[sitka/doc/acquisitions.git] / intro / acq-workflow.xml

<?xml version='1.0' encoding='UTF-8'?>\r
<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
   xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-workflow">\r
   <info>\r
      <title>Recommended Workflows</title>\r
      <legalnotice>\r
         <para><emphasis role="bold">Adapted with permission from original material by the <link\r
                  xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
                  xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
                  Community</link></emphasis></para>\r
      </legalnotice>\r
      \r
     \r
\r
      <abstract>\r
         <para>Sitka Staff have put together the following recommended workflows for acquisitions.</para>\r
<para>Please contact Sitka Support regarding acquisitions workflow questions.</para>\r
</abstract>\r
      \r
\r
   </info>\r
\r
<section xml:id="acq-workflow-one">\r
<title>Selection Using the Catalogue</title>\r
\r
<para><emphasis>This workflow assumes that selectors have the cataloguing skills necessary to decide which bibliographic record is the best bibliographic record for \r
the item to be purchased.</emphasis></para>\r
\r
<simplesect xml:id="workflow-one-selection">\r
<title>Selection</title>\r
<procedure>\r
\r
<step>\r
<para>Selector uses a combination of:</para>\r
<itemizedlist>\r
<listitem>\r
<para>a <link linkend="lineitem-catalogue-search">line item and catalogue search</link></para>\r
</listitem>\r
<listitem>\r
<para>the <link linkend="view-place-orders">View/Place Order</link> feature.</para>\r
</listitem>\r
<listitem>\r
<para>the <link linkend="catalog-record-ids">Load Catalogue Record Ids</link>.</para>\r
</listitem>\r
</itemizedlist>\r
</step>\r
<step>\r
<para>The MARC Federated search is used to locate any records not found in the catalogue.</para>\r
\r
<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
source.</emphasis></para>\r
</step>\r
\r
<step>\r
<para>Selector adds the following to each line item on the selection list.</para>\r
<itemizedlist>\r
<listitem>\r
<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-notes-lineitems">notes</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="apply-funds-acq">fund</link></para>\r
</listitem>\r
</itemizedlist>\r
</step>\r
</procedure>\r
\r
</simplesect>\r
\r
\r
<simplesect xml:id="workflow-one-purchasing">\r
<title>Purchasing</title>\r
\r
<procedure>\r
<step>\r
<para>Purchaser retrieves the selection list and <link linkend="convert-selection-list">converts it to a purchase order</link>.</para>\r
</step>\r
<step>\r
<para>Purchaser checks that line items are complete and <link linkend="activate-purchase-order">activates the purchase order</link>.</para>\r
</step>\r
<step>\r
<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
</step>\r
<step>\r
<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
</step>\r
</procedure>\r
   \r
</simplesect>\r
\r
\r
<simplesect xml:id="workflow-one-receiving">\r
<title>Receiving/Invoicing</title>\r
\r
<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
<procedure>\r
<step>\r
<para>Receiver <link linkend="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
</step>\r
<step>\r
<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
</step>\r
<step>\r
<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
</step>\r
<step>\r
<para>Invoice is paid and closed.</para>\r
</step>\r
<step>\r
<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
</step>\r
</procedure>\r
\r
<para><emphasis role="bold">On Invoice</emphasis></para>\r
\r
<procedure>\r
<step>\r
<para>Receiver <link linkend="creating-invoices">creates an invoice</link> either from an entire purchase order or from a single line item.</para>\r
</step>\r
<step>\r
<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
</step>\r
<step>\r
<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
</step>\r
<step>\r
<para>Invoice is paid and closed.</para>\r
</step>\r
<step>\r
<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
<simplesect xml:id="workflow-one-cataloguing">\r
<title>Cataloguing</title>\r
\r
<procedure>\r
<step>\r
<para>Cataloguer updates barcode and copy information for each item.</para>\r
</step>\r
<step>\r
<para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r
xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html"> imports a full record</link>\r
 or does <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r
 to replace any brief bibliographic records.</para>\r
</step>\r
<step>\r
<para>Items are processed and checked in.</para>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
</section>\r
\r
<section xml:id="acq-workflow-two">\r
<title>Selection Using Brief Records</title>\r
\r
<simplesect xml:id="workflow-two-selection">\r
<title>Selection</title>\r
\r
<procedure>\r
<step>\r
<para>Selector <link linkend="create-purchase-order">creates a purchase order</link>.</para>\r
</step>\r
<step>\r
