2021-04-30 Resource Management Meeting notes

Announcements/Updates

• Product Council minutes 2021-04-29
• Elastic Search: moving from Proof of Concept
  • RM representative from Texas A&M
• Looking for RM SIG co-convener
  • Have one person interested in co-convening

having a hard time getting dev priorities between maintenance (bug testing) and getting new features

• • update on elasticsearch, potential replacement for FOLIO wide searching
  • SMEs will be working with Laura R and Charlotte W for carrying forth the elasticsearch testing
  • faceting is be better and results are faster

  • There seems to be some discussion / confusion about the ElasticSearch work and inclusion in the technical council (

    in the #tech-council channel on Slack)

  • MM SIG was enthusiastic, but wanted more guidance from the technical council
• Still need a RM SIG co-convener/convener

• question from slack (For those of you who are in production with Orders or are soon to implement, how are you handling the configurations for the Order app Settings of "Instance status," "Instance type," and "Loan type"? Since there is just one default setting for all orders, do you have a workflow in place for changing those settings on the items once they are created when the default value is not the correct one for what is ordered? If so, do you do that at time of order, time of receipt, some other time? We are trying to wrap our heads around what this process should look like in a high volume setting. )
• want to get away from flag system, loan types are applied to items, etc
• these are all elements set in the system
• Need to figure out the default Instance settings
• Instance status come form bib record status in current system (UChicago)
• when it gets work or updating, it gets updated to usually 'cataloging complete' or something like that
• not going to migrate firms orders that are over 4 years old (UChicago)
• Duke will pick default values
  • but this is a workflow value
  • students often add the wrong data
  • Really want to simplify the loan type
  • messy loan rules in Aleph
  • location is a common denominator in loan rule issues
• Would location from from holdings that controls the loan type? (Dennis)
  • at Chicago, item inherits the holdings location
  • Default at UChicago is ''stks"
• those who know the settings know how things should be set, but not everyone knows all the settings 
• But it seems, according to Duke, that so much of the work and decisions ae passed upstream
• the appropriate knowledge base is well distributed with some staffing models (locally determined issues)
• material type is used a lot in circ rules (UChicago is not using it)
  • this lives in inventory in the item record (but it is required)
• Coming from the RM Implementers issues page: Acquisitions/Resource Management implementers
  • 2. credits (Could we discuss the topic of handling credits?  We'd be interested in seeing an example of the recommended credit workflow.)
  • Dennis is working on a slicker model someplace
• 3. ReEncumber box (Order Status as Open after invoice is fully paid - encumbrance rolls over to next year)
  • granular decision: do you want 'this' order to re encumber or not?
  • purchase order status, in some situations, would have to be changed to 'not re-encumber' at a specific time
  • paid but not received would not want to be re-encumbered
• 4. Finance App:  Adding groups to Funds UI enhancement
  • need some kind of search functionality
  • providing groups by selector?
  • providing group by funds?
  • assign groups  and funds at the same time
  • There are lots of ways of doing this
  • from chat (

    Here is the feature that covers some enhancements to groups https://folio-org.atlassian.net/browse/UXPROD-2562. In the attached design mocks you will see a workflow enhancement for how you can assign funds to groups)

• 6. Purchase Orders editing
  • docs don't cover what fields are editable, but may cover what is 'closed' and what is 'pending'
  • Editable while open?
  • Mention of some spreadsheet of fields maintained by Dennis
  • payments are associated with the invoice
  • system won't let you delete the order
  • there is a column for 'can edit'
  • spreadsheet for all the fields.
  • Order wiki page:

    https://folio-org.atlassian.net/wiki/display/RM/Acquisitions+Orders+Module

  • of you click cancel, you won't be able to reopen the PO
    • but this can be searched in receiving
  • please revisit the recording to track this conversation
  • manually adding pieces to a POL (instead of having the system creating them) - tick box
    • (ongoing issue with UChicago's data maybe)
  • If the order has to be unopened to edit, will it delete the item records? NO
    • IT SHOULD ALSO NOT CREATE A NEW ONE
  • struggling with the renewal data and the purpose
  • information in some of the fields will most likely need to change
  • some workflows have changed (and will change)
  • UChicago does not want to full out subscription because the dates and related data points would also have to be changed
  • issues and challenges around renewal dates
    • maybe could remove the requirement of renewal date

Dennis sharing a link to am exercise they are running:

https://folio-org.atlassian.net/wiki/display/RM/Refining+available+columns+in+order+search+result+list

• vote on the data points
• thanks to Peter M for adding polling functionality