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For Model 2, must have funds and vendors. Currently NZ records cannot be shared because of code, unique to each library, that is overwritten during the copy process.

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 will be adding plans to have the vendor records to the NZ prior to before Go-Live)

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

    • Check Check Material Supplier and Access Provider for  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.

Now set up the Ledger record for ECC (only need one ledger-will rollover in new fiscal year)

  • 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)
  • 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.(does new fund need to be created for new FY?)

  • 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
  • Save changes
  • Now create license

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See Model 2 Single Resource Procedures for more information about setting up Ledgers and Funds.

Licenses

Licenses are necessary for Models 2 and 3 of shared acquisitions.  In Model 2 and 3, the Chancellor's Office will create the negotiated license to attach to the ECC e-resource in the NZ.  In Model 3, the library will locate the Opt-in e-collection in the NZ and order the e-collection and create the Purchase Order in the local Alma instance.  The license and price information will be copied from the NZ negotiated license and appear in the local instance when ordering.

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  • 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.  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

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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.

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Now add this license to the database and create Purchase Order Without Inventory.  This is an Acquisitions Task. (

This is for a vendor with more than one database ordered - JSTOR/PROQUEST/EBSCO).

Create Purchase Order without Inventory

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The Master POL for e-collections where there are more than one database ordered from that vendor in the ECC).

  • Go to Acquisitions Purchase Order Lines and click on Order Without Inventory –Use Electronic Collection-subscription
  • Order Heading, Alt Heading and Description should include information about the vendor the CO purchased systemwide (ECC)
  • Purchase Type Other Service Subscription
  • PO Line Owner is the Central Office and then Create PO Line (NOTE: write down POL number)

 Fill in details for Master POL

  • Material Supplier is the Central Office-Choose vendor code for list of vendors
  • Type is price paid for contract with vendor (this is the total price paid to the vendor for all of the e-collections)-check this???
  • Look up Fund for Central Office
  • Acquisition Method is Purchase at Vendor
  • Add renewal date for subscription and days for reminder period
  • Choose Save and Continue Order Now then click on Go
  • *Remember the POL number to use when ordering e-collection -this is the Master POL

Order e-collection (This is an Acquisitions Task)

  • Locate e-collection in Repository
  • Click on Order and Choose Purchase Type -Electronic Collection Subscription from the CZ
  • Click on Create PO Line
  • Material Supplier is the Central Office-choose the supplier from list of vendor accounts
  • Choose a License –pick a vendor (this license for the e-collection is the informational license, not the negotiated license)(see about adding informational licenses)
  • Acquisition Method is Technical
  • Under Additional section, Choose the Associated PO Line and locate the Master POL (Manual packaging?)Save and Continue POL
  • Click on Order Now to save changes.
  • After POL has been ordered, can active the e-resource *Remember the POL number (will be different from the POL for Order with no Inventory)
  • Add each collection for that vendor.  If there is more than one JSTOR, add those e-collections to the Master POL
  • Locate the Master POL and Order Now when finished adding e-collections to the Master POL.

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Activate the E-Collection

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

Go to Task Lists 

This is an ERM Task Lists

  • Click on Network link (home page) and look at list of taskstasks (check on theses steps - no task appears in list)
  • 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 Access Confirmed (Check on these steps-task didn't appear)
  • Go to Actions buttons
  • Click on Make Available and Click Change Status
  • Go Back to Task and look for Assigned to Me tasks
  • Click on Actions and Activate
  • Activate the collection and check the two service boxes Note: In  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 ecollection
  • The resource should appear in the Institution Zone for the NZ admin instance

  • Now Edit Service –service level to add Group Settings to make it available to

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  • institutions (This is an ERM Task)

      • Set Proxy settings to YES for each member added to e-collection Group Settings
      • Save changes, resource is live for member institutions, and now create invoice for ECC e-resource
      • 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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Invoicing a new e-collection for ECC resources

Create Invoice: (need more details from ACQ TF)

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