11:59:21 Yeah, I still try my best, but I kind of sometimes just can change the present issue. The Mississippi.
11:59:21 I was like, No, no, no. Yeah. to be learning stories.
11:59:24 Yeah. Oh, hi, everybody I guess we still got a 1,000,000. or 2, so we will allow time for people to joining in other that next week we'll do not try to schedule. meeting, But oh, you and me and then, I have something.
11:59:46 I want you to talk about. Okay? Good. Yeah. My schedule is pretty free.
11:59:48 So just let me know. Yeah, this week is our spring bank week.
11:59:50 So I have to say i'm off yeah Oh, good so i'm looking forward to the some downtime and enjoy the hopefully nice weather.
12:00:00 Yeah, Sorry everybody mean to talked about stuff that that's not pertaining to come on the meeting.
12:00:11 So I'm gonna mute myself. now. Hello, Hello, Hi Dennis everybody.
12:01:19 Yes, hi everybody it's one or one of my the cognitive computer.
12:01:27 So. I Guess we'll get it started while waiting for people trickling and I don't really have anything that is already.
12:01:38 You guys already know. So it's no meeting this Friday because we made last Friday.
12:01:44 So our next meeting of today is next tuesday and then again.
12:01:49 I'll just don't pull the plugin for a lot of spark. Facts are starting started yesterday and goes through to 2 weeks, so go through.
12:01:59 Friday after I mean next Friday, 20 fifth, not this week.
12:02:05 I apologize for you Guys keep thinking last week was March the fourteenth, so I keep referring to the documents started last year. But now it's just started today.
12:02:15 Yesterday, so that's my housekeeping and I I notice that our genesis switched the sequence a little bit.
12:02:23 So, Dennis? Well, there were you already that we're gonna talk about the creation of video content.
12:02:32 First. right? Yeah. So I wanted to bring this up it's been discussed a few times.
12:02:40 In. I think it was first in the product owners meeting where this kind of came up in discussion.
12:02:49 But I know that we've talked a lot about video content. I think a lot of people find video content helpful.
12:02:57 And the idea was to kind of brainstorm. Where is that?
12:03:00 We might be able to supplement documentation with short videos, and apparently and I'm not super familiar with this, but apparently another systems.
12:03:12 They're there is a fair bit of community content like on Youtube and things like that.
12:03:20 But I think that the idea here might be to identify what sort of key functions that it would be useful to have a short video on and that we might either be able to have a group of people from this group who could put together a
12:03:50 few videos or So I guess, put together a group of people to work on that list of videos like what videos or which key were close.
12:04:05 We should have a video on basically, or we could put aside a portion of our meetings.
12:04:15 If you talk about this as a larger group i'm not sure what you all would think would be more productive.
12:04:29 What we might want to do have We have any video regarding acquisition functions that have it's a good question.
12:04:44 I I have made videos over time. and obviously like folio has changed and has been changing a lot, and the different apps. different apps have changed more recently, Right?
12:05:02 We've mostly been focused on the invoices app and the orders app maybe orders in receiving for the last year or so.
12:05:10 So most of the changes that are in those 2 applications there's still been some small tweaks to the organizations and finance.
12:05:20 But I have a few larger demo videos, But I think that the idea of this is to have content that's a bit easier to digest like like a 2 min, 2 to 5 min.
12:05:37 And video kind of thing on key functions and i'm not even sure that we need to determine how those videos get made at this point.
12:05:47 I think the the key starting point would just be identifying What?
12:05:54 What were workflows users want video content for so maybe It's as simple as like how to open an order.
12:06:05 How to approve an invoice, or how to add a fun distribution, or how to add multiple fun distributions or you know i'm just kind of thinking off the top of my head.
12:06:17 But trying to identify some key things. Then, looking at that as a group, and maybe we break them down a little bit farther.
12:06:31 And we we would sort of distill that into a list of important video tutorials that it might make sense for the acquisition to maintain.
12:06:53 And I'm not exactly sure how how the how who or how the video and what content might get created.
12:07:00 But I think we could. We can probably talk about that in more detail after if we have a list of videos that folks actually want to have created.
12:07:16 Because I I generally get asked for like well not necessarily getting asked for longer videos.
12:07:24 But get asked for demos of certain areas right so the videos that I've made are kind of long-winded, hopefully still useful, but not like the targeted sort of content.
12:07:38 Where you might search, how to open order and get a quick video on that.
12:07:46 Oh, yeah, I mean common chat. Yes, I. This is great idea.
12:07:57 Jing had made several short media videos. Yeah. I definitely think this will be very super helpful.
