GOBI Workflow Handovers

Scope: Outline of workflow responsibilities for GOBI in Alma

Contact: Leeda Adkins

Unit: Metadata & Discovery Strategy

Date last reviewed: 01/21/2025

Date of next review: 01/21/2026

Open

Two types of material and two methods of purchase:

• For EOD (firm orders):

  • Both print and electronic material types: MonoAcq places orders through GOBI, which populate Alma through the API

  • MADS ceased using import profiles for EOD in Dec 2024

  • GOBI customer service contacts MonoAcq regarding issues with orders (for failed API loads, we don’t see those, GOBI has to contact us)

  • For electronic titles, the API matches to the corresponding Community Zone records available in the GOBI-selected collection. We are not able to choose a different collection for the API to match against, if a platform has several collections in the CZ.

• For approval orders (approval plans):

  • Both print and electronic material types, MADS loads through import profiles

  • MADS picks up the MARC records for print from OCLC WorldShare cataloging partners and for electronic – through the GOBI sftp site

  • For electronic titles, the import profile matches to the corresponding Community Zone records available for the collection, and the targeted collection is determined by a setting in the import profile.

• Receipt/Activation:

  • MADS notifies MonoAcq for the print shipments and supplies lists of titles requiring manual processing

  • Currently no notification for ERSA for when ebooks are ready for activation – need to investigate how to facilitate that for firm and approval orders

• Payments:

  • MADS facilitates loading of invoices into Alma for both EOD and approvals

    • EOD invoices loaded by EDIFACT through Alma

    • Approval invoices loaded into Alma via GitLab

• MonoAcq retrieves PDFs of invoices from Box folders, reviews them against Alma, and then submits payments