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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

*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

  • Go to Alma Acquisition > Acquisitions Infrastructure > Vendor> 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 have a vendor record in the IZ, vendor name=SDLC_CO)
  • Save the Vendor record
  • Edit the Vendor record to add contact information for SDLC ***START HERE

Negotiate the license for the vendor and individual libraries

  • Create negotiated License
    • Include name of the license
    • Include License Code
    • Status is Active
    • Include start date
    • License location is Central Office
    • License Review Status is Accepted 
    • Save and close license
    • Open license and edit
  • Add Members to Negotiation Details tab
    • Choose library and add contact email
    • Enter in price library pays the CO for the resource
    • Enter Renewal Cycle of 1 year
    • Enter in Start Date
    • Do this for each library that has opted in to use this resource
    • Save Negotiated License

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
  • Order the e-collection
  • 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):

  • 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-not sure how to integrate this with CPO process)

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)


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