2020-04-17 Resource Management Meeting Notes

Minute taker

@Martina Schildt

5 min

Announcements/updates

PC Meetings: See previous minutes

Some highlights:

• App Interaction is a SIG in its own right

• Hired a new Tech Writer

• Q1 2020 Fameflower is released!

• Q2 planning and work well underway

  • Emphasis on quality, looking for new developers

• multi-lingual support

• Release management planning

@Kristin Martin /All

• Kristin Martin asks for a co-convener as she cannot always take part at this meeting time

45 min

RM-Costs Cluster Prototype 

@Sharon Markus

@Scott Perry

• a cluster is a set of reports that have similar enough data elements that one base query can be developed

• most clusters in RM are either cost related  or counter related

• what is a prototype: it is a data set of data elements needed for the report

• electronic has been divided out because the area is so different

• user management sits alongside RA

• RM: several clusters, but biggest are costs and counts

• in ERM a lot of clusters are created in parallel

• there is one JIRA issue for each cluster

• REP issues are reporting requirements

• most cluster are about 5 to 6 reports

• reporting requirements are defined by different institutions

• RM costs cluster prototype on the wiki includes: data attibutes, definition, documentation

• answers question: how much do we spend on a POL at a given point of time

• wiki page: https://wiki.folio.org/pages/resumedraft.action?draftId=36570681&draftShareId=a02014c1-79a7-4ff4-b671-11bd6a2c819b&

• UXPROD-2362

• for most reports API documentation is used

• those data elements are brought in the LDP

• firts the table name is listed, then the data elements

• for cost cluster: look at reports that deal with expenditure and costs

• looking at: do we have all the data elements that we need for that report

• i.e. invoive line numer total brings in total including adjustments

• for many reports date ranges are needed

• chat: Von Julie Brannon (Duke):
  Is it possible to add the material type (PO Line element)?

• chat: Von Scott Stangroom
  similar at UMass (Five colleges) as Duke

• answer: will be added

• chat: Von Virginia Martin
  How about reporting on encumbrances? 

• it would be helpful to get use cases - will be provided by Virginia

• at end of fiscal year there are questions like: how much man should we hold back?

• with encumbrances you can run multiple years and then compare

• answer questions about: what still needs to be paid for

• Duke have such encumbrance reports as well

• Scott: a list of reports would be helpful to get as oon as possible

• Virginia and Angela will check whether those reports are already included in the existing ones

• expense type should be added (acq small group is discussing this at the moment)

• should be easy to report on

• Dennis will ad the table this is in

• encumbrances and expense type are still optional, libraries do not need to use those

• Sara: reports on funds and groups would be needed

• Michael: groups are still uner developed; so far you can just tag funds

• at the moment Dennis is developing a hierarchy for the finance app and shared allocations, different layers of visibility

• the development of a hierarchy is appreciated in the group

• Kristin: what is the difference between an order line and POL

• Dennis: they are the same thing

• there is no description for acquisition method so far

• "details" (subscription) data element on POL: information is missing; it just says details record

• Dennis will follow up on that

• there are still questions what data elements: "eresource" and "physical" on the POL mean

• maybe this is a set of data (an array) that is associated with physical or electronic (if it is an ID)

• Dennis will check

• chat: Von Owen Stephens
  I think one of the things to remember is that this is about making sure the relevant fields are available to the LDP for reporting. Different implementations and uses of the system could result in different queries and different interpretations of fields in real-world reports

• Virginia: I want to report not only on the total but on all related invoice lines

• Sara: is the data itself not reflected or the invoice number, just the ID?

• Sharon: there is an invoices cluster

• but it could also be added to this cluster

• Scott: will be considered; especially after looking at the use cases

• Kristin: what is the timeframe for the information gathering phase?

• Sharon: most of the reports are listed for Q2 2020

• everybody who wants to share use cases or give feedback should get back to Sharon and Scott quite soon

• soon they will reach out to RM SIG members for testing to see if it is working and to make adjustments if needed

• as work moves forward they will touch base with RM SIG again

40

Jiras that need SIG review

See list in Jira

@Dennis Bridges

• there are 2 important filters in ACQ JIRA concerning current discussions; actively analysed features

• features to be reviewed with RM SIG

• filter: needs-rmsigreview

• the interface tables are moved into the ACQ wiki as well

• maybe info organisation needs to be re-thought

• there is an Acquisitions Wiki page as part of the RM SIG space

• a lot of the technical information is in the development space which is a separate space from RM space

• Tips and tricks space is separate again as well (because it applies to all functional areas)

• if spreadsheet is updated, is the wiki space updated as well? yes, but is a manual process

• Sara: "last modiefied date stamp" for the specific elemnt or at least row would be helpful

• you can only see when the page has been changed

• Owen: for agreements this is done in Google sheets

• Kristin: advantage of wiki is you can search for it on the wiki

• Ann-Marie: link from Tips and Tricks page would be good

• lock down the editing is agreed on so that nothing can unintentionally be changed

• features that need further discussion:

• UXPROD-1581: Receiving material without an order

• problem: an order is required to receive a piece at the moment

• in case of exchange or gifts: you would not need an order, but they need to be received

• Dennis asks for comments to the feature

• the workaround would be fake records and fake records never make sense

• Sara: what does receiving mean in this scenario? Waht for?

• to indicate where it came from

• to create an order for this information would mean recording a lot of extra dummy information

• chat: 

  Von Scott Stangroom 
  The order type would be “gift”
  Von Owen Stephens
  But it’s not an order?

  Von Scott Stangroom 
  Not in the traditional sense, but in current systems, including Aleph, this is the way some handle such things

  I’m not advocating it - I’d not want to use order records for recording gift receipts

• in current systems statistical codes are used to indicate resources are gifts

• donor information can be added to the catalogue record

• Sara: receiving is different from just adding an item

• there is a statistical codes area in the item record

• this discussion will be continued