Versions Compared

Old Version 4

changes.mady.by.user Jessica Hartwigsen

Saved on

compared with

New Version 5

changes.mady.by.user Jessica Hartwigsen

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

These procedures are for the scenario: one vendor - one databasemultiple databases.  SDLC negotiates for a single database from a multiple resources from the same vendor but the library pays for the e-resource.  (rough draft - Steps are not complete or correct- still working on workflow options) Examples would include EBSCO negotiated resources and upgrades to EBSCO ECC resources, such as Academic Search Complete.   The procedures for this scenario are the same as the single source with a single database.

Procedures in Alma for Opt-In e-Resources in both the NZ Admin and Local Instances

The following procedures are for Chancellor's Office SDLC and the NZ administrator and the local Alma instances.  The Opt-in e-resource is negotiated and activated by SDLC and the NZ administrator.  The e-resource is ordered by the library in the local Alma instance.   Steps for both are included but libraries should start with the Member Library section of the procedures.  Vendor record policies will be set by the Acquisition Task Force.

Table of Contents

SDLC/CO Steps

ADD vendor

...

*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)

Add vendor 

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

  • Go to Alma Acquisition > Acquisitions Infrastructure > VendorVendor> 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 be have a vendor record in the local Alma instance. ECC resources use actual vendor) IZ, vendor name=SDLC_CO)
  • 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.

Licenses

Licenses are necessary for Models 2 and 3 of shared acquisitions.  In Model 2 and 3, the Chancellor's Office will create the negotiated license to attach to the ECC e-resource in the NZ.  In Model 3, the library will locate the Opt-in e-collection in the NZ and order the e-collection and create the Purchase Order in the local Alma instance.  The license and price information will be copied from the NZ negotiated license and appear in the local instance when ordering.

Managing License Terms

  • 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.  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

Licenses -Steps for adding negotiated licenses

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

  • Choose Central Office for library
  • Choose Licenses under Acquisitions Infrastructure (under ALMA drop-down menu)
  • Add License > Manually > Next 
    • License Type = Negotiation
    • Name for license- i.e. IEEE
    • Name license code – i.e. IEEE01  (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)
    • Licensor (is it SDLC or is it vendor i.e. IEEE?)
    • Save these changes
  • Open up new License again go to Edit***START HERE

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

  • Create negotiated License
    • Go to Licenses under Acquisitions Infrastructure
    • Click on Licenses
    • Choose Manually
    • Include name of the license
    • Include License Code
    • License Type Negotiation
    • Status is Active
    • Include start date
    • License location is Financial Office
    • License Review Status is Accepted
    • Licensor –Choose Vendor record (vendor records need to include Licensor when set up-add to vendor record procedures)
    • Save the license

Locate license, open license and edit under Actions

  • Change License Status to Active
  • Licensing Agent is SDLC -they negotiate on behalf of the CSU (add a vendor record 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
    Select Member > Choose libraries sharing this resource
  • Click on Select
  •  Add in details for member- renewal cycle and start/end date of license 
  • Add in Cost of e-resource for each library
  • Go to License Terms tab – add in terms of the license
  • Save changes

NEW CHANGES FROM RECORDING:

Activate and Order Opt-in Resource

Do Repository search for E-collection > E-collection Name

Click on Order

Enter in List price the CO pays for the enter e-resource

Activate the Opt-in e-Resource

After the negotiated license has been set up, search for the e-collection in the Repository in the NZ admin

  • Active the e-resource –DO NOT ORDER
  • Click on Activate this Electronic Collection Service and Make Service Available
  • Active from date and to date
  • Click on Next
  • Proxy = NO and Next
  • Activate All Portfolios

Check Monitor Jobs to see if the e-resource is active

  • Search for e-resource in Repository once job is finished
  • Click on Edit
  • Go to License under Acquisitions and License Information under the General Information tab
  • Choose the negotiated license for this resource and Save
    • Go to the Edit Service link and go to the Group Settings tab
    • 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

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
  • 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
  • Add a license in Licensor –locate the negotiated license
  • 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
  • Choose the appropriate fund used to pay that vendor
  • Click the Add Fund button once fund has been chosen (create a fund or funds for Opt-in)
  • 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

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 in this list of Unassigned tasks
  • Click on the Edit button for the resource under Actions button
  • Change Status to Make Available and Save
  • 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
  • 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

  • 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
  • Add libraries to the Group Settings and activate the proxy and add linking parameters if needed
  • Save

...

    • 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


...


Library Orders Resource  (finalize these steps for libraries)

Library will ORDER the e-resource after it is has been activated and negotiated license has been attached in the NZ by the CO.  The following procedures are one possible way for the library's acquisitions department to order an Opt-in resource from the NZ.

Member Institution

...

(the process is up to the library but the CO must be vendor and material supplier

...

This is one possible workflow for library.

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

 Fill in details for Master POL

  • Material Supplier is the Central Office
  • Type is price paid for contract with vendor
  • Look up Fund for Central Office
  • Acquisition Method is Purchase at Vendor
  • Add renewal date for subscription and days for reminder period
  • Choose Save and Continue then click on Go
  • *Remember the POL number to use when ordering e-collection

Order e-collection

  • Locate e-collection in Repository
  • Click on Order and Choose Purchase Type -Electronic Collection Subscription
  • Click on Create PO Line
  • Material Supplier is the Central Office
  • Choose a License –pick a vendor (this license for the e-collection is the informational license, not the negotiated license)
  • Acquisition Method is Technical
  • Under Additional section, Choose the Associated PO Line and locate the Master POL (Manual packaging?)
  • Save and Continue POL
  • After POL has been ordered, can active the e-resource *Remember the POL number

Go to Task Lists

  • Click on member name link (home page) and look at list of tasks
  • Look for Electronic Resources –activation – unassigned (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 Confirmed
  • Go to Actions buttons
  • Click on Activate
  • Activate the collection and the service 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
  • 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

Now Edit Service –service level to add Group Settings to make it available to institutions    

    • 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

Create Invoice: (need more details from ACQ TF -one possible workflow)

...

):

  • Library needs to create a vendor for the CO in their institute before Ordering the e-resource (For CO/SDLC as a vendor, this should be a one-time set-up for libraries.)
  • Locate the e-collection in the Repository in the NZ
  • Click on Order  (Order link only appears if the library is listed in the negotiated license)
  • Purchase Type – Electronic Collection – Subscription
  • PO Line Owner – Main Library (Main Library is one option, POL Owner depends on local library configuration)
  • Material Supplier would be the CO in this case (not shown in the video) Choose the CO vendor record
  • Change e-Activation to 1 day to active search immediately
  • The List Price came from the negotiated license in the NZ admin
  • Choose Fund local to the library (to pay back the CO -waiting on how this will function with CPO for now CPO process will remain the same)

Add Fund

  • 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

Waiting for Payment Invoices

  • Locate invoice
  • Choose Edit under Actions
  • Choose Paid for Payment Status
  • Create a voucher number
  • Save and Continue
  • Check status of Invoice under Invoice search
  • Invoiced closes when it is paid (need more information-depends on local configurations but also need more information on payments between libraries and SDLC/CO)