12:08:07 Yeah, this is the other thing is i'm kind of curious how many of you have made videos for your staff.
12:08:16 That kind of resemble this, and she has her hand up.
12:08:25 Please go ahead, Jane, please. Oh, sorry, I was just raising my hand to say that I'd made short video Okay, but like we have a way of doing it at Cornell.
12:08:39 It's like, we use kaltura capture and it's super easy like even I could do it is what I like to.
12:08:48 So I mean, and I did take away some some lessons from it.
12:08:52 So. the lessons I took away from it is, have a very discrete task in mind that you want to demonstrate with certain.
12:08:59 Dennis is kind of alluding to 200, and I always wrote a script out in advance, and I practiced it.
12:09:07 I practiced reporting it. I would, you know, sometimes have to do 2 or 3 versions of it before. It was something that I will allow my colleagues to see that I had done right.
12:09:19 I but I had fun doing and I hope they were useful to people I don't actually know, but I hope they were I think that go ahead.
12:09:29 Sorry That's one of the nice things about having them shorter is that you don't design much pressure to, you know.
12:09:37 Record something like per that's 20 min long if it's only 2 min long, and you can kind of you can do good over again a couple of times, and that's right no lose and you're right It's easy to do
12:09:50 over again if you blow it. Yeah. So it sounds like at least 2 groups here have made videos themselves.
12:10:03 I'm curious if if others have either dabbled in this, or have at some point wish that there was some content like this.
12:10:17 We have several comments in the chat, too, and this is definitely not replacement for documentation.
12:10:29 And the the written documentation, I think is so important and I don't think that that the this is in any way supposed to be a replacement, or for that or a diversion from that or anything like that it's I
12:10:45 think simply, you know the idea that maybe you can get a lot of information to cross.
12:10:55 Certain people might prefer watching and learning so if we could have multiple formats.
12:11:02 Then that's how up one. If we came up with a system, it might be manageable for us as a community to kind of maintain a list of, you know.
12:11:20 Short videos that we sort of i'll try and keep up to date starred houses and sends up Scott.
12:11:26 Go ahead. Yeah, I I really think I and kristen made the point that ours are already out of date. and I think one of the issues here is that the system is evolving so fast.
12:11:38 Right now it's hard to maintain these so that they and people are implementing different versions of the system.
12:11:46 So you have Honey Circle. Yeah, June. I remember, etc.
12:11:50 People who are still on all of those levels. and so I I I'm.
12:11:56 Not quite certain how you maintain consistency over time there's a lot of things you put up there, and then so sweet, and even keep me documentation going.
12:12:06 See this would be true. Yes, but yes, I see, Joe Biden said, that it indicates the recent release is really important.
12:12:20 It affects it a great deal. Yeah. And where we, where we put these videos and how we sort of organized them by version would probably be, you know, important part of making that guess easier to navigate.
12:12:38 But I also think that you know we've at least acquisitions has been evolving at a at a very rapid pace for a long while.
12:12:52 Now, and I think that 2 an extent some of the more of the key functionality is now in place, and we're we're kind of we're focusing on you know, stability and performance more in apps like orders
12:13:13 and invoices, and adding functionality like important export that's more complementary to the the keyword flows.
12:13:27 I guess. then, rework of the key workflows. obviously there are going to be some exceptions to that, for sure I don't.
12:13:36 I don't disagree I think it's whether whether this was documentation.
12:13:41 We're talking about, or video content. I mean just any kind of support content.
12:13:48 The challenge will be keeping it. relevant and but with that said I think it's still more helpful to have some content than to wait longer to develop it, because I think we do have enough in place now that at least even if it's
12:14:13 a version newer than what you're working with you know number of the key elements might be the same, and if it's an older version.
12:14:26 Then what you're working with then probably most of the key elements are the same, and you just may not have some of the extra features that you're that you're seeing so so that's why it's important to wait out no
12:14:40 which before they watch, which this which yeah, definitely, Yeah, we have 2 a couple of hands on Martina.
12:14:49 I think you ago. Why, don't you go first your hands I just wanted to say like I mean, you know, I can see an added value and longer videos like descriptions of i'm ordering a physical research is worse that the monograph
12:15:04 versus a journal, or something is a value it's not well, but with the shorter videos it is more inviting to watch them.
12:15:11 And if something changes, you just need to exchange like the 1 min.
12:15:17 Video. And yeah, record the new functionality and don't need to do everything again.
12:15:21 So I can see really in advantage in the short videos. Yeah, from my perspective. I mean, say this: my opinion on the video content is it doesn't have to be perfect to be useful.
12:15:48 And I know that that can be dangerous. I mean ideally.
