Koha-US SIG - Acquisitions Special Interest Group, 17 Mar 2020

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From YouTube: Acquisitions Special Interest Group - 3/17/2020

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Chat logs:
01:03:37 Hasina Akhter: we are really interested to use
01:05:12 Judy: I'd like to know how everyone keeps track of spending. What kind of reports do you use from Koha or what other means do you use?
01:06:34 Judy: We input everything manually into Quicken
01:07:43 Barbara Johnson: Here's one: At the end of the fiscal year we still have outstanding orders. We will roll those over into the new fiscal year with fiscal close. But when we have a lot of things pending, it makes it very difficult to know what our actual balances. How do others handle this?
01:07:52 Judy: Do you find the Koha reports accurate - including shipping, tax, processing, etc?
01:10:24 Christie B: For any standing orders and automatic orders that are pending adter the FY closes, we need to zero out the prices. Is there a way around this? What reports are useful?
01:11:30 Jason Robb: https://wiki.koha-community.org/wiki/SQL_Reports_Library#Acquisition_Reports
01:13:29 Margaret Hade: Bug 24819 - Allow the librarian to choose a patron when entering a purchase suggestion
01:14:05 Hasina Akhter: when you delete item does it remove item cost from budget ?
01:14:59 Hasina Akhter: both delete from busket and from catalog
01:15:28 Hasina Akhter: busket make sence
01:15:48 Hasina Akhter: but from catalog I have question
01:16:20 Barbara Johnson: When you delete a bib/item from the catalog that has an attached order record I think you get a big warning that makes it sound like deleting it will cause a bib problem. We've deleted them anyway and haven't seen a problem.
01:16:41 Hasina Akhter: ok
01:16:47 Barbara Johnson: I meant 'big problem'
01:18:03 Barbara Johnson: so just ignoring the warning is ok?
01:18:21 MGrygla: For the most part today, I'm watching to learning. We're looking more at implementing this when we migrate. Does any one have a procedure/best practice they would be willing to share? If so can you email them to my account at mgrygla@saratogaspringscity.com
01:18:57 MGrygla: Sorry, no Melissa Grygla
01:21:34 Jason Robb: http://koha-us.org/learn/acquisitions/
01:22:01 Hasina Akhter: Another question: when we place order it seems it shows available to patron that our staff doesn't. Is there a way to hide it
01:25:04 Hasina Akhter: can you send this link to us
01:25:38 Margaret Hade: acquisitions-sig@koha-us.org
01:27:07 Hasina Akhter: but our staff doesn't want that
01:27:33 jennie evans: maybe make a new item type?
01:27:40 jennie evans: and suppress that item type?
01:28:16 Hasina Akhter: may be---
01:30:04 Jason Robb: https://groups.google.com/a/koha-us.org/forum/#!forum/acquisitions-sig
01:30:12 Hasina Akhter: thanks a lot Jason
01:31:15 jennie evans: is anyone else closed to the public?
01:31:32 Judy: Los Gatos Library is closed
01:31:36 jennie evans: are you changing your ordering workflows if you are?
01:31:42 Cindy Li: I log into the google group, how to join in the group?
01:31:51 cecil: Washoe County is closed
01:32:04 Barbara Johnson: We are. Doing holds pickup via drive-up window. We haven't changed ordering yet.
01:32:08 Judy: We'll still be ordering but can
01:32:12 MGrygla: We closed. We haven't changed workflow, but we're offering drive up service to pick up holds.
01:32:16 Judy: can't receive.
01:32:30 Christie B: Monterey Public Library isclosed to public. We are continuing to order and receive in acquisitions.
01:32:46 Monique Prive: yes our doors are closed but we are working and our budget has been frozen for about a month. I have been working on serials since that is also my responsibility. no items going in and out of the library
01:33:35 cecil: Washoe is ordering but not receiving.
01:33:42 Barbara Johnson: Tring to educate everyone on our digital resources
01:33:53 Judy: ditto
01:33:59 jennie evans: same
01:37:30 cecil: I just got that same message
01:38:06 Cindy Li: l1li@bridgew.edu
01:38:35 Hasina Akhter: Browse all
01:38:37 Jason Robb: https://groups.google.com/a/koha-us.org/forum/#!forum/acquisitions-sig
01:38:43 Hasina Akhter: then you will see all link
01:39:05 Jason Robb: http://koha-us.org/special-interest-groups/
01:39:31 Hasina Akhter: it says no persmission
01:40:13 Christie B: balestrieri@monterey.org
01:40:47 Cindy Li: Hasina, I Browse all, but didn’t see the acquisition group , thank you:)
01:41:25 Hasina Akhter: shumi78@gamil.com
01:41:41 Hasina Akhter: shumi78@gmail.com
01:42:32 Hasina Akhter: can anyone share how u are promoting digital resources at this time?
01:42:50 Judy: facebook
01:43:00 jennie evans: facebook, twitter, and instagram
01:44:35 Hasina Akhter: Thanks a lot
01:46:08 jennie evans: messenger pigeon
01:49:16 jennie evans: take care, everyone!!
01:49:18 Judy: Thanks, Margaret

