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These procedures are for the scenario: one vendor - one database, when SDLC negotiates for a single database from a vendor  All ERM and Acquisistions work will be completed by the Chancellor's Office.  ROUGH DRAFT


Procedures in Alma 

The following procedures are for Chancellor's Office SDLC and the NZ administrator for one vendor with a single database from that vendor.  The ECC e-collection is ordered and activated by SDLC and the NZ administrator.  There are different procedures for e-resource management and acquisitions for the Opt-In e-collections, Model 3.  The ECC e-collections will be ordered from the CZ and maintained in the NZ.  These collections will not appear in the IZ in the local Alma instances and will appear in the NZ as view-only in the local Alma instance.

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 and Access Provider 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 (accounting department?)
        • 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

    • 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 be a vendor in the local Alma instance. ECC resources use actual vendor) 

      • Access Provider - create the interface account for the vendor
        • 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.


Now set up the Ledger record for ECC

  • Set up Ledger for ECC
  • Only need one ledger for ECC and this is a one time step.  Won't create a new ledger after initial ledger is set up.
  • Alma > Acquisitions Infrastructure > Funds and Ledgers
  • Add Ledger
  • Enter Name and Code -locally created but follow recommendations set by the Acquisitions Policies.  Example, do not include YEAR in the name.
  • Save record
  • Locate Ledger just added and click Activate
  • Then click on Edit
  • Add Rules for over expenditure (need more information from SDLC -do we need to add rules?)
  • Save changes

NOW ADD FUND TO LEDGER

Fund is added for the ECC core collection funds used to pay for the resources paid for by the Chancellor's Office.

  • Locate Ledger for ECC
  • Click Edit
  • Click on the Funds tab
  • Click on Add Fund
  • Choose Allocated Fund
  • Add Name and Code (ECC FUND names)
  • Choose Fund Type = General
  • Save the Fund
  • Activate the Fund
  • Edit the Fund
  • Go to Transactions tab
  • Add an Allocated Transaction
  • Enter in amount of ECC fund
  • ADD the fund for the Opt-in resources using the same steps (check on this step-is this the best way to handle the opt-in fund-Financial office uses a fake number for the fund)
  • Save changes
  • Now create license


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 Opt-in e-resources 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 if the e-collection includes perpetual titles.  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 = License
    • Name for license -i.e.JSTOR Arts & Science databases
    • Name license code -i.e. JSTOR  (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
  • Pick available names for Signed by (names from SDLC and vendor)
  • Pick CSUCO/SDLC for Licensor *(find out more information on who the licensor is for both ECC and Opt-in  This step may be done in the vendor record when checking Licensor???)
  • Add License Terms
  • Licenses are not necessary for Model 2: one vendor-one resource (we will add licenses to be able to display terms of the license in Primo and at the View It link for the portfolios in the NZ tab in the local Alma instance)
  • Save these changes

Now add this license to the database and create Purchase Order (This is an Acquisitions Task)

Go to Repository to search for electronic collection (database name) under Resource Management

  • Click on Alma drop down
  • Click on Repository search
  • Click on Community tab (if activating e-resource for first time)
  • Find Electronic Collection > where Electronic Collection Name > contains <name of database>
  • Locate the correct database and click on Order link.  An Activate task is created when the collection is ordered.  Will initially appear under Task List.
  • Fill in Order details (Write down the POL #)
    • Purchase type = Electronic Collection Subscription
    • PO Line Owner = Central Office
  • Now Link the POL (Purchase Order Link) to the License > Click on the Create PO Line link
  • Add in necessary details for POL
    • Choose a License –pick a license (license for ECC is informational, not the negotiated license which is used in the Opt-in resource)
    • Choose Material Supplier –pick a vendor record (record for the actual vendor in the NZ for both ECC and Opt-in but in local instance, pick CO as the vendor for Opt-in resources)
    • Check on e-activation due date – normally comes from Vendor record but if you want it to activate immediately, change to 1 day.
    • Enter in List Price –enter in amount for the resource (this if for the one vendor-one database scenario)
    • Then choose the ECC Fund
    • Click Select
    • IMPORTANT - Click on the FUND button to add the fund
    • Acquisition Method is Purchase at Vendor -Use this, means you will manually order the collection from the vendor instead of an order being send directly to the vendor from Alma.
    • Enter in renewal dates
    • Choose Order Now and click on GO *notate the POL #  (Order Now skips the auto-package step.  The orders are packaged together at night after a job runs.  Order Now skips that step, don't have to wait for it to be sent doesn't get stuck in review.)

Go to Task Lists

  • Click on Network link (home page) and look at list of tasks (This is an ERM Task)
  • Look for Electronic Resources –activation – unassigned (NOTE: 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 in Change Status drop-down box and Change Status (Can change statuses in Resource Management Configuration - E-Task Status)
  • Now go to Actions buttons
  • Click on Activate
  • 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
  • The resource should appear in the Institution Zone for the NZ admin

Now Edit Service –service level to add Group Settings to make it available to institutions (This is an ERM Task)

    • Set Proxy settings to YES for each member added to e-collection Group Settings
    • Save changes, resource is live for member institutions, and now create invoice for ECC e-resource
    • Resource will appear in Primo after the nightly Alma publisheing job runs

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
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