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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 | |
9f5fe418 JP |
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 | |
fee352b0 JP |
18 | </abstract>\r |
19 | \r | |
20 | \r | |
21 | </info>\r | |
22 | \r | |
ce27a6d7 JP |
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 | |
27 | the 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 |
ce27a6d7 JP |
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 | 51 | source.</emphasis></para>\r |
88252180 | 52 | </step>\r |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
59 | </listitem>\r |
60 | <listitem>\r | |
88252180 | 61 | <para><link linkend="add-copies-lineitem">number of copies</link></para>\r |
ce27a6d7 JP |
62 | </listitem>\r |
63 | <listitem>\r | |
88252180 | 64 | <para><link linkend="add-notes-lineitem">notes</link></para>\r |
ce27a6d7 JP |
65 | </listitem>\r |
66 | <listitem>\r | |
88252180 | 67 | <para><link linkend="add-alerts-lineitem">alerts</link></para>\r |
ce27a6d7 JP |
68 | </listitem>\r |
69 | <listitem>\r | |
88252180 | 70 | <para><link linkend="apply-funds-acq">fund</link></para>\r |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
130 | </step>\r |
131 | <step>\r | |
88252180 | 132 | <para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r |
ce27a6d7 JP |
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 | |
d431178a JP |
151 | <para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r |
152 | xlink: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 | |
154 | xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r | |
155 | to replace any brief bibliographic records.</para>\r | |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
177 | </step>\r |
178 | <step>\r | |
88252180 | 179 | <para>Selector adds the following to each line item on the purchase order:</para>\r |
ce27a6d7 JP |
180 | <itemizedlist>\r |
181 | <listitem>\r | |
88252180 | 182 | <para><link linkend="lineitem-estimated-price">estimated price</link></para>\r |
ce27a6d7 JP |
183 | </listitem>\r |
184 | <listitem>\r | |
88252180 | 185 | <para><link linkend="add-copies-lineitem">number of copies</link></para>\r |
ce27a6d7 JP |
186 | </listitem>\r |
187 | <listitem>\r | |
88252180 | 188 | <para><link linkend="add-notes-lineitem">notes</link></para>\r |
ce27a6d7 JP |
189 | </listitem>\r |
190 | <listitem>\r | |
88252180 | 191 | <para><link linkend="add-alerts-lineitem">alerts</link></para>\r |
ce27a6d7 JP |
192 | </listitem>\r |
193 | <listitem>\r | |
88252180 | 194 | <para><link linkend="apply-funds-acq">fund</link></para>\r |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
207 | </step>\r |
208 | <step>\r | |
d431178a JP |
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 | |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
251 | </step>\r |
252 | <step>\r | |
88252180 | 253 | <para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r |
ce27a6d7 JP |
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 | |
d431178a JP |
273 | <para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r |
274 | xlink: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 | |
276 | xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r | |
277 | to replace any brief bibliographic records.</para>\r | |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
354 | </listitem>\r |
355 | <listitem>\r | |
88252180 | 356 | <para><link linkend="add-copies-lineitem">number of copies</link></para>\r |
ce27a6d7 JP |
357 | </listitem>\r |
358 | <listitem>\r | |
88252180 | 359 | <para><link linkend="add-notes-lineitem">notes</link></para>\r |
ce27a6d7 JP |
360 | </listitem>\r |
361 | <listitem>\r | |
88252180 | 362 | <para><link linkend="add-alerts-lineitem">alerts</link></para>\r |
ce27a6d7 JP |
363 | </listitem>\r |
364 | <listitem>\r | |
88252180 | 365 | <para><link linkend="apply-funds-acq">fund</link></para>\r |
ce27a6d7 JP |
366 | </listitem>\r |
367 | </itemizedlist>\r | |
368 | </step>\r | |
369 | <step>\r | |
d431178a JP |
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 | |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
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 |
ce27a6d7 JP |
408 | </step>\r |
409 | <step>\r | |
88252180 | 410 | <para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r |
ce27a6d7 JP |
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 | |
d431178a JP |
429 | <para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r |
430 | xlink: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 | |
432 | xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r | |
433 | to replace any brief bibliographic records.</para>\r | |
ce27a6d7 JP |
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 |