12:15:52 You want to have a flawless video. But and i'm talking more about the production value of it.
12:15:57 , you know. all you really need is a is a screen recording with someone talking.
12:16:03 We don't need it. doesn't need to be you know polished to torque, real content with an intro and a and an outro, and so on.
12:16:13 I'm really talking about, or what I think this this proposal is about is more so.
12:16:22 Just kind of raw targeted how to content. that is basically crowdsourced.
12:16:32 I. e. like it's the community. our group I guess in general, working together to contribute some key videos for acquisitions and maintain those as we go through.
12:16:51 And maybe that it may be in that way it's a bit more sustainable than
12:17:00 You know, targeting having a subcommittee or something that's supposed to work on this full-time, or trying trying to cover all aspects of acquisitions.
12:17:15 Yeah, I'm gonna stop talking now. Sorry Martina.
12:17:18 I think you just want to agree to you. I mean all the videos that that we have done have never been perfect, and if we would have wanted them to be perfect, we would have never published any for our institutions.
12:17:30 And so I think the that was always my thing that I thought.
12:17:35 It does not need to be perfect, and hopefully everyone gets the information out of them, but otherwise you don't.
12:17:42 You are just not able to do that. My my world, for me, for instance.
12:17:50 So should we put this, maybe to a vote in the slack channel?
12:17:56 I think that there's 2 there's 2 ways to do this, and maybe there's probably a 100 ways to do this.
12:18:03 But i'm just thinking of coming up with the original list of videos that we want to look at.
12:18:11 Should we option one, get a group together to focus on this?
12:18:17 Are there some people on this call that would be interested in outlining some key videos like how to open an order, how to approve of invoice, how to pay invoice?
12:18:31 You know how to configure batch experts set things.
12:18:36 Those types of things, or do we want to put a style?
12:18:43 Option. 2, I think, is put aside some time in our meetings together to sort of chip away at this.
12:18:52 And I identify key videos, and obviously I think getting a group together would Probably it would probably happen a lot faster if we're gonna use a portion of our meetings.
12:19:07 It might take a lot longer to get to get a list of videos together.
12:19:11 And with this word. But i think either way it's probably doable so do we put that to a vote in the slack channel and see what the general canensus is.
12:19:24 How folks want to move forward. With that I think we can definitely do A.
12:19:40 You know, pull in slides. So this, unless there are some people who want to come forward right now and take this on.
12:19:58 Okay, Well, let's put it to a vote okay we have a comment.
12:20:08 Should this be coordinated with the group working on documentation, I think I think absolutely.
12:20:14 I know that we have a representative that's working with the I think maybe, Julie, she's just not here today, but I was thinking like I didn't want to speak up because I don't want to Volunteer Julie
12:20:28 for anything. but to me it makes sense if we're gonna do this to integrate these videos into that documentation site.
12:20:36 And then like, if it needs versioning for the different versions like people are talking about.
12:20:42 Yeah, those can be incorporated into the different versions of the document. They're not like a keywee video on the lotus documentation.
12:20:49 And to me it just makes sense to be into grades.
12:20:53 That larger documentation effort don't like really has something else going on today, so she can be but yeah, And hopefully, yeah, definitely, wouldn't want to do this as a silent approach.
12:21:09 There should be some other product owners who are talking with support about this as well.
12:21:14 This is not just a me initiative, but and I feel like you'd probably be willing to make video.
12:21:24 So so. but again I don't know , well across our figures that Julie's willing to participate in this for sure.
12:21:35 250 because I agree. I mean she has a ton of knowledge as well from working through the documentation. Right?
12:21:40 So okay, we'll see we'll see how the vote turns out.
12:21:47 We want to make sure that I think as we come up.
12:21:50 If we come up with a list or as we're working on this list that the support group is aware, like the documentation group is aware that we're working on this and the support. Sig is also where the this is happening here
12:22:11 and yeah, and Danska as quick as so the pull your sinking of in the stack channel.
12:22:22 Is it the to determine whether people prefer to form a subgroup?
12:22:29 Yeah, subgroup to work on a video, or that the ad option is to do this.
12:22:35 In our meetings each time set aside us. Yeah.
12:22:41 So this is what we are surveying. but in terms of the list of videos.
12:22:48 That's not part of the I mean of course apparently you need to come up with this elizabeth Levito in order to make them and make them available.
12:22:57 But I think even among the solicitor videos, I can imagine certain functionalities, because not all library use.
12:23:08 Say, for example, well go be order, export, or that process and all stuff like I know we don't use it.
12:23:16 We a voucher process, so certain aspect of those functions kind of will be dictated a bit, because, those libraries being implemented or trying to, or has experience.
