CDL/NZ Purchasing Workflow Recommendations for Test Load

Legend: not started IN PROGRESS STALLED decided

Recommendation

Testing of workflow and systemwide reporting will continue through Test Load. No changes to data in advance of Test Load for the purpose of consortial systemwide purchasing workflow has been identified by the PPC deadline. Assessment and testing in this area (and continued design and refinement of workflows) will continue through Vanguard availability and through the implementation phase. As workflows are developed that indicate potential need for migrated data changes or post-migration cleanup, these will be identified and documented separately.

Preliminary workflow recommendations to facilitate local cost reporting include having IZ’s use CDL as the local PO/Invoice’s Material Supplier and reflect CDL’s “Materials Supplier” vendor via use of Tertiary Reporting Code in the order record. Please see Vendor-Related Recommendations for Test Load decision page for more information. *NOTE: options will be explored for any campuses already using the tertiary reporting code field. As of writing, most campuses had this field free.

Preliminary workflow recommendation: To reflect participants, use inventory groups containing a single member institution. “Available for” should be set at the service level when available.

Reasoning

Testing of basic workflow and data migration resulted in many questions regarding functionality of the system and results of data migration processes. Due to the time required to define and report these issues, testing capacity during Vanguard was limited for more complex workflow design, testing and analysis.

Background

This is a broad decision page that covers multiple specific test cases covering different electronic resource types, purchase models, and the end result for generating reports from the Alma and Analytics systems, as well as ensuring expected resource display in Primo.

Dependencies

What reports need to be generated from Day 1?

End user expectations for resource display in Primo

Questions to consider

Scenarios covered by this page include, not limited to:

Resources and Workflows

• Participants and participation changes

• Renewing resources and cost-share recalculations

• Assisted Tier 3

• Selective title package

• Existing IZ POs for CDL-purchased resources

• Communicating transactional payments performed by CDL (NZ) on behalf of IZ

• Systemwide vs Multicampus purchases

• Resource acquisitions

• Resource activation

Display

• Display of NZ licensing terms in IZ Primo

• Display of NZ activated resources in IZ Primo

Reporting

• Ability to identify local purchases by multiple campuses for systemwide licensing candidates

• Calculation of systemwide spend per vendor

• Calculation of campus spend per vendor (directly paid and paid via CDL)

• Calculation of campus spend per vendor for CDL-managed resources

• Systemwide cost per use per campus

Action Log