A

B

It work yes, so we are now.

A

According to the cloud welcome everyone to the monthly acquisitions user group and special interest group meeting where we get to talk about all our favorite things in acquisitions, we've got Judy Jill, Christie, Cindy, Carol, Barbara, Tina, Jason and myself mark right here today. So thank you all for turning out I know it's been a very busy week, um but we're all here on happy st. Patrick's Day.

A

So we can chat about acquisitions and focus on that area of the library so Rhonda, unfortunately, or fortunately, as a meeting with her architect about their new library building, so really looking forward to that one, but is unable to join us for this meeting. She said she'll definitely be here next month.

A

So what acquisitions related questions or bugs have y'all brought to this meeting.

A

And I have the chat open. So if you want to type it in, if you don't have a working microphone, I'll read them off.

A

And we have Hasina typing in the chat I.

B

Have a question: I guess the is there a way for the hole to be automatically placed on a purchase suggestion.

A

To be automatically placed on a purchase, suggestion, I want to say yeah I think there's a studying for that. I'd have to look it up. Does.

B

A

Else know off the top of their head.

C

I'm new to this and I've been doing it manually. I just started this week. Actually, but that's how I was trained so if there was an automatic way to do it, that would be wonderful.

A

The bug on it I'll check out bugs first but might be in the manual because I know, I've heard that before it's definitely on several people's wish lists.

A

Well, I'm, looking that one up Judy and the chat asks I'd like to know how everyone keeps track of spending. What kind of reports do you use drum Koha or what other means do you use? So it's a better question for y'all.

C

A

C

A

Please we got oh okay.

C

So I can't be new. You'll have to forgive me, but we actually have budgets that we set up at the beginning of each fiscal year and within those budgets there are different sun codes. So we'll start with the total amount, whatever that means, maybe for the fiscal year and then what I understand Koha does. Is it will tell you like how much you've ordered how much you have left, but at the beginning of each new fiscal year we have to start with a blank slate, so basically duplicate the budget and put in our new numbers.

C

The one thing I understand that if we sometimes we are in a place where we have to switch funds from one fund to another because, like adult DVDs, have been depleted, and so what you have to do is unfortunately, with Koha. What I've understood is we have to go into the total budget, add to the total and then and then switch them. Does that make sense or is there another, because we can't just switch them within the budget, because they'll say we don't have enough funds.

C

Does that ring true to anyone or someone else doing this to really.

A

Barber in the chat chairs at the end of the fiscal year, we still have outstanding orders. We will roll these over into the new fiscal year with fiscal closed, but when we have a lot of things pending, it makes it very difficult to know what our actual balances are. How do other libraries handle this? So that's the question Judy also asks: do you find cohort reports accurate, including shipping, tax processing, etc? So Christy I do think you're doing it right.