12:23:32 True, it can do this more, and then opposed to other libraries.
12:23:37 So. So I That's Why, I was clarified. We are just asking people to vote whether they think it's option a a better idea or option B will be the way to go.
12:23:47 Right. that's what? Yes, Yeah, Okay, the word yeah whether we want to put together a group or work on this in our a lot of time. and then we should do this also in the erm not just in the acquisition not sure we
12:23:59 didn't I just want to make sure in the erm channel.
12:24:05 Well, I think that Erm would be talking about this on their own.
12:24:10 Oh, hi, okay, and so imagine that would be Owen.
12:24:17 And I think he was part of this call. so yes, and so so.
12:24:23 It would be. oh, definitely. And if I can take that with me as well, and and talk to him whether we bring that up in our next call, which is next week on Wednesday.
12:24:35 Yeah. Okay. So yeah. and the next thing on the agenda was, We're gonna have a demo from kristin who's here with us today?
12:24:53 I'll start her at the beginning of the meeting Yes, she is nice I'm here.
12:25:02 Yeah, all right, you're right yeah, so you're gonna do a demo requests. Alright, so i'm just gonna show you what we usually do for requests.
12:25:13 So I just clicked right in mean it yet so this is our test system for folio, and it is running juniper.
12:25:23 But I don't think that the request functionality has significantly changed in the latest release, either.
12:25:29 But just keep that in mind if anything does look different. So this is just in orders.
12:25:34 I have just limited this to open orders because I'm gonna pick an order that we have recently placed, and place a request on it per title.
12:25:43 So here's the title this is this came in through.
12:25:48 We have an order import system from gobi so I think as I mentioned before.
12:25:54 We're not using the Api, but we're using that external tool to build the orders and then build the records and inventory, and our goal, although we're still ramping up our workflows is to
12:26:07 get these orders into the system in about 24 h with Lotus will probably turn back on the Api, and then we'll be able to get them in more real time.
12:26:17 So this title cooperative gains in education let's say that it's a title that I specifically am interested in.
12:26:26 So if I if I had specifically requested this title, or if after the fact.
12:26:37 I want a place and have request on It even though this doesn't have a barcode.
12:26:42 You can see that you can just go to the item record, and you can go to new request. And so our acquisition staff actually, if they were replacing the order, and they knew there was they needed to put in a request for something they can do that
12:26:56 and here you can. You can just look up your user. You could look it up by their name.
12:27:03 You can look it up by whatever they're like what we call our Senate.
12:27:09 Id So this is me then, i'm gonna pick it up it's our main library, and so now the request is in place.
12:27:21 So you can see my information is on the request and we don't have to store who made the request in the order record, which is important for us.
12:27:31 We're trying to protect that information from being kept in the order record.
12:27:37 If I go back over here to the order record and now let's say i'm ready to receive it.
12:27:43 So you can see we have that little bug where I can't actually see the receive button.
12:27:49 So I will do that. Oh, and i'm going to go over to receive, if we knew about the request to write at the time that we were making the order, we would also put in a receiving note to indicate that it was a
12:28:08 request if it came in kind of like we place the order and somebody place the request after the fact, and we don't have that receiving note.
12:28:15 I feel like the way folio works. That receiving note is actually bit redundant.
12:28:22 Now, because the request information is more obvious. So actually let me.
12:28:30 We go to receive here, so you can see it says that there is a request, although we don't see who the request is.
12:28:37 But That's not too hard to find so if we are receiving this copy, and we're going to enter a fake bar code.
12:28:51 And I'm really not gonna do much else with it right now, so i'll hit. receive then indicates that there is a request.
12:29:02 It has the barcode, but it doesn't say who made the request, or anything.
12:29:10 But as part of our receiving process, we do go back over to inventory to update certain things in the record.
12:29:21 So it's not really too difficult for us to go back over here.
12:29:25 If this were truly like a gobie title where we we've received full cataloging for it.
12:29:33 These things would be a little bit more updated. you can see right now in inventory.
12:29:37 We don't have a mark record in here for this yet. And so if I were doing like a full copy cataloging job on it, i'd pull in a mark record, But I don't think we have to worry about
12:29:46 that here. So the item record there is a link to the request and it's not like really easy to see but this is actually a little hot link to the request.
12:30:07 So doesn't list who it is but if you go here and again.
12:30:10 I'm just gonna open this in another tab just so that I don't overwrite my item record.
12:30:16 We can pope the request. we can see the requester got my barcode on it status.
12:30:24 And so what we are doing right now is, we have like this hot pink streamer where we put that into hold.
