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

Legend: not started IN PROGRESS STALLED decided

Recommendation

• It is recommended by the AEFG that the order workflow for new orders from within Alma should generally start with a search in the NZ for existing records, both print and online content (exceptions may include GOBI workflows or other order workflows that start in the IZ, such as vendor-supplied records with reconciliation in the NZ later in the process - see (Go-Live) Vendor bib records/overlay rules and Import Profiles - AEFG w/ RMFG (MVP 003) ). In the first few months after Go-Live, however, the usability/functionality of bibliographic records and electronic inventory in the NZ may be in flux, so IZs are advised to monitor the content to make sure it meets their ordering and bibliographic needs.

• Electronic inventory workflows aim to incorporate linking to inventory records in the Community Zone. Electronic resource records available in the NZ are presumed to be based on an existing NZ record or a quality bibliographic record imported from OCLC, the CZ, or another source. Workflows for local electronic resources should establish electronic inventory as early in the lifecycle as possible, using either NZ or CZ-level electronic collections. When it makes sense for the content type, e-inventory may be linked to a quality bibliographic record from the NZ or ultimately imported to the NZ. There may be cases to work through in more detail, for example ebooks coming in through various purchasing streams.

• For package purchases, it is recommended to use an existing NZ record, and if none exists to use the appropriate e-collection from the CZ. The individual portfolio records for the package will be of CZ quality.

  • Examples:

    • single book, journal or database purchases--use a good quality bibliographic record (which is or will be in the NZ), link to the appropriate CZ portfolio on your POL

    • for package purchases--use the best available e-collection, and accept the quality of portfolio records the CZ provides

• Specific vendor/purchase order record settings are determined by local practices, but IZs should be aware that there may be changes to these local practices based on consortium-level decisions regarding statistics-gathering, collection-building, etc. that are determined by a UC-wide governance structure.

• Campuses are recommended to reserve new fourth and fifth reporting codes in the PO Line until full discussion takes place with relevant stakeholders. Note that Already-Alma campuses are seeing these new reporting codes in their current Alma instances. Analytics functionality for these fields will be released in June by Ex Libris.

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.

(Go-Live - Migration) - Migration Updates from AEFG - P2E, Already-Alma E-Resources, Purchase Order Types

(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)

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

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