Alma Q&A 11/10/16
Agenda
- Review workflows for e-Resource Acquisition and Management in the NZ
- Follow-up on Questions
- Overview of Overlap Analysis
- Overview of Community Zone Updates Task List
Review Scenarios discussed last week:
Model 1 – local acquisition, licensing and management
E-resources are licensed and managed by individual institutions due to their specific needs
Model 2 – centralized acquisition, licensing and e-resources management
E-resources are licensed and managed by consortium center for all institutions or selected institutions
Model 3 – centralized negotiation and management, local acquisition
License terms and fees are negotiated by the central office, purchasing and invoice processing is done by individual institutions
Question 1
Another question is about uploading a license by attachment. I have attempted to do this but it only shows under the attachments tab and shows no license information under the collection. Is there a way to indicate that your attachment is really a license and should therefore show under the license information? Should we be uploading licenses in the license configuration and not directly to the collections?
Alma OLH – Licenses:
https://knowledge.exlibrisgroup.com/Alma/Product_Materials/Alma_FAQs/E-Resource_Management/Licenses
Question 2
The Chancellor’s Office (CO) at Cal State negotiates multi-institution contracts for E-Resources that institutions can opt into. If an institution decides to opt in they pay the CO for the resource and the CO pays the vendor. The CO continues to function as the contact point for institutions throughout the contract - institutions do not have any contact with the vendor.
Possible Workflows:
Workflow 1:
- Chancellor’s Office (CO) orders e-Resource from vendor using NZ funds and vendors
- CO activates collection
- CO bills the institutions - all invoicing/payments from this point forward are managed outside of Alma
- CO makes the e-Resource available (via the Group Settings tab in the Electronic Service Editor ) to each institutions as it receives payment
Workflow 2:
a. Chancellor’s office negotiates contract with vendor for the e-Resource
b. Payment and invoicing between CO/Vendor is done outside of Alma
c. CO activates e-Resource in Alma
d. CO adds a negotiated license to the e-Resource
e. CO notifies institutions that e-Resource is available to order (done outside of Alma)
f. Institutions order the e-Resource from the NZ using the Order link that appears because they are included on the negotiated license
i. Material Supplier - Vendor is the Chancellor’s Office (this is a shared vendor)
ii. Acquisition Method – Purchase at Vendor System
g. CO invoices institution (outside of Alma)
h. Institution creates invoice associated with PO/POL from step f
i. Institution pays invoice within Alma (Internal copy)
j. Institution sends payment to CO (outside of Alma)
Workflow 3:
- Chancellor’s Office (CO) orders e-Resource using NZ funds and vendors
- CO activates collection and makes it available to institutions via the Group Settings tab in the Electronic Service Editor
- CO receives an invoice from the vendor and pays it
- CO creates a negotiated license and associates it with the electronic collection
- Institutions order the e-Resource from the NZ using the Order link that appears because they are included on the negotiated license
- Material Supplier - Vendor is the Chancellor’s Office (this is a shared vendor)
- Acquisition Method – Purchase at Vendor System
- CO invoices institution (outside of Alma)
- Institution creates invoice associated with PO/POL from step e
- Institution pays invoice within Alma (Internal copy)
- Institution sends payment to CO (outside of Alma)
Note: This scenario involves the CO paying the vendor for the resource and the IZ paying the CO for the resource but one is managed centrally and the other locally.
Additional Questions related to above:
If a campus already has the resource set up in their IZ and then it becomes an opt-in resource, what would the campus need to do to reflect that change?
Campus would need to cancel their local, institution-level subscription. It would not be possible to “transfer” local subscription to CO subscription because license, group settings, activation etc. are all associated with the “new” resource at the NZ level. Ordering may be managed at the network or local level.
If a library orders an opt-in before it is set up to shared and attached to a license, the proxy stops working.
If library has ordered a local copy of the resource, they should continue to use it until notified by the CO that the centrally managed version is available. They should then cancel their local subscription.
Question 3 (follow-up from last week)
Adding contacts to CRM Contacts list in order to utilize the Report to Ex Libris Link.
Configuring CRM Contacts:
Report to Ex Libris (“CRM Contacts”) gives – “User doesn’t exist”: https://knowledge.exlibrisgroup.com/Alma/Knowledge_Articles/Report_to_Ex_Libris_(%22CRM_Contacts%22)_gives_-_%22User_doesn't_exist%22
Question 4
Scenario:
1. Purchase a physical DVD from vendor A using fund X
2. Purchase streaming rights (3 year renewable) for DVD from vendor A (cost is included in cost of DVD)
3. Purchase hosting fees for digitized DVD from vendor B using Fund Y
Workflow:
- Purchase a physical DVD and streaming rights (3-yr renewable) from one vendor.
- Two POLs required – one for DVD and another for streaming rights.
i. POL for DVD – Physical/One-time
ii. POL for Streaming rights
- Order without inventory (Purchase Type – Other Service – Subscription)
- Acquisition Method – Technical. Do not enter a price or select a fund.
- Associate with the POL for the DVD
2. Digitized DVD is hosted by another vendor.
a. Create a third POL for hosting fees – Order without inventory (Purchase Type – Other Service – Subscription)
b. Create an association between this POL and the one for the DVD. Create additional PO Line Reference to POL for Streaming rights.
- Create two invoices (one for each vendor)
- When you create the invoice for the vendor used to purchase the DVD and streaming rights, you will not be able to add an invoice line for the streaming rights because you can’t have an invoice line with a zero value. You may want to add a note in the Notes tab of the invoice.
Question 5
Model 1 – local acquisition, licensing and management
E-resources are licensed and managed by individual institutions due to their specific needs
Managing Electronic Resources:
Overlap Analysis
Resource Management>Advanced Tools>Overlap and Collection Analysis
Enables you to compare the content of electronic collections to determine where there may be a subscription overlap.
Report Types:
- Set Comparison – compare electronic collections within IZ
- Selected Titles
- Compare against spreadsheet
Working with Overlap and Collection Analysis:
Only one match method may be selected at a time.
How does Alma support overlap analysis?
See road-map document for planned development related to Overlap Analysis:
http://knowledge.exlibrisgroup.com/@api/deki/files/46092/Alma_Roadmap_Highlights_-_2016-10.pdf
Community Zones Update Task List
The Community Zone Updates Task List page (Resource Management > Manage Inventory > Community Zone Updates Task List) displays changes that were made to your Institutional Zone during updates from the Community Zone (as a result of the Synchronize Changes from Community Zone job). These changes are specific to your institution and may include modifications to bibliographic records as well as changes to holdings, availability, security requirements, and parser parameters.
Working with the Community Zone Updates Task List: