1 Acquisition Models Asaf Kline Director, Alma Product Management  Ex Libris Ltd., Internal and Confidential

2 Copyright Statement and Disclaimer CONFIDENTIAL INFORMATION The information herein is the property of Ex Libris Ltd. or its affiliates and any misuse or abuse will result in economic loss. DO NOT COPY UNLESS YOU HAVE BEEN GIVEN SPECIFIC WRITTEN AUTHORIZATION FROM EX LIBRIS LTD. This document is provided for limited and restricted purposes in accordance with a binding contract with Ex Libris Ltd. or an affiliate. The information herein includes trade secrets and is confidential. DISCLAIMER The information in this document will be subject to periodic change and updating. Please confirm that you have the most current documentation. There are no warranties of any kind, express or implied, provided in this documentation, other than those expressly agreed upon in the applicable Ex Libris contract. This information is provided AS IS. Unless otherwise agreed, Ex Libris shall not be liable for any damages for use of this document, including, without limitation, consequential, punitive, indirect or direct damages. Any references in this document to third-party material (including third-party Web sites) are provided for convenience only and do not in any manner serve as an endorsement of that third-party material or those Web sites. The third-party materials are not part of the materials for this Ex Libris product and Ex Libris has no liability for such materials. TRADEMARKS "Ex Libris," the Ex Libris Bridge to Knowledge, Primo, Aleph, Voyager, SFX, MetaLib, Verde, DigiTool, Rosetta, bX, URM, Alma, and other marks are trademarks or registered trademarks of Ex Libris Ltd. or its affiliates. The absence of a name or logo in this list does not constitute a waiver of any and all intellectual property rights that Ex Libris Ltd. or its affiliates have established in any of its products, features, or service names or logos. Trademarks of various third-party products, which may include the following, are referenced in this documentation. Ex Libris does not claim any rights in these trademarks. Use of these marks does not imply endorsement by Ex Libris of these third-party products, or endorsement by these third parties of Ex Libris products. Oracle is a registered trademark of Oracle Corporation. UNIX is a registered trademark in the United States and other countries, licensed exclusively through X/Open Company Ltd. Microsoft, the Microsoft logo, MS, MS-DOS, Microsoft PowerPoint, Visual Basic, Visual C++, Win32, Microsoft Windows, the Windows logo, Microsoft Notepad, Microsoft Windows Explorer, Microsoft Internet Explorer, and Windows NT are registered trademarks and ActiveX is a trademark of the Microsoft Corporation in the United States and/or other countries. Unicode and the Unicode logo are registered trademarks of Unicode, Inc. Google is a registered trademark of Google, Inc. Web address:  Ex Libris Ltd., Internal and Confidential

3 Agenda Purchasing from the Community Zone 11 Purchasing locally defined resources 22 E-book specific flows 33 Integration with Providers 44 Serials 55 EDI specific flows 66 Consortial models 77

4 Agenda Purchasing from the Community Zone 11 Purchasing locally defined resources 22 E-book specific flows 33 Integration with Providers 44 Serials 55 EDI specific flows 66 Consortial models 77

5 Purchasing from the Community Zone Any CKB or bib update in the CZ is reflected in the IZ record is linked to CC bib and to the CKB Inventory record created in IZ Order electronic collections from the CKB Community Zone Global Authorities Community Catalog Central KnowledgeBase Institution Zone Inventory Local Catalog Physical Holdings Electronic Holdings Digital Holdings  Ex Libris Ltd., Internal and Confidential

6 Purchasing from the Community Zone – Collection Level Locate electronic collection in community zone Order at collection level  Ex Libris Ltd., Internal and Confidential

7 Purchasing from the Community Zone – Collection Level Create order, recommended purchase order type is defined by the purchase level Electronic collection  Ex Libris Ltd., Internal and Confidential

8 Purchasing from the Community Zone – Collection Level Purchase order form sensitive to the acquired resource  Ex Libris Ltd., Internal and Confidential

9 Purchasing from the Community Zone – Collection Level Once purchased Electronic collection created in inventory Indication in the CZ that the institution purchased the electronic collection Indication in the institution zone that the source of the electronic collection is the CZ  Ex Libris Ltd., Internal and Confidential

10 Purchasing from the Community Zone – Collection Level E-activation task list – from which operator can manage the electronic collection via the activation wizard Activate all portfolios/ cherry pick portfolios Manage proxy setup Manage linking parameters Add public notes Etc..  Ex Libris Ltd., Internal and Confidential

