Internal links added to Workflow section.
[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
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23<section xml:id="acq-workflow-one">\r
24<title>Workflow 1: Using the Catalogue</title>\r
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
88252180 64<para><link linkend="add-notes-lineitem">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
88252180 90<para>Purchaser (or Cataloguer) uses the <link linkend="load-bib-vandelay-temp">Vandelay interface</link> to import any records coming from outside the catalogue.</para>\r
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91</step>\r
92<step>\r
93<para>Purchase order is mailed/emailed/faxed to provider (unless the order has already been entered directly on the provider's website).</para>\r
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
88252180 106<para>Receiver <link link="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
88252180 109<para>Receiver creates an <link linkend="acq-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
88252180 126<para>Receiver <link linkend="acq-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
151<para>Cataloguer imports a full record or does original cataloguing to replace any brief bibliographic records.</para>\r
152</step>\r
153<step>\r
154<para>Items are processed and checked in.</para>\r
155</step>\r
156</procedure>\r
157</simplesect>\r
158\r
159</section>\r
160\r
161<section xml:id="acq-workflow-two">\r
162<title>Workflow 2: Using Brief Records</title>\r
163\r
164<simplesect xml:id="workflow-two-selection">\r
165<title>Selection</title>\r
166\r
167<procedure>\r
168<step>\r
88252180 169<para>Selector <link linkend="create-purchase-order">creates a purchase order</link>.</para>\r
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170</step>\r
171<step>\r
88252180 172<para>Selector <link linkend="add-brief-purchase">adds brief records</link> to the purchase order for each item.</para>\r
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173</step>\r
174<step>\r
88252180 175<para>Selector adds the following to each line item on the purchase order:</para>\r
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176<itemizedlist>\r
177<listitem>\r
88252180 178<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
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179</listitem>\r
180<listitem>\r
88252180 181<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
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182</listitem>\r
183<listitem>\r
88252180 184<para><link linkend="add-notes-lineitem">notes</link></para>\r
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185</listitem>\r
186<listitem>\r
88252180 187<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
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188</listitem>\r
189<listitem>\r
88252180 190<para><link linkend="apply-funds-acq">fund</link></para>\r
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191</listitem>\r
192</itemizedlist> \r
193</step>\r
194</procedure>\r
195</simplesect>\r
196\r
197<simplesect xml:id="workflow-two-purchasing">\r
198<title>Purchasing</title>\r
199\r
200<procedure>\r
201<step>\r
202<para>Purchaser/Selector checks that line items are complete and activates the purchase order.</para>\r
203</step>\r
204<step>\r
205<para>Purchaser (or Cataloguer) uses the Vandelay interface to merge all brief records with full records already in the catalogue. Only items that do not already exist in the catalogue will use a brief record.</para>\r
206</step>\r
207<step>\r
208<para>Purchase order is mailed/emailed/faxed to provider (unless the order has already been entered directly on the provider's website).</para>\r
209</step>\r
210</procedure>\r
211\r
212</simplesect>\r
213\r
214<simplesect xml:id="workflow-two-receiving">\r
215\r
216<title>Receiving/Invoicing</title>\r
217\r
88252180 218<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
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219\r
220<procedure>\r
221<step>\r
88252180 222<para>Receiver <link link="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
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223</step>\r
224<step>\r
88252180 225<para>Receiver creates an <link linkend="acq-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
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226</step>\r
227<step>\r
88252180 228<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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229</step>\r
230<step>\r
231<para>Invoice is paid and closed.</para>\r
232</step>\r
233<step>\r
234<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
235</step>\r
236</procedure>\r
237\r
88252180 238<para><emphasis rold="bold">On Invoice</emphasis></para>\r
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239\r
240<procedure>\r
241<step>\r
88252180 242<para>Receiver <link linkend="acq-invoices">creates an invoice</link> either from an entire purchase order or from a single line item.</para>\r
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243</step>\r
244<step>\r
88252180 245<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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246</step>\r
247<step>\r
88252180 248<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
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249</step>\r
250<step>\r
251<para>Invoice is paid and closed.</para>\r
252</step>\r
253<step>\r
254<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
255</step>\r
256</procedure>\r
257\r
258</simplesect>\r
259\r
260<simplesect xml:id="workflow-two-cataloguing">\r
261<title>Cataloguing</title>\r
262\r
263<procedure>\r
264<step>\r
