adding note for new feature
[sitka/doc/acquisitions.git] / intro / acq-workflow.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-workflow">\r
4 <info>\r
5 <title>Recommended Workflows</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
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16 <para>Sitka Staff have put together the following recommended workflows for acquisitions.</para>\r
17<para>Please contact Sitka Support regarding acquisitions workflow questions.</para>\r
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18</abstract>\r
19 \r
20\r
21 </info>\r
22\r
ce27a6d7 23<section xml:id="acq-workflow-one">\r
10fb519b 24<title>Selection Using the Catalogue</title>\r
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25\r
26<para><emphasis>This workflow assumes that selectors have the cataloguing skills necessary to decide which bibliographic record is the best bibliographic record for \r
27the item to be purchased.</emphasis></para>\r
28\r
29<simplesect xml:id="workflow-one-selection">\r
30<title>Selection</title>\r
31<procedure>\r
32\r
33<step>\r
34<para>Selector uses a combination of:</para>\r
35<itemizedlist>\r
36<listitem>\r
88252180 37<para>a <link linkend="lineitem-catalogue-search">line item and catalogue search</link></para>\r
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38</listitem>\r
39<listitem>\r
40<para>the <link linkend="view-place-orders">View/Place Order</link> feature.</para>\r
41</listitem>\r
42<listitem>\r
43<para>the <link linkend="catalog-record-ids">Load Catalogue Record Ids</link>.</para>\r
44</listitem>\r
45</itemizedlist>\r
46</step>\r
47<step>\r
48<para>The MARC Federated search is used to locate any records not found in the catalogue.</para>\r
ce27a6d7 49\r
88252180 50<para><emphasis>The <link linkend="marc-federated-search">MARC Federated search</link> may also be used in place of a line item and catalogue search by only using the Evergreen catalogue as a search \r
ce27a6d7 51source.</emphasis></para>\r
88252180 52</step>\r
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53\r
54<step>\r
55<para>Selector adds the following to each line item on the selection list.</para>\r
56<itemizedlist>\r
57<listitem>\r
88252180 58<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
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59</listitem>\r
60<listitem>\r
88252180 61<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
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62</listitem>\r
63<listitem>\r
b7849ca1 64<para><link linkend="add-notes-lineitems">notes</link></para>\r
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65</listitem>\r
66<listitem>\r
88252180 67<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
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68</listitem>\r
69<listitem>\r
88252180 70<para><link linkend="apply-funds-acq">fund</link></para>\r
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71</listitem>\r
72</itemizedlist>\r
73</step>\r
74</procedure>\r
75\r
76</simplesect>\r
77\r
78\r
79<simplesect xml:id="workflow-one-purchasing">\r
80<title>Purchasing</title>\r
81\r
82<procedure>\r
83<step>\r
88252180 84<para>Purchaser retrieves the selection list and <link linkend="convert-selection-list">converts it to a purchase order</link>.</para>\r
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85</step>\r
86<step>\r
88252180 87<para>Purchaser checks that line items are complete and <link linkend="activate-purchase-order">activates the purchase order</link>.</para>\r
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88</step>\r
89<step>\r
10fb519b 90<para>Purchaser (or Cataloguer) uses the <link linkend="load-bib-vandelay">Vandelay interface</link> to import any records coming from outside the catalogue.</para>\r
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91</step>\r
92<step>\r
10fb519b 93<para>Purchase order is sent via mail/email/fax/EDI to provider (unless the order has already been entered directly on the provider's website).</para>\r
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94</step>\r
95</procedure>\r
96 \r
97</simplesect>\r
98\r
99\r
100<simplesect xml:id="workflow-one-receiving">\r
101<title>Receiving/Invoicing</title>\r
102\r
88252180 103<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
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104<procedure>\r
105<step>\r
d431178a 106<para>Receiver <link linkend="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
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107</step>\r
108<step>\r
b7849ca1 109<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
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110</step>\r
111<step>\r
88252180 112<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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113</step>\r
114<step>\r
115<para>Invoice is paid and closed.</para>\r
116</step>\r
117<step>\r
118<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
119</step>\r
120</procedure>\r
121\r
88252180 122<para><emphasis role="bold">On Invoice</emphasis></para>\r
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123\r
124<procedure>\r
125<step>\r
b7849ca1 126<para>Receiver <link linkend="creating-invoices">creates an invoice</link> either from an entire purchase order or from a single line item.</para>\r
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127</step>\r
128<step>\r
88252180 129<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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130</step>\r
131<step>\r
88252180 132<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
