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These procedures are for the scenario: one vendor - one database.  SDLC negotiates for a single database from a vendor but the library pays for the e-resource. (rough draft - still working on workflow options)

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.


SDLC/CO Steps

ADD vendor

  • 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.

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
    • Go to Negotiation Details 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 
      • 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
  • Click on Add Settings for Group
  • Add libraries to the Group Settings and activate the proxy and add linking parameters if needed
  • Save


*Library will ORDER the e-resource after it is has been activated and negotiated license has been attached.

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)

  •  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
  • Invoiced closes when it is paid 


(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.  Need more information-depends on local configurations but also need more information on payments between libraries and SDLC/CO


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