A

That is a little taxing. We discussed in a few previous meetings, a enhancement Toccoa for better logging on budget changes, fun changes and I've. Seen that one come up for a quote by water for development and I. Think koha us is looking at it as one of the enhancements they're considering funding this year. So there's some stuff in the works on it, but not currently available in the clients and.

B

Then we'll jump in here I just got out of the backside of our little development. Warm.

A

B

And adding logs for budgets and funds is, is one of the developments that is going to be coming up for a vote soon. So that's something that call us is hoping to help fund.

A

Now, there's a lot of people that would love some more logging.

A

Metadata about acquisitions actions, so I like koha reports, but doesn't always mean they're the most accurate, but I do think they are pretty accurate depending on how you're asking the question, but I also don't get a whole lot of requests for position specific reports, so somebody who's written a fair, a few of those or wants to speak to any fun quirks about acquisitions tables and reports.

A

Finally, group.

A

Christy B is chiming in with another question for any standing, orders and automatic orders that are pending after the fiscal year closes. We need to zero out the prices. Is there a way around this? What reports are useful.

A

Does anyone want to chime in with suggestions, useful reports that they've used in the last fiscal year I.

B

Feel really useful because we don't use acquisitions at all so I'm, just like absorbing things, but I can't put a link in to where the reports lakitu acquisition reports. Maybe that will help a little grace.

A

That was gonna be my suggestion.

A

There might be some useful ones in there there's also mana if you've set up your co high instance to use that, where there's some libraries sending their suite of reports to mana. So you might try some good ones in there too.

A

For those that don't know, Moana is the Cova knowledgebase for reports sharing and serials enumeration formula cheering. So there's a bit of news on the Quahog community sites, if your other vendor sites that talk about that, but it doesn't have a six specific plug in two acquisitions. Yet.

B

A

B

It true that you guys talk to do something on the back end, to turn on mana, or are we all set up to just toggle it on.

A

So if you're, using koha with high water, there's a little backend thing for us to do and if you're working with another vendor or if you are supporting yourself with your own IT team, just check in with your support, team or administrators there, but there's system settings on the front end and I do believe there is a switch to on the back end as well. Those instructions are in the quahog manual, so skip them back. A couple of questions about the automatically placing a hold.

A

There is one bug to allow the librarian to choose a patron when entering this purchase suggestion. That might be not quite what we're looking for.

A

If anyone wants to jump into the chat or unmute themselves and share some suggestions about handling end of year fiscal year, close reports that would be super useful.

A

And instead look like there's a few people still joining us awesome.

A

Don't be afraid to unmute yourself introduce yourself and chime in with suggestions.

A

Hasina's got a good question when you delete an item. Does that remove the items cost from the budget.

A

And Hasina can I assume you're talking about when you delete an item from the order basket, not deleting it out once you've already added it to your catalog.

A

Oh from Zabeth from the basket and from the catalog good question, I'd like to say yes when it comes to deleting it from the basket but I'm, not so sure about the catalog. So.

A

I'll be taking notes on all these questions and I think it'd be really helpful to ask around a little bit, but we can send out a little QA or maybe post it with this meeting. If we're not able to satisfactorily answer these questions in the spaces of this, our look like it so don't hesitate to chime in. If you know more about acquisitions myself, / Jason, you we're just emceeing this meeting.

A

So Hasina concurs from the basket. Deleting the item removes the item. Cost from the budget makes sense, but the catalogs she has a question.

A

So papa shares when you delete an item or viv from the catalog that has an attached order, record I. Think you get a big warning that makes it sound like deleting it will cause a big problem. We've deleted the items anyways and haven't seen a problem.

A

So cool thanks for sharing your breath. I want to say that used to be a bug, but has since been fixed, but it still warns you.

