Acquisitions Task Force (from 2017 migration)

Project Owner: Carole Correa-Morris, Chair

Overall Status

IN PROCESS 

Status Reports

4/28/2017

4/14/2017

3/30/2017

3/17/2017

3/3/2017

2/17/2017

2/3/2017

Tasks & Milestones

Project Team

Charge

ULMS Technical Services Working Group Task Forces will be responsible for performing workflow analysis in support of critical functions, development of workflows, documentation and policies within specific functional areas. Task Forces will consult with the TS Working Group and provide progress reports to the Leads.

The Acquisitions Task Force will identify critical functions and processes, and develop and share best practices needed for day-1 go-live regarding Alma acquisitions.  This group will prioritize processes that will be of most benefit to the consortium, consult with other task forces and the Chancellor's Office Workflow Manager and  share findings on appropriate ULMS listservs and the Acquisitions Task Force wiki site.

Initial Goals

Identify top priorities regarding processes, documentation and workflows to address

Gather input from Technical Services Working Group members regarding these priorities, as well as current practices

Generate documentation regarding best practices and suggested workflows to be shared with all CSU campuses

2017 Objectives

• GobiAPI Collaborating with colleagues from Orbis Cascade Alliance, do a brief online demo of the GobiAPI for the CSU lateFebruary - early March 2017. 
• Q&A on SLACK – There may be operational questions for acq issues that have already been discussed or solved  by acq folks (but not necessarily a part of task force work.)  We will promote using Slack (announcing on the listservs) to put up specific questions that the Acq TF or others may be able to help with. By February 2017.
• Tax scenarios – develop sample common CSU tax situations; identify and share on wiki specific steps on how to handle paying tax by March 1, 2017
• Funds & Ledgers – provide a sample fund structure and other considerations for developing individual campus fund structures.
• Acq Integrations List names and processes related to any other available vendor integrations by April 2017
• Collaborate with the Import Profiles Task Force to develop vendor record load profiles and identify match points. 
• Acq-CFS process for the campuses (once David Walker and Ian Chan have a script ready to test) By April?
• Closing out the 2016-17 fiscal year - not doing it yet in Alma, but still, suggestions
• Technical Freeze - checklist of steps to prepare for the freeze and activities to do during the downtime. (some may be covered in the checklist below) By late April
• Readiness Acq checklist for Go-Live Post by late April.
• Continue to research and review Acq policies and guidelines. Ongoing.

Related Activities

March 22, 2016: Notes from Fresno Kickoff- AcqTF breakout.docx

ELUNA 2016 - Recommended Presentations involving Acquisitions

Examples from Other Libraries & Consortia

Below are links to some Alma processes that have been developed by other libraries.  While we may or may not decide to adopt these same policies and best practices, they are helpful to clarify concepts and some may prove to be good models as we develop our own recommendations and documentation.

Orbis Cascade 

Tech Services General Page: https://www.orbiscascade.org/technical-services-documentation/

Aspects of ordering and working in the Network Zone: 

• Alma Network Zone
• In Process Brief Bib Records
• Working in Alma and the NZ
• Overlaying Brief Bibs in the NZ
• Minimum Acquisitions Data in the NZ

University of Rhode Island

Tech Services General Page: https://sites.google.com/a/uri.edu/librarytechserv/

Some Acquisitions-specific pages: 

• Alma Ledgers and Funds
• Fiscal Close
• Acquiring electronic packages and portfolios in the Community Zone 
• Invoices
• Serials Acquisitions