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- Go to Alma Acquisition > Acquisitions Infrastructure > Vendor> Add Vendor
- Add a Name and a Code
- Check Material Supplier and Access Provider for vendor (use for actual vendor, publisher, or aggregator [EBSCO, JSTOR, ProQuest, etc] for this record for ECC and Opt-in resources in the NZ. One vendor record for each publisher or aggregator.)
- 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 have a vendor record in the IZ, vendor name=SDLC_CO)
- Save the Vendor record
- Edit the Vendor record to add contact information for SDLC ***START HERE
Negotiate the license for the vendor and individual libraries (This is an
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Acquisitions Task)
- Create negotiated License
- Go to Licenses under Acquisitions Infrastructure
- Click on Licenses
- Choose Manually
- Include name of the license
- Include License Code -copy from contract agreement
- License Type Negotiation
- Status is Active
- Include start date sometimes pulled from the vendor record. Can leave the date as-is or enter in new date.
- License location is Financial Office
- License Review Status is Accepted
- Licensor –Choose Vendor record (vendor records need to include Licensor when set up-add to vendor record procedures)
- Save the license
Locate license, open license and edit under Actions
- Change License Status to Active (if not already active)
- Licensing Agent is SDLC/CO -they negotiate on behalf of the CSU (add a vendor record will need to be added for SDLC/CO as licensorLicensor)
- Add Terms of Use under License Term tab
- Add Members to Negotiation Details tab
- Go to Negotiation Details tab
- Click on Add Member button
- Choose library from drop-down in Member option box –click on magnifying glass
- Click on radio button next to library name and Select –if wrong library picked after saving, click on little brush icon and this will remove the library
- Add Member contact email
- Enter in price library pays the CO for the resource (numbers only)
- Enter Renewal Cycle of 1 year
- Enter in Start Date
- Do this for each library that has opted in to use this resource
- After each library and cost has been entered, Save Negotiated License
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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 if the e-collection was not migrated from the Community tabSFX.
- If migrated from SFX, do the search from the INSTITUTION 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 (write down POL # -will need it for later tasks)
- Add a license in Licensor –locate –locate the negotiated license in license field and add in the Ordered Items section
- 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 to CO
- Choose the appropriate fund used to pay that vendorvendor (Need more information about funds for Opt-in resources but need a fund to pay for resources)
- Click the Add Fund button once fund has been chosen (create a fund or funds for Opt-inshould see a new section added with fund information after clicking ADD FUND)
- 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.
- The correct fund will need to be set up or add money to fund. (need more information for fund structure)
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 for Electronic Resource Activation Task -Unassigned
- Locate the resource that was just ordered (look for POL #) in this list of Unassigned tasks
- Click on the Edit button for the resource under Actions button
- Change Status to Make Available and SaveCheck the box next to the resource, locate Make Available in the drop down box and click on Change Status
- 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 (do not need to do for e-collections migrated from SFX Activate option will not appear. Skip to the next section to Test Access under Action buttons)
- 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
- Check Monitor Jobs to see when the Resource has been activated Alma > Under Manage Jobs and Sets
Add Libraries to Service Group Settings
These steps can be skipped if the resource was migrated from SFX, go to Test Access.
- 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
- Test Access under Actions button - see if journal links to resource
- Steps are complete and libraries can order the resource, see section below
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Library Orders Resource -- Libraries start here --
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