D

A

So I'm not finding what I was hoping to find regarding the purchase suggestions and automatically placing a hold I've been looking around so I'll. Take that question and see if I can dig in a little bit more. If there's an enhancement out there.

A

And I'll reply to the list later.

A

A

Is that Michael you shared for the most part you there watching and learning we're looking more at implementing this when you migrate Melissa, sorry about that Melissa! It's looking at implementing this one and she migrates.

A

Does anyone have a procedure best practice that they're willing to share all right, so I think that's a decent transition over to talking about the listserv and some communication updates.

A

Rhonda and I asked them working on mailing lists since one of our first meetings, the group's been talking about what's the best way to communicate, digitally outside of our monthly meetings, and we tried a Google Groups and that's was a.

A

We tested out a listserv with bibley who were generously hosting it for us, but that's been a little harder to manage that we'd like and the target of a lot of spam, which is rather annoying to manage so kohai us has made space amongst their special interest groups for acquisitions and offered up another Google group. And the settings are nice. You don't have to have a Google email to get notified on it or correspond. So if you all we're already signed up for the koha acquisitions list, you should have gotten an email.

A

Last week from Rhonda and I had that we got you signed up for the Google Group one as well. So I can give everyone a little quick tour of that, but we're just trying and seeing what sticks where we get the most foreign communications and ease of management for all bats and keeping the spammers trying to sell you. Gold from Nigerian, princess outcrops,.

B

Imagine how many developments you could pay for with all that gold I know.

A

It's only that wasn't fool's gold I'd be great.

A

So do we have any other responses to questions or questions to ask.

B

So I will just pop this in there. As far as workflows and stuff we've been, we've got different sections of the call us website with different, like curated content. Most of the things on this page are Bywater videos about acquisitions.

B

There are a few presentations there as well from past conferences, so it it might be a good place to get started at least and there's a link to joining this group if you're not joined, joined into the Google Group they're on that page as well, and a link to the manual.

A

Cool. Thank you. Jason.

A

All right so I'll share my screen really quickly to just talk about that Google group transition again, so it's called acquisition special interest group where you can join it and all the topics are visible here.

A

You don't need a Google, email or Gmail to use it and get signed up, and we can buy week round on this myself. Anyone else can help you get signed up.

A

Sorry I'm accidentally talking over someone.

A

All right so next up on this is to throw up some of the topics that we had previously recorded and the listserv sound topics from this meeting. I'll make a FAQ and we'll post our monthly meeting reminders here and, of course, all the other listservs just you know, attract more people from different Kohala serves to talk about positions and.

A

So I can't really show you what the join link looks like since I've already joined. But if anyone has questions about that, I'll email out into the listserv world with instructions and.

B

Just so when you click the link, if you're not joined, there should be just a button up at the top under where it says, acquisition special interest group somewhere around in there that'll.

A

B

Group and then it'll pop up a little window, so you can add yourself and if you have trouble adding yourself, you can contact Margaret or Rhonda or send send a email to info at call us and we can get you signed up.

B

Do you know what the address is for that group.

A

So I believe Google Groups, calm or groups, google.com ACO ha es org forums market. Let's.

B

Clarify do you know what the email addresses so like.

A

If somebody wants.

B

To send a message to it,.

A

Yes, I believe it's acquisitions sig at kohai us org, okay,.

B

I think that's right, like the very end of that URL, it's the.

A

B

Of the email address, Oh.

A

A

That should be right. Let me double check my email, real, quick.

A

If acquisitions SI g echo, ha us are kill ha us dot, o-r-g and, of course, there's the coho generalists got us list, partners lists and many Lister's out there, so you need to get into unchecked with anyone can always get after those.

A

A

So a well, it was rambling about that. Haseena asks another question. When we placed an order, it seems to show available to the patron that.

A

Seems to show available to the patron, but it doesn't first up. Is there a way to hide it so strong is available? Are your orders marked one not for loan because they're in an order status? Oh yes, that doesn't want that. Okay,.

