1. October 21, 2005 NWUIG: Implementing E-Claiming 1 eClaiming Implementation Elise Clason clasone@wou.edu clasone@wou.edu Shirley Lincicum lincics@wou.edu lincics@wou.edu Western Oregon University

2. October 21, 2005NWUIG: Implementing E-Claiming2 Overview Preparation Implementation steps Limitations & special considerations Questions and discussion

3. October 21, 2005NWUIG: Implementing E-Claiming3 Electronic Claiming of Serials via Email III product 506A Pre-requisites: Serials module (character-based or Millennium) Internet connection for III server E-mail interface for III server Millennium: manual page #100460 Character-based: manual page #103143 Formats claims according to ASC X12.02 standardASC X12.02

4. October 21, 2005NWUIG: Implementing E-Claiming4 Benefits Send claims directly from your system into subscription agent’s system: Agent receives claims sooner Agent’s system can process claims immediately You get quicker confirmation that claims have been received and processed No more special forms or printer errors!

5. October 21, 2005NWUIG: Implementing E-Claiming5 Preparation: Serials Agent Determine whether serials agent supports receipt of claims in X12 format Obtain e-mail address to which claims should be sent Inquire about special coding required in checkin records Inquire about methods for acknowledgement and follow up on e-claims received

6. October 21, 2005NWUIG: Implementing E-Claiming6 Preparation: Local System Confirm that e-mail is enabled on server Confirm that you have a checkin record for each title you wish to e-claim Confirm that you have a menu option to view bounced e-mail claims in character-based Configure “Claim E-mail information” under Acquisitions system options Edit vendor and checkin records

7. October 21, 2005NWUIG: Implementing E-Claiming7 A > ADDITIONAL system functions A > ALTER system parameters S > SYSTEM codes O > Set system OPTIONS A > Acquisitions options 18 > Claim E-mail information Configure Claim E-mail Information

8. October 21, 2005NWUIG: Implementing E-Claiming8 Edit Vendor Record VCODE2: s NOTE2 (m): $EDI |d library SAN or |e library account number |f vendor e-mail address Example: $EDI|eSF37869|fIIICLMS@ML.EBSCO.COM Maximum size of the NOTE2 field is 99 characters, including the $EDI

9. October 21, 2005NWUIG: Implementing E-Claiming9

10. October 21, 2005NWUIG: Implementing E-Claiming10 Edit Checkin Records Work with vendor to obtain appropriate data, such as: Agent unique subscription identifier (required) Example: SF3786900AA490432002 Vendor product number (optional) Input in VEN TITLE# or VENDOR ID field (f tag) Millennium can automatically update checkin records when processing electronic serials invoices See manual page # 102912: Update Vendor ID in attached records

11. October 21, 2005NWUIG: Implementing E-Claiming11

12. October 21, 2005NWUIG: Implementing E-Claiming12 Send Claims Sort claims by: Record #, Title, Date, or Issue Limit claims by: Vendor or Location Select to send or delete individual claims View or edit associated records Move e-claims to print claims file

13. October 21, 2005NWUIG: Implementing E-Claiming13 Options for local capture of data Provide cc: address in Claim E-mail information (under Acquisitions system options) Move claims to print file and: Print (on paper or to e-mail) File save to III server Copy the “Claims for serial issues awaiting print” file to a review file in Create Lists

14. October 21, 2005NWUIG: Implementing E-Claiming14 Testing After vendor and checkin record updates, arrange a test with serials agent Send test claims (small batch, real or bogus) Confirm with serials agent that appropriate data was received Work with III and/or serials agent to resolve any issues that arise

15. October 21, 2005NWUIG: Implementing E-Claiming15 Acknowledgement & Follow-up EBSCO sends auto response via e-mail Lists number of claims received, not detailed title/issue information We track claims using EBSCOnet interactive claim checkerEBSCOnet

16. October 21, 2005NWUIG: Implementing E-Claiming16 Membership subscriptions EBSCO requires a one-to-one relationship between order/payment record and claim Not currently possible to use e-claiming to submit claims for “child” titles received on the basis of a “parent” subscription We use EBSCOnet Fast Claim to submit claims for “child” titlesEBSCOnet

17. October 21, 2005NWUIG: Implementing E-Claiming17 Volta Voices Volta Review Membership Volta Review Order Record Checkin Record Checkin Record

18. October 21, 2005NWUIG: Implementing E-Claiming18 Features wish list Ability to save the e-claims file sent to the serials agent locally in.csv format Ability to view bounced claims e-mails in Millennium Serials

19. October 21, 2005 NWUIG: Implementing E-Claiming 19 Questions? Presentation slides available at: http://www.wou.edu/~lincics/e-claim.ppt