ERM Workflow: Creating a Local Electronic Collection

Resource format: E-Resources Collection
Access Model: Either subscription (not-owned), or perpetual (owned

Scenario: If you need to order/activate an electronic collection (such as an E-Book collection), but there is no record in the Alma Community Zone (CZ), you will need to create a local electronic collection to complete the order/activation process.

Criteria for using this workflow:

• You have approval and funding to acquire this resource
• You are ordering an electronic collection
• There is no record for the collection in the Community Zone

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. Search the CZ to confirm that there is no record for the collection you would like to order/activate
2. Click "Resources" and then "Add Local Electronic Collection" in the Alma menu on the left side of the screen:
3. 
4. Complete the following fields:
   1. "Public name" (what patrons will see)
   2. "Collection type":
      1. "Selective package" for "a type of electronic collection that includes only some of the collection's titles (as opposed to an aggregator package, which includes all of the e-collection's titles)."
      2. "Aggregator package" for "a type of electronic collection that includes all titles (as opposed to a selective package, which includes only some of the collection's titles)"
      3. "We subscribe to only some titles in this collection": Choose "No" or "Yes" depending on the scenario
   3. "Service Type":
      1. Select "full text" for most collections ("selected full text" = only scattered articles available; rarely used)
      2. Select "none" if you are creating a database
   4. Click "Save and Continue"
5. The Electronic Service Editor will open so you can complete the activation and access information:
   1. While the remaining fields are optional, complete as many as you are able to in the "Descriptive Information", "General Information", and "Coverage Information" sections.
   2. Under "Inventory and Linking Information", add the URL (if you have it), and then complete the following:
6. 
7. On the "Activation" tab, complete the "Service activation status":
8. 
9. If you want to add Portfolios at the time of Electronic Collection creation, click on the "Portfolios" tab.
   
   1. You can Add Portfolios by uploading them from an existing .xsl or .csv file on your computer, or from a set that you have created in Alma (see "Managing Search Queries and Sets in Alma")
   2. NOTE: Portfolios can be added after Saving this new Electronic Collection.  If you have no Portfolios to add when you are creating the Electronic Collection, continue to next step.
10. If you created a database, note that on the "Additional" tab, you will need to add the Collection URL to the 'Level URL' field.
11. Click "Save and Done" in the upper-right menu
12. The portfolio you created will now be available in the Institution Zone (IZ)
13. Locate the portfolio in the IZ and click "Order" in the right-side menu if you need to create a PO Line for this portfolio:
14. 
15. Create the PO Line:
    1. Select "PO line type"
    2. Select "PO line owner"
       1. This will always be "Technical Services"
    3. Click "Create PO line"
16. 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: Choose appropriate field
17. 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
18. Click "Save and Continue"
19. The PO Line will be packaged into a PO overnight by Alma
20. The Electronic Collection 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 Electronic Collection by "title" on the "Unassigned" tab:
21. 
22. Assign the activation task to the appropriate personnel
    1. Go to "task list" and "assign":
23. 
24. The designated personnel will now see that the activation has been assigned to them, and they will check the record, assign proxy access, test the link, and activate the Electronic Collection, which will make it available to patrons.
25. 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)