2022-06-23 Metadata Management Meeting notes

No PC update. 

Background: POs have POLs. The POL is the subject of the order. The POL has a quantity. In receiving there is a representation of the title. There will be a piece record in receiving and it may or may not be attached to an item record in inventory. There is a 1:1 relationship between a receiving record and an item. A receiving record can be connected to 1 or 0 items. Multiple receiving records cannot be connected to the same item. You can add barcodes and call number at the point of receiving but they are not stored in the receiving record. The item record uuid is store in the piece record. Enumeration, chronology, copy number appear on the item record. Some records may also create pieces that they do not want item records for and those things may have enumeration and chronology. This data is passed along to create the item record. 

Where will the enumeration, copy number, chronology be edited after receiving? 

• After the point of receiving, work will be done in Inventory and the user may not have access to receiving. If the rest of the work is being done at the point of cataloging, then the work is being done in Inventory and not the receiving app. Examples include needing to change the copy number at the point of cataloging because they realize that a copy is already owned and it needs to be a copy 2. This is a common example; it received a lot of +1 in chat. Another example was realizing that a mistake is being made at the point of spine label printing. And student workers may be doing this work, which was also a common scenario. 
• Salient point: the person editing the item does not have permissions for receiving. The work is being done in Inventory and Receiving does not need to come into play after the point of receipt.

Are there reasons why you would want the item record and the piece to be out of synch? (Referring to the chronology and enumeration and copy number?)

• Most agree that the changes should be fed back to the receiving module when changes are made in Inventory in the item record.
• But what about if it is already received? 
• If it is not already received and the item changes, then the changes are undone when the piece is received. 
• Also receiving record needs to be refreshed as well when the instance changes, such as the title of a serial. (DB: states that they are working on changing the connection to the instance and part of changing that is refreshing all of the POL data. This will be partof Morning Glory and will be demo'd in Acq group soon.)

Because of the synchronization, should these be required fields? 

• Right now these are not required in either the receiving app or the item record. 

Use cases around moving items in Inventory.

• When a serial title changes and a new bibliographic record is required, then there are item records that need to be moved to a new instance and holdings. 
• Firm order monograph ordered on its own bib record, but needs to be transferred to another instance  for the continuation record.
• Music - changes may need to be made at the bibliographic, holdings, and item level - moving items between holdings on the instance or moving to another instance and these would be attached to orders. 
• Consolidate multiple firm orders into a serial bib.

It would be good to update the order where an item was already received. Can this be changed where it is the same instance but the location in the holdings would have a different location? Right now, you have to go to the POL to change the expected receipt location. We could look into triggering that from Inventory.

What about moving orders in addition to the holdings and items? Some institutions have this practice when they move holdings and items. As of Morning Glory, this will be possible. The caveat is that the bib connection is being changed for a specific order line and will affect all of the pieces with the order line. It's an all or nothing. From the Inventory perspective, there can be picking and choosing.

Question about deleting a POL in an open PO after that item was received. The item says it's received. There is no longer any POL. The PO is there. The decision was made to not delete items no longer on order. The user can do that. However, the connection is lost between the PO and the item. If you delete the POL, you can also delete the PO. You can also delete the order information in the item. You can't create a new order and order line and link it to that item. This is useful functionality that is being discussed. In this scenario, the best thing to do is to delete the item and start over? If you want to maintain that relationship, yes you want to delete and recreate that item. This way you can pay for the item as well.

Dennis will be updating this Jira ticket,  UXPROD-3342. Please add comments to the acquisitions page on the wiki.