2020-03-06 Resource Management Meeting Notes

Kristin Martin

Dennis Bridges

Receiving and acquisitions workflows

Mini-Bundle Example - College Art Association example with Sara Colglazier.  Highlighted need for alternate titles for searching (CAA). 

Coming from Aleph - single POL vs PO with multiple PO lines.  Plan to continue having one PO Line per PO.  Sara realized that she had many use cases for having multiple POLs.  College Art Assoc.  Went to EBSCOnet and they have a container with a separate record for all the associated titles.  Could replicate what she sees on her invoice and in EBSCOnet in FOLIO.

It created a record in inventory for the "container" level record.  Anne Marie - Why didn't you tell it not to create an inventory record?  Sara - just experimenting.

P/E mix.  Associated costs only with the physical.  In the E-resource details Title numbers are provided for the "container" record and separate ones for each title which are different than the order number.  Where should those map in FOLIO so we can refer to those when communicating with a vendor?  Vendor Ref Number and Type?

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Chat: 

CAA = College Art Association (https://www.collegeart.org/membership)
From Lucinda to Everyone: 08:50 AM
Agree that we need alternate titles
From Ann-Marie Breaux to Everyone: 08:57 AM
It sounds like making the Vendor ref number/Vendor ref number type fields repeatable might be helpful.

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 For P/E Mix can I set a location only for the physical item? Don't plan to have an inventory record for the electronic item, but do plan to have an inventory record for the physical.

Dennis:  Within the physical accordion - set the create inventory appropriately.

Cost Details PO Quantity is the number of units you're paying for/ordering, not how many you're receiving.  Placement of price field is not ideal.

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Chat:

From Dennis Bridges to Everyone: 08:59 AM
Just wondering if it is problematic to add alternate titles as tags?
From Owen Stephens to Everyone: 09:01 AM
Tags occurred to me as well, but it doesn’t feel quite like the right fit for this scenario. However “alternative title” feels too specific What if the search term commonly used is not an alternative title?
From Ann-Marie Breaux to Everyone: 09:01 AM
Tags tend to be for things that you want to assign to multiple records as a way to group them. If there were tags for lots of individual titles, that might add a fair bit of noise to the tags filter list
From Owen Stephens to Everyone: 09:01 AM
Perhaps a free-text keywords field might be better?

From Aaron Neslin (5C) to Everyone: 09:03 AM
Agreements-style notes that we could qualify as an alternate title might work, provided they are indexed for search.

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Usability Issue: Selecting the Location Name.  Finding location turns into an Odyssey.  Dennis: This might be a candidate for converting this to a lookup plug-in (there is a link under the field when that plug-in is available). 

From Ann-Marie Breaux:
If there's a title "key" of some kind, maybe it could be added in the Vendor ref fields with a type of "Vendor title" Or I like the idea of having a description field that could be keyword-searchable, where you could add other titles, included titles, whatever - and have them findable

5 Colleges has 487 locations

Back to the order.....

If I have 2 physical resources how does it know to send them to two different places?

Dennis: In receiving the pieces can go to different locations (vol 1 is going to A and vol 2 is going to B)

If order can't be saved (get red message) the error doesn't indicate why it won't save.  Tried adding a location for the electronic part with a quantity electronic "1" and that still didn't allow it to save.  Order is pending.  Maybe its because the Order was created when they had settings restricting to only one order line. She subsequently changed in settings to allow more than one POL.  Is this a bug?

Kristin:  How are you planning to handle payment for this mini bundle?

Sara: Payment would be tied to the top-level "package".  The POlines for each title wouldn't have any price info.  Doing this to support receiving and to allow you to see the individual titles on the order.

Q1 functionality - you can now create a "package" POL which relate to multiple instances in inventory.

Dennis:  You could create the titles in receiving and only create pieces for the physical.  

Kristin - we do reports for what hasn't been paid this year and setting up POLs with no payments could create confusion in reporting.

Sara:  In the corresponding agreement for this she can tie many agreement lines to one POL.  Sara thought that over time with mini bundles many changes can occur and hoped that doing the order in this way would help her manage it more efficiently and be in line with what she sees in EBSCOnet and what comes in on invoices.

