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

2. 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

3. 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

4. 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

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

6. Topology

7. 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

8. 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.

9. 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.

10. (Academic Search Premier)
Electronic
Catalog
MARC Record
Adult Learning
Inventory
E. Collection
(SAGE Complete)
E. Collection
(Academic Search Premier)
Coll. Service
(Full text)
Portfolio
Portfolio
Coll. Service
(Full text)

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

12. Electronic Resource Management Models in a Network Zone

13. 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

14. 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

15. 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

16. 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

17. Electronic Resource Management Workflows

18. 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

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

20. OPTIONAL - Create Vendor in the NZ

21. OPTIONAL - Order collection from the CZ

22. Activate collection, service and portfolios

23. Activate collection, service and portfolios

24. Activate collection, service and portfolios

25. Activate collection, service and portfolios

26. Activate collection, service and portfolios

27. Portfolio search in IZ

28. Portfolio search in NZ

29. 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)

30. 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

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

32. NZ: Create a negotiated license

33. NZ: Add members to negotiated license

34. NZ: Order collection from the CZ

35. NZ: Activate collection, service and portfolios

36. 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.

37. IZ: Order collection from the NZ

38. IZ: Price populates in order from license

39. 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).

40. Next Steps, Support Resources and Feedback

41. Next Steps and Resources
Include documentation links in the CKC relative to your topic:
Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_ a_Network_Zone/06_Acquisitions_in_Consortia/01_Central_License_Neg otiation
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)

42. Questions?
Any Final Questions?

43. Session Feedback
We Value Your Feedback! Please complete the brief Session Comment Card:

44. Thank You!