1 e-acquisitions workflows and management in alma network zone

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E-Acquisitions Workflows and Management in Alma Network Zone

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© Ex Libris Ltd., 2014

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AgendaIntroduction

Centrally managed e-resources vs. locally managed

Defining Inventory Network groups

Acquiring e-resources from the Community Zone

Activating e-resources from the Community Zone

Manually adding e-resources to the Network Zone

Publishing to Primo from the Network Zone

Summary and additional resources

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PrerequisitesThis presentation assumes that you have viewed or attended these training sessions:

• Day-to-Day acquisition• End2End Workflows Acquiring Electronic Resources• Basic presentations about Collaborative networks

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User RolesTo acquire electronic resources…

• A Purchasing Operator typically starts the process by creating a PO Line

• Upon notification of availability, e-resources are activated by a Electronic Inventory Operator or Repository Manager

• An Invoice Operator finalizes payment details by creating an invoice

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ObjectivesBy the end of this training session, you will be able to:

• Understand the difference between managing e-resources on the level of an institution or centrally managed from the level of a Collaborative Network

• Define Inventory Network groups• Start the ordering and activation

of e-resources on behalf of the member institutions of a Collaborative network

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The Zones

NetworkZone

MemberInstitution

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Agenda Introduction





Manually adding e-resources to the NetworkZone



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Network Zone

Metadata model – Community Zone

Institution ZoneCommunity Zone

Global Authorities

Shared repository of authority files

Community Catalog

Shared records managed by ExL

Currently e-resources

CentralKnowledgeBase

Shared administrative information for e-

resources

Institution Inventory

Can link to the Institution, Network, or

Community Catalog

Defines what resources (across any catalog) are managed by your

library

Institution Catalog

Records not shared

Can include local extensions

Network Inventory

Shared e-resources available to multiple

institutions

Network Catalog

Shared records managed by all

institutions

Shared acquisition infrastructure

VendorsFunds

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Network Zone

Metadata model – Network Zone

Institution ZoneCommunity ZoneGlobal Authorities


Community Catalog





resources



Community Catalog


library

Institution Catalog

Records not shared


Network Inventory


institutions

Network Catalog


institutions


VendorsFunds

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Network Zone

Metadata model – Institution Zone

Institution ZoneCommunity ZoneGlobal Authorities


Community Catalog





resources



Community Catalog


library

Institution Catalog

Records not shared


Network Inventory


institutions

Network Catalog


institutions


VendorsFunds

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Network ZoneNetwork Zone

Network Zone - AcquisitionsACQUISITIONS

Purchasing Department

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Network Zone - Acquisitions

Joint Electronic Resources

Privately Owned Electronic Resources

Privately Owned Electronic Resources

Network Zone

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Network Zone - Acquisitions

LexisNexis Academic

Member 1

Network Zone

Member 2 Member 3 Member N

Indicate to which member/s it is available for

Assign specific coverage per

member Activate proxy per

member

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Keywords about locally managed e-resources

• Managed by staff on the institution level• Fund and vendors are defined on an institutional

level• Inventory records are created• When searching in the Network Zone this

inventory and inventory from other member institutions from the Collaborative Network will be visible as ”Held by”

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Keywords about locally managed e-resources

- Repository search in the Network Zone (1)- Show that the resource have inventory in the institution (2)- Indicate which institution in the network hold the resource (3)- Offer Electronic Services in ”View it” (4)

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2

3

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Keywords about centrally managed e-resources

• Some institutions may want to collaborate in order to manage some e-resources centrally

• This must be done by authorized staff in the Network Zone

• Authorized staff can create local e-resources or activate/acquire resources from the Community Zone

• If acquisition is done in the Network Zone, funds and vendors must be defined in the Network zone

• By default activation will cover all Member institutions, but Inventory Network Groups can be defined to individualize coverage

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Keywords about centrally managed e-resources

• Authorized staff can activate for groups or all members

• This will not create local inventoryie. the resource is only searchable in the Network Zone

• It will be published to the discovery tool and create content to the UResolver of the individual member institution.

