Page Comparison

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*See Model 2 for Fund set up.  There is a fund set up for the Opt-in resources the CO pays the vendor. (confirm this is true with sdlc)  SDLC sets up a "dummy" fund for Opt-ins.

Add vendor 

This will be completed by the Chancellor's Office before Go-Live.

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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 resource (this is the total cost the library pays for the resource)
• 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

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. IEEE

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 Opt-in resources)
• Look up Fund for Central Office (i.e. Opt-in 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)

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• 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 IEEE Xplore POP ALL

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

• 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 SFX.
  • 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  –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 (add up the total price the CO for that resource, if the resource cost Library A $400 and cost Library B $300, the total would be $700, this would not match the total cost listed in the Negotiated License)
• Choose the appropriate fund used to pay that vendor (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 (should 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)

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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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