A

Anyone in the group have suggestions.

B

So it's probably showing available in the OPAC I, don't I guess there might be a way to do that with jQuery, if you're on order record is marked as on order. Somehow yeah.

A

You can mark an item and use Oh pack hidden items to hide it I'm, depending on that item type category code, location, other authorized value, so we can hide them from the OPAC.

A

Probably make that work patrons wouldn't be asking about available items because they wouldn't be seeing them in the first place. Does that answer? The question has seen us.

A

Okay, so if an item I say not for loan is one of those authorized values and not for loan on order is one that I see pretty frequently across different Koho systems, and you can drill down in your pack hidden items selection to tell it don't show items that are on order because they're not here, yes, so don't go, placing holes on them and.

B

Another option: if they don't want to use that not for loan status, you could make like a shelf location or collection code or something and I'd, not with all that hidden items and you could set that to transition to a different item type using the automated I forget what the tool is called, but yeah.

C

B

Can set a time period where, after a certain amount of time, it'll flip over to a different shelf location so that then it becomes available. So not my automated some processes.

A

Alright, so we are still having a few people join us I, see Jeanne and Monique thanks for joining us, so we're just going around the group asking and I'm trying to answer some acquisitions related questions, this meetings being recorded. So if you've missed out on the first half, we will be posting that online later this week, so you can rewatch for a share with colleagues and.

B

I think casino was asking for a link directly to the google group, so I'll post out in the chat as well thanks.

A

B

You can click that and then join if you're, not already a part of the group.

A

Cool more questions, don't hesitate to unmute and speak up to.

D

A

Jeanny asks in the chat is anyone else close to the public?

A

So a number of libraries that are Bywater partners are closed due to corvid 19 virus concerns and follow-up question is: are you changing your ordering workflows if you're close I think that's a very good question? Anyone in the group have suggestions or what they're doing.

A

Los gatos concurs that they're closed to the public.

A

Cecille said that Washoe is closed, Barbara shares that they're, closed and dueling holds pick up the drive up window but hasn't changed the ordering habits yet.

A

Do the shows that they're still doing ordering.

A

Melissa shares that our library is closed. We haven't changed workflow, but they are offering drive a pickup service for holds.

A

Gidi follows up that birds: they are still ordering but can't receive items. Yeah, I, suspect the supply chain is pretty impacted from those vendors Christie shares that the Monterey Public Library is closed to the public they're continuing to do ordering and receiving for acquisitions.

A

The doors are Monique shares that their doors are closed, but are working and the budget has been frozen for about a month.

A

She's been working on serials, since that is also an area of responsibility, but there aren't any items going in and out of the library.

A

And macho follows up with: they are ordering and not receiving.

A

Barbara shares that her library's trying to educate everyone on the available digital resources with a Ditto from Judy and Jenny.

A

So it's up in the chat a little bit, I believe Cindy, you logged into the Google group, but you want to know how to join the group. Do you feel comfortable sharing your screen and we can walk through that process.

A

If not, I can do a little demo of that one. Second: okay, a browser that I'm not currently logged into the Google group spun up.

A

Now, you're not sharing your screen just yet so.

A

In and zoom there should be a ribbon of options. Kind of at the bottom of the window from your microphone to your video and then right about in the middle is one. That's called share. It's a rectangle with an arrow pointing up.

D

You want to click.

A

The share and then confirm to window see.

C

A

Desktops or the applications that you want us to be able to see and then hit share. Yes,.

D

A

D

You skipped another tub: yeah, don't waste, no.

A

Let me share my screen, so I usually end up going to call us org special interest group acquisitions at the top of the page. First, as it should be, and there's a join button right here. You seen.

D

The VV sleep mm-hmm.

A

So when I click on that.

A

Submission to access this time, which is strange, maybe.

B

A setting then you've changed and I don't have enough experience with the back end of the Google Groups to know what that is, try clicking on one of the other groups just to see if it does that for you on something else, yeah.

