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Justine Burchell| Implementation Consultant Justine Burchell| Implementation Consultant

Justine Burchell| Implementation Consultant - PowerPoint Presentation

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Justine Burchell| Implementation Consultant - PPT Presentation

Electronic Resource Workflows SBCTC July 6 2016 Inventory Model Common Workflows OrderingActivation Activate From the Community Zone Local Electronic Collection amp EOD import profile ID: 700246

electronic collection portfolios amp collection electronic amp portfolios local portfolio import zone information community step activate tab level create

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Presentation Transcript

Slide1

Justine Burchell| Implementation Consultant

Electronic Resource Workflows

SBCTC – July 6, 2016Slide2

Inventory Model

Common Workflows – Ordering/ActivationActivate

From the

Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”

2Slide3

Inventory Model

3

Collection Level Information

Service Level InformationPortfolio Level InformationSlide4

Inventory Model – Side note (Discovery & Delivery)

PCI

DiscoveryAlma  DeliveryPCI will allow patrons to discover citations with citation metadata. Primo then contacts Alma to see if it can deliver full-text. PCI, Primo, and Alma work together. 4Slide5

Inventory Model

Common Workflows – Ordering/ActivationActivate

From the

Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”

5Slide6

Activate

From the Community Zone

Use when…

Resource is available in the Community ZoneBib metadata is goodYou want to subscribe to automatic CZ updates to bibliographic records, linking information, and content (collection is updated when portfolios are added/deleted)Steps:Locate

the collection or portfolio you want to order in the CZ & order.

Follow the standard ordering workflow.

Activate

the purchased electronic resource.

*You

can order & activate or just activate, if you’re not using acquisitions.

6Slide7

Activate from the Community Zone – Step 1

Order

the…

Electronic collection if you will be billed on one line-item for the whole collection. Each portfolio if you will be billed for each title in the collection. 7Slide8

Activate from the Community Zone – Step 2

Follow the standard ordering workflow.

8Slide9

Activate from the Community Zone – Step 3

“Manage Electronic Resource Activation”

Actions >> Edit Resource (This is editing the collection)

Actions>>Activate (This activates the service level)9Slide10

Activate from the Community Zone – Step 3

Manage Electronic Resource Activation” part 2

Linking Parameters (See

Linking Parameters)Proxy (See Proxies)Recommended: apply the proxy at the Service Level10Slide11

Activate from the Community Zone – Step 3

If you subscribe to the entire collection, click

“Activate All”

If you already have a spreadsheet with your subscribed portfolios, click “Activate electronic collection and selected portfolios via Excel file upload.If you want to activate portfolios later, click “Manual Activation”If you choose this option, see the next slide for portfolio options.11Slide12

Add portfolios (Edit Service>>Portfolios Tab)

If you subscribe to the entire collection, click “Add all portfolios from Community”If you want to cherry-pick which portfolios are in your subscription, click “Add portfolios from Community”

If you want to add portfolios via a spreadsheet, click “Load Portfolios” (we’ll address ‘Add Local Portfolio later)

Activate from the Community Zone – Step 3bSlide13

Add portfolios via the portfolio loader (Edit Service>> Portfolios Tab)

Portfolio Loader modes:

Incremental – file contains only the portfolios that

have been updated/deleted/newFull – file contains the complete list of portfolios; the portfolio loader will update/delete/add portfolios according to the fileTo add portfoliosComplete/Incremental - AddIf the ISSN exists in CZ, it will be matched with the record in the CZ and become a CZ (global) portfolio. If the ISSN does not exist in the CZ, it will become a local portfolio. See the next slide for tips on how to create the file.

Activate from the Community Zone – Step 3bSlide14

Use

the “Extended Export” button to get a file of all the available CZ portfolios, in portfolio loader format (Edit Service>>Portfolios Tab)

Edit the file

Activate from the Community Zone – Step 3bSlide15

Activate from the Community Zone – Optional

If a selective package in the Community Zone does not have a specific portfolio you need, create a local portfolio.

Add

portfolios (Edit Service>>Portfolios Tab>>Add Local Portfolio)Create a new title orUse existing titleOptionally, create an order for the portfolio (Search for the portfolio and then click “order”Slide16

Inventory Model

Common Workflows – Ordering/ActivationActivate

From the

Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”

16Slide17

Local Electronic Collection & EOD Import Profile

Use when…

No CZ resource/CZ record is poor

Good metadata from the vendor Vendor supports EODSteps:Create a local electronic collection Use the New Order type of import profile to import bibliographic records from the vendor, creating a standalone portfolio for each title with its own PO line and access details. 17Slide18

Local Electronic Collection & EOD Import

Profile – Step 1

Create a Local Electronic Collection (RM>>Add Local Electronic Collection)

Collection Level & Service Level Information18Slide19

Local Electronic Collection & EOD Import

Profile – Step 1

Collection Level Information >> Additional Information Tab

Link to a bib for collection-level discoverability in Primo19Slide20

Local Electronic Collection & EOD Import

Profile – Step 1

Service Level Information – Activation Tab & Linking Information Tab

Activate the service & input the proxy information (Linking Information Tab)20Slide21

Local Electronic Collection & EOD Import

Profile – Step 2

Create a New Order Import Profile

In the Inventory Information tab, select the option to create portfolios as part of a collection. (A PO line will be created for each portfolio).In the Inventory Information tab, select Activate to make these portfolios available to users on import.Run the import profile.*If the vendor later sends a second load of records that includes URLs linking to each title, use the Update Inventory type of import profile to update each portfolio. (Use the Vendor reference number field to match).21Slide22

Inventory Model

Common Workflows – Ordering/ActivationActivate

From the

Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”

