Scope: The typical Electronic Resources & Serials Acquisitions Department workflow for processing format changes for orders or subscriptions

Contact: Abigail Wickes and Bethany Blankemeyer

Unit: Electronic Resources & Serials Acquisitions Department

Date last reviewed: 11/14/2023

Date of next review:

Overview

Below is the typical Electronic Resources & Serials Acquisitions Department workflow for processing format changes. In some cases, Serials & Retention Management staff also participates in this workflow since SRM staff complete cataloging of new databases. Many of the steps may not occur in the order in which they are listed below due to the context around each individual order. Workflows are separated out by format type.

Print to Print + Online

Acquisition

Serials Management Team creates a new card using the appropriate template in the Vendor and Format Changes board in Trello and moves it to the Pending Requests list. The Order Approver or Order Creator adds the following information as relevant and available to the card description:
1. Subject specialist
2. ISSN
3. Provider
4. Vendor
5. Order Number
6. Budget Code
7. Cost
8. Change Effective Date
9. Online Coverage Dates
10. Notes
Serials Management Team performs the following tasks:
1. add appropriate team member(s) to card
2. confirm change with relevant subject specialist and moves card to In Process list.
3. move card to In Process list
4. confirm format change with vendor
5. update Material Type and Note on order to reflect P+E order, including year when online component begins
6. move card to Awaiting Licensing list and notify Licensing Team via comment
7. pay invoice when necessary licensing is complete
8. add change to appropriate CRAD FY changes spreadsheet
9. move card to Awaiting Access list and add Access Confirmer to card
Licensing Team completes license, if required, and move card to Awaiting Invoice list

Access & Discovery

Follow Access Confirmer steps here
Access Confirmer adds to appropriate FY changes spreadsheet.
Admin Account Coordinator follows the steps of this workflow to verify that the platform has an admin account and to add the appropriate IPs, branding, contact information, etc.
1. Admin Account Coordinator Workflow steps
Admin Account Coordinator moves card to appropriate FY Completed list.

Print + Online to Online Only

Acquisitions

Serials Management Team creates a new card using the appropriate template in the Vendor and Format Changes board in Trello and moves it to the Pending Requests list. Add the following information as relevant and available to the card description:
1. Subject specialist
2. ISSN
3. Provider
4. Vendor
5. Old print + electronic order number
6. New electronic order number
7. Budget code for new order
8. Cost
9. Change effective date
10. Electronic access coverage dates
11. Notes
Serials Management Team performs the following tasks:
1. Add appropriate team member(s) to card
2. Confirm format change with subject specialist
3. Move card to In Process list
4. Confirm format change with vendor
5. Close print + online order and add order note, as appropriate
6. Close out Subscription record
7. Suppress any predicted issues/volumes that are no longer expected
8. Claim any missing issues/volumes that can still be claimed
9. Delete subfield in holdings record with "Currently Received" note
10. Create new electronic only order
11. Move card to Awaiting Licensing list and notify Licensing Team via comment
12. Pay invoice when necessary licensing is complete
13. If ordered direct, notify SERA Librarian to add subscription to Recurring Payment Tracker spreadsheet
14. Add change to appropriate CRAD FY changes spreadsheet
15. Move card to Awaiting Access list and add Access Confirmer to card
Licensing Team verifies that license has been completed, if required, and move card to Awaiting Invoice list

Access & Discovery

Access Confirmer confirms access is already set up in Serials Solutions.
Access Confirmer adds to appropriate FY changes spreadsheet.
Access Confirmer adds Admin Account Coordinator.
Admin Account Coordinator follows the steps of this workflow to verify that the platform has an admin account and to add the appropriate IPs, branding, contact information, etc.
1. Admin Account Coordinator Workflow steps
Admin Account Coordinator moves card to appropriate FY Completed list.

Print to Online Only

Acquisitions

Serials Management Team creates a new card using the appropriate template in the Vendor and Format Changes board in Trello and moves it to the Pending Requests list. Add the following information as relevant and available to the card description:
1. Subject specialist
2. ISSN
3. Provider
4. Vendor
5. Old print order number
6. New electronic order number
7. Budget code for new order
8. Cost
9. Change effective date
10. Electronic access coverage dates
11. Notes
Serials Management Team performs the following tasks:
1. Add appropriate team member(s) to card
2. Confirm format change with subject specialist
3. Move card to In Process list
4. Confirm format change with vendor
5. Close print order and add order note, as appropriate
6. Close out Subscription record
7. Suppress any predicted issues/volumes that are no longer expected
8. Claim any missing issues/volumes that can still be claimed
9. Delete subfield in holdings record with "Currently Received" note
10. Create new electronic order
11. Move card to Awaiting Licensing list and notify Licensing Team via comment
12. Pay invoice when necessary licensing is complete
13. If ordered direct, notify SERA Librarian to add subscription to Recurring Payment Tracker spreadsheet
14. Add change to appropriate CRAD FY changes spreadsheet
15. Move card to Awaiting Access list and add Access Confirmer to card
Licensing Team completes license, if required, and move card to Awaiting Invoice list

