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This will be completed by the Chancellor's Office before Go-Live.  Skip to next section if vendor record is set up.

  • 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 HERESDLC 

Negotiate the license for the vendor and individual libraries (This is an Acquisitions Task)

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  • Change License Status to Active (if not already active)
  • 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 (this This is the total cost to the library pays for the resource, not the CO.  The costs are different.)
    • Enter Renewal Cycle of 1 year
    • Enter in Start Date and End Date
    • Do this for each library that has opted in to use this resource.  Only add libraries that negotiate via SDLC.  Library can share a resource in the NZ without negotiating via SDLC.
    • After each library and cost has been entered, Save Negotiated License

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 tabthe 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 contractthe signed agreement)
  • 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. Currently rounding down to the lowest whole number for what the CO pays.  Will fill in true amount at later date.)
  • Choose the appropriate fund used to pay that vendor (Choose Opt-in fund for Model 3)

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)
  • Choose Reporting Code - Electronic Serial
  • 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
    • Choose 90 day for reminder.  
    • Enter in Start Date and End Date.  If July renewal = July 1 YYYY to June 30 YYYY
    • Enter in Renewal Date for one day before expiration date so that would be June 29 YYYY
  • 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.  After errors are fixed, Make correction to acquisition funds configuration or fund amount and then try Order Now again.

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
  • Check 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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  • 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-currently up to library how to pay for the resource)
  • 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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