E-Resource Management and Workflows in the Network Zone Megan Drake | Senior Implementation Consultant

Welcome and Introductions Megan Drake MLS, 2005 Three years at Ex Libris Senior Implementation Consultant Consortial Implementations Workshops Expert Services Systems & Applications Librarian at Pacific University Orbis Cascade Alliance member Heavily involved in SILS Project Pacific first to go live in first cohort

Session Objectives Session Description: Are you a member of a consortium with a Network Zone? Wondering how to handle the electronic resources that you purchase together as a consortium? In this session, we will examine the different models of e-resource management in a Network Zone environment. The workflows will include steps done in the Network Zone as well as those completed by the individual institutions Session Objective(s) By the end of this sessions you will know, understand and/or be able to: Describe Electronic Resource Topology in Alma Understand the various models for managing electronic resources with a Network Zone Understand how to implement these models and what the steps are for the workflows

Target Audience Target Audience for the Session: Any Customers that are members of a consortium New/Novice and Experienced Customers Systems and Technical Services Librarians

Agenda 1 Topology 2 Electronic Resource Management Models in a Network Zone 3 Electronic Resource Management Workflows 4 Next Steps, Support Resources and Feedback

Topology

Consortial metadata environment Community Zone Network Zone Institution Zone Global Authorities Shared repository of standard authority files Shared Catalog Shared records managed by all institutions Institution Catalog Records not shared Will include local extensions Community Catalog Shared records managed by ExL Currently e-resources Shared Inventory Shared resources available to multiple institutions Initially focused on e-resources & PDA program Local Inventory Can link to the Institution, Network, or Community Catalog Defines what resources (across all catalogs) are managed by your library Central KnowledgeBase Shared administrative information for e-resources

Electronic Inventory Electronic collection groups of titles on a common platform An optional descriptive record allows the e-collection itself to be discoverable in Primo Orders can be attached to either e-collections or titles Package and title list copied from/linked to CKB when activated Catalog MARC Record MARC Record Inventory Electronic Collection Electronic Collection Service Portfolio For electronic inventory, it’s a slightly more elaborate inventory model – and that’s because of the ability to group electronic inventories by electronic collections, which include packages and databases. At the top, we have the MMS (descriptive) record which the IE hooks to, and then the service. In Alma terms, the service is always full-text. The service level allows us to link an electronic collection (for example, a package) to the actual titles that reside in it. That’s why you have a parallel service and electronic collection service. The service indicates that the specific title is full-text, while the Electronic Collection service indicates the electronic collection itself is full-text. Lastly, we have the portfolio level. A portfolio is each title in the electronic collection (e.g., serial or ebook titles) and gives the specific coverage for each title. The electronic collection groups together titles that are on a common platform. You can use either electronic collection titles (e.g., package titles) or portfolio titles within the package to anchor workflows. You’ll search the Central KnowledgeBase for packages you want to activate, or a specific title within a package you want to activate. Having the parallel services allows you some flexibility in activations. The electronic collection package and its’ title list is typically copied from Central KnowledgeBase to your Institution Zone, and continues to link to the Central KnowledgeBase when you activate it. So if there’s an update, you’ll automatically have the update in your local institution zone. This is true whether you’re working with the entire package as a whole, or selecting specific titles from a package.

Full-text collections Collections attached to full-text service(s) Service groups portfolios and tracks proxy and link parameters Coverage info for each title is stored in portfolios Each portfolio is attached to a MARC record for discovery Catalog MARC Record MARC Record Inventory Electronic Collection Electronic Collection Service Portfolio For electronic inventory, it’s a slightly more elaborate inventory model – and that’s because of the ability to group electronic inventories by electronic collections, which include packages and databases. At the top, we have the MMS (descriptive) record which the IE hooks to, and then the service. In Alma terms, the service is always full-text. The service level allows us to link an electronic collection (for example, a package) to the actual titles that reside in it. That’s why you have a parallel service and electronic collection service. The service indicates that the specific title is full-text, while the Electronic Collection service indicates the electronic collection itself is full-text. Lastly, we have the portfolio level. A portfolio is each title in the electronic collection (e.g., serial or ebook titles) and gives the specific coverage for each title. The electronic collection groups together titles that are on a common platform. You can use either electronic collection titles (e.g., package titles) or portfolio titles within the package to anchor workflows. You’ll search the Central KnowledgeBase for packages you want to activate, or a specific title within a package you want to activate. Having the parallel services allows you some flexibility in activations. The electronic collection package and its’ title list is typically copied from Central KnowledgeBase to your Institution Zone, and continues to link to the Central KnowledgeBase when you activate it. So if there’s an update, you’ll automatically have the update in your local institution zone. This is true whether you’re working with the entire package as a whole, or selecting specific titles from a package.