11 Purchasing from the Community Zone – Portfolio Level View portfolios that are part of the electronic collection Order at portfolio level  Ex Libris Ltd., Internal and Confidential

12 Purchasing from the Community Zone – Portfolio Level Same as with Collections Purchase order form sensitive to the acquired resource Indications in search E-Activation Task list  Ex Libris Ltd., Internal and Confidential

13 Working with the Community Zone Working with the community Zone is not limited to purchasing -> you can also just activate from the CZ In both cases benefit from weekly CKB updates Bibliographic records Linking information Content portfolios added to a collection Portfolios deleted from a collection Portfolios move to a different collection All updates relevant to your collections can be viewed in Community Zone Updates Task list  Ex Libris Ltd., Internal and Confidential

14 Working with the Community Zone  Ex Libris Ltd., Internal and Confidential

15 Would like to change Community Zone Bibliographic records? You can always replace the CZ bibliographic records with your own bibliographic records but stay connected to the community zone CKB benefiting from CKB updates Linking information Content portfolios added to a collection Portfolios deleted from a collection Portfolios move to a different collection  Ex Libris Ltd., Internal and Confidential

16 Purchasing from the Community Zone Any CKB or bib update in the CZ is reflected in the IZ record is linked to CC bib and to the CKB Inventory record created in IZ Order electronic collections from the CKB Community Zone Global Authorities Community Catalog Central KnowledgeBase Institution Zone Inventory Local Catalog Physical Holdings Electronic Holdings Digital Holdings  Ex Libris Ltd., Internal and Confidential

17 Agenda Purchasing from the Community Zone 11 Purchasing locally defined resources 22 E-book specific flows 33 Integration with Providers 44 Serials 55 EDI specific flows 66 Consortial models 77

18 Can’t find what your looking for in the Community Zone? Need to purchase an electronic collection that does not yet exist in the CZ? Step 1: Create a local electronic collection  Ex Libris Ltd., Internal and Confidential

19 Can’t find what your looking for in the Community Zone? Step 2: Add local portfolios to the locally created electronic collection  Ex Libris Ltd., Internal and Confidential

20 Can’t find what your looking for in the Community Zone? Step 3: Place an order for the electronic collection  Ex Libris Ltd., Internal and Confidential

21 Can’t find what your looking for in the Community Zone ? You have a selective electronic collection from the CZ but it is missing a portfolio you wish to purchase? Create a local portfolio as part of the electronic collection and place an order Example: Project Muse is a selective package from the CZ you can add to it a local portfolios for the missing titles  Ex Libris Ltd., Internal and Confidential

22 Can’t find what your looking for in the Community Zone? You need to purchase an electronic title via a subscription agent at the time of the order you do not know who will be the provider? Step 1: Create a local portfolio Step 2: Place the order Step 3: Once the subscription agent communicates who will be the provider attempt to locate and link the portfolio to the CZ  Ex Libris Ltd., Internal and Confidential

23 Can’t find what your looking for in the Community Zone? Step 1: create local portfolio Step 2: order, step 3: locate & Link  Ex Libris Ltd., Internal and Confidential

24 Agenda Purchasing from the Community Zone 11 Purchasing locally defined resources 22 E-book specific flows 33 Integration with Providers 44 Serials 55 EDI specific flows 66 Consortial models 77

25 Purchasing Electronic Resources - EOD Vendor provides an EOD file of firm orders for electronic books EOD file is MARC based including: Bibliographic records describing each electronic book Access information Order information such as cost, fund Alma supports loading of such EOD file using the Import – New Order Profile Import – New Order profile will Import bibliographic records For every bibliographic record create portfolio which will include access details Create order and associate it to the relevant portfolio  Ex Libris Ltd., Internal and Confidential

26 Purchasing Electronic Resources - EOD Import New Order Profile includes configuration options for Matching/Normalizing bibliographic records Creating electronic portfolios Creating POLines  Ex Libris Ltd., Internal and Confidential

27 Purchasing Electronic Resources - EOD POLine information tab includes mapping between vendor fields and Alma attributes  Ex Libris Ltd., Internal and Confidential

28 Purchasing Electronic Resources - EOD Inventory information tab includes configuration options for portfolio creation and mapping between vendor fields and Alma attributes Note option to create portfolios under a specific electronic collection Note option to create multiple portfolios for bibliographic records that have multiple URL’s  Ex Libris Ltd., Internal and Confidential

29 Purchasing Electronic Resources – “Shelf Ready” Subscription agents supply information regarding electronic books purchased in two stages: Stage 1: Bibliographic records and purchase details Stage 2: Access information At stage 1, subscription agent does not have the access details yet  Ex Libris Ltd., Internal and Confidential

