[Wactclc-alma] Question about PO lines for ERM

Tue Jan 21 15:42:45 PST 2020

Hi all,

Sorry to ask again, but I tried to link one of our unattached PO lines to a record. The only options I have are "Close" and "Edit", but no "Change Bib Reference" or anything similar.
Is there something I'm missing about linking a PO that was never attached to a record or am I not able to because of the way it was created?

Thank you so much for the help,

Jack C Bryant
Program Coordinator
Ray Howard Library

Shoreline Community College
www.library.shoreline.edu  |  206.546.4663

________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> on behalf of Guidry, Wade <WadeG at bigbend.edu>
Sent: Tuesday, January 14, 2020 6:28 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Question about PO lines for ERM

Jack,

To add to what Kirsti says, you can relink (or in your case, link) existing POLs to records in Alma in lots of cases.

Those cases are outlined here:

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/020Purchasing/045Closing%2C_Reopening%2C_and_Relinking_PO_Lines#Relinking_PO_Lines

So, if you’d like to go back and edit your existing POLs, be aware of this.

Also, the typical acquisitions workflow in Alma is to order something from a record you find in Alma, either in the Instituitonal Zone or Community Zone.

So, you search Alma, find the record, and then select ‘order’ from that record. If the record doesn’t already exist in Alma, you create or import the record, and then order from that record.

Using that workflow, your POL will be associated with a record from the outset.

Feel free to post any follow up questions, based on Kirsti’s and my responses.

Wade Guidry

WACTCLC

Library Consortium Services Manager

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

http://www.wactclc.org<http://www.wactclc.org/>

509.760.4474

Pronouns: he/him/his

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Thomas, Kirsti
Sent: Tuesday, January 14, 2020 2:57 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Question about PO lines for ERM

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The big thing with e-resources is that if you don't have POLs attached to an electronic collection and/or electronic title, you may not be able to generate any Cost Per Use stats in conjunction with COUNTER reports in Alma Analytics.

In general, it's a good idea to have POLs linked directly to something, rather than having them floating around free without any links to the records that let you manage the resources.

I'm a huge fan of Alma's "Technical" Purchase order type.  In situations where you have a package that pays for lots of things together, this allows you to point all the constituent parts at the payment and invoice records in Alma without having to create elaborate schemes for manually divvying up the overall cost among the parts.

For example, we buy into the Proquest package deal brokered by the State Library.  The POL with the price and fund information is set up as an "Order without inventory."  For each electronic collection in Alma that's part of the package (e.g. Research Library, ABI/Inform, etc.), we create a Technical POL that points to the "Order without inventory" POL.

Having POLs linked to electronic collections means that if I'm looking at the list of Electronic Collections in Alma, and want to check on the order and invoice info, I can easily click through to the POL and see things like the subscription renewal date, etc.  That's a time saver over having to do a new repository search to find an unlinked POL.

[cid:image001.jpg at 01D5CB08.71CD6240]

With our Films On Demand subscription, we pay for the Films On Demand Master Academic Video Package, and Infobase throws in the Films on Demand Archival Films & Newsreels Video Collection for free.  Both product names appear on our invoice. When we get MARC records from the vendor, however, they don't separate the record by package-- they just give us all the MARC records.  The way we deal with this is to have 3 electronic collections in Alma, which are all linked together through the POLs.  We use the "Database" type CZ electronic collections for Films On Demand Master Academic Video Package and Films on Demand Archival Films & Newsreels Video Collection.

Films On Demand Master Academic Video Package is what we pay for, so that has the "Purchase at Vendor" POL with the total price for the package, fund, and subscription renewal dates.  Films on Demand Archival Films & Newsreels Video Collection has a Technical POL that lists the POL number for the Films On Demand Master Academic Video Package.  The 3rd electronic collection is a local electronic collection that has all the bib records that we import from the vendor.  It also has a Technical POL that lists the POL number for the Films On Demand Master Academic Video Package.

I don't know if this makes sense (I haven't had lunch yet) ;)

In a nutshell-- if you're going to record your order and invoice info in Alma, it makes sense to attach your POLs to your e-resource records and vice versa.

It will be ok!

Kirsti S. Thomas

Library Technical Service Manager

Seattle Colleges

kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Bryant, Jack C.
Sent: Monday, January 13, 2020 13:58
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Question about PO lines for ERM

Hi all,

SJ and I were trying to figure out which way is most advantageous for creating PO's for streaming film/electronic databases.

Looking at past records in Alma, we mostly have floating access PO lines that are not linked to anything except an invoice.

For our streaming films in Alma, we have Marc records, but they are not linked to a PO. As for databases in Alma, we only have PO lines/invoices.

Is there a reason to do this differently, or is this a matter of preference?

Our main concern is if we potentially lose data in analytics by doing it this way.

Thanks for the help,

Jack C Bryant
Program Coordinator
Ray Howard Library

Shoreline Community College
www.library.shoreline.edu<http://www.library.shoreline.edu>  |  206.546.4663

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