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ERM Workflow: Ordering an Individual E-Book (Non-Gobi)
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:
- E-Book request is received
- You will need vendor information, funding information, details about the E-Book (ISBN, etc.), and details about the purchase model (subscription vs. perpetual access)
- Search for, and locate, the E-Book in the Alma Community Zone (CZ)
- If the E-Book does not exist in the Alma CZ, use the workflow "Creating a Local Portfolio"
- 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:
- Click "order"
- Create the PO Line:
- Choose the appropriate "PO line type"
- For subscription access, choose "Electronic Book - Subscription"
- For perpetual access (owned), choose "Electronic Book - One Time"
- Select "PO line owner"
- This will always be "Technical Services"
- Click "Create PO line"
- Choose the appropriate "PO line type"
- Complete PO line details:
- Select "Material Supplier" (who is being paid)
- Complete "Access provider" (who is supplying access) if it is different from the Material Supplier
- Complete the "List price" field
- Complete the "Quantity for pricing" field
- Add fund code information
- Select "Reporting code" field: Choose appropriate field
- Select "Material Supplier" (who is being paid)
- If the access model is "subscription" (not perpetual/owned), enter the subscription details:
- Under "Renewal":
- Check "Manual renewal"
- Enter a "Renewal date" (when the subscription license needs to be renewed)
- Enter "Renewal reminder period (days)" as: 180
- Under "Renewal":
- Click "Save and Continue"
- The PO Line will be packaged into a PO overnight by Alma
- The E-Book is now ready to be activated:
- Click "Resources" in the left-side menu and locate "Manage Electronic Resource Activation" under the "Manage Inventory" heading
- Search for the E-Book by "title" on the "Unassigned" tab:
- Assign the activation task to the appropriate personnel
- Go to "task list" and "assign":
- 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.
- 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)
, multiple selections available,
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