30 Purchasing Electronic Resources – “Shelf Ready” In order to support this use case Alma uses two import profiles: First step – New Order profile Creation of brief bibliographic records and portfolios with minimal information (no access information ) Creation of orders Second step – Update Inventory profile Update portfolios with access information Match of the relevant portfolio is based on Poline number or vendor ref number  Ex Libris Ltd., Internal and Confidential

31 Purchasing Electronic Resources – PDA Many libraries have Patron Driven Acquisition agreements with vendors Agreement includes a collection of electronic books that will be available for library patrons to access before they are purchased Once an e-book is accessed (based on agreement) the library will be billed for the e-book  Ex Libris Ltd., Internal and Confidential

32 Alma Purchasing Electronic Resources – PDA Repository Vendor Discovery Vendor candidate e-books records (with URLs) are loaded into Alma repository Alma publishes candidates to discovery Users discover and use e- books, triggering purchases Vendor delivers POLines via EOD & invoice via EDI Candidate e-books that are not in use are removed from repository and from discovery  Ex Libris Ltd., Internal and Confidential

33 Purchasing Electronic Resources – PDA PDA profile General- PDA agreement details with vendor Repository profile - Details for loading candidates e-books to repository EOD profile – Details for creating purchase orders for e-books that were used by users Also supports various business actions Alerts on budget use/levels Pause/Resume Cleanup  Ex Libris Ltd., Internal and Confidential

34 Purchasing Electronic Resources – PDA In some cases libraries do not get an EOD file for the purchased PDA titles but rather the vendor communicates the titles that were purchased manually In this case libraries can Use Repository profile to load candidate e- books to the repository Manually create POLines for the purchased titles Future plans – PDA candidate titles will be loaded directly to Primo Central  Ex Libris Ltd., Internal and Confidential

35 Agenda Purchasing from the Community Zone 11 Purchasing locally defined resources 22 E-book specific flows 33 Integration with Providers 44 Serials 55 EDI specific flows 66 Consortial models 77

36 Vendor Integration - Swets and YBP How does it work today? Libraries using e.g. GOBI select content to be purchased via the GOBI platform. For library management processes libraries also need to perform the following in Alma Initiate an acquisition workflow - thus recording the acquisition details for budget management Manage the related resource activities – activation, renewals, claim etc Today this is done via: Batched GobiExport or EOCR (embedded order data) MARC files Manual FTP and upload of files  Ex Libris Ltd., Internal and Confidential

37 So How Will The Integration Work? Libraries select and order via GOBI When GOBI Order button pressed, bibliographic and order details will be sent to Alma Orders will appear in Alma in REAL TIME For every ordered item Alma will Initiate an acquisition workflow – creating relevant purchase order line Create relevant resource in Alma repository Alert Alma operator to any order lines requiring attention, e.g. fund out of money Alma returns the newly-created POL # to YBP Displayed in GOBI Output on printed and EDI invoice  Ex Libris Ltd., Internal and Confidential

38 So How Will The Integration Work? EBook “Trade in Health” Publication options list supplies options and pricing for the title  Ex Libris Ltd., Internal and Confidential

39 So How Will The Integration Work?  Ex Libris Ltd., Internal and Confidential

40 So How Will The Integration Work?  Ex Libris Ltd., Internal and Confidential

41 So How Will The Integration Work?  Ex Libris Ltd., Internal and Confidential

42 Agenda Purchasing from the Community Zone 11 Purchasing locally defined resources 22 E-book specific flows 33 Integration with Providers 44 Serials 55 EDI specific flows 66 Consortial models 77

43 Prediction Pattern Support Prediction patterns are used to enable the library to know what issues of a journal are expected to arrive and when they are supposed to arrive Having prediction patterns is important for producing claims (correspondences with the vendor notifying that the expected arrival date of the issue has passed and the issue has not arrived)  Ex Libris Ltd., Internal and Confidential

44 Prediction Pattern Support Current support/Status Ability to generate summary statements from patterns and 863/864/865 fields $$81$$av.$$bno.$$u9$$vr$$i(year)$$j(month)$$wm$$x01$$yom06,07, $$81.1$$a1-4$$i $$wg $$81.2$$a6-86$$i  Ex Libris Ltd., Internal and Confidential

45 Prediction Pattern Support Here is the record after saving These new fields were added automatically based on the 863 fields  Ex Libris Ltd., Internal and Confidential

