2025-01-28 Acquisitions Meeting notes

Aaron Neslin

John Banionis

Sabrina Bayer

Alissa Hafele

Kathleen Norton

Sara Colglazier

Amy Vonder Haar

Kimberly Pamplin

Scott Perry

Ann Crowley

Kimberly Wiljanen

Steve Strohl

Anne

Kristin Martin

Susanne Gill

Daniel Huang

Linh Chang

Susie Skowronek

Daniel Welch

Lisa Maybury

Suzanne Mangrum

Dennis Bridges

Lisa Smith

Suzette Caneda

Dung-Lan Chen

Martina Schildt

Sven Thomsen

Dwayne Swigert

Masayo Uchiyama

Sylvia Hamann

Heather McMillan

Okay Okonkwo

Timothy Nelson

Jackie Magagnosc

Peter Breternitz

Victoria Anderson

Jean Pajerek

Rachel Sneed

Joe Reimers

Rhonda Fuhrmann

Housekeeping

• Housekeeping -

  • Reminder - still time to participate Claiming App UAT (opens thru 1/28/2025)

  • Looking ahead - Acq SIG meeting on Friday, Feb. 14th, at 9 am EST, OA SIG demo requirements re: needing to be able to add a final expenditure amount to FOLIO after invoices have been approved and paid (Martina Schildt and colleagues)

  • Next scheduled meeting - this Friday, Jan. 31 at 9 am EST

:05

Trillim Preparation

Dennis

• Discussed having fewer meetings in 2025. Trillium release allows for less Acq SIG meeting. Would like Trillium to come out in 2025, hopefully Oct.

  • Heather 12:07 PM
    Maybe one week Tuesday, the next week Friday. So only one meeting a week

    So still getting both time frames.

    • 6 people liked this idea.

      Martina Schildt | VZG 12:08 PM
      I really like that idea @Heather McMillan (TAMU)

    • Kristin Martin 12:09 PM
      App Interaction SIG does that.
      
      

:14

• Dennis: Interesting Topic to discuss in the SIG, not necessarily today, but are libraries pursuing, or are interested in pursuing, AI in Acquisitions workflows. Some groups have done some implementations that involved AI and FOLIO.

• Heather: What groups are using AI and FOLIO and in what way?

• Dennis: I think I have seen at conferences topics involved AI, but am not sure in what way

• Alissa Hafele 12:19 PM
  It is a priority this year at Stanford and some experimentation has been done - not Acq specific

• Alissa Hafele 12:19 PM
  I’d be happy to ask my colleague about coming to this group for a future session.

• Scott Perry 12:21 PM
  Not Acq related, but looking at it for writing SQL for reporting.

• Dennis: Considered things like integration, how we get invoice data into folio, parsing invoice files using an AI model. Not to have AI dominate the group discussions, but get the conversation going on ways to integrate AI and Folio Acquisitions.

• Maybe ask the product council if there is a perspective on AI and Folio. Kristin will take the idea to the council. Maybe a topic for Wolfcon.

:26

Implementers Topic 158

• Implementers Topic 158 Encumbrances

• Dennis and Ann discussed this some outside of the meeting. Rollover transfers appeared correctly, now another problem. Ann will create another ticket.

• EBSCO is investigating this issue. Partially resolved under MODFIN-394 - Budget summary for Net Transfers do not include Rollover transfer amounts. Closed

  . However, there are still encumbrances that are not being released by the encumbrance script. Need bug created.

:30

• Implementers Topic 159

Susanne Gill

• Implementers Topic 159

• Finance - prevent login during FYRO

• To rule out possible errors caused by POLs being changed during FYRO, only one specific user should be able to log into FOLIO during this time. This user should have the permission of preventing all other users from logging in, as well as enabling them to log in when FYRO is completed.

• Aaron Neslin 12:32 PM
  It was a requirement of voyager FYRO to disable the Acq server

• Sara Colglazier (MHC/5C) 12:33 PM
  In ALEPH we did not have anything like this.

• Dennis: In theory, if you have closed all budgets active in rollover settings, and those settings changed to close, a user wouldn’t be able to approve an invoice or open an order because they would get a budget closed message.

• Scott Perry 12:33 PM
  We ask all people to stay out for Acquisitions related transactions and I check at each step that nothing has changed.

• Ann Crowley 12:34 PM
  We do the same at Cornell, and when we are complete we let them know when it is safe to go in.

• Dennis: Would you want them to be able to see Acquisitions?

  • Susanne: I would want to see it, but not everyone else.

  • Dennis: Would be easy to disable those applications, but then no one would be able to access orders, invoices, receiving, finances….

  • Sara: This would be problematic at 5 colleges, they roll over one at a time. Closing down everyone for everything wouldn’t be good.

  • Dennis: This feels like a ledger setting allowing you to restrict activity on a ledger?

  • Sara: Would you also restrict by Acquisitions unit?

    • Dennis: That would be getting into other situations there wanting to block out a certain unit.

    • Sara: If I had two ledgers, I could roll over 1, but I wanted all acquisitions to stop in both ledgers.

  • Anne: We don’t let people back in until the next day, after rollover.

  • Scott Perry 12:45 PM
    +1 Ann

• Lisa Smith, Mich State 12:47 PM
  We do allow receiving of serial issues and unpaid one-time orders to take place during FYRO, but nothing else.

• Kristin Martin 12:48 PM
  We take the "keep out" approach for avoidance of issues.

• Scott Perry 12:48 PM
  We block receiving of things with purchase orders.

• Kristin Martin 12:48 PM
  Serials receiving happens in inventory, so that's not an issue.

• Dung-Lan Chen 12:51 PM
  We allow receive for on-ongoing orders but not any one-time orders and just receive no invoicing of any type of orders during FYRO.

• Sara: Could it be a permissions thing?

• Ann Crowley 12:55 PM
  Like a FYRO switch - +1 Sara

• Dennis: In Eurka there is a different way of handling permissions. Policy can be associated with roles. Time based policies, which would theoretically allow you to say this particular user is allowed to leverage their acq manager role between the hours of 9-5, and I can see that being applicable here. I don't think users can create policies through the UI until maybe Sunflower or Trillium.

• Aaron Neslin 12:59 PM
  permissions are always assigned at the point of logging in, so you'd have to force everyone off. you'd need your hosting provider to do it, unless there's a way to invalidate both tokens.

• Dennis: Need to create a story that references the requirements we talked about here.