Access & Discovery

Follow Access Confirmer steps here
Access Confirmer adds to appropriate FY changes spreadsheet.
Admin Account Coordinator follows the steps of this workflow to verify that the platform has an admin account and to add the appropriate IPs, branding, contact information, etc.
1. Admin Account Coordinator Workflow steps
Admin Account Coordinator moves card to appropriate FY Completed list.

Access Confirmer Steps for Print to Print + Online and Print to Online only

Confirm access to appropriate electronic coverage dates
1. Search the Ex Libris e-Catalog search in the Client Center.
  1. Use the category “Journal” and either the “Title Begins With”, “ISSN Equals”, or “Title Equals” search function to find and open the title in Ex Libris.
  2. Click the link for the proper holding for the ejournal based on publisher and/or package subscription.
  3. Click the URL for this holding in Ex Libris and confirm that we have access to the correct amount of content based on the coverage date listed on the Formal Changes Trello card. Spot-check access by opening one full text article (PDF, or HTML file if PDF is unavailable) of the newest and oldest subscribed issue.
  4. If correct access is unavailable, contact the vendor from the Format Changes Trello card
  5. If the vendor is the publisher, ask our provider contact via email to restore access. Find the contact information in the FOLIO Organizations tab. If we do not have a contact, email the publisher’s customer service department.
  6. If the vendor is one of our vendors, ask contact via email to restore access (contact information can be found in FOLIO Organizations tab:
    1. EBSCO
    2. Harrassowitz
Update access in the Ex Libris 360 knowledgebase
1. If we have the correct access, set holding to “Subscribed”.
  1. Do this by clicking the “Edit” button on the top-right of the screen.
  2. Select “Subscribed” from the drop-down menu under the heading “Status” using the pull-down menu:
  3. Click “Save”.
  4. If the Default URL and/or coverage date is incorrect in Ex Libris, add the correct Custom URL and/or coverage date.
  5. Click “Edit”.
  6. When adding correct coverage dates, add the beginning date in the “Custom Coverage Date From” box. Add the end date in the “Custom Coverage Date To” box. For an end date of “Present”, leave the “Custom Coverage Date To” box empty. For more information on valid coverage dates to use, see https://knowledge.exlibrisgroup.com/Intota/Intota/0Product_Documentation/Resource_Management/Holdings/360_Core_and_Intota%3A_Valid_Date_Formats .
  7. Add the correct URL in the “Custom URL” box.
  8. Add notes in the “Public Note” box to explain the edits. Do not click the “Display” box unless it is a note for library users.
  9. Note that the Output Coverage Date is the value that is visible in our catalog and our Online Journal Page.
  10. The same can be said for the Output URL. This is the value that is used when patrons click the journal’s link in our catalog or our Online Journal Page.
  11. If time allows, send a support case to Ex Libris asking them to add the correct coverage date and/or URL to the holding in 360 KB. See ProQuest/Ex Libris support case #05317578 as an example.
Notify subject specialist that access is available and share URL
1. Send a notification to the listed subject specialist in the Format Changes Trello board
  1. Example:
    Hi ____________,
    An ejournal from your subject area is now accessible on the Taylor & Francis online platform:
    Food and Foodways (ISSN 0740-9710) https://login.proxy.lib.duke.edu/login?url=https://www.tandfonline.com/loi/gfof20
    We have complete access to this title from 1997 – Present. A link to this title will be available in our Online Journal Page (https://library.duke.edu/find/journal-titles) by tomorrow. This title will have a bib record in our catalog by the next MARC record load.
    Thanks,
  2. Add additional information pertaining to the particular subscription to this email if necessary.
Notify Admin Account Coordinator via comment
1. Notify the Admin Account Coordinator by tagging the staff member in a comment on the Trello card.
2. Admin Coordinator steps for Print to Print + Online pick up here
3. Admin Coordinator steps for Print to Online only pick up here