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133</step>\r
134<step>\r
135<para>Invoice is paid and closed.</para>\r
136</step>\r
137<step>\r
138<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
139</step>\r
140</procedure>\r
141</simplesect>\r
142\r
143<simplesect xml:id="workflow-one-cataloguing">\r
144<title>Cataloguing</title>\r
145\r
146<procedure>\r
147<step>\r
148<para>Cataloguer updates barcode and copy information for each item.</para>\r
149</step>\r
150<step>\r
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151<para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r
152xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html"> imports a full record</link>\r
153 or does <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
154xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r
155 to replace any brief bibliographic records.</para>\r
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156</step>\r
157<step>\r
158<para>Items are processed and checked in.</para>\r
159</step>\r
160</procedure>\r
161</simplesect>\r
162\r
163</section>\r
164\r
165<section xml:id="acq-workflow-two">\r
10fb519b 166<title>Selection Using Brief Records</title>\r
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167\r
168<simplesect xml:id="workflow-two-selection">\r
169<title>Selection</title>\r
170\r
171<procedure>\r
172<step>\r
88252180 173<para>Selector <link linkend="create-purchase-order">creates a purchase order</link>.</para>\r
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174</step>\r
175<step>\r
88252180 176<para>Selector <link linkend="add-brief-purchase">adds brief records</link> to the purchase order for each item.</para>\r
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177</step>\r
178<step>\r
88252180 179<para>Selector adds the following to each line item on the purchase order:</para>\r
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180<itemizedlist>\r
181<listitem>\r
88252180 182<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
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183</listitem>\r
184<listitem>\r
88252180 185<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
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186</listitem>\r
187<listitem>\r
b7849ca1 188<para><link linkend="add-notes-lineitems">notes</link></para>\r
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189</listitem>\r
190<listitem>\r
88252180 191<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
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192</listitem>\r
193<listitem>\r
88252180 194<para><link linkend="apply-funds-acq">fund</link></para>\r
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195</listitem>\r
196</itemizedlist> \r
197</step>\r
198</procedure>\r
199</simplesect>\r
200\r
201<simplesect xml:id="workflow-two-purchasing">\r
202<title>Purchasing</title>\r
203\r
204<procedure>\r
205<step>\r
d431178a 206<para>Purchaser/Selector checks that line items are complete and <link linkend="activate-purchase-order">activates the purchase order</link>.</para>\r
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207</step>\r
208<step>\r
10fb519b 209<para>Purchaser (or Cataloguer) uses the <link linkend="load-bib-vandelay">Vandelay interface</link> to merge all brief records with full records already\r
d431178a 210 in the catalogue. Only items that do not already exist in the catalogue will use a brief record.</para>\r
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211</step>\r
212<step>\r
10fb519b 213<para>Purchase order is sent via mail/email/fax/EDI to provider (unless the order has already been entered directly on the provider's website).</para>\r
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214</step>\r
215</procedure>\r
216\r
217</simplesect>\r
218\r
219<simplesect xml:id="workflow-two-receiving">\r
220\r
221<title>Receiving/Invoicing</title>\r
222\r
88252180 223<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
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224\r
225<procedure>\r
226<step>\r
d431178a 227<para>Receiver <link linkend="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
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228</step>\r
229<step>\r
b7849ca1 230<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
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231</step>\r
232<step>\r
88252180 233<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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234</step>\r
235<step>\r
236<para>Invoice is paid and closed.</para>\r
237</step>\r
238<step>\r
239<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
240</step>\r
241</procedure>\r
242\r
88252180 243<para><emphasis rold="bold">On Invoice</emphasis></para>\r
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244\r
245<procedure>\r
246<step>\r
b7849ca1 247<para>Receiver <link linkend="creating-invoices">creates an invoice</link> either from an entire purchase order or from a single line item.</para>\r
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248</step>\r
249<step>\r
88252180 250<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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251</step>\r
252<step>\r
88252180 253<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
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254</step>\r
255<step>\r
256<para>Invoice is paid and closed.</para>\r
257</step>\r
258<step>\r
259<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
260</step>\r
261</procedure>\r
262\r
263</simplesect>\r
264\r
