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ERM Workflow: Creating a Local Electronic Portfolio

ERM Workflow: Creating a Local Electronic Portfolio

Owned by Joe Marciniak
Last updated: Sept 02, 2022 by Kevin ConnellVersion comment

Resource format: E-Book, E-Serial, Streaming Video
Access model: Subscription access, perpetual (owned), or open access

Scenario: If you need to order/activate an individual electronic resource, but there is no matching record in the Alma Community Zone (CZ), you will need to create a local electronic portfolio to complete the order/activation process.

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:

CREATING THE PORTFOLIO

  1. Resource request is received (with funding information if a paid resource).
  2. Search in both the IZ and CZ to confirm that no matching portfolio currently exists for the resource:
    1. Search by Electronic Title and if a match is found, expand the portfolio list.
    2. If the title is found but not in a correct collection, copy the MMS ID of the title-level record for use in Step 5.
  3. Determine whether the title fits into an existing active electronic collection:
    1. Search by Electronic Collection.
    2. If a correct collection match can be identified, check if the collection is active in the IZ.
    3. If a matching active collection has been found:
      1. Copy the exact name of the collection for use in Step 5.
      2. Go to the collection in the IZ and check the linking information on a few other portfolios to determine parser parameter format; it may not be a straightforward URL.
  4. Click "Resources" and then "Add Local Portfolio" in the Alma menu on the left side of the screen:
  5. Complete the form (See this table for fuller information.)
    1. For Creation Type, select "Use existing title" if a title match was found in Step 2; otherwise, select "Create new title."
    2. For Record Type, select "One Time" for monographs or "Continuing" for serials. This is bibliographic information, not order/payment information. Not applicable when you use an existing title; in this case the information will be taken from the CZ bib record.
    3. For serials, always include coverage information.
    4. As linking information, use either Parser Parameters following format found in Step 3c (preferred if applicable) or a URL.
    5. For paid resources not in a collection, make sure that "Proxy enabled" is checked Yes; it is not necessary to specify a proxy service. Free resources do not require the proxy, and portfolios within a collection will inherit the proxy setting already set at the collection level.
    6. Click "Save and Done" in the upper-right menu.
  6.  The newly created local portfolio should appear with a blue house icon indicating that it is active but not linked to the CZ. Access may be tested by selecting Test Access from the overflow menu.
  7. In cases where "Create new title" was used in Step 5A, the bib record must be referred to cataloging for review.
  8.  The title may be ordered following the normal procedure; start by clicking the Order button on the portfolio record.

ORDERING PROCESS (if applicable)

  1. Create the PO Line:
    1. Select "PO line type"
    2. Select "PO line owner"
      1. "Technical Services"
    3. Click "Create PO line"
  2. 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
  3. Click "Order now"
  4. A confirmation message will appear with the POL (PO Line) number. Click "Confirm"
    1. The PO Line status will now show as "Sent"
  5. The resource 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 resource by "title" on the "Unassigned" tab:

  1. Assign the activation task to the appropriate personnel
    1. Go to "task list" and "assign":


CATALOGING AND DISCOVERY

  1. Designated personnel who see that the activation has been assigned to them: Test the link, verify full-text access, and review the bib record.
  2. If the link and access are working and the bib record is good, activate the resource.
  3. If the link is not working or full text access is denied, check for possible errors/omissions in the portfolio.
  4. If bib record is brief or incorrect in some way, enhance or replace before activation. Options:
    1. For minor changes, the bib record may be edited directly in the MDE (possible only for locally-created records or those unlinked from the CZ via "copy to catalog").
    2. If a better record exists in OCLC, see Cataloging Workflows: Import OCLC Records Into Alma. Be sure to run any applicable normalization rules in the MDE before saving & releasing record (for ebooks: "General EBOOK edits" rule).
  5. Resources are discoverable to patrons.
    1. Blacklight WORKFLOW
      1. Job to run every 6 hours to update
      2. Once an order line is added, it will appear in Blacklight as "unavailable" until it is activated, then it will be "available"

INVOICING PROCESS (if applicable)

  1. Request and invoice from vendor with PO included on the invoice
  2. Receive the invoice from vendor
  3. Submit the invoice for payment
  4. Finance payment WORKFLOW