2020-07-24 Meeting notes

Announcements/update

PC Meeting 2020-07-23

Overview of Bugfest

Overview of Capacity Planning

Missouri State University's Demo - On Flameflower version

• Start with orders app
  • Several Templates
  • Save and Close
  • Add a PO line, temporarily doing "on the fly" records, cataloging waiting for export from OCLC is more functional. Historically order records would be overlayed by catalog records.
  • Not yet able to overlay, connect inventory records, use MarcCat
• Invoices app 
  • Create new invoice
  • Status as Open
  • Acquisitions units are done by libraries
  • Accounting number, (there is a bug, you have to select twice to get the correct sub-account)
  • Save and Close
  • Add an invoice line. Each invoice line can reference a specific account number as well.
  • Search by PO, can add multiple POs
  • Can make dollar adjustments by opening the invoice line.
• In orders app
  • Find order 
  • Look at receipt status
  • Choose receive
• In Receiving app
  • Click receive button 
  • Fill in campus, library, and location, will hopefully be able to fill in more with better record integration in the future
  • Click receive

Questions
Michael: When are you going to decide for print when to create items/holdings?
Mark/Tracy: We will reevaluate when we implement Goldenrod, it was a cataloging issue/importing OCLC records issue. If you create a record, you can’t overlay it, and 2 records are created. In Goldenrod should be able to overlay inventory with SRS record.

Kristin: Do you hope to link your records?
Tracy: We hope to eventually link order to an inventory record, but we don’t know if we will be able to do that yet.

Kristin: Will you be using the GOBI API?
Tracy: Will probably be using it once volume goes up and some settings are decided. One of our concerns is that this order record will not show in EDS.

Michael: How to do you match your order with your catalog record, given that you’re manually entering information?
Mark: Catalogers search for the order record in OCLC, export from OCLC, and import into FOLIO.

Virginia: Why have you gone live so early?
Mark: We left our consortium and needed to find a system.

Ian: Washington & Jefferson College is also figuring out all their Acquisitions processes, and are asking the same questions

Sarah: If your financial service office is the one that issues payment, how do you tie them into the system?
Tracy: For procurement cards, we pay with the card then balance with financial services. For check payments, we don’t have a university electronic payment system that would work with FOLIO’s voucher system, so we need to do a PDF invoice workflow.

Kristin: do you go through the receiving process for ebooks?
Tracy: We are now, I’m not sure that’s necessary.

Michael: What’s the ramification for not receiving electronic items?
Tracy: There’s a setting when you create a Purchase Order line there’s a receipt status that you can set to receipt not required.

Kristin: If you are receiving an item that doesn’t have anything in inventory, what does that mean? Are you waiting until the item gets in your hands before receiving? How does it eventually connect to cataloging?
Tracy: Most of the time the item is in hand before I do PO or receiving an item.

Michael: Do you have any recurring orders in your system yet?
Tracy: I do not have any in yet, we are still working on getting serials/check in set up.

Michael: Have you done any workflow analysis for this system vs previous system? I worry about the amount of times required.
Tracy/Mark: We’re taking about three times as long at first.

Kristin: We can’t be building order records by hand, so we’re working on a tool. Would that be of interest to others? It’s a stopgap until data import is built.

Michael: Is there a way to make this faster/have fields in the order record be populated for us?
Ann-Marie: The goal is that data import will create orders and invoices with MARC records through that process.

Michael: For items not through GOBI, will we be able to get other vendors to do similar APIs to make this process easier?
Ann-Marie: Yes, we’re working with other vendors to explore that option. Edifact will hopefully be in Honeysuckle.

Kristin: Also templates can have pre-filled in values.

Michael: Would you be able to populate the invoice fields in FOLIO and all we would do is approve?
Ann-Marie: Yes, right now the order API is real time, no manual file load, ideally we’ll get there for invoice data, but in the meantime we have to support edifact or MARC files that are received.

Kristin: If you want to overlay a record with an OCLC record, it may be coming out in Honeysuckle?
Ann-Marie: Quick MARC is part of Goldenrod, and you should be able to overlay a brief record in Goldenrod as well.

Rollover encumbrances into the next Fiscal Year

• Finance app
  • Begin rollover by going to Ledger and going to the actions menu
  • Have Budgets and Encumbrances section
  • Settings for restrict expenditures
  • Settings for using order type (ongoing, one-time) to rollover encumbrances
  • Progress bar for ledger view after rollover settings are set. Errors would display an error screen with an error log as a csv file.

Dennis: For the error file, how often would you use this file? Do you need to keep it for reference?
Sarah: Currently, I download and save offline, so I don’t feel like I need it. Keeps a record of the problem.
Scott: Agree, leaving current year is fine, but I will be backing up outside of FOLIO

Tracy: If there are personnel changes, having Rollover Error Logs persist in Folio could be valuable.

Dennis: For the error file, do we need to set permissions at the download level?
All: Keep view of rollover and initiation of rollover separate. Errors are usually corrected at time that file is created, can by corrected by other individuals in the other apps.

Sarah: I like to option to run a huge batch function without execution to see the error log first.