2017-05-19 Meeting notes

General discussions

1. Update on Stacks involvement and future RM work: In replacement for Filip Jakobsen the company Stacks will take over the UX work for the Resource Management SIG in the upcoming weeks. Stack provides 4 FTEs. They come from web design for discovery solutions and are a business partner of EBSCO. Kristin Martin will inform the group about the handover when further details are discussed. Maybe a crash course in library acquisitions for the Stacks staff will be useful.
2. Organizational developments within the FOLIO team:
   1. Filip is taking over UX lead
   2. 6 FTE developers will be joining the project
3. FOLIO Data Domain Model: The follow up meeting to last week’s joined Meta data & RM-SIG-Meeting will either taking place on the 5/25 or 5/26. Kristin will inform the team via email.
4. The location setup within FOLIO affects the acquisitions and other SIGs. RM-SIG should review the discussion on discuss: https://discuss.folio.org/t/location-data-ra-rm-mm-sigs/803 and take a look at the location model: https://folio-org.atlassian.net/wiki/display/RA/2017-05-08+Resource+Access+Meeting+Notes.

Review of Invoicing Activities

For Invoicing discussion doc see: https://docs.google.com/document/d/1V_PeTvrVMzxIwogcrmjlk7mwLPN9k7-rDf8m1SWe7sk/edit

5. “Approved Invoice”:

-       In some cases, the invoice amount needs to be corrected after the money has been payed (wire transfers, currency effects) (simple solution: second invoice with the difference value)

-       Maybe a third invoice status should be integrated: “Provisional” invoice

-       Strong need to control who may apply changes to an invoice

-       The invoice process should be flexible to make the common case as easy as possible, maybe mark complicated invoices before the process; make sure accounting can jump in and make changes to the invoicing process

6. “Managing Fund Transitions”:

-       A more general fund discussion needs to follow

• • There are cases where payments need to be split at the turn of a year
  • Cases, where no encumbrance is needed (simple solution: 0$ invoice)
  • A similar document to the invoicing activities will be set up and the fund discussion will follow the invoicing discussion

7. “Currency Conversion”:

-       Implementation of a Service to update the exchange rates for every PO 1/month

-       Dynamically pull exchange rate when the PO is created and update when user activates the service

-       The currency issue must be part of the fund discussion, too

8. “Credit Card payment”:

-       There needs to be a way to correct “accidents”

9. The work on the invoicing doc will proceed after Stack got involved to avoid discussing the issue twice.