(Go-Live) Campus Purchase Order Practices for CDL and Related Local E-Resources (AEFG-MVP-002)

Legend: not started IN PROGRESS STALLED decided

Status

decided

Scope

Test for Go-Live

Description

AEFG-MVP-002 - Campus purchase order practice to support systemwide and other data reporting. This extends to CDL and related local e-resources, and does not extend to other purchase order practices.

Decision

AEFG is recommending that the campus order workflow for local e-resources begin with a search in the Network Zone followed by searching the Community Zone for relevant resource records. Depending on a variety of factors, including record quality and desired discovery outcomes, campuses may adopt a practice of using bibliographic records linked to the electronic inventory records (see relevant RMFG pages). Acquisitions Units should reserve the fourth and fifth reporting code fields until further testing can be done in Analytics to support systemwide reporting.

Owning group

AEFG + carlar@ucr.edu

Approver

PPC

Stakeholders

R = AEFG
A = PPC
C = CDL
I = IC, CDL Acquisitions Liaisons

Decision-making process

AEFG discussion following testing. Coordination with CDL Shared Acquisitions. Assessing deliverables in context of CDL infrastructure. Reviewing page for providing Day 1 guidance. AEFG approval. PPC approval. Distribution.

Priority

High - for go-live Day 1

Due date

May 7, 2021 (deferred due to Ex Libris workshop calendar, early June)

Recommendation

AEFG also recommends continuing a consulting process after go-live to review specific resources, the availability of inventory records in the CZ and the NZ (i.e., e-collections records). This can be a standing item in continuing AEFG meetings post-go-live or could reside with a subgroup comprised of those with relevant functional scope in electronic resources. Note: this recommendation also resides in AEFG MVP 001 related to collaboration between CDL and campuses.

Reasoning

To support systemwide reporting of local/duplicate holdings (Tier 3 purchases), local purchasing workflow may use a reporting code to filter results in Alma Analytics.

Training / Documentation

AEFG is pointing to documentation and related pages below. Additional procedural documentation will be developed.

https://uc-sils.atlassian.net/wiki/spaces/AEF/pages/1391198463

(Go-Live) Electronic Resources Practices - Linking IZ orders to relevant CDL e-collections (MVP 001)

(Go-Live) Vendor bib records/overlay rules and Import Profiles - AEFG w/ RMFG (MVP 003)

Physical Resources in Alma (4 min.)

https://knowledge.exlibrisgroup.com/Alma/Training/AlmaEssentials/Alma_Essentials_-_English/A_Terminology_and_Inventory_Models/B_Electronic_Resources_in_Alma-Terminology_and_Inventory_Model

https://knowledge.exlibrisgroup.com/Alma/Training/AlmaEssentials/Alma_Essentials_-_English/I_Acquisitions_Infrastructure

https://knowledge.exlibrisgroup.com/Alma/Training/AlmaEssentials/Alma_Essentials_-_English/J_Purchasing

https://knowledge.exlibrisgroup.com/Alma/Training/AlmaEssentials/Alma_Essentials_-_English/L_Receiving_and_Invoicing

Background

Initially this decision page was focusing on using a standard reporting code to track system-wide purchase orders. It expanded to address the local purchasing workflow more broadly, including the local purchase start location, with a component related to how systemwide reporting would be supported. Based on the anticipated date of Ex Libris’s roll-out of having the fourth and fifth reporting codes in the purchase order line available in Analytics, testing of that functionality will be deferred until after go-live.

CSU Workflows and Best Practices:

https://docs.google.com/document/d/1-jjopLb7chQJPmBFecu2JYErE_kgnEBagBT4MNp_I1Y/edit

Dependencies

  • Already-Alma campuses are already using reporting codes 1-3

Other Considerations

Collection Development, Fulfillment, and Discovery questions to consider when dealing with issues of making bibliographic records visible in the NZ:

  1. Is the resource a Tier 3 only resource?

  2. Is the resource available for ILL?

  3. Does the resource feature Tier 3-only content that is attached to a larger CDL-managed resource?

  4. Is the access permanent or subscription only?

  5. Is the access part of an approval or patron-driven program?

  6. What are the possible IZ clean-up implications for

  • Possible duplications from IZ ILS

  • Possible duplications from SFX loads

Action Log

Action/Point Person

Expected Completion Date

Notes

Status

Action/Point Person

Expected Completion Date

Notes

Status

Testing in Alma Analytics

 

  • All new ordering should start from the NZ for existing records, then move to the CZ or import a record if it does not exist

Done

 

 

  1. When ordering new resources: campuses should order from an existing NZ record. If one doesn’t exist, either create a new NZ record OR order from the CZ (to activate record in NZ) (Still to be determined -Mark)

    1. QUESTIONS:

      1. print vs. online ordering

      2. batch loading vs single title ordering

      3. Does CDL care which e-collections we attach a portfolio in IZ? (-Campuses HAVE to use the e-collection that best represents the access point for their purchase -Mark)

      4. Use of reporting codes for encumbrance info?

Done

 

Apr 2, 2021

  • We can set individual bib orders to land in either Local or Network

  • We can wait for validation before sending to NZ

  • NZ only show electronic collections activated by CDL (in SFX)

  • Tier 3 e-collection info under electronic records >> held by tab >>> institution

Done

Additional conversation to assess what remaining for the decision page.

May 26, 2021

Noting this page would incorporate more “procedural” direction vs. 001. Collaborating as needed for selecting resource records, support for inventory management (i.e., including via import profiles).

Done

AEFG Final Review/Approval

June 2, 2021

Revisions to recommendations. May need PPC feedback on a couple of areas before finalizing for distribution.

Done

PPC Approval

June 4, 2021

Recommendation: revise first bullet point to indicate that there are other workflows that do not start in the NZ.

Done

Distribution

June 7, 2021

 

Pending

Follow-up for Reporting Codes Testing in Analytics

After Go-Live

Already-Alma campuses may test Analytics for reporting code fields in June. Full testing dependent on CDL Shared Acquisitions Infrastructure and readiness for Analytics build.

Pending

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