46 Prediction Pattern Support 867 and 868 supported as well $$8 0 $$a Supplements to v. 1-7 ( ) $$z bound in one volume $$8 0 $$a , plus 1969/1978 cumulative $$z bound separately  Ex Libris Ltd., Internal and Confidential

47 Prediction Pattern Support The 866, 867 and 868 field appears in the GetIt tab field 866 fields 868 field 1 The 867/868 will appear if this is set to true: display_additional_holding_fields_in_getit  Ex Libris Ltd., Internal and Confidential

48 Based on MARC 853/4/5 Holdings fields New 'Open All' action will be added to relevant parts of Alma 'Open All' will open one cycle of issue with chronology, description, and publication date from prediction pattern 'Open All' will open one cycle of issue expected arrival date from prediction pattern and vendor There will also be here an option to “Preview Publication Schedule” Receiving Workbench improvements new column for 'Date received' will be added new filters for 'Received' and 'Not received' will be added The ‘not received’ filter will show the ‘not received’ plus two issues back which have been received A Receive button will be added to the receiving work bench to do multi-item receive Prediction Pattern Support – Phase 1  Ex Libris Ltd., Internal and Confidential

49 While the holding record is open staff user will be able to click ‘Open All’ from the menu Prediction Pattern Support – Phase 1 If the holding record does not have an 853/5/5 then this will be greyed out Open All Preview Publication Schedule  Ex Libris Ltd., Internal and Confidential

50 The staff user will be able to click ‘Preview Publication Schedule’ from the menu Prediction Pattern Support – Phase 1 Open All If the holding record does not have an 853 and 853X then this will be greyed out This will show the user a preview of what issues will be opened and what the description will look like. This way he will know if he should change his template before actually opening the issues Preview Publication Schedule  Ex Libris Ltd., Internal and Confidential

51 After doing ‘Open All’ the items of the cycle open Prediction Pattern Support – Phase 1 Not received  Ex Libris Ltd., Internal and Confidential

52 Each item will open with material type ‘issue’ and with the expected arrival date based on 853 fields of the prediction pattern in the holding record and the ‘Expected receipt after ordering (days)’ from the vendor of the order record. Prediction Pattern Support – Phase 1  Ex Libris Ltd., Internal and Confidential

53 Each item will open with enumeration / chronology based on 853 fields of the prediction pattern. Prediction Pattern Support – Phase 1 The description will come from the prediction pattern template and not from the description template of Alma  Ex Libris Ltd., Internal and Confidential

54 The receiving date and status will change accordingly in the item list Prediction Pattern Support – Phase 1  Ex Libris Ltd., Internal and Confidential

55 We will add here a filter for ‘Received’ and a filter for ‘Not Received’ Prediction Pattern Support – Phase 1 ReceiveReceived Not Received The date received will also need to be added here  Ex Libris Ltd., Internal and Confidential

56 Prediction Pattern Support – Phase 1 A collapsible section ‘Holdings Information’ appears  Ex Libris Ltd., Internal and Confidential

57 Prediction Pattern Support – Phase 2 2 Main areas of focus Ability to generate summary statements from patterns and issues directly The system will generate detailed 863/864/865 automatically Enhanced claiming for issues Issue level claiming Automated (for skipped/missing issues)  Ex Libris Ltd., Internal and Confidential

58 Agenda Purchasing from the Community Zone 11 Purchasing locally defined resources 22 E-book specific flows 33 Integration with Providers 44 Serials 55 EDI specific flows 66 Consortial models 77

59 EDI Specific Flows Alma currently supports 2 main flows using EDI Orders Invoices There are additional business processes that can be done using other types of EDI messages in different ways: Order response - for Shelf Ready process Order response as a report – to report on Order statuses  Ex Libris Ltd., Internal and Confidential

60 EDI Specific Flows As part of Alma’s roadmap, we plan to add on support for EDI based workflows: Shelf ready Existing – Via MARC based files Planned – Via EDI Order response Claims Existing – Via notifications Planned – Via EDI claim message Cancellations Existing – Via notifications Planned – Via EDI message  Ex Libris Ltd., Internal and Confidential

61 EDI Specific Flows We plan to enhance the previous support with a fuller set of EDI based workflows: Reports Acknowledgment Claim Response  Ex Libris Ltd., Internal and Confidential

62 Agenda Purchasing from the Community Zone 11 Purchasing locally defined resources 22 E-book specific flows 33 Integration with Providers 44 Serials 55 EDI specific flows 66 Consortial models 77

