2020-10-23 Resource Management Meeting Notes

Minute taker?

@Jesse Lambertson

Announcements/Updates

• Product Council meeting 2020-10-22

  • FOLIO DRAFT vision and strategic objectives

  • Shanghai Public Library plans

• BugFest! - join to take test cases

@Kristin Martin

•  announcements:

  • strategic directives groups has finished a report: 

  • Some questions will be handled

  • Work through a PC member for questions 

  • deals with directives and initiatives (3-5 year period)

  • includes aspirations

  • want to make sure that the vision is encompassing for new things (to avoid becoming insular)

• Shanghai public library:

  • slides:

  • have been running on horizon

  • 188 helper apps to keep them going

  • go live date of 2021

• bugfest Q3:

  • link to testrail (to claim bugs)

  • also slack: bug-fest

  • bugfest kick-off slides

  • Information about Q3 bugfest can be found here

  • bugfest honeysuckle instance: https://bugfest-honeysuckle.folio.ebsco.com/

Structuring the budget in FOLIO

@Sara Colglazier @Julie Brannon (old account) all

• Focus has shifted to mostly e formats

  • what is ongoing?

  • What are one-time purchases

• multi-disciplinarian is the standard 'new' focus

• folio will allow some new  things

• with groups

  • groups can be displayed

  • what types of things that need to be seen across funds

  • while expense classes are used within funds

  • expense classes allows for some flexibility (year to year)

  • selectors vs patrons

  • still using liaisons - this structure needs to be represented

  • but if after 2 years, something could change and thus the structure could easily adapt to reflect the changing fund ecology

  • this way, funds get tracked - while groups allow for tracking across funds

• mentioned Thunderjet (testing instance)

  •  1 ledger or 2 ledgers

  • operational or restricted

  • these two things  (operational or restricted) need to be seen in the same place

  • instead of splitting these, grouping allows to view together

  • there are a lot of groups - but this allows for the flexibility and to answer questions most likely asked

  • question Kristin M from chat ("When you say restricted, are these endowed funds with restrictions on what you can spend them on?")

  • caps for spending can be added (names & amount can be added to help manage amounts spent)

  • Again, trying to draw out, and distinguish what needs to be tracked across funds vs what needs to be tracked within funds

    • ref: streaming one-time licenses or perpetual streaming licences

    • question about where an order gets connected

      • humanities, streaming, etc, where would order info get attached

      • but, is moving to multidisciplinary model for streaming materials (rather than being tethered to specific disciplines)

      • testing can be done in thunderjet (updated as of 22 October 2020)

      • demo in thunderjet instance

      • adding fund IDs

      • Would love to see space used better for GROUPS in the Finance App

      • Q: Michael from Alabama:

        • likes the grouping

        • Are some of the groups actually larger groups (to create relationships between groups)?

        • Some groups are in a hierarchy (there needs to be a way to see these relationships

        • Supergroups?

        • wants to be able to view relationships w/o having to go out and search for everything

        • This needs to be managed at the group level

        • the hierarchy needs to be better represented

        • from Kristin M in chat ("You might need to name your groups based on hierarchy")

        • Dennis B from chat (" have started working on a feature for organizing groups. see here for more info :) UXPROD-2562: Allow user to categorize Group records in the Finance applicationDraftPreview ")

        • from chat ("Michael is referring to UXPROD-2715: Identify "Initial Allocation" and "Total Funding" amounts in BudgetClosedPreview which aims to expose the “Initial allocation” number and reorganize the budget values so they are easier to read and follow")

        • sometimes tags could be used - but some folks want to search by selector

          • or is it preferred to use group or fund?

          • DB: (suggests there may be a feature to add a user to a fund) <needs to verify> 

          • does that selector need to have money directly allocated (or to use a larger fund that multiple selectors use)

          • wants to use a URL to pass to people who need to dig into the data

          • Is the descriptions being used to describe funds (such as gift funds)?

            • or is it a note?

          • some descriptions for gift and endowment funds are long and are pushing the descriptive info down (expandable view?) (trying to use screen real estate better)

          • some comments about budgets and years (specific years)

            • some notes need to carry over while some are tied to s specific year

            • how to manage or interact with these notes will vary

            • liaisons get swapped around in departments sometimes 

            • group 1 or group 2 (hierarchical groups to use the hierarchy for efficiency)

            • most often used by Michael Arthur from Alabama

              • ref: 

                • UXPROD-2562: Allow user to categorize Group records in the Finance applicationDraftPreview

              • can associate a color or shape to add groups or categories

              • this would allow some more filtering

                • controlled vocab?

                • it is currently a bit cumbersome to add funds to groups

                  • ref: 

                  • UXPROD-2715: Identify "Initial Allocation" and "Total Funding" amounts in BudgetClosedPreview

                  • reorganizing the budget detail (bringing details to groups ad ledgers)

                  • Showing a number for total funding.

          • Expense classes would be a characteristic of a fund, but you could have multiple expense classes in a fund. Use of expense classes in any way is optional

            • Might want multiple expense classes to provide a different slice of a fund, and differentiate at a different level (e.g., format versus subject)

            • Can see a summary of the expense class across all of the funds within a single group.

        • General thoughts: what's more important: subject organization or format organization?

          • MH prefers format, because the distinction of format matters more, and more purchases feel interdisciplinary

            • Want this at the top of the hierarchy

          • Chicago/Alabama funds are organized first by subject for selectors

          • Still would like some ways to organize better, especially multiple ledgers: should the ledgers be a silo or can we allow groups to fluidly move across ledgers?

            • Acquisitions units could help deal with multiple libraries/ledgers

              • New issue to help control access with Acquisitions units: UIOR-618: Prevent user from applying Funds from other acquisitions units for encumbrance or payment ClosedPreview

            • A fund can be part of multiple acquisitions units