    • From Kimberly Pamplin to Everyone 12:30 PM
    • From Ann Crowley to Everyone 12:31 PM
      I do
  • From Buddy Pennington to Everyone 12:33 PM
    Truncation would be better than wrapping
  • From Scott Perry to Everyone 12:33 PM
    +1 Buddy.  You can still get to the whole description if needed.
  • Dennis will create a story and we'll review then
:36 Implementers Topic #72 Sven Thomsen
  • Orders: warning before opening POL with unassigned funds.

  • It would be nice to have a warning coming up when you want to open a POL and there is still an amount remaining to be distributed in the fund distribution. The warning could be something like: “There is still a remaining amount to be distributed. Do you really want to open this order?”
    There are (probably) a few use cases where opening a POL like that makes sense, but I would assume that in most cases you might just forget to assign a fund to the order. Therefore the warning would be great.

  • Dennis: If you don't want to encumber you don't want to add a fund code at all.  If you add a fund code, there is an encumbrance. 
    • From Lisa Smith, Mich State to Everyone 12:38 PM
      We sometimes create orders for gifts, and don't use a fund code or price.
    • From Sara Colglazier (MHC/5C) to Everyone 12:38 PM
      But you can have $0
  • Dennis: Having a warning will might be conflicting. Maybe a warning to have $0 encumbered? 
  • Sara: Have run into cases when the fund code was not there and the order was open. Maybe more of a 'do you want to add a fund code' and you can say yes or no. 
    • From Lisa Smith, Mich State to Everyone 12:42 PM
      +1 Sara
    • Dennis: Would it make sense that if the cost is zero, you still want a fund code?
      • Yes. 
    • From Lisa Smith, Mich State to Everyone 12:43 PM
      We would want a fund code for ongoing orders, even if est. price is $0.
  • From Buddy Pennington to Everyone 12:44 PM
    When would you get the alert? When saving the record only or when there are other interactions with it?
  • From Sara Colglazier (MHC/5C) to Everyone 12:45 PM
    I would say when you try to Open the Order
  • From Lisa Smith, Mich State to Everyone 12:46 PM
    When trying to open the order
  • Dennis: Preferred approach is a confirmation model when opening a po.  Message "one or more pol on this order has no fund code, is that ok?' You say yes or no. If you say no, you go back and edit pol. If you say yes, the order is open. 
    • From Sara Colglazier (MHC/5C) to Everyone 12:52 PM
    • From Lisa Smith, Mich State to Everyone 12:53 PM
      Could it be a setting?
    • Dennis: Maybe it could be a setting that you want this message. 
    • From Buddy Pennington to Everyone 12:54 PM
      A checkbox for the alert in opening purchase orders settings would provide flexibility.
    • From Sven Thomsen to Everyone 12:54 PM
      A setting would be great
  • Dennis: Does the message at open order satisfy your use case?
    • Sven: Yes
:57Sprint review
  • Dennis: May need to change which Friday mornings we meet. Sprint review has changed. 
  • From Kristin Martin to Everyone 12:57 PM
    Maybe we should then change our every-other-week Friday schedule.

Action items