New One Time Purchase

Owned by Jack Mulvaney (Unlicensed)
Last updated: Apr 12, 2022
2 min read

Description

Getting a new electronic resource for the library (regardless of material type.)

FOLIO Apps Required:

  • Agreement, Organizations, Orders, Invoices, Licenses (Possible), eHoldings, Inventory (Possible)

Related Workflows:

  •  

Trigger

Request from someone at the library or on campus (via requestor system or a collection development process)

Output

Record creation & connection in FOLIO apps, payment to a vendor, making the resource discoverable and accessible to patrons

Staff Involved

  • Collection development librarian, Acquisitions Staff, Cataloging/Discovery Staff

 

  1. Assess whether you need a new Agreement

    1. Some OTPs might be attached to an existing agreement

  2. Reviewing Organization data (does it exist, does it need to be created/updated?)

    1. For new organizations, work with Comptroller to establish tax data, etc.

  3. Create the order (PO and POL) in FOLIO

    1. Create inventory records as applicable or

    2. Source the metadata for a POL from existing inventory

  4. Communicate with vendor:

    1. Resolve license (not always applicable, see specific license workflow document)

    2. Supply vendor with local organization data (addresses, contacts, IP addresses, etc)

    3. Vendor supplies URL, source for metadata records, notes recorded in Agreement, contact data, etc.

  5. Process the invoice in FOLIO (which will be sent to AP for payment to be processed)

  6. Set up authentication for the resource

    1. If needed, create a Shortened URL

  7. Review eHoldings/HLM for an appropriate package or title

    1. Additional work may take place in the EBSCO Admin for Discovery metadata & linking

    2. Record an entry on a local Database A-Z list

  8. Record relevant data in Agreement fields and link all FOLIO records together to the Agreement

    1. Recording any and all notes relating to the above

  9. Inform the requester that the resource is now available 

Notes:

  • In FOLIO, the focus is on actual creation of new records for a OTP

  • Outside of FOLIO, the focus is one vendor communication and making the resource discoverable and accessible

  • Depending on if the resource is a one off title, or a collection catalogers may need to batch load resources to FOLIO Inventory

  • The above steps are not always completed in this sequence

  • Some one time purchases may be attached to an existing agreement, so rather than creating an agreement from scratch an existing agreement would be updated