The acquisitions shared services unit High level diagrams and survey Yoel Kortick Senior Librarian https://pixabay.com/en/stuttgart-city-library-1598427/

The ordering process The receiving process Invoicing Survey Introduction The ordering process The receiving process Invoicing Survey https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg

Introduction This presentation will present visual high level design explanations of The ordering process by an individual library as well as the “Acquisitions shared services unit” The receiving process with different options of using an acquisitions work order department. Invoicing whereby users may have one or more scopes for invoice manager roles. It is assumed that the reader has already read the companion presentation The acquisitions process by library unit which drills down into intricate details and provides examples

The ordering process The receiving process Invoicing Survey Introduction The ordering process The receiving process Invoicing Survey https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg

The ordering process – option 1 Each library acquires for (orders for) only itself The shipping and billing address will come from each library’s definition. No library can order inventory for a different library This is the “simplest” and “most straightforward” setup

The ordering process – option 1 Library A Library B Library C Library D Library E Library F Acquires for Acquires for Acquires for Acquires for Acquires for Acquires for Library A Library B Library C Library D Library E Library F

The ordering process – option 2 There are multiple shared service units which may or may not be a real library Real library = For example a physical place with items on stacks and a reference librarian Not a real library = A unit of acquisitions staff who order inventory for one or more libraries Each shared service unit orders for one or more libraries The shipping and billing address will come from the definition in the shared service unit and not from the library which it is “acquired for” Each library has inventory ordered for it by only one shared service unit. Thus no library can be “acquired for” by more than one unit.

The ordering process – option 2 Real Library Not a real Library Library A (functioning as a Shared Service Unit) Arts & Sciences Shared Service Unit Acquires for Acquires for Acquires for Acquires for Acquires for Acquires for Library A Library B Library C Library D Library E Library F Library A is ordered for by itself

The ordering process – option 3 This is like option 2 but some libraries may be ‘acquired for’ by multiple shared service units. For example a library might have monographs acquired by one unit and serials acquired by a different unit A library might have items which go to one location acquired by one unit and items which go to another location acquired by a different unit The shipping and billing address will come from the definition in the shared service unit and not from the library which it is “acquired for”

The ordering process – option 3 Real Library Not a real Library Library A (functioning as a Shared Service Unit) Arts & Sciences Shared Service Unit Acquires for Acquires for Acquires for Acquires for Acquires for Acquires for Library A Library B Library C Library D Library E Library F Items in library B and Library E may be acquired by multiple units

The ordering process The receiving process Invoicing Survey Introduction The ordering process The receiving process Invoicing Survey https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg

The receiving process – option 1 Each library receives physical inventory only for orders it made (has the POL owner of the library for which inventory was ordered). No library can receive physical inventory for an order with a POL owner of a different library. Library A can only receive items with POL owner library A, and library B can only receive items with POL owner library B. This is the “simplest” and “most straightforward” setup. Each acquisitions department has one “served library”.

The receiving process – option 1 Library A Library B Library C Library D Library E Library F Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Library A Library B Library C Library D Library E Library F

The receiving process – option 2 There are acquisitions departments which may or may not be a real library Real library = For example a physical place with items on stacks and a reference librarian Not a real library = A unit of acquisitions staff who order inventory for one or more libraries Each acquisitions department receives inventory for orders with one or more owning libraries Each library has inventory received for it by only one acquisitions department. Thus no library can have inventory received for it by multiple acquisitions departments. Each acquisitions department may have multiple “served libraries” but no library will be a “served library” in multiple departments.

The receiving process – option 2 Real Library Not a real Library Library A (functioning as a and acquisitions dept.) Arts & Sciences acquisitions dept. Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Library A Library B Library C Library D Library E Library F Inventory in Library A is received by itself

The receiving process – option 3 This is like option 2 but some libraries may have inventory received for it by multiple acquisitions departments. Each shared service unit receives inventory for orders with one or more owning libraries Each library may have inventory received for it by multiple acquisitions departments. Each acquisitions department has multiple “served libraries” and a library may be a “served library” in multiple departments.

The receiving process – option 3 Real Library Not a real Library Library A (functioning as a and acquisitions dept.) Arts & Sciences acquisitions dept. Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Receives inventory for POLs with owner Library A Library B Library C Library D Library E Library F Items in library B and Library E may be received by multiple units

The ordering process The receiving process Invoicing Survey Introduction The ordering process The receiving process Invoicing Survey https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg

Invoicing We already saw in the companion presentation the following: The scope of the role “invoice manager” determines Which POLs may be added as an invoice line The scope of the role must match the POL owner Which library will be the invoice owner The invoice owner can only be a library for which the user has a scope (it can also be the institution)

Invoicing Staff users may have scope of the role of invoice manager for The entire institution One particular shared service unit (library) Multiple shared service units (libraries)

Invoicing – option 1 If each staff user has only one particular library (which might be a shared services unit) as the scope of the role “invoice manager” then each staff user can only create invoices for one particular library. When we state here “create invoices for” we mean “add an invoice line for a POL and determine the invoice owner”

Invoicing – option 1 Library A Library B Library C Library D Library E Scope Library A Scope Library B Scope Library C Scope Library D Scope Library E Scope Library F Creates invoices for Creates invoices for Creates invoices for Creates invoices for Creates invoices for Creates invoices for Library A Library B Library C Library D Library E Library F

Invoicing – option 2 If some staff users have multiple libraries (which might be a shared services unit) as the scope of the role “invoice manager” then those staff users can create invoices for multiple libraries. Again, when we state here “create invoices for” we mean “add an invoice line for a POL and determine the invoice owner”

Invoicing – option 2 Library A Library B Library C Library D Library E Scope Libraries A and E Scope Library B Scope Library C Scope Library D and B Scope Library E Scope Library F Creates invoices for Creates invoices for Creates invoices for Creates invoices for Creates invoices for Creates invoices for Library A Library B Library C Library D Library E Library F

Invoicing – option 3 If some staff users have the institution as the scope of the role “invoice manager” then those staff users can create invoices for any library and make the invoice owner be the institution. Again, when we state here “create invoices for” we mean “add an invoice line for a POL and determine the invoice owner”

Invoicing – option 3 Library A Library B Library C Library D Library E Scope Libraries A and E Scope Institution Scope Library C Scope Library D and B Scope Library E Scope Institution Creates invoices for Creates invoices for Creates invoices for Creates invoices for Creates invoices for Creates invoices for Library A Library B Library C Library D Library E Library F

The ordering process The receiving process Invoicing Survey Introduction The ordering process The receiving process Invoicing Survey https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg

Survey Make an Excel sheet of all libraries and acquisitions service units Make a column indicating if it is a real library or only serves as a unit Make a column listing which libraries each library can acquire for and receive for Make a column with shipping and billing address In the case of slides 10 and 15, the Excel sheet would look like the following slide

Survey

Survey Based on the previous Excel sheet Library A would be defined in the relations to ‘acquire for’ A, B, C and E Library Arts & Sciences would be defined in the relations to ‘acquire for’ B, D, E and F Library A would have an acquisitions dept. with serviced libraries A, B and C Library Arts & Sciences would have an acquisitions dept. with serviced libraries D, E and F

Yoel Kortick Senior Librarian Thank you Yoel Kortick Senior Librarian https://pixabay.com/en/stuttgart-city-library-1598427/