Page Comparison

...

The following procedures are for Chancellor's Office SDLC and the NZ administrator for one vendor with a single database from that vendor.  The ECC e-collection is ordered and activated by SDLC and the NZ administrator.  There are different procedures for e-resource management and acquisitions for the Opt-In e-collections, Model 3.  The ECC e-collections will be ordered from the CZ and maintained in the NZ.  These collections will not appear in the IZ in the local Alma instances and will appear in the NZ as view-only in the local Alma instance.

Vendor Records, Funds and Ledger

...

For Model 2, must have funds and vendors. Vendor Records will not be shared with other instances because institutions use a different financial system code and this data element is overwritten with NZ Vendor records are pushed to the institutions. 

ADD vendor (CO plans to have the vendor records before Go-Live)

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

  • Check Material Supplier and Access Provider 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?)
      • 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 - create the interface account for the vendor
      • 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.

...

• Set up Ledger for ECC
• Only need one ledger for ECC and this is a one time step.  Won't create a new ledger after initial ledger is set up.
• Alma > Acquisitions Infrastructure > Funds and Ledgers
• Add Ledger
• Enter Name and Code -locally created but follow recommendations set by the Acquisitions Policies.  Example, do not include YEAR in the name.
• Save record
• Locate Ledger just added and click Activate
• Then click on Edit
• Add Rules for over expenditure (need more information from SDLC -do we need to add rules?)
• Save changes

NOW ADD FUND TO LEDGER

...

Fund is added for the ECC core collection funds used to pay for the resources paid for by the Chancellor's Office.

• Locate Ledger for ECC
• Click Edit
• Click on the Funds tab
• Click on Add Fund
• Choose Allocated Fund
• Add Name and Code (ECC FUND names)
• Choose Fund Type = General
• Save the Fund
• Activate the Fund
• Edit the Fund
• Go to Transactions tab
• Add an Allocated Transaction
• Enter in amount of ECC fund
• ADD the fund for the Opt-in resources using the same steps (check on this step-is this the best way to handle the opt-in fund-Financial office uses a fake number for the fund)
• Save changes
• Now create license

...

• See Alma documentation for details on how to manage License Terms and add License Terms.  Recommended that user have Acquisitions Manager role to edit License Terms.  The list of recommended license terms can be found in Appendix B. 
• It is recommended to track perpetual access titles in the license if the e-collection includes perpetual titles.  See Appendix B for license term field.  There will be more information about licenses as the 360 Migration Project continues.

• See how to Display Licenses Terms in View It tab

---

Licenses

...

Steps for adding licenses for Shared ECC eResources (This is an Acquisitions Task)

Use terms and conditions that appear in the SDLC agreements, see list in Appendix B.

...