ERM Workflow: Ordering a Database

Resource format: Database
Access model: Subscription or Perpetual (owned)

Scenario: Use this workflow if you are subscribing to, or purchasing, a database and the record for the database.

Description: A database in Alma is an electronic resource that has only one title-level URL. Databases do not have portfolios. An example of a database is a citation index such as Scopus.

Required Alma roles: Electronic Inventory Operator; Purchasing Operator

Ex Libris documentation on this process can be found HERE.
Alma Glossary can be found HERE.

Workflow:

1. Database request is received
   1. You will need vendor information, funding information, details about the Database, and details about the purchase model (subscription vs. perpetual access) 
2. Search for, and locate, the Database in the Alma Community Zone (CZ)
   1. If the Database does not exist in the Alma CZ, use the workflow "Creating a Local Electronic Collection"
3. You can search the CZ for Databases using the advanced search feature and the following selections:
4. 
5. After you have located the Database in the CZ, click on the ellipses in the upper-right corner next to the title of the Database:
6. 
7. Click "order"
8. Create the PO Line:
   1. Chose the "PO line type"
      1. For subscription access, choose "Access Service – Subscription"
      2. For perpetual access, choose "Database Service - One Time"
      3.  
         1. Select "PO line owner"
            1. This will always be "Electronic Access"
         2. Click "Create PO line"
9. Complete PO line details:
   1. Select "Material Supplier" (who is being paid)
      1. Complete "Access provider" (who is supplying access) if it is different from the Material Supplier
   2. Complete the "List price" field
   3. Complete the "Quantity for pricing" field
   4. Add fund code information
   5. Select "Reporting code" field: "6669-Electronic Book Collections"
10. If the access model is "subscription" (not perpetual/owned), enter the subscription details: 
    1. Under "Renewal":
       1. Check "Manual renewal"
       2. Enter a "Renewal date" (when the subscription license needs to be renewed)
       3. Enter "Renewal reminder period (days)" as: 180
11. Click "Save and Continue"
12. The PO Line will be packaged into a PO overnight by Alma
13. The Database is now ready to be activated:
    1. Click "Resources" in the left-side menu and locate "Manage Electronic Resource Activation" under the "Manage Inventory" heading
    2. Search for the Database by "title" on the "Unassigned" tab:
14. 
15. Assign the activation task to the appropriate personnel
    1. Go to "task list" and "assign":
16. 
17. The designated personnel will now see that the activation has been assigned to them, and they will check the record, assign proxy access, tests the link, and activate the Database, which will make it available to patrons.
18. When the invoice is received, it should be submitted to Lodi@princeton.edu. If EDI invoicing is established with the vendor, you do not need to submit an invoice to Finance (Note: Finance is still confirming this last step of this workflow)