265<simplesect xml:id="workflow-two-cataloguing">\r
266<title>Cataloguing</title>\r
267\r
268<procedure>\r
269<step>\r
270<para>Cataloguer updates barcode and copy information for each item.</para>\r
271</step>\r
272<step>\r
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273<para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r
274xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html"> imports a full record</link>\r
275 or does <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
276xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r
277 to replace any brief bibliographic records.</para>\r
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278</step>\r
279<step>\r
280<para>Items are processed and checked in.</para>\r
281</step>\r
282</procedure>\r
283</simplesect>\r
284\r
285</section>\r
286\r
287<section xml:id="acq-workflow-three">\r
10fb519b 288<title>Selection By Loading MARC Order Records</title>\r
ce27a6d7 289\r
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290<simplesect xml:id="workflow-three-selection">\r
291<title>Selection</title>\r
292\r
293<procedure>\r
294<step>\r
295<para>Selector creates a cart on the provider's website and adds the desired items to the cart.</para>\r
296</step>\r
297\r
298<step>\r
299<para>Selector downloads the MARC records for the items in the cart. Contact your provider if you require assistance on how to do this.</para>\r
300</step>\r
301\r
302<step>\r
303<para>Clear the cart. Do NOT submit the cart as an order to your provider via their website.</para>\r
304</step>\r
305</procedure>\r
306\r
307</simplesect>\r
308\r
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309<simplesect xml:id="workflow-three-load-marc">\r
310<title>Load MARC Order Records</title>\r
311\r
312<procedure>\r
95612072 313\r
ce27a6d7 314<step>\r
d431178a 315<para>Selector/Cataloguer <link linkend="marc-order-records">uploads the MARC record file</link> from the provider.</para>\r
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316<itemizedlist>\r
317<listitem>\r
318<para>A purchase order or selection list may be created out of the MARC records.</para>\r
319</listitem>\r
320<listitem>\r
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321<para>If subfields l, e, f, o, and q are used in the <link linkend="workflow-three-admin">970 field</link>\r
322 a purchase order can be created and activated at this time.</para>\r
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323</listitem>\r
324</itemizedlist>\r
325</step>\r
326<step>\r
10fb519b 327<para>Selector/Cataloguer uses the <link linkend="load-bib-vandelay">Vandelay interface</link> to import the bibliographic records into the catalogue.</para>\r
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328</step>\r
329<step>\r
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330<para>If not supplied through the <link linked="workflow-three-admin">970 field</link> Selector adds \r
331the following information to each line item on the purchase order or selection list:</para>\r
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332<itemizedlist>\r
333<listitem>\r
88252180 334<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
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335</listitem>\r
336<listitem>\r
88252180 337<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
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338</listitem>\r
339<listitem>\r
b7849ca1 340<para><link linkend="add-notes-lineitems">notes</link></para>\r
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341</listitem>\r
342<listitem>\r
88252180 343<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
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344</listitem>\r
345<listitem>\r
88252180 346<para><link linkend="apply-funds-acq">fund</link></para>\r
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347</listitem>\r
348</itemizedlist>\r
349</step>\r
350<step>\r
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351<para>If a selection list, the Selector/Purchaser <link linkend="convert-selection-list">converts the selection list to a purchase order</link>\r
352 and <link linkend="activate-purchase-order">activates it</link>.</para>\r
353<para>If a purchase order, the Selector/Purchaser <link linkend="activate-purchase-order">activates the purchase order</link>.</para>\r
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354</step>\r
355</procedure>\r
356</simplesect>\r
357\r
358<simplesect xml:id="workflow-three-receiving">\r
359<title>Receiving/Invoicing</title>\r
360\r
88252180 361<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
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362\r
363<procedure>\r
364<step>\r
d431178a 365<para>Receiver <link linkend="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
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366</step>\r
367<step>\r
44213ebc 368<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
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369</step>\r
370<step>\r
88252180 371<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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372</step>\r
373<step>\r
374<para>Invoice is paid and closed.</para>\r
375</step>\r
376<step>\r
377<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
378</step>\r
379</procedure>\r
380\r
88252180 381<para><emphasis role="bold">On Invoice</emphasis></para>\r
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382\r
383<procedure>\r
384<step>\r
b7849ca1 385<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
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386</step>\r