Owen:  Information is living in different places and being represented in different ways.  

Sara:  Needs to understand how the system is being designed to understand what approach will work best.  Just experimenting to learn.

Owen:  I would create an agreement line for mini bundle and point that to one POLine for the mini bundle.  This is difficult and we're still resolving it and there is a lot to think about here with P/E mix bundles.

Sara:  Need alternate names example Elsevier.

Kristin:  We've heard from several people that we need alternate names.  how do we get that into the work queue?

Owen:  Is the order label the problem (alternative name for an order?) Its not a named item in the same way that a title has a name. There are certain words she thinks of when she is looking for a specific package. 

Ann Marie - in inventory there is alternate title fields.  If your creating an order from an instance that's sitting in inventory it will be using alternate title in a different way than we might be thinking of how to use it in orders.  

Sara: Keyword only makes me worried - once we get lots of orders in here Keyword might be too broad - will retrieve too much.  If you alter some key piece of info it will break the link to inventory.  At the order line for certain types of orders we need to allow for names/labels something searchable.

Owen:  Keyword might retrieve a large amount.  If we add an alternative title for searchable terms then that problem of retrieving too much will happen there too.

Dennis POLine description may not be searchable.  This is a search issue.  

Owen: Preorder searching for cross-app searching is similar to this.  Need to make sure that when you search you can search across inventory and agreements to find the order, not add a bunch of description to orders to find them.  Back to the container discussion. Challenge is that the order becomes the way of grouping these things - so how is it findable if it isn't described in detail anywhere outside of the order.

Ability to search across apps is what is needed.

Sara:  Sequence of Order Lines question. If she deletes a purchase order line what happens to numbers?  the original numbers are retained.  

Kristin:  Continuing order with lots of lines will get clutter over time - the closed POLs will still appear here and you can't tell that they're closed.

Can't sort POL list by column headers - want to be able to resort by title.

Sara created a template which fills in notes etc.  Because the template is at the order level rather than the POL level there were certain things she couldn't fill in to keep for each one.  For 5 Colleges the default for electronic is set to instance/holding.  She can't override that in the template - keeps the default. (sounds like a bug to Anne Marie)

Ann Marie - not sure if they tested the templates with multi-line POs

Owen:  See if there are alternative approaches - several straw men - to understand which approaches have which weaknesses to help decide where to take the system 

Dennis: Appreciate you taking time for this since it helps us find things that are quality of life improvements.  Also as we get into the connected areas seeing specific examples helps us.  We can better figure out where the problems are between apps.  We carve time out for updates and fixes so that's how these can be addressed.  Might need to have discussions about how to prioritize them.

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Chat:

From Owen Stephens to Everyone: 09:20 AM
We have a description field in Agreements and License - I can’t remember if it is included in the search right now, but it could be without much problem
From Ann-Marie Breaux to Everyone: 09:38 AM
Have to leave for a dev team meeting. Good discussion and example today. This is exactly what I was thinking when I talk about exercising the system, to see what makes sense, what doesn't, and what needs adjusting either in the system or in the library's workflow/practices.
From Owen Stephens to Everyone: 09:44 AM
100%
From Lucinda to Everyone: 09:45 AM
Thank you, Sara!

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Kristin went to snapshot stable and found it was in Portuguese.  How to switch it back?

Owen: Go to settings, tenant, language

If you want to test language just on your own session go to Settings, Developer, Session Locale 

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Kristin:  Levant pack - tried to create an agreement for today's session.  Somehow submitted same record 3 times.

Owen: server is slower than you clicking

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Chat:

From Owen Stephens to Everyone: 10:04 AM
There are some features and stories in relation to making the ability to attach eHoldings to agreements - this is probably the feature that pulls this stuff together UXPROD-2094 - Getting issue details... STATUS

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Looking at agreement lines - want to be able to control the display order.  Doesn't seem to be sorted in the order they were added.  Owen - its probably in whatever order the server returns them (unpredictable).  We have this in a number of places and would be better to have consistency.

Sara Colglazier