Page Comparison

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• In NZ Admin instance, go to Alma Acquisition > Acquisitions Infrastructure > Vendor
• Add Vendor
• Add a Name and a Code

  • Check Material Supplier for vendor (use actual vendor, publisher, or aggregator [EBSCO, JSTOR, ProQuest, etc] for this record for ECC resources)

    • Material Supplier - create a vendor account for the Material Supplier -add vendor name, account code and add payment method (accounting department?)Access Provider - create the interface account for the vendor
      • If there are multiple accounts for the same vendor, add the account to the vendor record in when setting up the vendor account in the Material Supplier tab

      Check Licensor and Material Supplier for Opt-in resource in local instances (libraries are ordering the Opt-in databases from the CO so the CO needs to be a vendor in the local Alma instance. ECC resources use actual vendor) 

      • • • Access Provider - Use vendor record for the resource
            • Enter information about the interface the vendor uses (-name of the interface comes from the CZ)
          • Add Licensor to add license information about the vendor
  • Add Financial System Code (what is this for the CO?)
  • Save the Vendor record
  • Edit the Vendor record to add contact information for SDLC.  Add SDLC contact for billing contact and NZ administrator as the technical contact.

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  • Choose Licenses under Acquisitions Infrastructure (under ALMA drop-down menu)
  • Add License > Manually > Next 
    • License Type = Negotiation
    • Name for license- i.e. JSTOR Arts & Science databases
    • Name license code – i.e. 160318  (pulled from SDLC license agreement)
  • Make changes and add start dates and signed dates to Summary tab
    • Add Signed On dates –use information from the vendor agreement (fill in later after all licenses have been set up)
    • Pick available names for Signed by (names from SDLC and vendor) (fill in later after all licenses have been set up)
    • Pick vendor for Licensor
    • Change License Review Status to Accepted
    • Change License Status to Active
    • Save these changes
  • Open up new License again to Edit
    • Go to Negotiation Details tab
      • Click on Add Member
      • Click on Select Member > Choose libraries sharing this resource (there is no "choose all" button -each library must be set up individually)
      • Click on Select
      •  Add in details for member- renewal cycle and start/end date of license > Save record (only add cost of database for Opt-in - Model 3)
    • Go to License Terms tab – add in terms of the license
    • Save changes

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  • Locate e-collection in Repository: FIND Electronic Collection WHERE Electronic Collection Name CONTAINS <database name>
    • If the collection was migrated from SFX, stay on the INSTITUTION tab.  
    • If the collection is new and was not migrated to Alma, go to the COMMUNITY tab. i.e. New ProQuest databases -Global Stream
  • Click on Order
  • Choose Purchase Type -Electronic Collection -Subscription
  • Click on Create PO Line
  • Material Supplier -choose the supplier from list of vendor accounts
  • Choose the appropriate License
  • Acquisition Method is Technical
  • Under Additional section -Choose the Associated PO Line and locate the Master POL
  • Click on Order Now to save changes.
  • After POL has been ordered, can active the e-resource( see steps below) *Remember this POL number (will be different from the Master POL)
    *Repeat for each collection for that vendor, which means ordering each collection and adding the Master POL in the Additional Section of each order record.  If there is more than one JSTOR or ProQuest, those e-collections would be ordered and the Master POL added to the Technical POL.  JSTOR Arts & Sciences I would have a Technical POL and Arts & Sciences II would also have a Technical POL.  All of these would go under the umbrella of the Master POL.

  
  

  
  

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  Activate the E-Collection

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  Collection 

  (Section can be skipped if collecton activated during migration from SFX) 

  This is an ERM Task.

  • Only need to do this if you did not choose Order Now when ordering e-collection

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  This is an ERM Task.

  • Do Repository Search for the E-collection in the institution tab.
  • Click on Create e-activation task for each collection.

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  • Click on the home page (link to the left of the blue Alma button) and look at list of tasks.  Wait for new unassigned task to appear before doing this step.  Can Monitor Jobs to see when the job leaves the queue.
  • Look for Electronic Resources –activation – unassigned 
    • Once it has been ordered, a Purchase Order [remember PO# for Invoicing] appears with the POL and can be activated
  • Check the resource just ordered
  • Choose Make Available from drop down menu and Click Change Status
  • Go Back to Task and look for Assigned to Me tasks
    • Click on Actions and Activate *(Will not need to Activate if the collection migrated from SFX -The Activate button will not appear.  Click Done if it was a migrated e-collection and skip the rest of this section.  You are finished with the process after this step after clicking Done.)
    • Activate the collection and check the two service boxes Note: In the General Information tab for the e-resource, the Access Type can be set to Current or Perpetual in Electronic Collection Name –information only
    • Active from Date –fill out the date the resource is available
    • Keep Mark Bib as Suppressed checked
    • Click Next (do not enable proxy here, will do it in the Group Settings)
    • Activate portfolios
    • Save and check on progress of the activation job
      • Go to Monitor Jobs under Manage Jobs under Alma tab
      • Keep refreshing until job is done
    • Locate the resource once the job is done. 
  • Do another Repository Search to locate the e-collection -FIND Electronic Collection WHERE Electronic Collection Name CONTAINS <database name>
  • The resource should appear in the Institution tab for the NZ admin instance
  • Click on the Edit Service link for the correct e-collection

    • Now Edit Service - Click on the Group Settings tab

      • Click on Add Settings for Group (should match negotiated license members)
      • Set Proxy settings to YES for each member added to e-collection Group Settings
      • Add linking parameters if needed (i.e. CLIENT_ID for ProQuest)
      • Save changes, resource is live for member institutions
      • Resource will appear in Primo after the nightly Alma publishing job runs
  • After all changes have been made, resource is live for member institutions, and now create invoice for ECC e-resource

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