387<step>\r
88252180 388<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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389</step>\r
390<step>\r
88252180 391<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
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392</step>\r
393<step>\r
394<para>Invoice is paid and closed.</para>\r
395</step>\r
396<step>\r
397<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
398</step>\r
399</procedure>\r
400</simplesect>\r
401\r
402<simplesect xml:id="workflow-three-cataloguing">\r
403<title>Cataloguing</title>\r
404\r
405<procedure>\r
406<step>\r
407<para>Cataloguer updates barcode and copy information for each item.</para>\r
408</step>\r
409<step>\r
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410<para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r
411xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html"> imports a full record</link>\r
412 or does <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
413xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r
414 to replace any brief bibliographic records.</para>\r
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415</step>\r
416<step>\r
417<para>Items are processed and checked in.</para>\r
418</step>\r
419</procedure>\r
420</simplesect>\r
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421\r
422<simplesect xml:id="workflow-three-admin">\r
423<title>Admin</title>\r
424\r
425<procedure>\r
426<step>\r
427<para>A 970 holdings tag is set up in the <link linkend="provider-profile">provider's record</link>.</para>\r
428</step>\r
429<step>\r
430<para>The 970 holdings tag is set up with the actual provider to contain the following <link linkend="holding-subfield">subfields</link>:</para>\r
431<itemizedlist>\r
432<listitem>\r
433<para>b: barcode</para>\r
434</listitem>\r
435<listitem>\r
436<para>c: call number</para>\r
437</listitem>\r
438<listitem>\r
439<para>m: circ modifier</para>\r
440</listitem>\r
441<listitem>\r
442<para>l: copy location</para>\r
443</listitem>\r
444<listitem>\r
445<para>e: estimated price</para>\r
446</listitem>\r
447<listitem>\r
448<para>f: fund code</para>\r
449</listitem>\r
450<listitem>\r
451<para>n: note</para>\r
452</listitem>\r
453<listitem>\r
454<para>o: owning library</para>\r
455</listitem>\r
456<listitem>\r
457<para>q: quantity</para>\r
458</listitem>\r
459</itemizedlist>\r
460</step>\r
461</procedure>\r
462\r
463<para>The subfields used will depend on the provider. $o must always be used.</para> \r
464</simplesect>\r
465\r
466\r
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467</section>\r
468\r
75fbb189 469<section xml:id="acq-workflow-preview-items">\r
85bbb2b2 470<title>Workflow: Tracking Preview Items</title>\r
75fbb189 471\r
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472<simplesect xml:id="workflow-preview-initial">\r
473<title>Initial Set Up</title>\r
474\r
475<procedure>\r
476<step>\r
477<para><link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/lsa-copy-locations.html" \r
478xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/lsa-copy-locations.html">Create a Copy Location</link> that is OPAC invisible specifically \r
479for use with your preview items.</para>\r
480</step>\r
481</procedure>\r
482</simplesect>\r
483\r
484<simplesect xml:id="workflow-preview-order">\r
485<title>Ordering Preview Items</title>\r
486\r
487<procedure>\r
488<step>\r
489<para>Create a Selection List or Purchase Order for the preview items.</para>\r
490</step>\r
491<step>\r
492<para>Add the following to each line item:</para>\r
493<itemizedlist>\r
494<listitem>\r
495<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
496</listitem>\r
497<listitem>\r
498<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
499</listitem>\r
500<listitem>\r
501<para><link linkend="add-notes-lineitems">notes</link></para>\r
502</listitem>\r
503<listitem>\r
504<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
505</listitem>\r
506<listitem>\r
507<para><link linkend="apply-funds-acq">fund</link></para>\r
508</listitem>\r
509<listitem>\r
510<para>copy location specific to preview items</para>\r
511</listitem>\r
512</itemizedlist>\r
513</step>\r
514<step>\r
515<para>If not already done, convert the selection list to a purchase order.</para>\r
516</step> \r
517<step>\r
518<para>Include a note on the purchase order to indicate that the items are preview items.</para>\r
519</step>\r
520<step>\r
521<para>Activate the purchase order.</para>\r
522</step>\r
523</procedure>\r
524</simplesect>\r
525\r
526<simplesect xml:id="workflow-preview-purchase">\r
527<title>Preview Items You Decide to Purchase</title>\r
528\r
529<procedure>\r
530<step>\r
531<para>Create an invoice containing only those item you have decided to purchase.</para>\r
532</step>\r
533<step>\r
534<para>Receive the items either on the purchase order or through the invoice.</para>\r
535</step>\r
536<step>\r
537<para>Update the MARC and item records as needed.</para>\r
538</step>\r
539</procedure>\r
540</simplesect>\r
541\r
542<simplesect xml:id="workflow-preview-return">\r
543<title>Preview Items You Decide to Return</title>\r
544\r
545<procedure>\r
546<step>\r
547<para>Cancel those items you have decided to return using the cancel reason Returned Preview Item.</para>\r
548</step>\r
549<step>\r
550<para>The funds will un-encumber for those items and the copies will be deleted from the catalogue.</para>\r
551</step>\r
552</procedure>\r
553</simplesect>\r
554\r
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555</section>\r
556\r
fee352b0 557</chapter>\r