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- After the negotiated license has been set up, search for the e-collection in the Repository in the NZ admin
- Go To Repository Search and change search to Electronic Collection > Electronic Collection Name > NAME OF COLLECTION from the Community tab
- Order the e-collection –click on the Order Button next to correct e-collection package (match the name as close as possible to name of resource from the vendor or coded memo or contract)
- Pick Purchase Type: SDLC/CO will use Electronic Collection –Subscription
- Pick PO Line Owner –Central Office
- Click on Create PO Line
- Add a license in Licensor –locate the negotiated license
- Click on Material Supplier (Choose from list of vendors –should all be set up before go-live)
- Click on the Select button after choosing vendor
- List Price: Next enter in the amount of the total cost of the resource that the CO pays the vendor for that resource –not the total the libraries pay
- Choose the appropriate fund used to pay that vendor
- Click the Add Fund button once appropriate fund has been chosen (create a fund or funds for Opt-in)
- Choose Purchase at Vendor System for Acquisition Method (should be default setting)
- Renewal should be set to Manual renewal
- Enter in renewal dates and when a reminder should be sent ahead of the renewal date for that resource
- Click on Order Now –do not choose Save and Continue-Order Now will let you finish the next steps
- A window will pop up with some errors, these can be ignored unless you see the message that there are no funds left in the fund account
Make Resource available (This is an ERM Task)
- Go to the list of Tasks –click on the Task link or the Home Page link to see a list of tasks
- Locate the list of Electronic Resource Activation Task -Unassigned
- Locate the resource that was just ordered in the list of Unassigned tasks
- Click on the Edit button for the resource under Actions button
- Change Status to Make Available and Save
- Go to Assigned to Me tasks
- Click on the Actions button and choose Edit
- Add a License –add the negotiated license that was created for that resource that lists the libraries and the amount they are paying for the resource
- Click on the license name and click the Select button
- Then Save these changes
- Now click on the Assigned to Me tab to locate the Purchase Order to continue editing it
- Go to the Actions button and choose Activate
- Click on Activate this electronic collection service
- Click on Make Service Available
- Automatically activate new portfolios (aggregator databases only)
- Click Next –do nothing on this screen
- Click Next and Activate All if CSU subscribes to complete package, if not, choose Manual Activation and activate titles later with upload file
- If you choose Activate All, click on Next and then Activate All
- Go to Actions button and Choose Edit Resource
- Go to the Additional Information tab
- Locate the Services at the bottom and click on Full Text label under Service Type
- Click on Service Activation Status = Available if not already set to Available
- If this is an aggregator, click on Activate new
- portfolios = YES
- Go to the Group Settings tab from the Electronic Services Editor
- Add libraries that are sharing this resource to Group Settings
- Click on Add Settings for Group
- Locate the Library, Activate the Proxy and if necessary, enter in linking parameters and Save
- Keep adding libraries until finished and click on Save
- Click on Save again if finished making changes or adding data to Resource Services
- Save again if finished making changes or adding data to Resource
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