ERM Workflow: Ordering Electronic Collections

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

Resource format: Electronic Collections
Access model: Subscription or Perpetual

Scenario: Use this workflow if you are purchasing subscription, or perpetual, access to an Electronic Collection (such as an E-Book Collection)

Description: An Electronic Collection in Alma is a resources that contains a collection of portfolios. 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. Electronic Collection request is received
    1. You will need vendor information, funding information, details about the Electronic Collection, and details about the purchase model (subscription vs. perpetual access) 
  2. Search for, and locate, the Electronic Collection in the Alma Community Zone (CZ)
    1. If the Electronic Collection does not exist in the Alma CZ, use the workflow "Creating a Local Electronic Collection"
  3. After you have located the Electronic Collection in the CZ, click on the three dots in the upper-right corner next to the title of the Electronic Collection:
  5. Click "order"
  6. Create the PO Line:
    1. Chose the "PO line type"
      1. For subscription access, choose "Electronic Collection – Subscription"
      2. For perpetual access, choose "Electronic Collection - 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 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:
  13. Assign the activation task to the appropriate personnel
    1. Go to "task list" and "assign":
  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 Electronic Collection, 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)