(Academic Search Premier) Electronic Catalog MARC Record Adult Learning Inventory E. Collection (SAGE Complete) E. Collection (Academic Search Premier) Coll. Service (Full text) Portfolio 2002 - 2013 Portfolio 1997 - 2011 Coll. Service (Full text)

Joint Acquisitions and Negotiation Joint Electronic Resources Privately Owned Electronic Resources Network Zone

Electronic Resource Management Models in a Network Zone

eResource Management Workflow Models Model 1 – local acquisition, licensing and management E-resources are licensed and managed by individual institutions due to their specific needs Model 2 – centralized acquisition, licensing and e-resources management E-resources are licensed and managed by consortium center for all institutions or selected institutions Model 3 – centralized negotiation and management, local acquisition License terms and fees are negotiated by the central office, purchasing and invoice processing is done by individual institutions

Model 1 – Local Acquisition, Licensing and Management All steps of e-resource management cycle are performed by an individual institution in Alma Institutional Zone. Institutional License Institutional Vendor Institutional Fund

Model 2: Full Centralized Management The entire flow is managed by the central office in the Network Zone Central office maintains: Funds Vendors Licenses E-products Central office acquires, processes payment, negotiates license agreement and activates e-resources

Model 3: Centralized Management with Local Acquisitions Central office negotiates electronic resources on behalf of consortium members Electronic resources are managed centrally in the Network Zone Members manage the acquisition and payment independently in IZ based on local funds

Electronic Resource Management Workflows

Model 2: Full Centralized Management The entire flow is managed by the central office in the Network Zone Central office maintains: Funds Vendors Licenses E-products Central office acquires, processes payment, negotiates license agreement and activates e-resources

Model 2: Full Centralized Management How does it look in Alma?

OPTIONAL - Create Vendor in the NZ

OPTIONAL - Order collection from the CZ

Activate collection, service and portfolios

Activate collection, service and portfolios

Activate collection, service and portfolios

Activate collection, service and portfolios

Activate collection, service and portfolios

Portfolio search in IZ

Portfolio search in NZ

Step by step workflow ORDER Create Vendor as material provider No need to create more than one account unless there are multiple accounts for the CO with the vendor Create account & interface info as is applicable & relevant Search for collection in the CZ, click “Order” Purchase Type = Electronic Collection – Subscription (Activate task is created when PO Line is sent) POL Owner = Central Office Add Material Supplier, List Price, Renewal Date, Fund, Order Now to Skip Auto-Packaging A new Electronic resources Activation task is created LICENSES Not necessary for the workflow, only add these if you want to track license information in Alma. There is no functional impact. ACTIVATION Go to new Activation task. Additional Information → Go to Service, verify all linking information Assign all institutions to the group Activate (Actions → Activate)

Model 3: Centralized Management with Local Acquisitions Central office negotiates electronic resources on behalf of consortium members Electronic resources are managed centrally in the Network Zone Members manage the acquisition and payment independently in IZ based on local funds

Model 3: Centralized Management with Local Acquisitions How does it look in Alma?

NZ: Create a negotiated license

NZ: Add members to negotiated license

NZ: Order collection from the CZ

NZ: Activate collection, service and portfolios

NZ: Step by step workflow LICENSING Create a Negotiated License for IEEE Add members onto the license, with the different pricing details Save ORDERING Follow Model 2 process for Ordering / Activation / Invoicing Institutions will then order from the NZ and pay according to their charges.

IZ: Order collection from the NZ

IZ: Price populates in order from license

Workflow Models: Migration Implications NZ must be populated with vendors (material suppliers) and funds for managing of orders. Model 3: NZ must be populated with vendors (licensors).

Next Steps, Support Resources and Feedback

Next Steps and Resources Include documentation links in the CKC relative to your topic: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010 Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_ a_Network_Zone/06_Acquisitions_in_Consortia/01_Central_License_Neg otiation https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010 Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_ a_Network_Zone/03_Managing_Records_in_Consortia/070Configuring_Di stributed_Access_to_Electronic_Resources_from_the_Network_Zone Additional support resources within the ExLibris Ecosystem: Idea Exchange Developer Network 2018 Technical Seminar Presentations (Cross-Product section of CKC)

Questions? Any Final Questions?

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