Date

23 Oct 2020

Attendees

Discussion items

Item

Who

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 - Getting issue details... STATUS ")
      - from chat ("Michael is referring to UXPROD-2715 - Getting issue details... STATUS 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 - Getting issue details... STATUS
        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 - Getting issue details... STATUS
        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 - Getting issue details... STATUS
        A fund can be part of multiple acquisitions units

Action items

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