2023-02-22 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) Lloyd Chittenden Jennifer Eustis Taylor Smith Kim Wiljanen Lisa Smith Monica Arnold Christie Thomas Lynne Fors Jenn Colt Raegan Wiechert

Current development (Orchid)

Agenda:

- Orchid Bugfest
  - Bug Fest R1 2023 Orchid
  - Community prep meeting this Friday. If you want to participate, notify Ann-Marie or Oleksandr Bashtynskyi, to be added to the Slack channel and get access to TestRail
- Creating orders from incoming MARC Bibs
  - Review current work on Folijet Rancher environment
    - Create pending orders, then open
    - Create open orders with Inventory
    - Override default PO line limits
  - Updated since last discussion
    - Mapped vendor codes are recognized
    - Mapped fund codes are recognized
    - Mapped expense class codes are recognized
  - Not yet working on Folijet Rancher
    - Vendor cascade mapping (e.g. 970$a; else GOBI)
    - 028$a " " 028$b mapping for Publisher number
  - Comments
    - Inventory interaction
      - Need to make it more clear when the Inventory Interaction from the POL applies (when order is created as pending) vs when it doesn't (when the order is created as open)
      - Maybe add info icon by Status that explains ramifications of Pending vs Open
      - And if created as Open, grey out the Inventory interaction field and use value "Managed by import job"
    - Found a bug when creating the order with "Receiving not required" A-M will document and also check if bug when "Payment not required"
    - A-M will create a profile for creating open orders and document in a video
    - Also still need to test
      - PO line limit override
      - Restricting open POs when approval is required and importer does not have approver permission
      - If match to existing instance and create holdings/item, do all 3 record types have the POL link associated?
  - Questions
    - When loading these MARC records with orders, will it be possible to match an existing record in the system and attach an order without creating a new bib record?
      - Yes
      - If order created as Pending, then when it is opened, it will do the normal checks for Instances (based on ISBN, usually) and if found, add holdings/item onto an existing instance
      - If order created as Open, then job profile would need to look something like this
        Create order
        Match on something (OCLC number or ISBN, probably)
        If match
        Create holdings
        Create item
        If no match
        Create instance
        Create holdings
        Create item
    - What happens if. You have quantity 2 will it make two items?
      - Yes, if order is created as Pending and then opened via the Orders app
      - No, if order is created as Open, and items created via Data Import. After the multi work in Poppy, we should re-test to see if we could achieve multiple items via Data Import (A-M's first guess is yes for shelfready (with multiple 9xxs with different item details), no if just quantity in a subfield)
    - Can physical items be received through the mapping?
      - No, not in this first iteration
      - Something we can consider for a future iteration
  - Brainstorm for UAT
    - Field mapping profiles
    - Various job scenarios (pending, open, creating Inventory or not)
  - Aim for UAT 24 Feb-3 March
    - A-M will create the testing form and distribute by Friday 24 Feb

Upcoming meetings/agenda topics:

1 March
- Review of ISRI multiple profile UAT
- How is Order import UAT going?
- Review/confirm mockup for revised log for multiple holdings/items
8 March
- Continue log for multiple holdings/items (if necessary)
- Review the final requirements for multi holdings/items
- Review work from log subgroup and proposed updates in Poppy
15 March
- Discuss/review mockups for MARC updates refinements in Poppy
22 March
- Discuss Poppy scope
Misc
- POL/VRN matching
  - For invoices, we only consider open POs
  - For Instance, Holdings, Items, we currently (Orchid and before) only consider open POs. Should we change the Inventory matching logic to allow matching on closed POs as well?

Chat

Lynne Fors to Everyone 1:03 PM
I think the chat in today's notes is from our last meeting

Jenn Colt to Everyone 1:20 PM
I can do tests, I just couldn’t write them down, it’s easier to make the profiles

Taylor Smith to Everyone 1:22 PM
yes

Lisa Smith to Everyone 1:26 PM
unlimited access

Lloyd (Marmot Library Network) to Everyone 1:31 PM
When loading these MARC records with orders, will it be possible to match an existing record in the system and attach an order without creating a new bib record?

Lisa Smith to Everyone 1:52 PM
+1 Christie, info note for pending/open

Christie Thomas (she/her) to Everyone 1:52 PM
Info icons are always good, too.

Jennifer Eustis (she/her) to Everyone 1:53 PM
+1 to info icons

Christie Thomas (she/her) to Everyone 1:54 PM
Good point, Jenn.

Jenn Colt to Everyone 1:54 PM
Quantity?
What happens if. You have quantity 2 will it make two. Items?

Jenn Colt to Everyone 2:00 PM
Have to go.. Thank you!

Lisa Smith to Everyone 2:02 PM
It's good to see this!
Can physical items be received through the mapping?
Ok