2018-01-19 RM Meeting notes

Peter McCracken

E-holdings App Group Discussion

• E-Holdings App group meet with this week. What are concerns and areas of interest that we can bring up that can be shared in Madrid developers meeting? How can we get e-holdings app to integrate beyond the EBSCO Knowledge Base? (note: Khalilah is already traveling and can't make this discussion)
•  Follow-up discussion on functionality with Khalilah Gambrell scheduled for 2 February 2018.

Khalilah Gambrell is traveling; Peter McCracken provided some updates on the last meeting, based on Khalilah's notes that had been distributed before the call.

User Acceptance Testing will take place in the next 10 days. Kristen Wilson provided additional information. Question remains about how to use Codex search to search for all different parts of collection - searching print inventory, e-resources, and other collections as well, like IRs, etc.

Several discussed importance on ensuring that other knowledgebases can work with FOLIO structure. Charlotte Whitt said it is definitely on the Madrid agenda.

Virginia Martin said she feels ERM tools are more important to managing resources than e-holdings. Duke doesn't have an ERM at present, so they are especially looking for a solution here.

How could we get a more comprehensive ERM? Kirstin Kemner-Heek has been working with folks in Germany about possible paths to development. They have tried in the last year to define what sort of functionality would appear in FOLIO. It was not too clear; Stacks is developing some, Frontside is doing other - but what about package comparisons, contract management, etc.,? They are currently not being covered, and are what is especially requested. In Germany, no effective solutions are being used at present - just Excel spreadsheets, for the most part. So German universities would especially like to focus on these areas.

Kristin Martin said we have a lot of available resources to tackle these projects and find solutions.

What sorts of things would we like to add to the development list, to improve ERM resources?

Overall, the group looked at how decisions are being made on the question of how much ERM structures are being added to FOLIO development, or not.

Dennis Bridges asked if there were additional questions or discussion about fund structures or other points from last week's conversation. None raised

Re finances: haven't talked much about credits. Much discussion in small group, but still need to determine if a credit needs to be more than just a basic transaction. Dennis asked if anyone had strong opinions as to how credits are used or processed. Scott Perry said he sees them as negative invoices; Virginia Martin agreed. They must be run against specific invoices; they are treated as negative invoices. Kristen Wilson said also true at NCSU. Ann Crowley confirmed that's the case at Cornell, as well, via chat. Virginia suggested it might be nice to associate a credit with a vendor, but not an order - sort of like a deposit account situation. Dennis asked if a credit might go to multiple funds; Scott said yes. So, are they driven by a PO? Several said yes.

And does credit always relate to just a single vendor? Yes; can't think of a situation where it wouldn't be associated with a vendor.

Receiving & check-in. At Chicago, they want to receive an issue and then move on.

Dennis showed some examples of check-in within FOLIO in the early UI structure. There are some options as to how they're processed; can be "Expected" or "Arrived", which will impact where it's preserved within the system. One can add or remove columns, as needed, and modify the table; Chicago thought that sounded quite workable. The ability to collapse portions of it would be useful, so you can better move through history, and get to specific time frame as quickly as possible.

Charlotte Whitt asked about how data will be transferred to item records - what is acq connection to inventory module? Dennis said this is something that'll be tackled in Madrid.

Kristin and Virginia talked about how e-reource data would connect with inventory in the case of ordered e-serials. Dennis needs to see what Codex and e-res module can provide.

Dennis asked, in an instance where there are a lot of lines on a single invoice, how, exactly, would we like to see a long list managed? Pagination? "Lazy listing"? Infinite scroll? Something else? In any case, search function would always find the resources.

Dennis also showed some examples of the current Receiving structure.

Dennis addresssed a specific question from Discuss about funds and tags, regarding tags used on the finance dashboard.