<para>Selector <link linkend="add-brief-purchase">adds brief records</link> to the purchase order for each item.</para>\r
</step>\r
<step>\r
<para>Selector adds the following to each line item on the purchase order:</para>\r
<itemizedlist>\r
<listitem>\r
<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-notes-lineitems">notes</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="apply-funds-acq">fund</link></para>\r
</listitem>\r
</itemizedlist> \r
</step>\r
</procedure>\r
</simplesect>\r
\r
<simplesect xml:id="workflow-two-purchasing">\r
<title>Purchasing</title>\r
\r
<procedure>\r
<step>\r
<para>Purchaser/Selector checks that line items are complete and <link linkend="activate-purchase-order">activates the purchase order</link>.</para>\r
</step>\r
<step>\r
<para>Purchaser (or Cataloguer) uses the <link linkend="load-bib-vandelay">Vandelay interface</link> to merge all brief records with full records already\r
 in the catalogue. Only items that do not already exist in the catalogue will use a brief record.</para>\r
</step>\r
<step>\r
<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
</step>\r
</procedure>\r
\r
</simplesect>\r
\r
<simplesect xml:id="workflow-two-receiving">\r
\r
<title>Receiving/Invoicing</title>\r
\r
<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
\r
<procedure>\r
<step>\r
<para>Receiver <link linkend="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
</step>\r
<step>\r
<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
</step>\r
<step>\r
<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
</step>\r
<step>\r
<para>Invoice is paid and closed.</para>\r
</step>\r
<step>\r
<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
</step>\r
</procedure>\r
\r
<para><emphasis rold="bold">On Invoice</emphasis></para>\r
\r
<procedure>\r
<step>\r
<para>Receiver <link linkend="creating-invoices">creates an invoice</link> either from an entire purchase order or from a single line item.</para>\r
</step>\r
<step>\r
<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
</step>\r
<step>\r
<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
</step>\r
<step>\r
<para>Invoice is paid and closed.</para>\r
</step>\r
<step>\r
<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
</step>\r
</procedure>\r
\r
</simplesect>\r
\r
<simplesect xml:id="workflow-two-cataloguing">\r
<title>Cataloguing</title>\r
\r
<procedure>\r
<step>\r
<para>Cataloguer updates barcode and copy information for each item.</para>\r
</step>\r
<step>\r
<para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r
xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html"> imports a full record</link>\r
 or does <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r
 to replace any brief bibliographic records.</para>\r
</step>\r
<step>\r
<para>Items are processed and checked in.</para>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
</section>\r
\r
<section xml:id="acq-workflow-three">\r
<title>Selection By Loading MARC Order Records</title>\r
\r
<simplesect xml:id="workflow-three-admin">\r
<title>Admin</title>\r
\r
<procedure>\r
<step>\r
<para>A 970 holdings tag is set up in the <link linkend="provider-profile">provider's record</link>.</para>\r
</step>\r
<step>\r
<para>The 970 holdings tag is set up with the actual provider to contain the following <link linkend="holding-subfield">subfields</link>:</para>\r
<itemizedlist>\r
<listitem>\r
<para>b: barcode</para>\r
</listitem>\r
<listitem>\r
<para>c: call number</para>\r
</listitem>\r
<listitem>\r
<para>m: circ modifier</para>\r
</listitem>\r
<listitem>\r
<para>l: copy location</para>\r
</listitem>\r
<listitem>\r
<para>e: estimated price</para>\r
</listitem>\r
<listitem>\r
<para>f: fund code</para>\r
</listitem>\r
<listitem>\r
<para>n: note</para>\r
</listitem>\r
<listitem>\r
<para>o: owning library</para>\r
</listitem>\r
<listitem>\r
<para>q: quantity</para>\r
</listitem>\r
</itemizedlist>\r
</step>\r
</procedure>\r
\r
<para>The subfields used will depend on the provider. $o must always be used.</para> \r
</simplesect>\r
\r
<simplesect xml:id="workflow-three-selection">\r
<title>Selection</title>\r
\r
<procedure>\r
<step>\r
<para>Selector creates a cart on the provider's website and adds the desired items to the cart.</para>\r
</step>\r
\r
<step>\r
<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
</step>\r
\r
<step>\r
<para>Clear the cart. Do NOT submit the cart as an order to your provider via their website.</para>\r
</step>\r
</procedure>\r
\r
</simplesect>\r
\r
<simplesect xml:id="workflow-three-load-marc">\r
<title>Load MARC Order Records</title>\r
\r
<procedure>\r
\r
<step>\r
<para>Selector/Cataloguer <link linkend="marc-order-records">uploads the MARC record file</link> from the provider.</para>\r
<itemizedlist>\r
<listitem>\r
<para>A purchase order or selection list may be created out of the MARC records.</para>\r
</listitem>\r
<listitem>\r
