Page Comparison

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• Change License Status to Active (if not already active)
• Licensing Agent is SDLC/CO -they negotiate on behalf of the CSU (a vendor record will need to be added for SDLC/CO as Licensor)
• 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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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 - i.e. JSTOR/PROQUEST/EBSCO.

Create Purchase Order without Inventory

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 -Choose vendor code for list of vendors
• Type is price paid for contract with vendor (this is the amount paid to the vendor by the CO for the resources listed in the Master POL i.e. what is the total amount paid for the ECC ProQuest resources)
• Look up Fund for Central Office (i.e. ECC Fund)
• Acquisition Method is Purchase at Vendor
• Add renewal date for subscription and days for reminder period
• Choose Order Now then click on Go
• *Remember the POL number to use when ordering e-collection -this is the Master POL

Order e-collection -Technical POL (This is an Acquisitions Task)

• Locate e-collection in Repository: FIND Electronic Collection WHERE Electronic Collection Name CONTAINS <database name>
  • If the collection was migrated from SFX, stay on the INSTITUTION tab.  
  • If the collection is new and was not migrated to Alma, go to the COMMUNITY tab. i.e. New ProQuest databases -Global Stream
• Click on Order
• Choose Purchase Type -Electronic Collection -Subscription
• Click on Create PO Line
• Material Supplier -choose the supplier from list of vendor accounts
• Choose the appropriate License
• Acquisition Method is Technical
• Under Additional section -Choose the Associated PO Line and locate the Master POL
• Click on Order Now to save changes.
• After POL has been ordered, can active the e-resource( see steps below) *Remember this POL number (will be different from the Master POL)
  *Repeat for each collection for that vendor, which means ordering each collection and adding the Master POL in the Additional Section of each order record.  If there is more than one JSTOR or ProQuest, those e-collections would be ordered and the Master POL added to the Technical POL.  JSTOR Arts & Sciences I would have a Technical POL and Arts & Sciences II would also have a Technical POL.  All of these would go under the umbrella of the Master POL.

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Activate the Opt-in e-Resource (this is an ERM task)

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Information about setting up Funds from the Acquisition Task Force.   There are some very good examples of setting up Funds in Alma, including creating funds for paying for CO negotiated resources.

• Acquisition Method – Purchase at Vendor System
• Add in renewal dates and Choose Order Now and GO
• Remember the POL#
• Look at Tasks for Electronic Resources – activation - unassigned
• Resource should be active and now create invoice
• (The following steps need to be clarified on how the CPO process and invoicing will work between SDLC/CO and libraries and if it will work)
• Create invoice from PO -be sure to write down PO number for this section
• Select the PO attached to the new e-resource
• Edit the Invoice once the PO has been added
  • Edit the subscription date
• Save and Continue

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