[Wactclc-alma] acquisitions procedures

[Cara Beth Stevenson]

Thanks for all of your replies, including a couple of private messages. The suggestions and documentations are really helpful. I'd like to create a document similar to John's (Pierce), with screen shots. I also want to complement Paula for the simplicity of the spreadsheet model!

Cara Beth

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Paula Laine
Sent: Wednesday, October 17, 2018 4:02 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] acquisitions procedures

All of the things on my list are done before I have the books in hand. Except maybe invoicing.

I know some libraries have different staff for acquisitions and cataloging. The acq staff make a brief record for ordering, which is replaced/overlaid after the books arrive.
Since I do both acq and cat, I find the best most probable OCLC record and use that when creating the PO line. It is faster for me to check the bibs when the books come in to see if they match than to go the overlay route with every single bib.

I added the physical processing steps to my list, and ended up with 13 steps. Purple ones are without physical books, orange ones are "book in hand".  I do everything except the "Student" row, and sometimes I do that too!


[cid:image001.png at 01D466C7.6CD10630]
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Elena Bianco
Sent: Wednesday, October 17, 2018 12:03 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] acquisitions procedures

Hi all:

Thanks, everyone, for posting these to the list. This is helpful to us, as well, especially since this is the first time we've ever used an acquisitions module before. We also use the procedure that Wade posted (the one that Justine walked us through during implementation). The question we have is how do you dovetail the online workflows with the physical processing workflow? We find that we haven't yet come up with a steamlined way to get through the process from ordering (we have librarians check to make sure there aren't duplicates before they place purchase requests) through to receiving, copy cataloging, placing barcodes, creating spine labels, physical processing, etc.

I think it would be really helpful to hear how other libraries have changed their entire acquisitions workflow (both in and out of Alma).  I wonder if for one of our weekly meetings, colleges who feel like they have gotten this down well, would be willing to share their process with the rest of us? It feels for us like our acquisitions processes have really slowed and bogged down since we've started using Alma...

Elena Bianco, Systems & Technical Services Librarian
Skagit Valley College
2405 E. College Way
Mount Vernon, WA 98273
(360)416-7624

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Paula Laine
Sent: Wednesday, October 17, 2018 10:57 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] acquisitions procedures

Cara Beth, I would be happy to help you but I don't have a document to send you.
I do everything manually and I have made most of the mistakes already.
My general steps in the acq process:

Dupe check
Order from vendor
Get & edit bibs from OCLC, load into ALMA
Create Purchase order lines (use templates to save time)
Manually package purchase order, replacing ALMA generated PO number with my own.
Receive books in ALMA when they arrive.
Create invoices in ALMA

Where are you running into problems?

Paula

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Cara Beth Stevenson
Sent: Tuesday, October 16, 2018 12:19 PM
To: '(wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>)' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] acquisitions procedures

Hi, all,

Is anyone willing to share their acquisitions and invoicing procedures?

I have been working in fits and starts to implement acquisitions at Grays Harbor, and haven't been successful.
I made a small test order last spring, and managed to receive and catalog the items in Alma.
I never could get the invoice to balance, and I ended up deleting it.  :P

Yesterday my coworker in Fulfillment needed to put one of those items to missing status, but couldn't because ... something about two records in Alma(?). I had to delete the POL before we could toggle the missing status.
I'm assuming that upon receiving the item there was something that I missed to close that POL.

Thanks in advance for the collective wisdom.

Cara Beth Stevenson
Grays Harbor College
1620 Edward P. Smith Drive
Aberdeen, WA 98520
360-538-4057
cara.stevenson at ghc.edu<mailto:cara.stevenson at ghc.edu>

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