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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 Acquisistions Acquisitions work will be completed by the Chancellor's Office.

Model 2 NZ ECC Scenario #1

Procedures in Alma 

The following procedures are for Chancellor's Office SDLC and the NZ electronic resources administrator for a single resource negotiated and paid for centrally. The ECC e-collection is ordered and activated by SDLC and the NZ electronic resources administrator.  The ECC e-collections will be ordered from the CZ and activated and maintained in the NZ by the NZ electronic resource administrator.  These collections will not appear in the IZ in the local Alma instances, only the NZ and are view-only.  License terms can be viewed from the portfolio-level in Alma or viewed in Primo.  The Chancellor's Office will set up and maintain licenses for the ECC electronic resources.  There are different procedures for e-resource management and acquisitions for the Opt-In e-collections.

Vendor Records, Funds and Ledger

For Model 2NZ ECC, must have funds and vendors. Vendor Records will not be shared with other instances because institutions use a different financial system code and this data element is overwritten with NZ Vendor records are pushed to the institutions. 

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)

    • Material Supplier - create a vendor account for the Material Supplier -add vendor name, account code and add payment method (accounting department?)
      • If there are multiple accounts for the same vendor, add the account to the vendor record in when setting up the vendor account in the Material Supplier tab

  • 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) 

    • Access Provider - create the interface account for the vendor
      • Enter information about the interface the vendor uses -name of the interface comes from the CZ
    • Add Licensor to add license information about the vendor
• Add Financial System Code (what is this for the 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.

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Now set up the Ledger record for ECC

• 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 -put "yes' 
• 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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• Save changes
• Now create license

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Licenses

Licenses are necessary for Models 2 and 3 NZ ECC and NZ Opt-in of shared acquisitions.  In Model 2 and 3NZ ECC and NZ Opt-in , the Chancellor's Office will create the negotiated license to attach to the Opt-in e-resources in the NZ.  In Model 3NZ Opt-in, 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 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

Licenses

Steps for adding licenses for Shared ECC eResources (This is an Acquisitions Task)

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• 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
• 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 Model 2NZ 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.
• 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
• Click on Repository search under Resource Management column
• Click 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
• Find Electronic Collection > where Electronic Collection Name > contains <name of database>
• Locate the correct 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.)

Go to Task Lists

This is an Electronic Resources Task

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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

Create Invoice: (need more details from ACQ TF)

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