<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
</listitem>\r
</itemizedlist>\r
</step>\r
<step>\r
<para>Selector/Cataloguer uses the <link linkend="load-bib-vandelay">Vandelay interface</link> to import the bibliographic records into the catalogue.</para>\r
</step>\r
<step>\r
<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
<itemizedlist>\r
<listitem>\r
<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-notes-lineitems">notes</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="apply-funds-acq">fund</link></para>\r
</listitem>\r
</itemizedlist>\r
</step>\r
<step>\r
<para>If a selection list, the Selector/Purchaser <link linkend="convert-selection-list">converts the selection list to a purchase order</link>\r
 and <link linkend="activate-purchase-order">activates it</link>.</para>\r
<para>If a purchase order, the Selector/Purchaser <link linkend="activate-purchase-order">activates the purchase order</link>.</para>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
<simplesect xml:id="workflow-three-receiving">\r
<title>Receiving/Invoicing</title>\r
\r
<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
\r
<procedure>\r
<step>\r
<para>Receiver <link linkend="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
</step>\r
<step>\r
<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
</step>\r
<step>\r
<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
</step>\r
<step>\r
<para>Invoice is paid and closed.</para>\r
</step>\r
<step>\r
<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
</step>\r
</procedure>\r
\r
<para><emphasis role="bold">On Invoice</emphasis></para>\r
\r
<procedure>\r
<step>\r
<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
</step>\r
<step>\r
<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
</step>\r
<step>\r
<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
</step>\r
<step>\r
<para>Invoice is paid and closed.</para>\r
</step>\r
<step>\r
<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
<simplesect xml:id="workflow-three-cataloguing">\r
<title>Cataloguing</title>\r
\r
<procedure>\r
<step>\r
<para>Cataloguer updates barcode and copy information for each item.</para>\r
</step>\r
<step>\r
<para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r
xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html"> imports a full record</link>\r
 or does <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r
 to replace any brief bibliographic records.</para>\r
</step>\r
<step>\r
<para>Items are processed and checked in.</para>\r
</step>\r
</procedure>\r
</simplesect>\r
</section>\r
\r
<section xml:id="acq-workflow-preview-items">\r
<title>Workflow: Tracking Preview Items</title>\r
\r
<simplesect xml:id="workflow-preview-initial">\r
<title>Initial Set Up</title>\r
\r
<procedure>\r
<step>\r
<para><link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/lsa-copy-locations.html" \r
xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/lsa-copy-locations.html">Create a Copy Location</link> that is OPAC invisible specifically \r
for use with your preview items.</para>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
<simplesect xml:id="workflow-preview-order">\r
<title>Ordering Preview Items</title>\r
\r
<procedure>\r
<step>\r
<para>Create a Selection List or Purchase Order for the preview items.</para>\r
</step>\r
<step>\r
<para>Add the following to each line item:</para>\r
<itemizedlist>\r
<listitem>\r
<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-notes-lineitems">notes</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="apply-funds-acq">fund</link></para>\r
</listitem>\r
<listitem>\r
<para>copy location specific to preview items</para>\r
</listitem>\r
</itemizedlist>\r
</step>\r
<step>\r
<para>If not already done, convert the selection list to a purchase order.</para>\r
</step> \r
<step>\r
<para>Include a note on the purchase order to indicate that the items are preview items.</para>\r
</step>\r
<step>\r
<para>Activate the purchase order.</para>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
<simplesect xml:id="workflow-preview-purchase">\r
<title>Preview Items You Decide to Purchase</title>\r
\r
<procedure>\r
<step>\r
<para>Create an invoice containing only those item you have decided to purchase.</para>\r
</step>\r
<step>\r
<para>Receive the items either on the purchase order or through the invoice.</para>\r
</step>\r
<step>\r
<para>Update the MARC and item records as needed.</para>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
<simplesect xml:id="workflow-preview-return">\r
<title>Preview Items You Decide to Return</title>\r
\r
<procedure>\r
<step>\r
<para>Cancel those items you have decided to return using the cancel reason Returned Preview Item.</para>\r
</step>\r
<step>\r
<para>The funds will un-encumber for those items and the copies will be deleted from the catalogue.</para>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
</section>\r
\r
</chapter>\r