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Vendor Records, Funds and Ledger -For Model 2, must have funds and vendors.

ADD vendor (CO plans to have the vendor records before Go-Live)

In NZ Admin instance, go to Alma Acquisition > Acquisitions Infrastructure > Vendor
Add Vendor
Add a Name and a Code
- Check Material Supplier and Access Provider for vendor (use actual vendor, publisher, or aggregator [EBSCO, JSTOR, ProQuest, etc] for this record for ECC resources)
- 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 be a vendor in the local Alma instance. ECC resources use actual vendor)
Save the Vendor record
Edit the Vendor record to add contact information for SDLC. Add SDLC contact for billing contact and NZ administrator as the technical contact.

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Set up Ledger for ECC
Only need one ledger for ECC and this is a one time step. Won't create a new ledger after initial ledger is set up.
Alma > Acquisitions Infrastructure > Funds and Ledgers
Add Ledger
Enter Name and Code -locally created but follow recommendations set by the Acquisitions Policies. Example, do not include YEAR in the name.
Save record
Locate Ledger just added and click Activate
Then click on Edit
Add Rules for over expenditure (need more information from SDLC -do we need to add rules?)
Save changes

NOW ADD FUND TO LEDGER - Fund is added for the ECC core collection funds used to pay for the resources paid for by the Chancellor's Office.

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See Alma documentation for details on how to manage License Terms and add License Terms. Recommended that user have Acquisitions Manager role to edit License Terms. The list of recommended license terms can be found in Appendix B.
It is recommended to track perpetual access titles in the license if the e-collection includes perpetual titles. See Appendix B for license term field. There will be more information about licenses as the 360 Migration Project continues.
See how to Display Licenses Terms in View It tab

Use terms and conditions that appear in the SDLC agreements, see list in Appendix B.

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Choose Licenses under Acquisitions Infrastructure (under ALMA drop-down menu)
Add License > Manually > Next
- License Type = Negotiation
- Name for license -i.e.JSTOR Arts & Science databases
- Name license code -i.e. JSTOR (pulled from SDLC license agreement?)
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)
- Pick CSUCO/SDLC for Licensor
- Save these changes
Open up new License again to Edit
- Go to Negotiation Details tab (names added here do not mean library is sharing e-collection. Library needs to be added to E-collection Group Details in the Edit Service tab.)
  - Click on Add Member
  - Click on Select Member > Choose libraries sharing this resource
  - Click on Select
  - Add in details for member- renewal cycle and start/end date of license > Save record (only add cost of database for Opt-in - Model 3)
- Go to License Terms tab – add in terms of the license
- Save changes

Now add this license to the database and create Purchase Order Order (This is an Acquisitions Task)

Go to Repository to search for electronic collection (database name) under Resource Management

Click on Alma drop down
Click on Repository search
Click on Community tab (if activating e-resource for first time)
Find Electronic Collection > where Electronic Collection Name > contains <name of database>
Locate the correct database and click on Order link
Fill in Order details (Write down the POL #)
- Purchase type = Electronic Collection Subscription
- PO Line Owner = Central Office
Now Link the POL (Purchase Order Link) to the License > Click on the Create PO Line link
Add in necessary details for POL
- Choose a License –pick a vendor record license (license for ECC is the information licenseinformational, 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 institute’s NZ, pick CO as the vendor)
- Check on e-activation due date – normally comes from Vendor record but if you want it to activate immediately, change to 1 day.
- Enter in List Price –enter in amount for the resources (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
- Enter in renewal dates
- Choose Order Now and click on GO *notate the POL #

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Click on Network link (home page) and look at list of tasks (This is an ERM Task)
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 resource just ordered
Choose Access ConfirmedGo Make Available in Change Status drop-down box and Change Status
Now go to Actions buttons
Click on Activate
Activate the collection and check the service 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 –information 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

Now Edit Service –service level to add Group Settings to make it available to institutions institutions (This is an ERM Task)

- Set Proxy settings to YES for each member added to e-collection Group Settings
- Save changes, resource is live for member institutions, and now create invoice for ECC e-resource

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