In Review order cleanup

Background

Alma is set up with a series of system-driven processes which move certain data to the next step of a workflow automatically; this is especially true in the acquisitions workflow. Purchase orders and purchase order lines move along various statuses until they are complete, signified by the Closed status. One time POLs close automatically if all mandatory data are present and the order has been fully received/invoiced. Continuous POLs remain in Waiting for renewal or Waiting for manual renewal status until manually closed.

• Alma order lifecycle

When a PO or POL is first created, it automatically goes into the status of In Review. If mandatory data–like material supplier–is missing, or if the operator hits Save, it will remain In Review until all mandatory data have been added and the operator hits either Order Now or Save and Continue. 

Problem summary

A number of migrated orders came over with a status of In Review due to data issues. In addition, some Alma created orders remain In Review due to either data issues or staff not using either Save and Continue or Order Now. A number of these orders have been received/invoiced.  

Impact statement

Leaving orders In Review reduces productivity by cluttering these task lists, making it difficult for staff to easily determine which orders require attention before submitting to vendors. In addition, some In Review orders erroneously carry an encumbrance, tying up funds that could be used for additional purchases.

Scope

• Detailed list of PO lines In Review as of 01/23/2020 (by PO line owner with year order placed)

Remediation process

Paths to be determined in consultation with PO line owners and TSWG. Batch cleanup methods include modifying received/invoiced orders that lack funding to use an Acquisition Method (e.g., Technical) that doesn't require funding and closing/canceling orders, where appropriate. In Review PO lines not associated with inventory that cannot be closed/canceled will require manual handling to resolve.