12:30:33 We put the requester information, and then the receiver either sometimes even just walks it straight over to shelf, prep.
12:30:39 To move it faster, or if it's like near the end of the day, and it's on a regular card The hot pink streamers will get pulled out, and they'll get processed first.
12:30:47 Once it goes over to circulation that's where they print out like the official hold slip.
12:30:56 I did ask. I was interested, since we had that conversation on Friday about, you know, would doing a printout here makes sense, or at the time of receiving, so that we didn't have to fill out the streamer by hand people were
12:31:11 kind of like. Well, it's not very hard and if we had to go and print it out every time we filled one.
12:31:17 That would be just as much work as like jotting down a couple pieces of information.
12:31:20 So, you know. So then it goes to a special card. It gets put on the whole shelf, and then
12:31:28 They would check it in in circulation, because right now it's not checked in, and that once it gets checked in that at that point in time i'd be notified that my cooperative games an education book would be
12:31:37 available, so that's like the rundown of the process it's been pretty smooth.
12:31:43 Having that It's pretty easy to see you has the request. We think it's a little smoother than it was in our previous system.
12:31:50 Dennis, you have a question. Oh, sorry. I think Sarah might have been the first I was just gonna ask.
12:32:01 Yeah, go ahead, Sarah. I didn't see your hand for some reason didn't sure.
12:32:09 Hi! so you go back to the the screen that you were showing when you were receiving the receiving screen.
12:32:16 Yes, receiving screen. Okay, and so I guess I have. So I.
12:32:22 This is as much a question for Dennis, or just clarifying.
12:32:26 So in the order. when you're in the poly there is a field called Requester, and I guess I had always assumed that that field was then what you also saw in the receiving screen where it says requester and that
12:32:47 when I opened the receive the piece to receive it. Request would be then kind of connected to that.
12:32:57 But now it almost seems like the requester of the order, and the requester, on the receiving record, is not the trigger for the piece request indicates right meaning. this correctly that that is, actually whether or not there's
12:33:17 a hold on the book. Yeah, this this requester field is just a text field, right?
12:33:29 So. but we've talked about, talked about integrating this with the requests out.
12:33:38 But at the moment this field is just a text field. and what you see in receiving like the yes or no, is there a request is based on the actual like request in the request that Yeah.
12:33:52 So. so I guess my thing would be I mean, obviously, I can see that this has to be down the road.
12:33:58 But integrating, being able to put a hold hold on the item ordered here by filling in requester and then going out there.
12:34:12 That would be really nice functionality. I get that. That cannot happen anytime soon, but that would. I would definitely vote for that down the road.
12:34:21 But or short term. Then I find, then, that that piece in for that the again back to labeling right like, Could we then have a different label in the the piece, so that it's not confused what do you mean by the different
12:34:42 label in the piece. So here we have requester in the request request versus requester I see what you're saying?
12:34:52 Oh, no! And when we go to the piece when you on the receiving and receiving, and you go to the piece now to receive it.
12:35:02 No, the like. it's already been received so okay Well, we can unreasonable.
12:35:08 Sure. So here it just says, request equals Yes, yes, and then maybe there we have to have hold equals.
12:35:22 Yes, I mean a request could be more than a hold, So the the app and folio is called requests, but it can also a recall.
12:35:35 I think I think it has additional functionality. Okay, so I don't know that you would have anything any other type of request on an on-order item. Besides, a hold, because you're not gonna be recalling it so I
12:35:56 don't know I haven't really played around with all of what requests can do outside of you know, knowing what we're doing for the on order items. and as God is saying, I think the way that we would be using this
12:36:14 field like we don't want to put individual patriot like contact information in the Po for indefinite retention.
12:36:27 So that's one reason why we're not using that I see Michigan State is saying that they're using that field for the name of the acquisitions person who's searched or and or place the order we have not been using
12:36:43 it that way. we really haven't been using it though so hasn't really haven't thought about doing that, and that is providing you providing a link to creating requests based on pol information Yeah, there there
12:37:04 is a feature, that kind of outlines generating requests based on that order of data like making it possible to just create your poly and have the request for information in there.
12:37:21 And when you open the purchase order the request is automatically placed as the one is created that's what you X brought to 5, 6, 5 basically uploads.
12:37:32 Interesting, though, that some folks are now using the requester field for, I guess, to capture related information.
12:37:41 But but maybe not not all using it to represent the same thing right.
12:37:49 The the going to what Kristen was saying. Why, so I guess I would have thought you would use selector for what you just described.
12:37:56 So we are using selector for our subject specialists who are doing the selecting.
12:38:02 So in this particular case this order came from Gobi.
