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2022-03-22 Acquisitions Meeting notes

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Date

Attendees

Alissa Hafele, Ann Crowley, Bethany Blankemeyer, Bill Verner, Dennis Bridges, Dung-Lan Chen, Dwayne Swigert, Emily Robertson, Heather McMillan, Jean Pajerek, Julie Stauffer, Kathleen Norton, Kimberly Pamplin, Kimberly Wiljanen, Kristin Martin, Linh Chang, Lisa Maybury, Lisa Smith, Lloyd, lmwillia, Mark Arnold, Martina Schildt, Mary Moran, Masayo Uchiyama, Michael Phillips, Nancy Finn, Nancy Pelis, Okay Okonkwo, Peter Sbrzesny, Sara Colglazier, Sarah Dennis, Scott Perry, Scott Stangroom, Shannon Burke, Suzanne Mangrum, Suzette Caneda, Steve Selleck, Tara Barnett, Victoria Anderson, Winter White


Agenda

  • Housekeeping -

    Business -

    • Poll in slack channel about forming a small group to work on identifying a list of short tutorial videos of key acquisitions related functions.
    • Continue to discuss export fund and budget information for ledger
    • Discuss the exporting of invoice information if time allows

Discussion items

TimeItemWhoNotes
Housekeeping
  • Reminder -Lotus Bugfest runs thru March 25.  Please participate if you can!!
  • Next meeting - Friday (3/25/22)
  • Poll in slack channel about forming a small group to work on identifying a list of short tutorial videos of key acquisitions related functions.
    • A few people have responded. 
    • Need a few more from different types of groups. 
    • We will be forming a small group to identify which videos are needed. 
    • Will create a slack channel for those that participate in this group. Will create list, then archive channel. 
    • Martina: Should we speak with documentation SIG to coordinate efforts?
      • Dennis: Yes, this group can get someone to approach the documentation SIG. 
    • Will discuss in Friday's meeting to see if anyone else wants to participate or has anything to say. 
7 minutes afterAllow user to export Fund and budget information for ledgerDennis: 
  • UXPROD-199 - Getting issue details... STATUS
  • Today, want to review details of what needs to be exported. 
  • Original purpose was to bulk edit allocations 
  • Now it's about what is being exported. 
  •  Dennis: Is it clear what these are? 
    • From Lisa Smith to Everyone 12:10 PM
      Michigan State is most interested in exporting invoice & POL information.
    • From Dung-Lan Chen to Everyone 12:12 PM
      I am glad fiscal year rollover came up as that's something coming up soon for our library in less than three months.  I'm looking to arrange discussions/revisit of this topic.
    • From Ann Crowley to Everyone 12:13 PM
      +1 Dung-Lan
    • From Scott Perry (he/him) to Everyone 12:16 PM
      Us too.
    • Yes.
      Very valuable.
    • From Lisa Smith to Everyone 12:18 PM
      I think our accounting dept would like exporting of fund info.
    • From Scott Perry (he/him) to Everyone 12:20 PM
      This is also helpful for day to day work with fund balances by Acq staff.  Currently if you call up a fund you don’t see the valuable information for those working on orders (available balance for one) on the first display under funds.
  • Dennis: If exporting in this way, you are getting group information. If there is a mono group and a serial group, this fund may be a part of multiple groups. If it is, you will get multiple groups. Right now this export doesn't include an export of group summary. 
    • From Ann Crowley to Everyone 12:21 PM
      Our funds are only linked to 1 group
    • From Scott Perry (he/him) to Everyone 12:21 PM
      Our funds are linked to multiple groups. Not exporting the group summary information is fine with me
    • From Ann Crowley to Everyone 12:22 PM
      We could create a pivot table to get the total group information
    • From Bill Verner to Everyone 12:22 PM
      We would not care about exporting the group summary
    • Dennis: How how a priority is exporting group data? You can easily calculate, but it's not exported as a summary.
      • From Ann Crowley to Everyone 12:22 PM
        no (it's not)
      • From Lisa Smith to Everyone 12:22 PM
        +1
      • From Sara Colglazier (MHC/5C) to Everyone 12:22 PM
        Fund + Expense more important
      • From Scott Perry (he/him) to Everyone 12:24 PM
        Group summary here is not important to me.
      • From Scott Perry (he/him) to Everyone 12:25 PM
        I created a group of all funds to get summary for all expense classes.
32 minutes after the hour
  • Discuss the exporting of invoice information if time allows

UXPROD-3435 - Getting issue details... STATUS

  • Allow user to export invoices - Acquisitions SIG - FOLIO Wiki 
  • Discussed what data we are talking about. 
  • There are tiers here. 
  • Discussed the data points found at the invoice level and the invoice line level. 
  • Keep in mind: You can filter invoices by fund code or expense class. 
  • If there were data points that no one thinks need to be exported, that would be helpful. It would be valuable to export some voucher information, si that's been added. 
  • Is any data information missing that you think is important?
  • From Lisa Smith to Everyone 12:41 PM
    Invoice exporting with POL details sounds great!  We need this!  I'm sure we don't need all of these fields, but they are too small for me to see them clearly!
  • Question: Do we have to export all the data points, or can we choose which ones?
    • Dennis: You can select which ones to export. 
  • From Scott Perry (he/him) to Everyone 12:43 PM
    As others have said, there is probably more than I would generally need, but the ability to limit the export fields covers that.
  • There could be a discrepancy in what appears in inventory and what appears on the invoice. 
  • Dennis: Please review the link Allow user to export invoices - Acquisitions SIG - FOLIO Wiki for the data points and provide feedback by Friday. 
47 minutes Ability to change the instance connection of a purchase order line
  • Use case: Order is connected to the wrong instance
  • Assume you want to take everything associated with the order and move it. 
  • Dennis: As an initial approach, want to say if you change the instance connection all related records will be moved. 
  • Originally having you edit the pol and change the title connection. That is proving to be difficult. Might be better to have an 'action' for 'change instance connection'. 
  • Need to know how you would like to treat the holdings?
  • Will give a list of items that will be moved. 
  • When it comes to how the holdings is managed, need user input. Three options. 
    • Move
    • Find or create new
    • Create New
    • Last possibility: 
      • If the holdings leaving behind no longer have item records, you can delete the holdings while you are doing this. 
    • From Julie Stauffer to Everyone 12:58 PM
      I have to leave for a 1:00 meeting; I'll need to follow-up separately with my question.



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