OPT-IN Instructions for the NZ Admin and Local instances (rough draft-still working on workflow options)
SDLC/CO Steps
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
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
Save Negotiate License
After the negotiated license has been set up, search for the e-collection in the Repository in the NZ admin
Active the e-resource –DO NOT ORDER
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
Save
From the library’s institute, they 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
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)