12:38:05 They would have tagged it to be ordered in Gobi, and then we would have you know, released the order.
12:38:13 But we can't it is true because we're using this this order system.
12:38:20 You can see that I I updated this. I think I guess maybe it says I updated it because I just received it right.
12:38:26 And so, then, the receiving status is different. but you can see our record source as system order, import.
12:38:33 That's what indicates to us that this came through the the wire system.
12:38:38 But i'm and i'm not sure We might be able to track who actually place the Orient who actually like, sent the order out and go be and go be so. I had a quick question just on your workflow there, I
12:39:01 just wanted to clarify that you were asking about a.
12:39:05 Are you talking about a streamer like the pink streamer you were talking about
12:39:10 So I imagine this is like just a piece of paper that you're, we're doing it.
12:39:16 Yeah, they're just reading the details off the a folio and writing it on the piece paper rather than printing it out.
12:39:25 Right. Yeah, and I asked. I was like Oh, well we're just printing it out.
12:39:29 Maybe because you wouldn't. have to then transcribe and they were a little lukewarm about that, because they like putting it on the hot pink.
12:39:42 So then they have to get special paper and then have to get up and go to the printer.
12:39:45 I mean I don't know . your setup but you know we have networked printers where you send your job to the printer, and then you have to log in and find your job, and print, it and so so they didn't feel like
12:39:57 that was going to be a real fast process, and that writing it on the thing streamer was fine, and that might not be true for all libraries.
12:40:15 Some other libraries might, you know, be really enthusiastic about just printing out of the report so, or the whole request, you know, just dig in the book.
12:40:26 But I mean in that in that respect the time saver might be where we display that.
12:40:33 Yeah, you have a request on this thing. If we could show more of the details of that request, that would be a time saver.
12:40:43 Would you have to go records? right? Yeah.
12:40:48 So I mean, if you were like receiving it here, when that pop-up window came up, besides just saying like, request on title, if it pulled in like requester and barcode that could be that could you know save a step it's not a
12:41:04 big deal for us to have to go into inventory.
12:41:08 But other people might have different workflows again, because we do have a little bit of item work that we have to finish.
12:41:15 Not a lot, though, So if we're able to streamline our work phone.
12:41:19 We don't have to go into the ium record then we wouldn't have to go here and click on requests.
12:41:24 And then, you know, view that information. So if I may add a skin more.
12:41:42 We have a similar workflow to what Kristen this spot described for Chicago.
12:41:47 I guess, because we use a streamer which is a red indicating that this item has some kind of special attached notification or need to be rushed or needs to be priority.
12:42:03 Process, so that's. how we know but we don't add the patrons information because we don't care who requested act for acquisition.
12:42:13 We don't bark out so when we receive the item we invoice to receive the item, and then in the previous system a work slope is printed out for everything that you receive at the after you receiving it, and then if the's any kind of
12:42:26 special note. Usually it's a rush or rush notify or catalog for reference collection of any kind of special node status.
12:42:34 The other. We have added in the acquisition Po, that got printed on a work slip, and then for Russia we had a rush, and then that slip goes with each book.
12:42:44 Then traveled to cataloging. So for this folio that our current process is similar to what person described, or it's out, except the 100.
12:42:55 When an item is rush you know we don't have that slip.
12:43:00 But we use those streamer to indicating So guess I mean it works for stewards for us.
12:43:11 We add, and names in the receiving notes, it will pops up in the receiving.
12:43:15 When you have anything in the receiving. Oh, no! so it just pop up for you, so you would know.
12:43:20 Oh, this is a Russia, this and then at that point you add that whatever color that you added to that's supposed to go with the book, and then the book goes to different direction according to So that's how we work so, I think
12:43:33 if you have to print something, just because to including not here, that could be a pin.
12:43:39 But if you just print printed for everything, and but then again you have to store the slip and the insert in the book, there's still that work, too.
12:43:45 So I don't have a solution, but I just want to share what we do here.
12:43:50 Sorry. yeah, works live for every book so right you don't have back.
12:43:57 Yeah, So i've just added this i've added this as use case, because I don't think it I mean there are.
12:44:05 There may be libraries where printing is faster or just as fast, etc.
12:44:13 But it is an interesting use case that you may want to just transcribe it to a piece of paper, anyway.
12:44:20 So I don't think that changes the requirements substantially. I think it's probably regardless it would have to be like a print or saved Pdf kind of functionality.
12:44:35 So you may just choose to not print it and copy the information down, and then close the window.
12:44:41 I mean it's probably still a very similar feature but I've added this this use case because that is an important variation.