A

Pretty much just fine.

B

Yeah, it should look like this.

A

Is what it should look like when you go to that link join the group, so sorry about that everyone I'll dig into it, was around it and we'll take a look at the settings in the meantime. If you send me your email address, which is supposed to did the chat right now, I asked around to get you at it, because she's got the permissions for that this.

A

What it should look like little kid! It's looking like that. A little later this week, yeah.

B

And if she was that setup, the rest of the group. So if you need assistance on figuring out exactly which checkbox the check showing that what to do.

D

To like chat box, milena gesture gusta to join.

D

B

That's that's the link that she just clicked, but it's it's broken right now, so we'll get it figured.

D

D

B

I got to their special interest groups.

A

So don't worry about that I'll! Get that squared away with Rhonda mailing list search is so much fun. You think it configured correctly. Thank you all for hanging it there. While we delicately stumble our way through the process.

D

A

You perfect, if you post your email and the same chat I, will take that and make sure they get added to the group and I'll. Take the other notes from the chat questions they asked and answered and formulate that into an email to send out, following with a link to this recording Christie I'll. Take care of that.

A

Thanks to seal got it.

A

All right, thank you all for sharing your emails, got those narrowed it down and so feel free to Pharaoh, if you're in there. If you want.

A

All right next round of questions we get about 19 minutes left on the hour and I want to respect everyone's time and I seen ask and anyone share how other libraries are promoting digital resources. Well, libraries are being closed at this time.

A

So Judy Ferriss her libraries using Facebook, Facebook, Twitter and Instagram or being used by Chinese library.

A

So social media is really popular. One I'd also throw out if you're, using MailChimp, Constant, Contact or any of the other newsletter services. That's a good place to share links in emails, and you can get all the emails of whatever patron categories or patrons and good standing out of koha and then copy paste or upload a text file to a lot of those MailChimp Constant Contact newsletter providers and there's some reports on the wiki that are here's patron information, here's the email! So that's pretty quick and easy to do.

A

You can also use the OPAC news feature to post something great big center on your o pack and say about the library its physical collections unavailable right now, but the digital collections wide open and share those links. If you aren't already posting those on the top of your web, page or library, webpage.

A

Does anyone else have any other suggestions.

A

A

Suppose, if you're getting really creative about it and your local municipality has a library section on their website, you could reach out to the city's admin team or County's admin team and talk about people going to find out more information in the community, especially about closing things down, and have a link to bounce people out to your library website there that would be about as creative as I am can think of right now,.

B

I've got like a skywriting plane if.

A

You've got any ABA ters at your disposal with kind of planes and also banners. You could certainly do that. I haven't seen one of those in ages, but yes, I'd, be good.

A

And messenger pigeons, we can't forget about the messenger cousins.

A

All right other questions or anything acquisitions related.

A

Or anything fun, that's helping you get through some of these kind of crazy kind of difficult library times.

A

Don't hesitate to put anything comical in the acquisition and the special interest group.

A

Google group messaging system I'm sure we could all do for a little bit of levity every once in a while this week,.

D

A

Think we might have exhausted our pool of questions.

A

And now we have a few that hasn't been satisfactorily answered, so I'll take those and do a little bit of research on them. Anyone else is also invited to you as well and I'll post those to our mailing lists, and then we can help answer them as group post a few replies and then any other suggestions you all have regarding acquisitions and library closures, don't hesitate to document them. That's great information! It's safer right now for later date.

A

Our next meeting is going to be a month from now third Tuesday of April, that's going to be the 21st, so I'll send out a reminder. Email or Rhonda will send out a reminder, email as well in advance of that meeting, and if that is all the questions and all the housekeeping, then I suppose we can get wrapped up.

A

Are there any other questions that have come to anyone's minds or any other suggestions fun stuff to share before we wrap up first day.

A

All right, I think that might be it. Thank you. Everyone I will stop the recording now.