YBP-Alma Integration & GOBI API

General information:

There are configurations to adjust with your YBP services whether or not you are planning to implement the GOBI API.  Since some of these functions overlap, what your campus needs to do can vary depending on your service choices.  But if you use YBP's EOCR, EOCR+, EDI or cataloging services, and the OCLC-YBP Cataloging Partners services, adjustments to your YBP "Tech Specs" will be required as you move to Alma.

If you use those OCLC-YBP Cataloging Partners services, you will also need to update your settings in WCM to work with Alma and your revised YBP specs.

If you use YBP's Shelf Ready services, you can still do that AND use the GOBI API.  They are separate functions and one does not replace or exclude the other.

If you have been receiving YBP's EOCR service, the GOBI API could replace that subscription and provide more efficiency for your ordering process.  The GOBI API (in Alma parlance,) is the implementation of their "Real-Time Acquisitions API" with YBP as the vendor, and will automate the FTP-ing steps you did when using the EOCR service. 

CSU campuses planning to implement the GOBI API for YBP in Alma should begin working with their YBP reps asap since changing your current YBP services over to the Alma-GOBI API process will take a few weeks. Your YBP reps will provide you with a complete list of data to provide and questions to answer before transferring your services, but here are a few things you can prepare:

• • List of Alma fund codes
  • List of Alma locations and libraries
  • List of Alma reporting codes

and questions to answer: 

• • Are you planning to receive Alma-compatible EDI invoices?
  • Are you migrating open orders from Millennium/Sierra to Alma?
  • What is your shut-down date for Sierra/Millennium?
  • What is your go-live date for Alma?
  • Do you plan to continue shelf-ready or other specific YBP services?

More detailed questions related to YBP tech specs and data mapping will be presented to you once you begin the YBP-to-Alma conversation.  

Even if your library does not plan to implement the GOBI API right away, you need to be talking to your reps to transfer any services you have with them to Alma, so don't wait - send them an email and ask what they need from you.

The CSU SDLC is offering to manage the GOBI API subscription centrally on a per-campus annual opt-in basis; if subscribing directly with YBP, they are offering the CSUs a group discount of 15% on the GOBI API subscription through June 2017. Contact Terri Joiner at the SDLC, your YBP sales rep, or one of the Acquisitions Task Force members for pricing specifics. (The SDLC opt-in price is the same discounted price quoted by YBP if subscribing by 6/30/2017, so it seems best to go via SDLC.)

The GOBI API uses the Ex Libris "Real-Time Acquisitions" API.  There are some good instructions on the ExL Developer's Network page -

https://developers.exlibrisgroup.com/blog/Real-time-Acquisitions-setup-for-institutions

That blog entry explains the setup for "Real-time Acquisitions" (which includes the GOBI API) from the institution perspective.  When you log in to the developer's network, you'll be able access/generate your campus's API key.

Campuses planning to use the GOBI API so far:

• • Los Angeles
  • Northridge
  • San Francisco
  • San Jose
  • Sonoma
  • Pomona
  • Sacramento
  • San Bernardino

Let Carole Correa-Morris (SJSU) know if you would like to add your campus to this list of GOBI API adopters.

Terminology and YBP technical specifications  - which fields to map for GOBI API, EDI invoicing and WCM

Let's clarify a few terms first:

• • The YBP Order Key is also referred to as: YBP Order Number, GOBI Order Key, and GOBI Order Number, depending on who you talk to. This is the unique identifier for each order placed and is integral to EDI invoicing.

  • The YBP Order Key (aka YBP or GOBI Order Key or #) is referred to in OCLC's WCM as the Vendor Order Number, and in Alma as the Vendor Reference Number.

  • The YBP Order Key is a separate element from the YBP/GOBI UID. (a frequent point of confusion for some folks)  
  • The GOBI UID (aka YBP UID, aka GOBI/YBP Title ID) is the unique manifestation-level number assigned to each GOBI title. Meaning, hardback and paperback editions have different GOBI UID numbers. This element is not pertinent to EDI invoicing.

Regarding the mapping, some of it will depend on local preferences, and specific questions would need to be bounced off of your YBP contacts.  However, some general things to consider:

  If implementing the GOBI API, the Alma POL is returned to YBP in the API process for your FIRM orders, and will serve as the link between your GOBI API orders and correlating EDI invoices (if choosing EDI invoicing).

  For non-GOBI API orders such as approvals, EDI invoicing is enabled by mapping that YBP/GOBI Order Key/Number via WCM (where it is called the Vendor Order Number) which then gets mapped via your Alma New Order Import Profile to the Alma Vendor Reference Number field.  

So, to repeat - GOBI Order Key → WCM Vendor Order Number → Alma Vendor Reference Number. 

  YBP outputs the GOBI UID to the 035 $b, specifically mapping it there to avoid confusion between that number and the OCLC #'s in the 035 $a. (Per YBP, this mapping was identified with the knowledge that the ULMS has decided the OCLC # in the 035 is our primary match point.)  If there is an existing 035 (which there should be in most cases) then a separate 035 field will be created.  The YBP/GOBI UID is being provided in the 035 $b as an additional match point if needed.

  The procedure document on the Import Profiles for Loading Brief Order Records and WCP into NZ wiki page helps clarify these mapping aspects (Thank you @Marcus Jun & the Import Profiles Task Force.)