Page Comparison

...

• 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 expenditure -put "yes' for testing purposes (need more information from SDLC -do we need to add rules?)
• Save changes

...

• 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
  • Does Use fake amount for this Fund???) *(Add Allocation Transaction?)

• Save changes
• Now create license

...

• Choose Licenses under Acquisitions Infrastructure (under ALMA drop-down menu)
• Add License > Manually > Next 
  • License Type = License
  • Name for license -i.e. JSTOR Arts & Science databasesAIP
  • Name license code -i.e. JSTOR  150305  (pulled from SDLC license agreement?use Agreement Number from contract)

Make changes and add start dates and signed dates to Summary tab

• Add Signed On dates –use information from the vendor agreement
• Pick available names for Signed by (names from SDLC and vendor.  These names will need to be added after migration.)
• Pick CSUCO/SDLC for Licensor *(find out more information on who the licensor is for both ECC and Opt-in  This step may be done in the vendor record when checking Licensor???)
• Add License Terms
• Licenses appropriate vendor record for Licensor *
• Change License Status to Active
• Change License Review Status to Accepted
• Add License Terms -Go to License Terms tab and change settings for each section (what do libraries want to see here?)
  • Negotiated licenses are not necessary for Model 2: one vendor-one
  resource (we
  • resources scenario but CO will add
  licenses
  • license terms to be able to display terms of the license in Primo and at the View It link for the portfolios in the NZ tab in the local Alma instance
  )
  • .
• Save these changes

...

Now add this license to the database and create Purchase Order (This is an Acquisitions Task and ER Task)

Go to Repository to search for electronic collection (database name) under Resource Management

• Click on Alma drop down
• Click on Repository search under Resource Management column
• Click on Community tab (if  if activating the e-resource collection for first time)
  • If e-collection was migrated from SFX to Alma, stay on the Institution tab
• Find Electronic Collection > where Electronic Collection Name > contains <name of database>
• Locate the correct database and click on Order link.  An  
  • An Activate task is created when the collection is ordered
  .  Will
  • , if the collection did not migrate from SFX.  The Activate task will initially appear under Task List.  If the collection migrated from SFX, collection does not need to be activated.
• Fill in Order details (Write Remember to write down the POL #)
  • Purchase type = Electronic Collection -Subscription
  • PO Line Owner = Central Office
  • Click on the Create PO Line link *Write down POL #

• Now Link the POL (Purchase Order Link) to the

  License > Click on the Create PO Line link

  License 
  

• Add in necessary details for POL
  • Choose a License –pick a license (license for ECC is informational, not the negotiated license which is used in the Opt-in resource)
  • Choose Material Supplier –pick a vendor record (record for the actual vendor in the NZ for both ECC and Opt-in but in the local Alma instance, pick CO the library will choose CO/SDLC as the vendor for Opt-in resources)
  • Check on e-activation due date – normally the date comes from Vendor record but if you want it to activate immediately, change to 1 day or to the date the resource will be made available for users.
  • Enter in List Price –enter in amount for the resource (this if for the one vendor-one database scenario)
  • Then choose the ECC Fund
  • Click Select
  • IMPORTANT - Click on the FUND button to add the fund
  • Acquisition Method is Purchase at Vendor -Use this, means you will manually order the collection from the vendor instead of an order being send directly to the vendor from Alma.  If this is not used, the order "hangs" and you can't move forward.
  • Choose appropriate reporting code, either Electronic Book or Electronic Serial.  This is good for analytics and for search queries in the repository.
  • Enter in renewal dates
  • Choose Order Now and click on GO *notate the POL #  (Order Now skips the auto-package step.  The orders are packaged together at night after a job runs.  Order Now skips that step, don't have to wait for it to be sent doesn't get stuck in review.)

Go to Task Lists

This is an Electronic Resources Task

• Click on Network link (home pageHome button (link to the left of the blue Alma button) and look at list of tasks.  You can also click on the Tasks link to the right of the blue Alma button to see a drop down list of tasks (This is an ERM Task).
• Look for Electronic Resources –activation – unassigned (NOTE: Once it has been ordered, a Purchase Order [remember PO# for Invoicing] appears with the POL and can be activated)
• Check the box next to the resource just ordered
• Choose Make Available in Change Status drop-down box and Change Status (Can also change statuses in Resource Management Configuration - E-Task Status)
• Now go to Actions buttons
• Click on Activate if the collection was not migrated from SFX.  (The Activate link will not be available if the resource is already active.)
  • 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
  • –this is informational 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
  • The resource should appear in the Institution Zone for the NZ admin
• Go to Action buttons and choose Edit Resource
• Click on Additional Information tab
• Click on Full Text link under Service Type
• Click on the Group Settings tab

Now Edit Service –service level to add –at the service level, libraries are added to the Group Settings to make it available to institutions (This is an ERM Electronic Resources Task)

• • Click on Add Settings for Group
  • Choose Library under Group drop down list
  • Set Proxy settings to YES for each member added to e-collection Group Settings
  • Add linking parameters if needed
  • 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
    publisheing
    • publishing job runs

Invoicing a new e-collection for ECC resources

...