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These procedures are for the scenario: one vendor - one database.  SDLC negotiates for a single database from a vendor.  

Procedures in Alma 

The following procedures are for Chancellor's Office SDLC and the NZ administrator.  The ECC e-resource is ordered and activated by SDLC and the NZ administrator.  There are different procedures for e-resource management and acquisitions for the Electronic Core Collection (ECC).

Vendor Records, Funds and Ledger

Set up Vendor Record for Chancellor's Office (CO) so the Ledger can be attached to it.  CO will be a vendor in the shared acquisitions in the NZ admin instance. (move this note to the Model 3, Opt-in)

ADD vendor -Chancellor's Office is the vendor in this procedure.  

  • In NZ Admin instance, go to Alma Acquisition > Acquisitions Infrastructure > Vendor
  • Add Vendor
  • Add a Name and a Code
  • Check Licensor and Material Supplier (libraries are ordering the ECC databases from the CO so the CO needs to be a vendor for ECC.  Name the vendor record SDLC.)(move this step to Model 3, Opt-in)
  • 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.

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 (need more information from SDLC)
  • 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.

  • Locate Ledger for ECC
  • Click Edit
  • Click on the Funds tab
  • Click on Add Fund
  • Choose Allocated Fund
  • Add Name and Code (ECC FUND names)
  • Choose Fund Type = General
  • Save the Fund
  • Activate the Fund
  • Save the Fund
  • Edit the Fund
  • Go to Transactions tab
  • Add an Allocated Transaction
  • Enter in amount of ECC fund
  • Save changes
  • Now create license

Licenses

Licenses are necessary for models 2 and 3 of shared acquisitions.  In model 2, the Chancellor's Office will create the negotiated license to attach to the ECC e-resource in the NZ.  In model three, the Chancellor's Office will need fill in the negotiation details for the licenses.  The license will be attached at the collection level in the NZ.  The library will locate the collection in the NZ and order the collection and create the Purchase Order in the IZ.  The license and price will be copied from the NZ negotiated license.

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.

Licenses -Steps for adding licenses for Shared ECC eResources

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- JSTOR Arts & Science databases (pulled from SDLC license agreement?)
    • -----Name license code – JSTOR
  • Make changes and add start dates and signed dates to Summary tab
    • ----Added signed on dates –info from the database agreement
    • ----picked available names for Signed by (names from SDLC and vendor)
    • ----picked CSUCO for Licensor (move to Model 3)
    • Save these changes
  • Open up new License again
    • Go to Negotiation Details tab
    • Click on Add Member
    • Click on Select Member > Choose SJSU as example (can pick more than one)-it is the library that is
    • Click on Select
    •  Add in details for member- cost of the database subscription, renewal cycle and start/end date of license > Save record 
    • Go to License Terms tab – add in terms of the license
    • Save changes

Now add this license to the database and ordering the e-collection (this is for one vendor-one database scenario)

  • Go to Repository to search for electronic collection (database name) under Resource Management (if database is not already active in the NZ)
    • Search NZ for e-collection first
    • Click on Alma drop down
    • Click on Repository search
    • Click on Community tab
  • Find Electronic Collection > where Electronic Collection Name > contains <name of database>
  • Locate the correct database and click on Order link (There are two different methods for ordering need to write up two separate procedures. One for one vendor-one database and another for one vendor-multiple databases.  The follow is for one-to-one)
  • Fill in Order details
    • 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 (Project Muse Standard in this example)
    • Choose Material Supplier –pick a vendor record (Project Muse Standard in this example)
    • Enter in List Price 
    • Then choose the ECC Fund
    • Click Select
    • Click on the FUND button to add the fund
    • Enter in renewal dates
    • Click Go
    • Fix any alerts that may pop up
    • Set up Group Settings
    • Go to Group Tab
    • Add library
    • Save changes

Licenses Steps for adding licenses for Shared for Opt-in eResources

Chancellor Office Procedures for licenses negotiation details that need to be filled in model 3 for Opt-in e-Resources:

  • Member for which the license is being negotiated
  • Member contact email
  • Price
  • Currency
  • License start/end date
  • Note and attachments

See how to Display Licenses Terms in View It tab

Need to have one of the following roles to configure License-related information

    • Acquisitions Administrator
    • Fulfillment Administrator
    • General System Administrator

Invoicing a new e-collection for ECC resources

-add steps for invoicing

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