22Slide23

Local Electronic Collection & Repository Import

Use when…

No CZ resource/CZ record is

poorGood metadata from the vendor Vendor DOES NOT support EODSteps:Create a local electronic collection Import the records using the Repository import profile. Search for the resource and select Order (optional)23Slide24

Local Electronic Collection &

Repository Import– Step 1

Create a Local Electronic Collection (RM>>Add Local Electronic Collection)

Collection Level & Service Level Information24Slide25

Local Electronic Collection &

Repository Import – Step 1

Collection Level Information >> Additional Information Tab

Link to a bib for collection-level discoverability in Primo25Slide26

Local Electronic Collection &

Repository Import – Step 1

Service Level Information – Activation Tab & Linking Information Tab

Activate the service & input the proxy information (Linking Information Tab)26Slide27

Local Electronic Collection & Repository Import – Step 2

Create a repository import profile

Select

 Part of an electronic collection Activate the resource27Slide28

Local Electronic Collection & Repository Import – Step 3

Order the resource

If

you will be billed on one line-item for the whole collection. Search for each portfolio and create multiple orders if you will be billed for each title in the collection. If you haven’t already, activate the collection via the link in the above screenshot.28Slide29

Inventory Model

Common Workflows – Ordering/ActivationActivate

From the

Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”

29Slide30

Local Electronic Collection

Use when…No

CZ resource/CZ record is

poorInadequate metadata from the vendorSteps:Create a local electronic collection Add titles (portfolios) to the electronic collection. Either…Bulk import local titles into the collection via the portfolio loader or from a setAdd local portfolios one by one. Order the Resource

Activate the purchased electronic resource.

30Slide31

Local Electronic

Collection– Step 1

Create a Local Electronic Collection (RM>>Add Local Electronic Collection)

Collection Level & Service Level Information31Slide32

Local Electronic

Collection– Step 1

Collection Level Information >> Additional Information Tab

Link to a bib for collection-level discoverability in Primo32Slide33

Local Electronic

Collection– Step 1

Service Level Information – Activation Tab & Linking Information Tab

Activate the service & input the proxy information (Linking Information Tab)33Slide34

Add portfolios via the portfolio loader (Edit Service>> Portfolios Tab)

Portfolio Loader modes:Incremental – file contains only the portfolios that have been updated/deleted/new

Full – file contains the complete list of portfolios; the portfolio loader will update/delete/add portfolios according to the file

To add portfoliosComplete/Incremental - AddIf the ISSN exists in CZ, it will be matched with the record in the CZ and become a CZ (global) portfolio. If the ISSN does not exist in the CZ, it will become a local portfolio. See the next slide for tips on how to create the file.Local Electronic Collection – Step 2 (Option 1)Slide35

Use

the “Extended Export” button to get a file of all the available CZ portfolios, in portfolio loader format (Edit Service>>Portfolios Tab)

Edit the file

Local Electronic Collection – Step 2 (Option 1)Slide36

Local Electronic Collection – Step 2 (option 1)

Load portfolios via a set

This method may be helpful when cleaning up P2E recordsSlide37

Local Electronic Collection – Step 2 (option 2)

Create local portfolios and add them to the collection one-by-one.

Record…

Linking informationProxy informationPortfolio level date coverage/embargo informationTest Access (Access is always tested at the portfolio level)Slide38

Local Electronic Collection – Steps 3 & 4

Order the collection if

you will be billed on one line-item for the whole

collection. Order each portfolio and create multiple orders if you will be billed for each title in the collection. Activate the Resource38Slide39

Inventory Model

Common Workflows – Ordering/ActivationActivate

From the

Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”

39Slide40

Maintenance & Troubleshooting –

Community

Zone

View changes to Community Zone linked recordsSlide41

Community Zone – Unlink/Link

If you’re not happy with the quality of the descriptive records, you can use your

own bibliographic records but stay

connected to the CKB updates“ignore_cz_records” is set to “False”Create a repository import profile (no inventory)Set Import Profiles > choose profile > Match Profile tab > “Unlink bibliographic records from community zone” to ‘yes’)Create a file of the bibs to unlinkCreate a set in AlmaRun the job “Export bibliographic records”Run the import profileSlide42

Community Zone – Unlink/Link

A local portfolio can be linked to the CZ

if

you want updates to linking information from the CZOption 1Locate local bib using an advanced search of electronic portfolios (“is standalone” equals “yes”) Click “Link to community” Option 2Locate a CZ collection to which you’ve added standalone portfolios.Click “Link to CommunitySlide43

Maintenance & Troubleshooting – Portfolio Loader

Complete

– Delete.

The portfolios that remain are the portfolios that are in the input fileIncremental – Delete. The portfolios that remain are the portfolios that were not in the input fileComplete - UpdateUpdate existing local portfolios with the information listed in the Excel file (for portfolios linked to the Community Zone, only the override information in the portfolio is updated)Incremental – UpdateUpdate the details of all electronic collection portfolios that are listed in the file.

To get a file to edit, you can…Click “extended export” (.xls) of a specific collection in Alma

Or, create

a set of portfolios and export the content of the set using the “Export Electronic Portfolios” job

43Slide44

Maintenance & Troubleshooting – Sets & Jobs

“Change Electronic Portfolio Information” Job

Possible uses:

Remove proxy prefix from migrated P2E electronic portfoliosChange the Electronic Material TypeActivate PortfoliosCreate Public/Authentication NotesSlide45

If you

have established vendor relations for e-book collections update feeds, use an import profile to load the provided MARC records and update the relevant portfolios

 

Maintenance & Troubleshooting – Import ProfilesSlide46

Check Linking Parameters

Make sure there aren’t any (unneeded) parser/URL over-rides

Maintenance & Troubleshooting – “Edit Service”Slide47

THANK YOU

Justine.Burchell@exlibrisgroup.com