1. The acquisitions shared services unit High level diagrams and survey
Yoel Kortick Senior Librarian

2. The ordering process The receiving process Invoicing Survey
Introduction
The ordering process
The receiving process
Invoicing
Survey

3. 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

4. The ordering process The receiving process Invoicing Survey
Introduction
The ordering process
The receiving process
Invoicing
Survey

5. 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

6. 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

7. 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.

8. 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

9. 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”

10. 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

11. The ordering process The receiving process Invoicing Survey
Introduction
The ordering process
The receiving process
Invoicing
Survey

12. 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”.

13. 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

14. 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.

15. 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

16. 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.

17. 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

18. The ordering process The receiving process Invoicing Survey
Introduction
The ordering process
The receiving process
Invoicing
Survey

19. 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)

20. 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)

21. 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”

22. 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

23. 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”

24. 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

25. 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”

26. 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

27. The ordering process The receiving process Invoicing Survey
Introduction
The ordering process
The receiving process
Invoicing
Survey

28. 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

29. Survey

30. 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

31. Yoel Kortick Senior Librarian
Thank you
Yoel Kortick Senior Librarian