Procedures for NZ Opt-in e-Resources for a Single Source

Network Zone (NZ) Opt-in Scenario #1

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.  Chancellor's Office SDLC and the NZ electronic resources administrator will set up the negotiated licenses and license terms for all Opt-in resources.

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.  SDLC sets up a "dummy" fund for Opt-ins.

Add vendor 

This will be completed by the Chancellor's Office before Go-Live.  Skip to next section if vendor record is set up.

• 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 

Negotiate the license for the vendor and individual libraries (This is an Acquisitions Task)

• Create negotiated License
• Go to Licenses under Acquisitions Infrastructure
• Click on Licenses
• Choose Manually
• Include name of the license
• Include License Code -copy agreement number from contract agreement and add vendor and database to the number
• License Type Negotiation
• Status is Active
• Include start date sometimes pulled from the vendor record.  Can leave the date as-is if it does come from the vendor record or enter in new date.
• License location is Financial Office
• License Review Status is Accepted
• Licensor –Choose Vendor record
• Choose License Location > Finance Office
• Save the license

Locate license, open license and edit under Actions

• Change License Status to Active (if not already active)
• Add Terms of Use under License Term tab
• Add Members to Negotiation Details tab
• Go to Negotiation Details tab
• Click on Add Member button
• Choose library from drop-down in Member option box –click on magnifying glass
• Click on radio button next to library name and Select –if wrong library picked after saving, click on little brush icon and this will remove the library
• Add Member contact email
• Enter in price library pays the CO for the resource (This is the cost to the library, not the CO.  The costs are different.)
• Enter Renewal Cycle of 1 year
• Enter in Start Date and End Date
• Do this for each library that has opted in to use this resource.  Only add libraries that negotiate via SDLC.  Library can share a resource in the NZ without negotiating via SDLC.
• After each library and cost has been entered, Save Negotiated License

Activate the Opt-in e-Resource (this is an ERM task). 

• After the negotiated license has been set up, search for the e-collection in the Repository in the NZ admin
• Go To Repository Search and change search to Electronic Collection > Electronic Collection Name > NAME OF COLLECTION from the COMMUNITY tab if the e-collection was not migrated from SFX.
  • *If migrated from SFX, do the search from the INSTITUTION tab.
• Order the e-collection –click on the Order Button next to correct e-collection package (match the name as close as possible to name of resource from the vendor, coded memo or the signed agreement)
• Pick Purchase Type: SDLC/CO will use Electronic Collection –Subscription
• Pick PO Line Owner –Central Office
• Click on Create PO Line (write down POL # -will need it for later tasks)
• Add a license  –locate the negotiated license in license field and add in the Ordered Items section
• Click on Material Supplier (Choose from list of vendors –should all be set up before go-live)
• Click on the Select button after choosing vendor
• List Price: Next enter in the amount of the total cost of the resource that the CO pays the vendor for that resource –not the total the libraries pay to CO (add up the total price the CO for that resource, if the resource cost Library A $400 and cost Library B $300, the total would be $700, this would not match the total cost listed in the Negotiated License. Currently rounding down to the lowest whole number for what the CO pays.  Will fill in true amount at later date.)
• Choose the appropriate fund used to pay that vendor (Choose Opt-in fund for Model 3)

Click the Add Fund button once fund has been chosen (should see a new section added with fund information after clicking ADD FUND)

• Choose Purchase at Vendor System for Acquisition Method (should be default setting)
• Choose Reporting Code - Electronic Serial
• Renewal should be set to Manual renewal
• Enter in renewal dates and when a reminder should be sent ahead of the renewal date for that resource
  • Choose 90 day for reminder.  
  • Enter in Start Date and End Date.  If July renewal = July 1 YYYY to June 30 YYYY
  • Enter in Renewal Date for one day before expiration date so that would be June 29 YYYY
• Click on Order Now –do not choose Save and Continue -Order Now will let you finish the next steps
• A window will pop up with some errors, these can be ignored unless you see the message that there are no funds left in the fund account.  
  • Make correction to acquisition funds configuration or fund amount and then try Order Now again.

