Scope: Below is the typical Electronic Resources & Serials Acquisitions Department workflow for processing new ebook packages. Workflows are separated based on whether or not the purchase is one-time purchase or a renewal. For one-time purchases, workflows are separated based on whether or not the purchase is an ebook frontlist purchase or a closed collection purchase. Many of the steps may not occur in the order in which they are listed below due to the context around each individual order.

Contact: Abigail Wickes

Unit: Electronic Resources & Serials Acquisitions

Date last reviewed: 11/14/2023

Date of next review: 11/14/2024

Renewals

Acquisition

1. Renewal Approver creates a new Trello card from the Frontlist 1x Purchase Template card and adds the following information:
   1. Subject specialist
   2. Provider
   3. Vendor
   4. Order number
   5. Number of simultaneous users
   6. Expected number of volumes
   7. Notes
2. Renewal Approver confirms pricing.
3. Renewal Approver confirms renewal with vendor.
4. Renewal Approver Request title list and/or expected number of volumes and add to card / shared drive.
5. Renewal Approver attaches invoice to card
6. Renewal Approver update recurring payment tracker and send invoice to Serials Management Team.
7. Renewal Approver move card to Awaiting Access List and add Access Updater to card

Access & Discovery

1. Access Confirmer confirms access
2. Access Confirmer updates access in knowledge base
3. Access Confirmer checks Atypical Authentication list for DKU restrictions. Activate in DKU kb instance if not listed
4. Access Confirmer sends email with frontlist to block titles in GOBI
5. Access Confirmer moves card to appropriate FY Waiting on Final Title List list
6. Access Confirmer adds due date of mid January of appropriate year for final title list retrieval
7. Access Confirmer adds final title list to shared drive in Title Lists folder
8. Access Confirmer sends email with final title list to block titles in GOBI
9. Access Confirmer updates access in knowledge base, if necessary
10. Access Confirmer moves card to appropriate FY Acquired list
11. Add Admin Account Coordinator to card
    1. Notify the Admin Account Coordinator by tagging the staff member in a comment on the Trello card.
12. 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

Frontlist 1x Purchase Template

Acquisition

1. Order Approver creates a new Trello card from the Frontlist 1x Purchase Template card and adds the following information:
   1. Subject specialist
   2. Provider
   3. Vendor
   4. 1x cost
   5. AAF
   6. Budget code
   7. Order number
   8. Number of simultaneous users
   9. Expected number of volumes
   10. Notes
2. Order Approver verifies that we don't already own and that funds are available.
3. Order Approver confirms pricing and access options.
4. Order Approver places order with vendor.
5. Order Approver moves to In Process Ordering list and adds Order Creator to card.
6. Order Approver receives confirmation of order.
7. If required, the Order Approver verifies that license has been completed.
8. Order Approver adds title list to card and to shared drive.
9. If there is an annual access fee, Order Approver adds it to the Recurring Payment Tracker.
10. Order Approver moves card to Awaiting Invoice list.
11. Order Approver attaches invoice to card.
12. Order Creator creates order in Aleph.
    1. Create brief bibliographic record in Aleph.
    2. Select Order type: M=Monographs (Used for One Time Purchases)
    3. Material Type: EB=Electronic Book
    4. Acquisitions Method: P (Purchase)
    5. Library Note: Number of users, One Time Purchase, number of books in collection.
    6. Vendor Name: Select/key Aleph vendor code
    7. List Price (from Trello)
    8. Budget (from Trello)
    9. Update order number in Trello
13. Order Creator adds order number to description.
14. Order Creator pays invoice when necessary licensing is complete.
    1. Make sure vendor address information is correct, obtain any forms needed to make changes
    2. Create invoice in Aleph
    3. Submit invoice to Accounting for payment
15. Order Creator moves card to Awaiting Access List and adds Access Confirmer to card.
16. Order Creator closes the order record.