12:44:51 I would say, because it it. highlights the fact that it's. it's probably important to show the information of the request, or if we're going to use the prince lips or sort of staff slips, and create a special one we
12:45:10 can't just send out the staff slip detail to the printer.
12:45:13 We need to display it to the user ideally, because you can.
12:45:19 You can actually customize what appears in the staff slip.
12:45:22 So in this case you would customize that to whatever you want it to be, and and that would need you.
12:45:28 Show it to the user, and then they can choose whether print or not.
12:45:31 Type of thing. Oh, I don't think we're , So does anyone anyone else have questions or regarding Demo or what Chicago's doing?
12:45:58 Or Okay, So i've added some detail to our wiki page here.
12:46:10 I'll just show that this one more time because I don't want to so have added this additional use case here to our wiki the toxic low generating work slips I still eat some time to distill this into reusable
12:46:27 requirements, and to understand technically if it's possible for us to use the staff slip functionality because that might change the approach a little bit.
12:46:42 Because it would also offer that you know configurability because stafflit staff slips or i'll have this like template functionality. So you can choose what appears in the in the thing.
12:46:55 So i'm gonna need a minute to go to go through this.
12:46:59 So I want to put this on pause here we still have 14 min left.
12:47:06 We'll come back to review this page once I have the requirements written out, and I've ask the development teams a couple of questions about whether it's actually possible for acquisitions apps to use their own staff slip
12:47:23 and I want to move on to our last topic on the agenda, which is about the exporting of fund budget information.
12:47:36 4 ledgers which we talked about this is it's been quite some time, and the original feature actually is about exporting and importing budget information.
12:47:56 Basically, since then we have added expense classes. So I wanted to just review.
12:48:05 So I wanted to start with export specifically getting your your fund and budget data out of folio into at least what we've defined here as Csv.
12:48:21 File, so something that you could put into whatever you know excel or whatever other assistant you're working with.
12:48:38 And the use cases I have here are kind of loosely appropriated from the detail that was in this other feature.
12:48:45 So wanted basically revisit this here and ask some questions about why why, you would be motivated to export your financed information.
12:49:03 And i'm trying to figure out specifically whether you need transaction data, or you just need, like the summary totals for your budgets.
12:49:15 So the I should show this's been the fiscal year.
12:49:24 So we're assuming that Yeah, let me walk through the let me walk through the workflow here, make this bigger.
12:49:47 I make this full screen nice? Can you all see that? Are you seeing a workflow?
12:50:00 Yes, Okay, No, it's still looking at a wiki page.
12:50:04 Okay. So the So the idea here from and this is little old at this point.
12:50:12 But the the idea of this workflow was user selects a ledger.
12:50:17 So you choose your whichever ledger right in the finance app in the action.
12:50:25 Then you do this from here. You select your ledger test ledger.
12:50:30 Abc Ledger. Whatever the ledger is in the actions.
12:50:35 When you you choose, export, budget information, and then you choose a so export settings.
12:50:44 Modal pops up right it's kind of a confirmation.
12:50:47 It's going to tell you that little detail similar to the order export that you can't reload the page while the expert is running.
12:50:59 So be careful not to do this or that. It asks you to select a fiscal year by default.
12:51:04 This would just be the current fiscal year that was selected.
12:51:07 But you could potentially choose previous years. and then you would click, export, and well, as you click export the toast message is going to appear.
12:51:23 So you know you successfully. you knowll probably be you successfully started export, and when the export is done, you end up seeing your X square file, you know your browser download area right So they're browser will
12:51:38 tell you, downloaded the Csp. file And this is going to include all of the budget data, and, in fact, because we now have expense classes.
12:51:54 My assumption is that you would want this to now include expense, class information as well.
12:52:01 So in your Csv file you would basically be seeing a row for every unique fund and expense class combination.
12:52:18 So let's say I have have my my history fund and on fiscal year, 2020 two's budget.
12:52:33 I have print expenditures, class and an electronic expense class.
12:52:38 So when I export that let's say that's the only fund in my system on this ledger when I do the export, I would see a row in the spreadsheet. 2 rows in the spreadsheet
12:52:58 both rows will have the same fund information because it's the same fund.
12:53:02 But they have, and they have the same budget information, but they have different expense glasses.
12:53:08 So one row for the print expense class, one room for the electronic expense class, and you could expand that out.
12:53:15 Obviously, if I have multiple funds each of them has the print and electronic expense class, then I would have 2 rows in the table for every fund, because I have one row for So what that's gonna allow for is
12:53:30 It's going to allow you to see all of the all of the financial activity per expense class.
