Proposal UB Leipzig and SLUB Dresden

Outline

• Description:

  • There is no functionality in Folio to manage periodical subscriptions and claiming. 

  • Terminology

    • Subscription plan: A list of expected issues of a periodicals with defined values such as issue name, sort count, expected publication date. 

    • Claiming plan: A list of claiming information about each expected issue.

    • In this analysis, both plans are combined.

• Proposals:

  • The management of the subscription and its claiming should be located in the app Order (@André Hohmann  Dec 10, 2022 : or partly in the app serials).

  • In each Purchase order (PO), the elements to manage the subscription and claiming are necessary. 

  • It could look like this in the app orders:

Open

General description

• Subscription:

  • In the PO, it should be possible to define standard values to facilitate the check-in of issues by automatically writing the standard values in the defined fields

  • In each PO, the accordion “Subscription standard values” should be implemented.

  • It must be possible to assess the most applied parameters in the settings as for example the location, loan types, statistical codes, … Thus, each institution can define its own set of parameters for the standard values. This could be configurable in the settings. 

  • It must be possible to enter basic information to create the issue caption automatically. This includes the number of volume, the number of issue, the first date of issuance, … It must be possible to agree on a specific set, which can be applied by all institutions, because specific functions need to be implemented. 

• Claiming:

  • In each PO, the accordions “Subscription caption values” and “Claiming information” should be implemented.

  • It must be possible to enter basic information to derive the the dates on which the issues should be delivered. This includes the number of volume, the number of issue, the first date of issuance, … It must be possible to agree on a specific set, which can be applied by all institutions, because specific functions need to be implemented. 

  • It must be possible to manage the claiming process by an overview of received and expected issues and by implementing a batch claim process. 

  • Some values in “Claiming information” must be modifiable, in case of undeliverable issues, delays in delivery … as for example: caption, date due, claim 1-4, claim code

Accordion Claiming information

The following fields describe the dates, which are entered in the caption automatically. 

• Volume

  • Sorting number

  • Generated automatically by caption values

• Caption

  • Label of the issue

  • Generated automatically by caption values

• Date due

  • Date, on which the issue has to be delivered

  • Generated automatically by the caption values and the claim code

• Date receipt

  • Date, on which the issue was delivered

  • Generated automatically by the caption values and the claim code

The following fields describe the dates, which are entered in the caption automatically. 

• Claim 1

  • The date when the first claim should be sent

• Claim 2

  • The date when the second claim should be sent

• Claim 3

  • The date when the third claim should be sent

• Claim 4

  • The date when the fourth claim should be sent

• Claim code

  • Located in the settings

  • Definition of the claim periods on which the above mentioned claim dates are derived

The following functionality is necessary:

• A line can be deleted: This is necessary, when an issue is not published and neither needs not to be received nor claimed.

• A line can be edited: This is necessary, when an issue consists of two issues, as for example: "Bd.1 H. 7/8" for July and August issues. Theses use cases may not be regarded in the automatic creation of the subscription plan.

Accordion Subscription standard values

Aim: With Subscription standard values, the receiving of items should be simplified by not having to enter repetitive values for each subscription manually. The values for each item are filled automatically. 

In the following list, the app and the field is named in which the value will be captured during the process of receiving. In the sublist, the setting is named, if the values are parameter - otherwise the field is specified. 

Accordion Subscription caption values

Label information

Aim: The label information is necessary to derive the values for the fields "Caption" automatically. 

The following fields describe the labels, which are entered in the caption automatically. (@André Hohmann  Dec 10, 2022 : if specific standard labels for each language can be declared, the labels could be set as constant value. It would not be necessary to implement fields for label information.)

• Label volume

  • The label of the volume which is included in the caption, for example “vol.”, “Volume”, “Bd.” …

  • Text field

• Label issue

  • The label of the issue which is included in the caption, for example “Issue”, “Heft”, “H.” …

  • Text field

• Caption volume/issue

  • Definition, if the volume and/or the issue is regarded in the caption

  • Selection field - possible values: Volume, Volume-Issue, Issue

Number information

Aim: The number information is necessary to derive the values for the fields "Volume" and "Caption" automatically. 

The following fields describe the numbers, which are entered in the caption automatically. 

• First volume number

  • The first volume number of the subscription

  • Number field

• First issue number

  • The first issue number of the subscription

  • Number field

• Issues per volume

  • The number of issues per volume to enable a re-start of the issue numbers for each volume

  • Number field

Date information

Aim: The date information is necessary to derive the values for the fields "Caption" and for claiming information automatically. 

The following fields describe the dates, which are entered in the caption automatically. 

• Subscription start

  • The date of the first volume/issue: it is necessary to define the start of the counting

  • Date field

• Subscription end

  • The date of the end of the subscription: it is necessary to define the end of the counting

  • Date field

• Caption date

  • Definition, if additional date information is regarded in the caption

  • Selection field - possible values: Month-Year, Year, Day