ERM Workflow: Ordering an Individual E-Book (Non-Gobi)

Resource format: E-Book
Access model: Subscription or perpetual (owned) access
Purchased via GOBI: No

Scenario: Use this workflow if you are purchasing subscription access to an individual E-Book and the record for the E-Book exists in the Community Zone. And, billing will occur manually (not via EDI). Do not use this workflow if you are purchasing via GOBI.

Criteria for using this workflow:

• You have approval and funding to acquire this resource
• You are ordering a single E-Book (not a collection of E-Books) as a subscription or purchase
• The E-Book not being purchased through Gobi

Description: An E-Book is called a "portfolio" in Alma. Access is granted at the title-level.
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. E-Book request is received
   1. You will need vendor information, funding information, details about the E-Book (ISBN, etc.), and details about the purchase model (subscription vs. perpetual access) 
2. Search for, and locate, the E-Book in the Alma Community Zone (CZ)
   1. If the E-Book does not exist in the Alma CZ, use the workflow "Creating a Local Portfolio"
3. After you have located the E-Book in the CZ, click on the three dots in the upper-right corner next to the title of the E-Book:
4. 
5. Click "order"
6. Create the PO Line:
   1. Choose the appropriate "PO line type"
      1. For subscription access, choose "Electronic Book - Subscription"
      2. For perpetual access (owned), choose "Electronic Book - One Time"
   2. Select "PO line owner"
      1. This will always be "Technical Services"
   3. Click "Create PO line"
7. 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
8. 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
9. Click "Save and Continue"
10. The PO Line will be packaged into a PO overnight by Alma
11. The E-Book 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 E-Book by "title" on the "Unassigned" tab:
12. 
13. Assign the activation task to the appropriate personnel
    1. Go to "task list" and "assign":
14. 
15. 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 E-Book, which will make it available to patrons.
16. 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)