Acquisitions Advantages Using alma to improve acquisitions workflows

University of Kentucky ARL Library with over 4 million volumes, approximately 450 licensed databases, 71,000 full text e-journals, and 1,127,500 ebooks 10 libraries including W.T. Young, Medical Center, Special Collections, Agriculture, Design, Education, Equine, Fine Arts, Science and Transportation Regional Depository for Kentucky and a Center of Excellence for WPA materials and Appalachian Regional Commission Materials are housed offsite at Kentucky Underground Storage Collections budget for FY17 is $7,4 million state funds with an additional $3 million in endowments

Voyager Acquisitions Using Voyager since 2000 Exported invoices to an interface which uploaded to the University SAP system daily Used Embedded Order Data with several vendors Received Shelf-Ready Materials EDI invoicing with several vendors Using Access to create regular fund reports

Migration to NexT Generation System Explored all available options for several years Desires Work well with a discovery interface Incorporates the electronic resources workflow Provides for inventory and management of physical items Provides data for decision making

Migration to alma All the Acquisition data migrated over to Alma, so we still have our history. The line item type for most of our electronic resources particularly e- journals migrated as print journal. Local license database was also loaded into Alma to connect the vendor and a pdf copy of our license. The license fields in Alma were not populated

Migration to alma Decision was made to migrate Voyager reporting funds as allocated lines. There is an option to migrate them as reporting codes. We elected to use the reporting codes for a local expenditure code which enabled us to track ARL expenditure categories. Test setups for EDI invoices and EOD file loading prior to migration, but still needed to do the setup in Alma production.

SNAGs ENCOUNTERED SPRING 2016 All POLs except about 200 closed during migration OCLC changed its platform in March 2016 for Promptcat & Techpro files Import profiles worked differently Fund Structure as migrated was labor intensive in Alma Struggle to get Alma Analytics working to produce reports

STARTING FY17 (July 2017) Worked with Library IT, Campus IT and Dean’s Office to get Alma to SAP transfer working Reworked the fund structure to leverage the advantages in Alma Recreated or reopened all continuation POL lines Continued to make improvements on file loading processes

FUND STRUCTURE Major difference between Alma and Voyager was that Voyager allowed reporting lines below the allocated line. Update our fund structure to reduce the number of ledgers and funds Alma allows fund names to be much longer and could use entire full name without abbreviations Retained the fund codes and naming conventions that have been in place even prior to Voyager

PURCHASE ORDER LINES Reopened the ones we needed to finish the fiscal year. We got a lot of practice taking care of duplicate inventory, since Alma is hardwire to insist if you order a physical item there must be an item. Did not roll the continuation POL lines for subscriptions or standing orders from FY16 to FY17 Decided to evaluate each POL line and reopen those with the correct line item type or create new POL lines when the line item type needed updating

POL PROJECT FALL 2016 Started in August 2016 to March 2017 Started with print and print plus online First Priority for POL lines needed for check in Second Priority to get titles for the EBSCO renewals done first Third was everything else

POL Line PROJECT BENEFITs Staff learned a lot about orders, templates, moving POL lines, etc. Continuations are now aligned in Alma meaning less work arounds Online POL lines are connected to their licenses Memberships have all the pieces associated with the payment POL Standing orders use the Alma standing order line type Making full use of the Alma technical POL to show relationships

AUTOMATIC FTP OPTIONS Automatic FTP pick up and delivery is an option Alma needs read/write access to the server to make this work. For some vendors, this is OK and for others not. Establish a local server that can fetch from the vendor site, then have Alma fetch from the local server Some local scripts may be required to manage timing or do a little preprocessing

EBSCO EDI INVOICES First, we were using an outdated but functioning process in Voyager based on title number and account which would not translate to Alma. Set up the configuration in Alma and tested it and it worked Added the EBSCO order number to all the POL lines to create the new match point Automatic ftp is not an option with EBSCO

HaRRASOWITZ EOD AND EDI Good documentation from Harrassowitz on how to setup the ftp Tested files Order records load into Alma 24 hours after ordered on OttoEditions EDI invoicing has been a little more hit or miss. Still working on all the issues

GOBI/YBP EOD AND EDI Good documentation on making the transition File loading was done manually Coordinate with OCLC Promptcat files Merged Main Campus and Medical accounts Have not setup EDI invoicing with GOBI

MArCIVE SHIPPING LISTS Again Marcive was very helpful about working through the issues Files are fetched from Marcive server to local server Alma fetches the files on Saturday evening Shipping list records load weekly Very few issues and most of them correct by adjusting our profile with Marcive

Marcive Full Level Records Receive two files from Marcive – one for physical items and one for electronic Load monthly using the local server method The non match file from the physical items is manually loaded There are some duplicate holdings showing up

GOBI API – FALL 2016 Alma API allows GOBI to communicate directly with Alma bypassing the file loading process and creating orders in real time Get the Alma API key from Ex Libris Work with GOBI Technical Services to make the changes in the account, templates, etc. Flip the switch Minor issues with locations, watch for funds running out of money, glitch in February

Alma Analytics Remember the first rule of cataloging, borrow before creating your own Voucher report Automatic monthly fund report to academic liaisons ARL statistics Fund expenditures

Lessons Learned Review what you are doing and why? Take full advantage of the sandbox, listservs and documentation Understand the match points, overlay, deduping process of your file loads Check with vendors to see if there is documentation about how to handle files with the new system

Lessons learned There will be a period of regression and frustration as you master the new system If it is system dependent, then check to see if the new system handles it differently? Alma changes monthly, so check the new releases and just be aware the system updates may mean you need to make changes

Future improvements Get the EDI invoicing working with GOBI/YBP Use the new abilities to setup SUSHI and load Counter Reports into ALMA Return payment information from SAP to Alma Populating the license information fields in Alma Take more advantage of the information in Alma Analytics

More Information (ELUNA 2017) Flattening Funds: Using Alma Fund Structure & Reporting Codes: https://works.bepress.com/kseago/17/              http://uknowledge.uky.edu/libraries_present/169/  Monograph Ordering in Alma: https://works.bepress.com/kseago/16/                 http://uknowledge.uky.edu/libraries_present/170/

Contact information Kate Seago Director of Acquisitions 2-21A Young Library University of Kentucky 401 Hilltop Ave. Lexington, KY 40506-0456 Tel: 859-218-1851 Email:kseago@uky.edu