FAWG (FOLIO Acquisitions Working Group)

Owned by Jaime Taylor
Last updated: Apr 11, 2022 by Kathleen Norton
2 min read

Charge:

The Five College Folio Acquisitions Working Group  is tasked with reaching consensus on issues related to data conversion, data management, workflows, policies and procedures. The group will be concerned with the acquisition process, to include but not limited to:  Budgeting, fund structure, vendor (organization) records, purchase orders, invoicing, vouchers (payments),  data exchange and historic data needs.   

The work of this group will primarily center around the following FOLIO apps: Finance, Orders, & Vendors (Organizations).  

There may be a need to look at workflows and data in other apps especially as it relates to the acquisition process.  

Membership: (revised 04/22)

Amherst: Laura Evans
Hampshire: Jen Bolmarcich
Mount Holyoke: Sara Colglazier & Kathleen Norton (co-lead)
Smith: Lucinda Williams (co-lead)
UMass: Scott Stangroom

FIT Liaison: Jen Bomarcich


General Working Group Charge:

Below is the General Working Group Charge which is also available at 

https://drive.google.com/open?id=16XRMk8auJQ5twqR7W3kqJYRK49OP9axN06dWsVJwKMw

 

  1. Provide onboarding for Working Group members

    1. Review Shared Five College Principles (see below)

    2. Get up to speed on FOLIO platform in general and appropriate modules/apps

    3. Develop an understanding of SIG structure for the area of responsibility

  2. Establish Working Group organizational system

    1. Identify broader group of stakeholders for consultation

    2. Use folder in FIT Google Team Drive and assign permissions to group members

    3. Request WG Slack Channel from FIT

    4. Establish meeting schedule

    5. Write introductory blog post about WG formation

  3. Identify relevant SIGs/sub-groups and designate representatives to:

    1. Routinely attend SIG meetings

      1. If there are sub-sigs, determine whether they relevant to us, identify who can attend these

    2. Report back to Working Group

    3. Represent 5C perspective on SIG

  4. Begin process of aligning workflows in preparation for FOLIO

    1. Solicit initial input from stakeholder groups as appropriate

    2. Share documentation and relevant workflows/processes

    3. Identify areas of policy/procedure alignment

    4. Determine core functions

    5. Interrogate areas of difference to find common ground

  5. Identify data issues

    1. What data is within the scope of the Working Group?

    2. Is there overlap with other areas/Working Groups?

    3. Where will data need to be aligned?

    4. Is pre-migration cleanup necessary?

  6. Begin documenting workflows and procedures

Shared Five College Principles

Shared resource: The Five College libraries collections make up a single and shared library resource.  


Best practices: In an agile manner, standardize, streamline and improve best practices.


Alignment: FOLIO is an opportunity to align multiple systems and create a more unified presentation of Five College library data; enabling more seamless access to collections.


Additional functionality: Once core functionality is established, improvements, and additional functionality can be explored and prioritized. 


Communication: Commitment to transparent communication throughout all stages of the project.


Respect one another: When we debate and discuss differing opinions, we will always show respect to individuals. All of us will end up compromising on some aspects of the design or the project work. We recognize that this is hard work and time consuming. Many of us may be pushed outside of our comfort zone; however, we will remain respectful to one another. These guidelines are forward-looking and will guide Five College Library cooperation beyond the FOLIO implementation.