12:53:46 And if you wanted to back that up one tier, you would need to remove you kind of well.
12:53:51 You would be able to remove the rows of the table for the additional expense classes.
12:53:56 Let's say you just wanted to see funded information right might need to clean up that spreadsheet.
12:54:02 We could potentially give some options in the export to say, Do you want to include expense class information?
12:54:11 For? Do you just want to see funds? we could possibly even and say, Do you not want to see expense classes? Do you not want to see funds?
12:54:22 Do you just want to see a row for every group on this ledger, or every group that relates to this ledger, or something like that?
12:54:33 Def folks. Does this make sense? what i'm saying so having a row for every?
12:54:41 And I wish I had the spreadsheet to look at here.
12:54:42 But I don't have an example spreadsheet at the moment.
12:54:49 What might make this easier? Well, do you understand what I mean by having a rural for every expense class, And you guess in your export in the sheet.
12:55:12 But you can also you could exclude that that's Great?
12:55:18 Yes, so obviously some systems are not using expense classes or It's possible that you know there are some systems that aren't using Spence classes.
12:55:28 So it would make sense to be able to do this export just with the budget data.
12:55:40 So be that fund. You know this is my budget and not have expense class details, so you would have obviously fewer rows.
12:55:54 In your export, and i'll show the Let me just show the detail that exists at each tier.
12:56:27 So, and this is probably small, as well try to make that a little bigger.
12:56:32 So for the fund, the fun level you have the following information name code, all of the fund right name, code status type group acquisition unit transfer from transfer 2, the external account number and a description that's the fund data that exists
12:56:52 so at the budget level. you have all of these totals right?
12:57:00 Initial allocation increase and decrease the total allocation, and the transfers the total funding.
12:57:06 What's encumbered what's the waiting pay no it's expended. What's unavailable? what's over and covering expended what's the cash balance What's available?
12:57:13 What is the name? the status, the allowable incumbents, expenditure, and date created out of this budget.
12:57:29 Coffee, and then at the expense class so the most granular level.
12:57:39 Basically, there's a name for the expenses class, a code for the expense bus, potentially a status encumbered value of an awaiting payment value of percentage of total and an expended value.
12:57:56 So all of this is being exported at the highest level of detail. And in the example, I give you have let's say you have a fund that has 2 expense classes, right? electronic and physical print electronic improvement we would have a
12:58:14 row with obviously 2 rows. sorry with different information at this level like they'd have a different name right one of them's print.
12:58:27 One of them is electronic, presumably a different code.
12:58:31 Different encumbered, evaluating pain, percentage, and so on.
12:58:35 However, they both relate to the same budget, so they would have the same values at the budget level.
12:58:43 The same values at the front level. and obviously they're they're all on the same.
12:58:50 Ledger right? So it's similar to the export of orders. we're actually exporting more lines.
12:59:01 So the order level detail is duplicated when you have a multi-line order, Similar idea here.
12:59:08 If you're, if you are exporting expense class detail and the fund or the budget detail is potentially duplicated, you know, for each expense bus that's assigned and So on does that that make
12:59:24 sense My daughter is not happy with the explanation, but hopefully, you guys are
12:59:34 It makes sense to me what you just explain, Dennis, but I guess my question is, when you show the details at the expense class level.
12:59:44 What deep will you give you the whole picture trace back up to which fun which ledger this was pretending to for that line.
12:59:55 If that's. Yeah, So you would see everything all the way up, including what's not detail here is there would also be, or it is here.
13:00:11 Yeah, group data. So you would see, for each row what group it's a part of what fund it's a part of what budget it's a part of.
13:00:24 And then all of the detail associated with those things for each expense class.
13:00:34 So that would be you like the most comprehensive export of the financial data outside of actually exporting transactions which I think, and I guess i'm wondering.
13:00:53 But i'm this is these are all totals right it's, not the individual payments, and allocation transactions transfers those things.
13:01:06 So, and and based on the original use cases for this functionality I'm.
13:01:15 Assuming that this is what you're expecting to see the export of totals for the lecture by group fund budget expenses less.
13:01:30 Oh, we are 201, can we this continue this in the next meeting.
13:01:37 How do you think, Dennis? Yeah. Yeah. Okay. So apologize to everybody that we run over a minute, so we will continue to look at this next time.
13:01:50 So give everybody a little bit more time to kind of think.
13:01:54 Think about it. and next meeting so it's a week from today. next meeting.
13:02:05 We have a few comments in the that i'm in the United States.
13:02:14 I guess sorry so we'll we'll talk about this again, and then we can revisit those if we didn't get to today.
13:02:23 My apologies, so I guess see. See you guys next week.