63 Acquisition Network – Shared Acquisition Central office purchases electronic resources on behalf of members Electronic resources are managed in the Network Zone Acquisition aspects are managed in the NZ based on shared/joint funds  Ex Libris Ltd., Internal and Confidential

64 Acquisition Network – Shared Acquisition Shared Electronic Resources Privately Owned Electronic Resources Network Zone  Ex Libris Ltd., Internal and Confidential

65 Shared Shared Catalog Member 1 Network Zone Member 2 Member N Shared Electronic Inventory Community Catalog CKB Community Zone local Catalog Local Electronic Inventory Indicate to which member/s it is available for Member activates electronic resource from CZ NZ activates electronic resource from CZ for members Privately owned Acquisition Network – Shared Acquisition  Ex Libris Ltd., Internal and Confidential

66 Central office whishes to purchase electronic collection from “Gale Cengage” for University of Knowledge and Alma University Solution Locate electronic collection in CZ Place an order Activate “Gale Cengage” Collection for University of Knowledge and Alma University Acquisition Network – Shared Acquisition  Ex Libris Ltd., Internal and Confidential

67  Locate electronic collection in CZ Acquisition Network – Shared Acquisition  Ex Libris Ltd., Internal and Confidential

68 Shared Fund Shared License Shared Vendor  Place a shared order Acquisition Network – Shared Acquisition  Ex Libris Ltd., Internal and Confidential

69  Activate “Gale Cengage” Collection via Electronic activation task list Acquisition Network – Shared Acquisition  Make “Gale Cengage” Collection available for University of Knowledge and Alma University by defining groups  Ex Libris Ltd., Internal and Confidential

70  view of “Gale Cengage” Collection via staff search (in NZ) Acquisition Network – Shared Acquisition  Ex Libris Ltd., Internal and Confidential

71 At this point “Gale Cengage” Collection is available for patrons of University of Knowledge Alma University Advantages: Electronic collection is managed one time for all applicable members Benefits from ongoing community Zone updates Reduces the amount of time needed in order to manage shared collections Acquisition Network – Shared Acquisition  Ex Libris Ltd., Internal and Confidential

72 Acquisition Network – Central Negotiation Central office negotiates electronic resources on behalf of members Electronic resources are managed in the Network Zone Members manage the acquisition aspect independently in IZ based on local funds  Ex Libris Ltd., Internal and Confidential

73 Acquisition Network – Central Negotiation As opposed to a consortial purchase, which depends on handling all the purchasing, funding and invoicing at a consortia level, the consortial negotiation model splits the work into 2 parts: Definition and management of the license and content – centralized and done in the Network Zone Purchase and payment for the negotiated collection – done by each participating member, using their institution level acquisitions processes, funds, etc…  Ex Libris Ltd., Internal and Confidential

74 Acquisition Network – Central Negotiation Centrally managed: Content (collection & portfolios) are managed centrally on behalf of members Activation of content is done centrally on behalf of members Institutions for which the content was negotiated for Negotiated cost per member License terms Acquisition – order, fund, invoices are managed by every individually member locally  Ex Libris Ltd., Internal and Confidential

75 Acquisition Network – Central Negotiation Negotiated collections can: Be activated in the NZ (from the CZ) Created in the NZ using standard Alma tools and activated  Ex Libris Ltd., Internal and Confidential

76 Acquisition Network – Central Negotiation The negotiation is managed in the Network Zone (NZ), where the central office creates a license of the type Negotiation  Ex Libris Ltd., Internal and Confidential

77 Acquisition Network – Central Negotiation Add members to the license To select a member institution, click the search or arrow icon in the Member field and choose an option from the list.  Ex Libris Ltd., Internal and Confidential

78 Acquisition Network – Central Negotiation Associate an electronic collection with a Negotiated license - perform a repository search for the electronic collection or portfolio you want the license to incorporate.  Ex Libris Ltd., Internal and Confidential

79 Acquisition Network – Central Negotiation Click Edit for the entry you want to associate with the license. The Editor page for the electronic collection or portfolio opens  Ex Libris Ltd., Internal and Confidential

80 Acquisition Network – Central Negotiation purchasing a centrally negotiated electronic res repository search of the NZ - electronic collection or portfolio available for my instituion  Ex Libris Ltd., Internal and Confidential

81 Acquisition Network – Central Negotiation PO Line – with information populated from the negotiated license POLine is created with no inventory in the IZ linking to the electronic resource in the NZ  Ex Libris Ltd., Internal and Confidential

82 THANK YOU!