2022-12-7 Data Import Subgroup meeting

Recordings are posted Here (2022+) and Here (pre-2022) Slack channel for Q&A, discussion between meetings

Requirements details Here Additional discussion topics in Subgroup parking lot

Attendees: Ann-Marie Breaux (Deactivated) Monica Arnold Jennifer Eustis Lynne Fors Lisa Smith Kim Wiljanen Raegan Wiechert Taylor Smith Julia Kim Jenn Colt Christie Thomas Jeanette Kalchik leeda.adkins@duke.edu

Current development (Nolana and Orchid)

Agenda:

- Nolana Bugfest and Bugfixes
  - Nolana bug fixes will be done tomorrow
  - Some bugfixes deferred to Orchid
  - Successful import of 10K, 50K, 100K to create instances, holdings, items
- Priorities
  - Would be helpful to have MARC invoices sooner rather than later, since some vendors cannot supply EDIFACT invoices, e.g. Chicago, Duke
  - Most of the large vendors supply EDIFACT
  - For approval plan purchases, without MARC invoices, need to coordinate 2 imports: MARC Bibs first to create orders with vendor reference number in the POL, then EDIFACT invoice second, matching to the newly-created POLs via the vendor ref number
  - A-M Check on 001/003/035 handling - has the HRID being put into 035 been corrected? Anything outstanding? Library preference is not to run the cleanup script until the extraneous HRID/035s stop being created
- Importing to create POs/POLs
  - Looked at the info icons that are being added to the required fields when holdings/items are being created via Data Import - can see currently on Snapshot; will be released in Orchid
  - Order field mapping profile mostly done; can see it on Snapshot and Snapshot-2
    - You CANNOT import yet, but you can create/edit save Order field mapping profiles
    - Quickly reviewed all of the fields, including the ones that are always required (asterisk) and sometimes required (info icon)
    - Create inventory will be controlled by the actions in the job profile, not POL data element
  - Homework:
    - Before next week, review and test filling in the field mapping profile (NOT importing); any questions or comments about it?
    - Remember that order creation will only work properly for 1 copy POLs for now (until multi support is implemented in Poppy)
    - Mapping of multiple funds for the same POL
    - true/false defaults or MARC values for some of the check boxes
  - Misc
    - A-M to double-check if fund MARC mapping is like location (fund name, fund code, fund name (code); or is only fund code)
    - A-M to check: create orders only, and do not save SRS MARC? create orders/instance/holdings/item and do not save SRS MARC?
    - A-M to check: confirm the sequence of actions in job profile, and how the job profile actions and the POL Inventory fields will interact; possibly edit the info icon for the POL Inventory fields
    - Still to be cleaned up on the field mapping profile
      - Display of PO line limit default value
      - Limit the values allowed for Product ID type, to match the ones displayed in the Orders app
    - Document
      - PO status logic (pending/open/approved)
      - PO line limit override
  - Still working on backend and connecting the whole workflow
  - UAT will be in early 2023
- DEFERRED Question: posted to DI Slack channel as well
  - Is anyone using MARC 005 or other matchpoint/data element to determine whether or not an existing SRS/Inventory record has been changed, and thus whether an incoming record should update it or not?
    - ETL records vs Records from external sources
    - MARC vs Inventory records
    - Source = MARC Instances vs Source = FOLIO Holdings and Items
  - Leeda/Duke using something to prevent update of the weekly authority bib processing if the records were updated after the extract, and by a user other than the authority vendor; this would be a good example to document/talk through

Upcoming meetings/agenda topics:

Questions/Comments on Order field mapping profile
Creating/Updating multiple holdings/items from 1 MARC Bib (dev work to be done in Poppy)
No meetings on 21 Dec and 28 Dec

Chat:

From Jenn Colt to Everyone 01:06 PM
afk
Sorry back, three hours in a row!

From Kim, Julia to Everyone 01:12 PM
PTF?

From Jenn Colt to Everyone 01:13 PM
Performance task force

From Christie Thomas (she/her) to Everyone 01:16 PM
I saw that marc invoices has not been planned. Do we have an eta for when that will be worked on?

From Taylor Smith to Everyone 01:19 PM
Sorry, going back a bit: Was there somewhere I could look at the import times for the performance tests?

From Kim, Julia to Everyone 01:19 PM
could you share the link of that dashboard if it's available?

From Lynne Fors to Everyone 01:19 PM
When was the clean-up script being released for the 003/001 into the 035 coming?

From Jennifer Eustis (she/her) to Everyone 01:21 PM
Orchid: https://folio-org.atlassian.net/secure/Dashboard.jspa?selectPageId=12404
Nolana dashboard: https://folio-org.atlassian.net/secure/Dashboard.jspa?selectPageId=12218

From Taylor Smith to Everyone 01:21 PM
I believe so for UA, but I'd wanna doublecheck

From Lisa Smith, Mich State to Everyone 01:22 PM
Yes, but our big vendors use EDI

From Christie Thomas (she/her) to Everyone 01:22 PM
Our big vendors can do EDI as well.

From Leeda Adkins to Everyone 01:23 PM
Duke hasn't used EDIFACT for approvals either

From Jennifer Eustis (she/her) to Everyone 01:23 PM
The invoice can be linked to the POL at a later date too

From Christie Thomas (she/her) to Everyone 01:24 PM
I know this is not the topic, but does that have to be done manually @Jennifer Eustis?

From Jennifer Eustis (she/her) to Everyone 01:24 PM
Unfortunately yes

From Christie Thomas (she/her) to Everyone 01:24 PM
that is good info to have. thanks!

From Ann-Marie to Everyone 01:25 PM
https://folio-org.atlassian.net/wiki/display/FOLIOtips/0-Recommended+Maximum+File+Sizes+and+Configuration

From Taylor Smith to Everyone 01:25 PM
Excellent, thank you!

From Christie Thomas (she/her) to Everyone 01:30 PM
Yes, please!

From Lynne Fors to Everyone 01:51 PM
afk
back

From Leeda Adkins to Everyone 01:58 PM
Duke uses multiple funds per file as well
Just a single fund per title though
Duke will want to save the MARC to SRS as well

From Jenn Colt to Everyone 01:59 PM
That order seems really contrary to how the UI works, isn’t that harder?

From Christie Thomas (she/her) to Everyone 01:59 PM
You mean the order creation coming last?

From Jenn Colt to Everyone 01:59 PM
yeah

From Christie Thomas (she/her) to Everyone 02:00 PM
I agree. I think it should be created first.
But, if we are not saving to SRS that should be okay. Otherwise, we would want to be able to delete the 9xx data from the marc after the order is created.

From Lynne Fors to Everyone 02:01 PM
+1 Christie

From Jennifer Eustis (she/her) to Everyone 02:01 PM
It's how the connection works between the order/pol and inventory records

From Christie Thomas (she/her) to Everyone 02:02 PM
Will we have to create an srs record?
If we are creating orders with stubby order records, we would not want an srs record.