ERM Workflow: Ordering an Individual E-Serial

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

Resource format: E-Serial
Access model: Subscription or perpetual (owned) access

Scenario: Use this workflow if you are purchasing subscription, or perpetual, access to an individual E-Serial.

Description: An E-Serial 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-Serial request is received
    1. You will need vendor information, funding information, details about the E-Serial (ISSN, etc.), and details about the purchase model (subscription vs. perpetual access) 
  2. Search for, and locate, the E-Serial in the Alma Community Zone (CZ)
    1. If the E-Serial does not exist in the Alma CZ, use the workflow "Creating a Local Portfolio"
  3. After you have located the E-Serial in the CZ, click on the three dots in the upper-right corner next to the title of the E-Serial:
  5. Click "order"
  6. Create the PO Line:
    1. Choose the appropriate "PO line type"
      1. For subscription access, choose "Electronic Journal - Subscription"
      2. For perpetual access (owned), choose "Electronic Journal - 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-Serial 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-Serial 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 E-Serial, 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)