Reporting Codes

Alma reporting codes are sets of customizable controlled vocabularies added to purchase orders to support reporting needs. Here are some reminders about reporting codes:

Reporting code isn’t a required field, but users do see an Alert when saving the order if they haven't chosen a reporting code.
You can add a reporting code to an order at any point in the lifecycle (even when they're closed)
Reporting codes apply to all libraries within our Alma instance (we can’t create separate sets of values for Law, Ford, etc)
Reporting codes display on invoice lines that are linked to a PO and you can customize your invoice line view to include multiple reporting codes.

Proposed List of Reporting Codes

The following list contains reporting codes suggested by members of the Alma Acquisitions Implementation Team. Further discussion is needed to finalize this list, so the use of reporting codes may change as we learn more about Alma functionality and our reporting needs.

Reporting Code 1: Order Material Type

We plan to apply the Aleph order material type to our migrated orders after go-live using the PO Line API to update Reporting Code 1. The PO Line Type in Alma is not as granular as we’d like for our reporting needs and the PO Material Type for electronic orders is not a customizable list. To best accommodate our reporting needs, Reporting Code 1 contains a list of order material types.

Note: Discussion 4/25/24 about open gap to identify Packages

Reporting Code 1
Audio Book
Annual Access Fee
Books on CD
CDROM
CD Recording
Code/Statute (needed by Law)
Court Report (needed by Law)
Data and Datasets
Database
Digest (needed by Law)
DVD
Electronic Book
Electronic Continuation
Electronic Journal
Electronic Monographic Series
Electronic Newspaper
Electronic Serial
Electronic Sets
Encyclopedia/Sets (needed by Law)
Foreign Primary Material (needed by Law)
Looseleaf Treatise (needed by Law)
Manuscript
Microfiche
Microfilm
Microform
Monographic Series
Map
Miscellaneous Credit
Miscellaneous Fee
Newspaper
Print Continuation
Print and Electronic Journal
Print and Electronic Serial
Print and Electronic Sets
Print Book
Print Journal
Print Newspaper
Print Serial
Score
Sets
Supplemental Treatise
Streaming Media
Video
Working Tools (Tentative - used by Ford in Order Group, but need to confirm whether his is needed for future orders)

Reporting Code 2: Selector initials

DUL Collections Services Monograph Acquisitions tracks selector initials in the Library Note field. They’d like to find a way to track the selector in Alma and reporting code is a possibility.

Reporting Code 3: Publication Status

Acquisition Method in Aleph is used to track publication status of ongoing orders such as “Delayed Publication” and “Suspended”- doesn’t exist in Alma.

Notes on discussions of other data elements that were considered for Reporting Codes:

Order Group - Propose adding to Reporting Code 1 (material types)

Update on 5/13: Julie added tentative values to the Reporting Code 1 list above to include the Law library values as a proposal for review.

The Aleph Order Group is used by the Law Library to indicate publication types. Could these values be added to Reporting Code 1?

For reference in reviewing this request, the following is a count of active orders (status SU or SV) by Ordering Unit and Order Group:

Ordering Unit	Order Group	Description	Count of Active Orders
Ford Library Order Counts
FORDO	s	Serial	405
FORDO	b	Book/Monograph	322
FORDO	null		164
FORDO	w	Working Tools	120
FORDO	B	?	118
FORDO	l	Looseleaf Treatise	6
FORDO	v	Looseleaf Serial	6
FORDO	S	??	1
Law Library Order Counts
LAWO	s	Serial	684
LAWO	b	Book/Monograph	236
LAWO	d	Code/Stat	118
LAWO	y	Foreign PM	68
LAWO	u	Suppl Tr	63
LAWO	l	Looseleaf Treatise	51
LAWO	c	Court Rept	40
LAWO	g	Digest	6
LAWO	null		6
LAWO	-		5
LAWO	e	Encyc/Set	4
LAWO	S	?	1
LAWO	v	Looseleaf Serial	1
Med Center Library Order Counts
MCLO	s	Serial	576
MCLO	b	Book/Monograph	50
MCLO	null		5
MCLO	S	?	5
DUL Order Counts
PERKO	null		14995
PERKO	ys		1239
PERKO	swc		664
PERKO	jmb		614
PERKO	bsc		609
PERKO	wdv		572
PERKO	smb		529
PERKO	SWC		327
PERKO	WILEY		290
PERKO	RL		217
PERKO	feg		211
PERKO	ts		148
PERKO	WDV		87
PERKO	yid2		51
PERKO	rl		49
PERKO	kap		34
PERKO	deb		33
PERKO	me		24
PERKO	Nature		21
PERKO	ELSEVIER		21
PERKO	sat		18
PERKO	IM		17
PERKO	b		15
PERKO	Wiley		8
PERKO	SAGE		7
PERKO	yid		5
PERKO	s		4
PERKO	YID2		3
PERKO	SPRINGER		2
PERKO	jkw		2
PERKO	Yid		1
PERKO	jnj		1
PERKO	wiley		1
PERKO	IOP		1
PERKO	yid/csf17		1
PERKO	a		1
PERKO	ccs		1
PERKO	AHB		1

Law Foreign Expenditure

LC class number in 949 field for tracking specific foreign expenditure. Usually it is a 1-3 character code.

Are there other ways to track the jurisdiction within Alma such as on the invoice or by looking at foreign vendors?
It looks like Analytics offers some data elements from MARC in the Fund Expenditure subject area - is that a possibility for this?
5/15/24: Law will think through how to capture this in Alma since it’s captured in MARC - could we build a query looking for the jurisdiction and then join to a list of expenditures? Possibly use a Local Param in analytics? See: https://knowledge.exlibrisgroup.com/Alma/Knowledge_Articles/Add_bibliographic_fields_to_Alma_Analytics