Additional 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
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
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
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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
166<title>Workflow 2: Using Brief Records</title>\r
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
88252180 188<para><link linkend="add-notes-lineitem">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
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209<para>Purchaser (or Cataloguer) uses the <link linkend="load-bib-vandelay-temp">Vandelay interface</link> to merge all brief records with full records already\r
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
213<para>Purchase order is mailed/emailed/faxed to provider (unless the order has already been entered directly on the provider's website).</para>\r
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
88252180 230<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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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
88252180 247<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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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
288<title>Workflow 3: Loading MARC Order Records</title>\r
289\r
290<simplesect xml:id="workflow-three-admin">\r
291<title>Admin</title>\r
292\r
293<procedure>\r
294<step>\r
295<para>A 970 holdings tag is set up with the provider to contain the following subfields:</para>\r
296<itemizedlist>\r
297<listitem>\r
298<para>b: barcode</para>\r
299</listitem>\r
300<listitem>\r
301<para>c: call number</para>\r
302</listitem>\r
303<listitem>\r
304<para>m: circ modifier</para>\r
305</listitem>\r
306<listitem>\r
307<para>l: copy location</para>\r
308</listitem>\r
309<listitem>\r
310<para>e: estimated price</para>\r
311</listitem>\r
312<listitem>\r
313<para>f: fund code</para>\r
314</listitem>\r
315<listitem>\r
316<para>n: note</para>\r
317</listitem>\r
318<listitem>\r
319<para>o: owning library</para>\r
320</listitem>\r
321<listitem>\r
322<para>q: quantity</para>\r
323</listitem>\r
324</itemizedlist>\r
325</step>\r
326</procedure>\r
327\r
328<para>The subfields used will depend on the provider. $o must always be used.</para> \r
329</simplesect>\r
330\r
331<simplesect xml:id="workflow-three-load-marc">\r
332<title>Load MARC Order Records</title>\r
333\r
334<procedure>\r
335<step>\r
d431178a 336<para>Selector/Cataloguer <link linkend="marc-order-records">uploads the MARC record file</link> from the provider.</para>\r
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337<itemizedlist>\r
338<listitem>\r
339<para>A purchase order or selection list may be created out of the MARC records.</para>\r
340</listitem>\r
341<listitem>\r
d431178a 342<para>If subfields l, e, f, o, and q are used in the 970 field a purchase order can be created and activated at this time.</para>\r
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343</listitem>\r
344</itemizedlist>\r
345</step>\r
346<step>\r
d431178a 347<para>Selector/Cataloguer uses the <link linkend="load-bib-vandelay-temp">Vandelay interface</link> to import the bibliographic records into the catalogue.</para>\r
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348</step>\r
349<step>\r
350<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
351<itemizedlist>\r
352<listitem>\r
88252180 353<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
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354</listitem>\r
355<listitem>\r
88252180 356<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
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357</listitem>\r
358<listitem>\r
88252180 359<para><link linkend="add-notes-lineitem">notes</link></para>\r
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360</listitem>\r
361<listitem>\r
88252180 362<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
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363</listitem>\r
364<listitem>\r
88252180 365<para><link linkend="apply-funds-acq">fund</link></para>\r
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366</listitem>\r
367</itemizedlist>\r
368</step>\r
369<step>\r
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370<para>If a selection list, the Selector/Purchaser <link linkend="convert-selection-list">converts the selection list to a purchase order</link>\r
371 and <link linkend="activate-purchase-order">activates it</link>.</para>\r
372<para>If a purchase order, the Selector/Purchaser <link linkend="activate-purchase-order">activates the purchase order</link>.</para>\r
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373</step>\r
374</procedure>\r
375</simplesect>\r
376\r
377<simplesect xml:id="workflow-three-receiving">\r
378<title>Receiving/Invoicing</title>\r
379\r
88252180 380<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
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381\r
382<procedure>\r
383<step>\r
d431178a 384<para>Receiver <link linkend="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
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385</step>\r
386<step>\r
88252180 387<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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388</step>\r
389<step>\r
88252180 390<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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391</step>\r
392<step>\r
393<para>Invoice is paid and closed.</para>\r
394</step>\r
395<step>\r
396<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
397</step>\r
398</procedure>\r
399\r
88252180 400<para><emphasis role="bold">On Invoice</emphasis></para>\r
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401\r
402<procedure>\r
403<step>\r
88252180 404<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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405</step>\r
406<step>\r
88252180 407<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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408</step>\r
409<step>\r
88252180 410<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
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411</step>\r
412<step>\r
413<para>Invoice is paid and closed.</para>\r
414</step>\r
415<step>\r
416<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
417</step>\r
418</procedure>\r
419</simplesect>\r
420\r
421<simplesect xml:id="workflow-three-cataloguing">\r
422<title>Cataloguing</title>\r
423\r
424<procedure>\r
425<step>\r
426<para>Cataloguer updates barcode and copy information for each item.</para>\r
427</step>\r
428<step>\r
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429<para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r
430xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html"> imports a full record</link>\r
431 or does <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
432xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r
433 to replace any brief bibliographic records.</para>\r
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434</step>\r
435<step>\r
436<para>Items are processed and checked in.</para>\r
437</step>\r
438</procedure>\r
439</simplesect>\r
440</section>\r
441\r
fee352b0 442</chapter>\r