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These procedures are for the scenario: one vendor - one database, when SDLC negotiates for a single database from a vendor  All ERM and Acquisitions work will be completed by the Chancellor's Office.

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• Choose Licenses under Acquisitions Infrastructure (under ALMA drop-down menu)
• Add License > Manually > Next 
  • License Type = LicenseNegotiation
  • Name for license -i.e. AIP
  • Name license code -i.e. 150305  (use Agreement Number from contract). Vendor and Database name used to create Name License Code. 
  • Licensor comes from the Alma vendor record.

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 appropriate vendor record for Licensor *
• Change License Status to Active
• Change License Review Status to Accepted
• Choose License Location > Finance Office
• Add License Terms -Go to License Terms tab and change settings for each section (add terms from signed contract/agreement)Negotiated licenses are not necessary for NZ ECC: one vendor-one resources scenario but CO will add 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. See wiki page for more details about License Terms.
• Save these changes

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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 menu and choose Electronic Collection > Electronic Collection Name OR Keyword
• Click on Repository search under Resource Management columnClick on Community tab if activating the e-collection for first time
  • If e-collection was migrated from SFX to Alma, stay on the Institution tab in the Network Zone admin
• Find Electronic Collection > where Electronic Collection Name > contains <name of database>
• Locate the correct activated database and click on Order link.  
• An Activate task is created when the collection is ordered, 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 (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 
  

• 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, 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.)

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This is an Electronic Resources Task.  Do these steps if Order is before Activating.  Normally a new e-collection should be activated and then ordered.

• Click on Home 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 tasksthe clipboard icon at the top right hand corner of the Alma window.
• 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 –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

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• • 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 publishing job runs

Invoicing a new e-collection for ECC resources (suggested steps to take, these are not specific procedures and are not currently being used in the NZ)

Create Invoice: (need more details from ACQ TF)

•  Go to Acquisitions > Receiving and Invoicing > Create Invoice
• Invoice Creation: From PO
• Use PO for the resource just activated in the NZ (can do a search for the associated POL to find the PO in the PO search box)
• Save
• Once saved, click on Actions > Edit
• Add a Subscription To and From date since it is a continuation of the e-resource subscription
• Save and Continue
• Tasks > Ready to be Paid Invoices
• Locate Invoice and click on Actions > Edit
• Need to pay the invoice – Choose Pay and that would complete the process
• Look at member institution to see if the resource is available to them in the NZ