265<para>Cataloguer updates barcode and copy information for each item.</para>\r
266</step>\r
267<step>\r
268<para>Cataloguer imports a full record or does original cataloguing to replace any brief bibliographic records.</para>\r
269</step>\r
270<step>\r
271<para>Items are processed and checked in.</para>\r
272</step>\r
273</procedure>\r
274</simplesect>\r
275\r
276</section>\r
277\r
278<section xml:id="acq-workflow-three">\r
279<title>Workflow 3: Loading MARC Order Records</title>\r
280\r
281<simplesect xml:id="workflow-three-admin">\r
282<title>Admin</title>\r
283\r
284<procedure>\r
285<step>\r
286<para>A 970 holdings tag is set up with the provider to contain the following subfields:</para>\r
287<itemizedlist>\r
288<listitem>\r
289<para>b: barcode</para>\r
290</listitem>\r
291<listitem>\r
292<para>c: call number</para>\r
293</listitem>\r
294<listitem>\r
295<para>m: circ modifier</para>\r
296</listitem>\r
297<listitem>\r
298<para>l: copy location</para>\r
299</listitem>\r
300<listitem>\r
301<para>e: estimated price</para>\r
302</listitem>\r
303<listitem>\r
304<para>f: fund code</para>\r
305</listitem>\r
306<listitem>\r
307<para>n: note</para>\r
308</listitem>\r
309<listitem>\r
310<para>o: owning library</para>\r
311</listitem>\r
312<listitem>\r
313<para>q: quantity</para>\r
314</listitem>\r
315</itemizedlist>\r
316</step>\r
317</procedure>\r
318\r
319<para>The subfields used will depend on the provider. $o must always be used.</para> \r
320</simplesect>\r
321\r
322<simplesect xml:id="workflow-three-load-marc">\r
323<title>Load MARC Order Records</title>\r
324\r
325<procedure>\r
326<step>\r
327<para>Selector/Cataloguer uploads the MARC record file from the provider.</para>\r
328<itemizedlist>\r
329<listitem>\r
330<para>A purchase order or selection list may be created out of the MARC records.</para>\r
331</listitem>\r
332<listitem>\r
333<para>If subfields l, e, f, o, and q are used in the 970 field a purchase order can be createrd and activated at this time.</para>\r
334</listitem>\r
335</itemizedlist>\r
336</step>\r
337<step>\r
338<para>Selector/Cataloguer uses the Vandelay interface to import the bibliographic records into the catalogue.</para>\r
339</step>\r
340<step>\r
341<para>If not supplied through the 970 field Selector adds the following information to each line item on the purchase order or selection list:</para>\r
342<itemizedlist>\r
343<listitem>\r
88252180 344<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
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345</listitem>\r
346<listitem>\r
88252180 347<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
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348</listitem>\r
349<listitem>\r
88252180 350<para><link linkend="add-notes-lineitem">notes</link></para>\r
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351</listitem>\r
352<listitem>\r
88252180 353<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
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354</listitem>\r
355<listitem>\r
88252180 356<para><link linkend="apply-funds-acq">fund</link></para>\r
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357</listitem>\r
358</itemizedlist>\r
359</step>\r
360<step>\r
361<para>If a selection list, the Selector/Purchaser converts the selection list to a purchase order and activates it.</para>\r
362<para>If a purchase order, the Selector/Purchaser activates the purchase order.</para>\r
363</step>\r
364</procedure>\r
365</simplesect>\r
366\r
367<simplesect xml:id="workflow-three-receiving">\r
368<title>Receiving/Invoicing</title>\r
369\r
88252180 370<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
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371\r
372<procedure>\r
373<step>\r
88252180 374<para>Receiver <link link="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
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375</step>\r
376<step>\r
88252180 377<para>Receiver creates an <link linkend="acq-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
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378</step>\r
379<step>\r
88252180 380<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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381</step>\r
382<step>\r
383<para>Invoice is paid and closed.</para>\r
384</step>\r
385<step>\r
386<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
387</step>\r
388</procedure>\r
389\r
88252180 390<para><emphasis role="bold">On Invoice</emphasis></para>\r
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391\r
392<procedure>\r
393<step>\r
88252180 394<para>Receiver creates an <link linkend="acq-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
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395</step>\r
396<step>\r
88252180 397<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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398</step>\r
399<step>\r
88252180 400<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
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401</step>\r
402<step>\r
403<para>Invoice is paid and closed.</para>\r
404</step>\r
405<step>\r
406<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
407</step>\r
408</procedure>\r
409</simplesect>\r
410\r
411<simplesect xml:id="workflow-three-cataloguing">\r
412<title>Cataloguing</title>\r
413\r
414<procedure>\r
415<step>\r
416<para>Cataloguer updates barcode and copy information for each item.</para>\r
417</step>\r
418<step>\r
419<para>Cataloguer imports a full record or does original cataloguing to replace any brief bibliographic records.</para>\r
420</step>\r
421<step>\r
422<para>Items are processed and checked in.</para>\r
423</step>\r
424</procedure>\r
425</simplesect>\r
426</section>\r
427\r
fee352b0 428</chapter>\r