Make Resource available  (This is an ERM Task)

• Go to the list of Tasks –click on the Task link or the Home Page link to see a list of tasks
• Locate the list for Electronic Resource Activation Task -Unassigned
• Locate the resource that was just ordered (look for POL #) in this list of Unassigned tasks
• Check the box next to the resource, locate Make Available in the drop down box and click on Change Status
• Now click on the Assigned to Me tab to locate the Purchase Order to continue editing it
• Go to the Actions button and choose Activate (do not need to do for e-collections migrated from SFX Activate option will not appear.  Skip to the next section to Test Access under Action buttons)
  
  • Click on Activate this electronic collection service
  • Click on Make Service Available
  • Automatically activate new portfolios (aggregator databases only)
  • Click Next –do nothing on this screen
  • Click Next and Activate All if CSU subscribes to complete package, if not, choose Manual Activation and activate titles later with upload file
    • If you choose Activate All, click on Next and then Activate All
    • Check Monitor Jobs to see when the Resource has been activated Alma > Under Manage Jobs and Sets

Add Libraries to Service Group Settings

These steps can be skipped if the resource was migrated from SFX, go to Test Access.

• Go to Actions button and Choose Edit Resource
• Go to the Additional Information tab
• Locate the Services at the bottom and click on Full Text label under Service Type
• Click on Service Activation Status = Available if not already set to Available
  • If this is an aggregator, click on Activate new portfolios = YES
• Go to the Group Settings tab from the Electronic Services Editor
• Add libraries that are sharing this resource to Group Settings
  • Click on Add Settings for Group
  • Locate the Library, Activate the Proxy and if necessary, enter in linking parameters and Save
  • Keep adding libraries until finished and click on Save
• Click on Save again if finished making changes or adding data to Resource Services
• Save again if finished making changes or adding data to Resource
• Test Access under Actions button - see if journal links to resource
• Steps are complete and libraries can order the resource, see section below

Library Orders Resource  -- Libraries start here --

Library will ORDER the e-resource after it is has been activated and negotiated license has been attached in the NZ by the CO.  The following procedures are one possible way for the library's acquisitions department to order an Opt-in resource from the NZ.  There may be other ways to order an Opt-in resource from the NZ, especially if the library has an existing order that was migrated to Alma from their old system.

Acquisitions exception -Sharing Electronic Resources in the NZ but not ordered from SDLC:  

If your library is sharing a resource in the NZ but did not negotiate for that resource with SDLC, the POL will need to be attached to a provider-neutral record/OCLC bib record.  The electronic full text collection can be shared but the licenses and purchases orders cannot be maintained centrally and will need to be attached to an OCLC record.  Please DO NOT use the Alma CZ Descriptive Record for that resource (See Catalog recommendations: Provider-Neutral Records & Use of Database-Level Records).  Acquisitions Task Force has information for attaching current POLs to records in the NZ: Acq FAQ . Example:  EBSCO Art Full Text is a shared resource that 8 libraries are sharing in the NZ.  Only two of those libraries negotiated the resource via SDLC.  All 8 libraries can continue to share the NZ resource but only 2 of those libraries will have consortial acquisitions attached to the e-collection.   The other 6 libraries will need to attach POLs to the OCLC/PNR record in the NZ.

Member Institution (the proceeding steps one possible process for 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.)
• Search for the Electronic Collection in the NZ tab.  *must be a repository search for Electronic Collection > Electronic Collection Name
• 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.  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 a Fund local to the library's Ledgers and Funds.  Below is information about setting up Funds. If your library has a fund set up for CO-negotiated e-collections, skip to the next step -Acquisition Method

Add Fund

Information about setting up Funds from the Acquisition Task Force.   There are some very good examples of setting up Funds in Alma, including creating funds for paying for CO negotiated resources.

• 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 (This is just one possible way to treat POL's and invoices.  See local acquisitions department for local processes)
• 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