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Centrally managed e-resources

Repository search in the Network Zone (1)Available for my institution (2)Offer Electronic Service in ”View it” (3)

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Agenda Introduction








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Defining Inventory Network groups• By default all activated e-resources in the

Network Zone are available for all members of the collaborative network

• Acess can be restricted to only one or more Inventory Network Groups

• One institution can belong to many Inventory Network Groups

• One Inventory Network Group can consist of just one member institution

• For each Group you can create individual settings for- Coverage- Proxy- Public and Authentication notes

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Defining Inventory Network groups• A concept of inheritance is implemented. You can

set the group setting on the level of an electronic collection and this will apply to all portfolios of the package.

• However on portfolio level you can alter this inheritance with individual settings

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Defining Inventory Network groups• Can be defined in ”Alma Menu -> Resource

management -> Resource configuration -> General ->Inventory Network Groups 1:

2: 3:

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Agenda Introduction








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• Prerequisites for acquiring e-resources in the Network Zone- Licences- Ledgers and funds- Vendors- Review Purchase order and invoice rules

• Alma Menu -> Acquisitions -> Acquisitions Infrastructure ->Licenses• Alma Menu -> Acquisitions -> Acquisitions Infrastructure ->Funds

and ledgers• Alma Menu -> Acquisitions -> Acquisitions Infrastructure ->Vendors• Alma Menu -> Acquisitions -> Acquisition configuration ->

Purchasing review rules• Alma Menu -> Acquisitions -> Acquisition configuration ->

Purchasing review rules

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• Acquire on the ”Electronic collection” or ”Portfolio” level

• Follow normal acquisition procedure and activate when ready

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Agenda Introduction







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Activating e-resources from the CZ

• Search the record in the Community Zone and click on ”Activate”

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• Now search the record in the Institution Zone

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• Adjust ”Available for” if needed, by adding Inventory Network groups in the tab ”Group Settings”

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• Adjust default settings

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• The result of the activation in one of the member institutions

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Agenda Introduction




Activating free e-resources from the Community Zone




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Manually adding e-resources to the NZ

• In the Alma menu click either ”Add Local Electronic Collection” or ”Add local Portfolio”

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• Fill in the form and click on ”Save”

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• The result is a new record in the Network Zone• By default it’s available for all member

institutions but you may add Group settings

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• The result as seen when you are logged into one of the member institutions

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Agenda Introduction








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• As a member of a Collaborative Network it’s recommended to publish records from the Network Zone and not from each Institution Member. In terms of electronic resources, publishing from the Network Zone will export:- All records managed in the Network Zone only- All records to which one or more Institution members are linked, enriched with local data from the Institution Zone such as availability- Each Institution member’s local bibliographic records (dedup’ed to avoid duplication)- A special presentation about publishing to Primo will follow later

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• From Primo or any other external discovery using the Alma UResolver, special functionality is offered for electronic resources managed in the Network Zone.

• This functionality will offer services to resources managed in the Network Zone and available for the member institution defined in the Primo View (by default or by membership in an Inventory Network Group)

• To enable resolving of electronic resources managed in the Network Zone change the value of retrieve_services_from_NZ to true in Alma menu:

(General > General Configuration > Configuration Menu) and click Other Settings under General Configuration(note you must have the role of “General System Administrator”)

Resolving electronic resources

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• In this screenshot we see e-services available for this resource, resolved via the NZ and displayed in the View It tab

Resolving electronic resources

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Agenda Introduction








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Summary

In this session, you learned how to:

• Differentiate between managing e-resources centrally or locally in a Collaborative Network

• Create Inventory Network Groups• Acquire and activate e-resources

from the Community Zone• Add e-resources to the Network Zone

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Additional ResourcesAlma Resource Management Guide

Available in PDF format via the Ex Libris Documentation Center and as online Help within Alma

1 e-acquisitions workflows and management in alma network zone

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