2024-11-05 Acquisitions Meeting notes

 Date

Nov 5, 2024

 Participants

 

Aaron Neslin

Heiko Schorde

Kristin martin

Rachel Sneed

Suzette Caneda

Alissa Hafele

Jean Pajerek

Linh Chang

Rhonda Fuhrmann

Sven Thomsen

Ann Crowley

Joe Reimers

Lisa Maybury

Robert Heaton

Sylvia Hamann

Anne

John Banionis

Lisa Smith

Sabrina Bayer

Tim Nelson

Beverly Geckle

Juleah Swanson

Lucinda Williams

Sara Colglazier

Victoria Anderson

Daniel Welch

Julie Stauffer

Mary Moran

Shannon Burke

Zorian Sasyk

Dennis Bridges

Kathleen Norton

Molly Driscoll

Shay Swindlehurst

 

Dung-Lan Chen

Kimberly Pamplin

Okay Okonkwo

Steve Selleck

 

Dwayne Swigert

Kimberly Smith

Peter Breternitz

Susanne Gill

 

Heather McMillan

Kimberly Wiljanen

Peter Sbrzesny

Suzane Mangrum

 

 

 Agenda

Housekeeping -

  • Reminder - Ramsons Bug Fest coming up - Monday, Nov. 11th thru Friday, Nov. 29th. More info here

  • FYI - The Lists App is looking for use cases for Finance and Acquisitions see Use Cases for More Complex Lists for the Lists App wiki page

  • Next scheduled meeting - This Friday, Nov. 8th, at 9 am EST

Business -

Part Two - "GOBI Integration" presentations/show & tell/Q & A

  • University of Chicago (Scott Perry) - postponed to a later meeting, date TBD

    • FIve Colleges (Sara Colglazier of Mount Holyoke)

    • Q & A with all the presenters

(Special thanks to Kimberly Smith, Clay Oldham, & Suzanne Mangrum at MTSU, Kristin Martin, Scott Perry & colleagues at University of Chicago and Sara Colglazier of Mount Holyoke College for sharing their experiences with the SIG!!!)

 

 Discussion topics

Time

Item

Presenter

Notes

Time

Item

Presenter

Notes

:00

Housekeeping

Dung-Lan

:09





  • Five Colleges (Sara Colglazier of Mount Holyoke)

  • Discussed their implementation of GOBI’s integration with FOLIO.

  • There are 5 colleges, all in one tenant. All have own budget, own ordering… Because in 1 tenant had to agree on how we wanted the local fields to map for all of them.

  • In previous system, they each did everything different although shared the front end that de dupped records. When migrating to folio, decided they didn’t want to share all records.

    • Disabled Inventory interaction instance matching.

  • Orders are attached to MARC records, and don’t create folio source records.

    • Bring GOBI orders as pending, then work flow is to check based on ISBN or title look up, if there is already a record in Inventory. If so, grab the HR ID then go back and link the order.

    • If you don’t find one, import one from OCLC into Inventory then link up.

    • Don’t get cataloging records from YBP anymore, but with this can no longer have YBP apply call # labels.

  • Kristin Martin: Question: They are trying to increase our shelf ready. When they create a firm order, order will not have a bar code. They will be getting material that will be going straight into their automated storage/retrieval system,. For something to get ingested into ASR, it has to have a bar code.

    • Trying to find work arounds, would like to see if any other institutions this workflow with ASR’s?

  • Sara: Could the records have a dummy barcode?

    • Kristin: We have talked about it. Thinking about run data import twice, one that updates the item record first to add wither a real barcode or dummy one, then a second job would actually update the instance record.

  • Dennis: Who is generating the barcode?

    • Sometimes give the vendor the stickers, sometimes just the pattern they generate and add.

  • Sara: Can this be added to the receiving module? During the piece creation create a dummy barcode?

  • Dennis: Can we create the barcode immediately?

    • No, The vendor has the barcodes and will be adding it to the piece. We don't know which barcode will go on which piece.

  • Aaron Neslin 12:28 PM
    could it work with the number generator?

    • Dennis: We can generate it, but the existence of the actual sticker being placed on the piece is the problem. The number generator would just be a dummy number.

  • Juleah Swanson 12:31 PM
    FWIW - I initially had the barcode imported into FOLIO from a MARC field that presumably matched the barcode that was placed on the item...however I quickly stopped that when incorrect barcodes were in the MARC from what was on the item.

Kristin Martin: If anyone wants to follow up with her on this conversation please reach out to her.

  • :33 Suzanne Mangrum: Has the Invalid ISBN problem been solved? And is MARC with invoicing/ order ever happening?

    • Kristin Martin: Also turned off matching, haven’t regretted it. The duplication we might get is a lot less than the then ending up with orders associated with the wrong records.

    • Kristin Martin: Re: And is MARC with invoicing/ order ever happening? … Don't hold your breath.

  • Molly Driscoll 12:38 PM
    This is the Jira for importing MARC to create invoices, if anyone would like to "watch" it: https://folio-org.atlassian.net/browse/UXPROD-663

  • :37 Dennis: When orders are created through Gobi, you turned off matching because?

    • Sara: In a single tenant with 5 different institutions plus some sub institutions they have complicated agreements around which records and Inventory they share and which they don't.

  • Discussed the different problems with matching records and invalid ISBN’s.

  • Dennis: In 2021 added Invalid ISSN as an identifier type to the POL to increase the potential matches between orders and inventory because in theory, you could have an invalid ISBN in your POL and still match with an Instance.

    • It’s not just Gobi that is using matching in the orders module.

    • Discussed how matching works when opening an order

    • Discussed problems/use cases of matching

    • No one on the call is using matching

      • Lisa Smith, Mich State 12:54 PM
        We turned it off as soon as it was possible to do so!

      • Suzanne: Catalogers want to be able to have protected fields.

        • Susanne Gill (BVB) 12:58 PM
          +1 for protected fields

        • Sara Colglazier: We have protected fields for when overlaying records.

        • Kristin Martin 1:00 PM
          You can protect with the $5

        • Molly Driscoll 1:00 PM
          This page may be helpful: MARC Field Protections

        • Sara Colglazier: Also note you can’t protect everything. I may fix something that can’t be protected, and if someone overlays a record the change I made would be lost.

    • Dennis: Sounds like we need to discuss this more, create a feature to refine record matching.



 

 

 

 

 Action items

 Decisions