Access & Discovery

1. When access notification is received, Access Confirmer confirms access.
2. Access Confirmer updates access in Serials Solutions.
   1. Makes sure the title represents the subscribed resource
   2. Click "Edit" for the holding in Serials Solutions. Select "Subscribed" from the drop-down menu for "Status."
   3. The 360 Search box should only be selected if requested
   4. Check the 360 MARC box if we want to receive MARC records from Serials Solutions (preferred choice)
   5. Spot check URLs to make sure they go to subscribed landing page
   6. Compare title list from provider with Serials Solutions title list
   7. If free, check the "omit proxy from this database" box
   8. Fill in "LocID" field when appropriate
3. Access Confirmer notifies subject specialist that resource is available and shares access URL.
4. Access Confirmer adds resource to appropriate ERSA FY changes spreadsheet.
5. Access Confirmer submits AskTech ticket with frontlist to block titles in GOBI.
6. Access Confirmer moves card to appropriate FY Waiting on Final Title List list.
7. Access Confirmer adds a January of appropriate year due date for final title list retrieval.
8. Access Confirmer adds reminder to calendar to retrieve final title list.
9. When received, Access Confirmer adds final title list to shared drive in Title Lists folder.
10. If necessary, Access Confirmer updates access in Serials Solutions.
11. Access Confirmer moves card to appropriate FY Acquired list.
12. Add Admin Account Coordinator to card
    1. Notify the Admin Account Coordinator by tagging the staff member in a comment on the Trello card.
13. 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

Closed Collection 1x Purchase Template

Acquisition

1. Order Approver creates a new Trello card from the Closed Collection 1x Purchase Template card and adds the following information:
   1. Subject specialist
   2. Provider
   3. Vendor
   4. 1x cost
   5. AAF
   6. Budget code
   7. Order number
   8. Number of simultaneous users
   9. Expected number of volumes
   10. Notes
2. Order Approver verifies we don't already own and that funds are available.
3. Order Approver confirms pricing and access options.
4. Order Approver places order with vendor.
5. Order Approver moves to In Process Ordering list and adds Order Creator to card.
6. Order Approver receives confirmation of order.
7. If required, the Order Approver verifies that license has been completed.
8. Order Approver adds title list to card and to shared drive.
9. If there is an annual access fee, Order Approver adds it to the Recurring Payment Tracker.
10. Order Approver moves card to Awaiting Invoice list.
11. Order Approver attaches invoice to card.
12. Order Creator creates order in Aleph.
    1. Create brief bibliographic record in Aleph.
    2. Select Order type: M=Monographs (Used for One Time Purchases)
    3. Material Type: EB=Electronic Book
    4. Acquistions Method: P (Purchase)
    5. Library Note: Number of users, One Time Purchase, number of books in collection.
    6. Vendor Name: Select/key Aleph vendor code
    7. List Price (from Trello)
    8. Budget (from Trello)
    9. Update order number in Trello
13. Order Creator adds order number to card description.
14. When necessary licensing is complete, Order Creator pays invoice.
    1. Make sure vendor address information is correct, obtain any forms needed to make changes
    2. Create invoice in Aleph
    3. Submit invoice to Accounting for payment
15. Order Creator moves card to Awaiting Access list and adds Access Confirmer to card.
16. Order Creator closes order record

Access & Discovery

1. Access Confirmer confirms access when access notification is received.
2. Access Confirmer updates access in Serials Solutions.
   1. Makes sure the title represents the subscribed resource
   2. Click "Edit" for the holding in Serials Solutions. Select "Subscribed" from the drop-down menu for "Status."
   3. The 360 Search box should only be selected if requested
   4. Check the 360 MARC box if we want to receive MARC records from Serials Solutions (preferred choice)
   5. Spot check URLs to make sure they go to subscribed landing page
   6. Compare title list from provider with Serials Solutions title list
   7. If free, check the "omit proxy from this database" box
   8. Fill in "LocID" field when appropriate
3. Access Confirmer notifies subject specialist that resource is available and shares access URL.
4. Access Confirmer adds resource to appropriate ERSA FY changes spreadsheet.
5. Access Confirmer adds closed collection title list to shared drive in Title lists folder.
6. Access Confirmer submits AskTech ticket with closed collection title list to block titles in GOBI.
7. Access Confirmer moves card to appropriate FY Acquired list.
8. Access Confirmer adds Admin Account Coordinator to card
   1. Notify the Admin Account Coordinator by tagging the staff member in a comment on the Trello card.
9. 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