Procedures for NZ ECC Consortial Acquisitions for Multiple e-Resources from One Vendor

These procedures are for the scenario: one vendor - multiple databases.  SDLC negotiates for multiple databases from one vendor.

NZ ECC Scenario #2

Procedures in Alma 

The following procedures are for Chancellor's Office SDLC and the NZ electronic resources administrator for one vendor with multiple database from that vendor.  The ECC e-collection is ordered and activated by SDLC and the NZ electronic resources administrator.  There are different procedures for e-resource management and acquisitions for the Opt-In e-collections.  The ECC e-collections will be ordered from the CZ and activated and maintained in the NZ.  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.

Vendor Records, Funds and Ledger

For Model 2, must have funds and vendors. Currently NZ records cannot be shared because of code, unique to each library, that is overwritten during the copy process.

Vendor Records, Funds and Ledger -For Model 2, 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 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 
      • 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
        • Access Provider - Use vendor record for the resource
          • 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.

See Model 2 Single Resource Procedures for more information about setting up Ledgers and Funds.

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 licenses for Shared ECC eResources (this is an Acquisitions Task)

Use terms and conditions that appear in the SDLC agreements, see list in Appendix B.

• Choose Licenses under Acquisitions Infrastructure (under ALMA drop-down menu)
• Add License > Manually > Next 
  • License Type = Negotiation
  • Name for license- i.e. JSTOR Arts & Science databases
  • Name license code – i.e. 160318  (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 (fill in later after all licenses have been set up)
  • Pick available names for Signed by (names from SDLC and vendor) (fill in later after all licenses have been set up)
  • Pick vendor for Licensor
  • Change License Review Status to Accepted
  • Change License Status to Active
  • Choose License Location > Finance Office
  • Save these changes
• Open up new License again to Edit
  • Go to Negotiation Details tab
    • Click on Add Member
    • Click on Select Member > Choose libraries sharing this resource (there is no "choose all" button -each library must be set up individually)
    • Click on Select
    •  Add in details for member- renewal cycle and start/end date of license > Save record > COST FOR ECC IS ZERO FOR EACH LIBRARY (only add cost of database for Opt-in - Model 3)
  • Go to License Terms tab – add in terms of the license
  • Save changes

Now add this license to the database and create Purchase Order Without Inventory.  This is an Acquisitions Task. 

This is for a vendor with more than one database ordered - i.e. JSTOR/PROQUEST/EBSCO.

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 (NOTE: write down POL number)

 Fill in details for Master POL

• Material Supplier -Choose vendor code for list of vendors
• Type is price paid for contract with vendor (this is the amount paid to the vendor by the CO for the resources listed in the Master POL i.e. what is the total amount paid for the ECC ProQuest resources)
• Look up Fund for Central Office (i.e. ECC Fund)
• Acquisition Method is Purchase at Vendor
• Add renewal date for subscription and days for reminder period
• Choose Order Now then click on Go
• *Remember the POL number to use when ordering e-collection -this is the Master POL

Order e-collection -Technical POL (This is an Acquisitions Task)

• Locate e-collection in Repository: FIND Electronic Collection WHERE Electronic Collection Name CONTAINS <database name>
  • If the collection was migrated from SFX, stay on the INSTITUTION tab.  
  • If the collection is new and was not migrated to Alma, go to the COMMUNITY tab. i.e. New ProQuest databases -Global Stream
• Click on Order
• Choose Purchase Type -Electronic Collection -Subscription
• Click on Create PO Line
• Material Supplier -choose the supplier from list of vendor accounts
• Choose the appropriate License
• Acquisition Method is Technical
• Under Additional section -Choose the Associated PO Line and locate the Master POL
• Click on Order Now to save changes.
• After POL has been ordered, can active the e-resource( see steps below) *Remember this POL number (will be different from the Master POL)
  *Repeat for each collection for that vendor, which means ordering each collection and adding the Master POL in the Additional Section of each order record.  If there is more than one JSTOR or ProQuest, those e-collections would be ordered and the Master POL added to the Technical POL.  JSTOR Arts & Sciences I would have a Technical POL and Arts & Sciences II would also have a Technical POL.  All of these would go under the umbrella of the Master POL.

Activate the E-Collection 

(Section can be skipped if collecton activated during migration from SFX) 

This is an ERM Task.

• Only need to do this if you did not choose Order Now when ordering e-collection
• Do Repository Search for the E-collection in the institution tab.
• Click on Create e-activation task for each collection.

Go to Task Lists 

This is an ERM Task.

• Click on the home page (link to the left of the blue Alma button) and look at list of tasks.  Wait for new unassigned task to appear before doing this step.  Can Monitor Jobs to see when the job leaves the queue.
• 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 Make Available from drop down menu and Click Change Status
• Go Back to Task and look for Assigned to Me tasks
  • Click on Actions and Activate *(Will not need to Activate if the collection migrated from SFX.  Click Done if it was a migrated e-collection and skip the rest of this section.  You are finished with the process after this step after clicking Done.)
  • Activate the collection and check the two service boxes 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
  • Keep Mark Bib as Suppressed checked
  • 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. 
• Do another Repository Search to locate the e-collection -FIND Electronic Collection WHERE Electronic Collection Name CONTAINS <database name>
• The resource should appear in the Institution tab for the NZ admin instance
• Click on the Edit Service link for the correct e-collection

  • Now Edit Service - Click on the Group Settings tab

    • Click on Add Settings for Group (should match negotiated license members)
    • Set Proxy settings to YES for each member added to e-collection Group Settings
    • Add linking parameters if needed (i.e. CLIENT_ID for ProQuest)
    • Save changes, resource is live for member institutions
    • Resource will appear in Primo after the nightly Alma publishing job runs
• After all changes have been made, resource is live for member institutions, and now create invoice for ECC e-resource

Invoicing a new e-collection for ECC resources

Create Invoice: (need more details from ACQ TF)

•  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
• Look at member institution to see if the resource is available to them in the NZ