2020-09-18 Resource Management Meeting Notes

Minute Taker?

@Jesse Lambertson

 Announcements/Updates

• No PC meeting this week

@Kristin Martin others?

In app reporting: returning to the spreadsheet to review in-app reporting needs for acquisitions

• What can be handled via the LDP?

• What can be handled through app functionality?

• What truly needs an in-app report?

@Dennis Bridges @Sharon Markus

See the questions in the left column:

• Dennis Bridges:

  • wants everyone to look at this spreadsheet.

• It was noted that much of the work in the spreadsheet is now in Jira 

• orange columns:

  • items declared important by numerous institutions

  • What needs to be done with information from the report

• Dennis suggested that the information there would not need to be seen in-app (and that filtering information in the interface was important)

• Sharon asked about that data to export a csv document

• ref #UXPROD 2665

  • selecting which exports needed from the list?

  • How do we standardize the select option across apps?

  • Dennis asks: How does it perform?

  • Owen suggested a ceiling may be needed to restrict exports since the exports are not working that great

  • mention of asynchronous report output 

  • or looking at an app that describes status of a job at the same point of which a file could be downloaded

  • Talking about agreements as part of this issue

  • With orders, a job system standardized across all apps would be very useful (made mention from a person from Mt Holy Oke)

  • Dennis: how to increase performance of export to csv (output later, or use some interface to grab a report)

    • acknowledges that this report is not immediate (some delay)

    • Notes a problem of limits on POs

    • Dennis says that POL would need to come out

    • Suggests rolling totals inside of FOLIO would be more performant (if filtering is used) if needed in real time

    • Question asked in the chat by @Scott Perry"Couldn’t there be an option to export in CSV the displayed results. For example, I don’t usually need the whole fund record, but would often want to see the list of all funds and balances. Or for POs, I might just need a list of PO numbers for a particular vendor, etc. "

    • Dennis suggests an export could be used to share all order data

    • @Sara Colglazier asking about the point between quick reporting for general monies and then specifics needed to communicate with vendors about possible cuts or something as needed (high importance for this situation)

    • Dennis wants to clarify what can be looked in in the system and what data would actually need to be exported in a form that can be shared with someone, like a vendor and that data may need some mediation to make it more easily readable by an outside party

    • @Sara Colglazier then the vendor comes back with comments on things they received

    • Dennis asks if others would need this same functionality?

    • @Kristin Martin suggests some of that information is handled before entered into the system

      • Many of the vendors' systems are being worked in directly

    • the end of the fiscal year is one of the big needs for this type pf reporting

    • rollover really requires some real time reporting ability @Scott Perry

    • Dennis asks for a more specific use case relative to the rollover reporting

      • switching funds and codes from previous years

      • wants to make sure the old funds are zeroed out (which verified the new fund has been set up correctly)

      • example of real time reporting

    • Dennis: suggests bulk edits are important (and relevant to Scott's point mentioned above)

    • Vendor switching is another example

    • a comment about looking at cash balances as a real-time reporting need

    • rollover budgets are also part of UXPROD201

  • Dennis wants use cases added as comments to UXPROD2665

    • Needed to adjust performance and issues with other functionality

    • from chat "Exporting all invoice information is definitely something I’ve done (way back in the past) when I was a systems librarian" (Owen Stephens)

    • really looking for search or filter criteria not already in the system

Modeling Print + Online subscriptions: issues/questions from Chicago

• Example of Academy of Management Annals

@Kristin Martin

• Confused as to how a print/electronic mix would be modeled

  • not attaching encumbrances to ongoing e subscriptions

  • were not sure how to attach location to a record in inventory or in the instance?...

  • Question about how folks are handling their print + online subscriptions

  • How to associate serials with a package ?

    • Done with the receiving app (Dennis)

    • In receiving do a search for the title using 'Add title' button

    • Trying to associate a PO with receiving 'Add a PO' button

    • How to connect electronic to a PO?

      • LINK it to receiving but not receive it (yes)

      • Click NEW to link a second title

      • Would not be expecting any pieces (since it's electronic)

      • process forces one toe read the receiving note since there is one in the PO

      • pop PO in the search, associated titles should return

      • How to make sure all titles in a PO are known...?

        • receiving note comes from the POL and will relate to all connected titles

        • Kristin wants to really understand how to use the package information and structure

        • Need to have accuracy and to clarify if information needs to be updated in two places...

        • Would be nice to see it on the POL? (I think this is what is said...)

        • Some would not use a 'package' organization for print + online

        • Can an item be added to a POL backwards from inventory?

          • NO

        • An agreement being called a 'package' POL in receiving but referenced in an agreement which would catch all things in a POL

        • If a journal was created (print + online?)

          • in orders

          • there seems to be an error when print and electronic are connected

          • location is used to create a holding

          • pick 'NONE' (as in no holding) to save it

          • wanted to connect POL for an online resource to an agreement line

        • Access provider: subscription agent (required)

          • Why is this required?

          • Dennis will need to go back to look to see why

          • material provider may not be the access provider for print + electronic subscriptions

            • this requires constant changes and causes confusion

          • Something about a use case in PO and ERM...

          • Asking Dennis to share these issues with developers or something

          • PO level, no longer can see Vendor (Dennis suggests vendor name be added to the vendor line)