Alma Acquisitions

Alma provides for real-time ordering by enabling vendors to integrate their ordering system with Alma's repository and ordering features. Real-time order data is sent automatically to Alma from the vendor's system using Alma APIs.

Real-time ordering:

• Speeds up the availability of resources
• Increases the efficiency of integrating records
• Reduces manual handling by:
  • Creating POLs (order records) and inventory
  • Overlaying bib records
  • Merging records

New Order APIs provide libraries with the ability to add bibliographic records to either the Institution Zone (IZ) or Network Zone (NZ), and to automate the creation of new order POLs.

New Order APIs:

• Integration Profile: Can be integrated with Alma via a new order API integration profile
• API Key: Require you to an API key in the Developer's Network that you will provide to the vendor. Ex Libris recommends setting up a separate key for each vendor in case you ever need to disable one.
• Repository Matching and Import: Can be configured to match or import records to the Institution Zone (IZ) or the Network Zone (NZ). Note that there is no filter to prevent eBook records from coming into the NZ, which is not best practice. Ex Libris is working on the ability to match eBooks to the CZ.
• Material Type: Cannot distinguish between, or be limited to, a specific material type, such as physical or electronic
• Review History: Do not run using a job or create a job history. An analytics report must be created to view Purchase Order Line (POLs) Records history
• Privacy: Protect fund information privacy with an API Restrictions integration profile
• Data Exceptions: Does not cover price changes, discounts, and shelf-ready cataloging charges, which must be either manually entered in the POL or updated automatically via an EDI import. Note that the vendor needs to be contracted to configure EDI invoicing

The API Based Ordering Task Force was charged in 2020 with evaluating and testing the functionality and viability of using API based ordering, such as Gobi and Oasis, within the SUNY Network Zone environment. Specifically, the task force was charged with analyzing Ex Libris’ New Order API integration profiles and their related configurations to order new physical bibliographic records in a Network Zone environment.

Policies:

• The OASIS and GOBI New Order API integration profiles can be configured to the NZ because eBooks are able to be matched to the Community Zone (CZ)
• All other vendors MUST configure their New Order APIs to the Institution Zone (IZ) because at the present time they are unable to match eBooks to the Community Zone (CZ)
• All other vendors’ New Order API integration profiles can be configured to the Network Zone (NZ) once they have worked with Ex Libris to be able to match eBooks to the Community Zone (CZ)
• All New Order API integration profiles MUST add records “upon no match” to the Institution Zone (IZ) if they are configured to the NZ regardless of vendor

Recommendations:

• Libraries using automated ordering processes should sync their holdings with ordering vendors such as Oasis/ProQuest or Gobi/YBP
• Records added to the Institution Zone (IZ) should be manually linked to the Network Zone or Community Zone based upon resource type

1. Create a New Order API Key in Ex Libris' Developers Network
2. Contact the vendor
   • To set up tech spec
   • Provide Vendor with the API key
3. Configure New Order API Integration Profile in Alma
4. Configure API Restrictions in Alma
5. Update the Vendor information to include all accounts included in the tech specs
6. Activate CZ electronic collections that will be used to order eBooks
7. Place a very small initial order to make sure mapping works properly

1. Login to Ex Libris' Developers Network: https://developers.exlibrisgroup.com/login/ with your institution username/password. If you don't have this information, contact SLS at info@sunyolis.libanswers.com
2. Click Build My APIs>Manage Keys
3. Click Manage Keys
4. Click Add API Key
5. Fill out:
   • Name: [Type “[vendor name] New Order Integration”]
   • Description: [Optional]
   • Enabled: [Must be enabled]
   • Save detailed log files: [Leave disabled]
   • Allowed IP Range: [Optional]
   • Restriction Profile code: [Optional]
6. Click Add Permissions
   • Area: [Select Acquisitions]
   • Env: [Select Production]
   • Permissions: [Select Read/Write]
7. Click Save
8. Copy the API key
   • Click on the "eye" icon in Manage Keys
   • Click Copy
   • Provide API key to vendor

1. Go to Configuration>General>External Systems>Integration Profiles
2. Click Add Integration Profile
   • Code: [add code – mandatory]
   • Name: [add name – mandatory]
   • Integration Type: [select New Order API - mandatory]
     • Once you select New Order API, “Use network zone” appears above Code
   • Use network zone: [keep checked]
     • Uncheck this box for vendors who can't export eBooks to match on the CZ. You will need to use the IZ so that eBook bibs aren't added to the NZ. Currently, only Proquest OASIS and Gobi can be set up to match on the NZ and use the CZ for eBooks.
   • System: [select system, e.g.,Proquest OASIS, Gobi, etc. – mandatory]
   • Click Next
   • Correct Data:
     • Using Network Zone: [select SUNY NZ OCLC Import ]
     • Using Institution Zone: [select your IZ copy of SUNY NZ OCLC Import] Note: Follow the instructions in this FAQ to copy the SUNY normalization rule and create a normalization process so the normalization rule can be applied at the IZ level: https://sunyolis.libanswers.com/faq/274058
   • Handle invalid data using: MarcXML Bib Metadata Editing On Save]
   • Serial match method: [select ISSN/024/035 Match Method]
   • Non Serial match method: [select ISBN/024/035 Match Method]
   • Upon no Match: [Use Import to IZ]
   • Prefer record with the same inventory type (electronic/physical)]: [check box]
   • Synchronize with external catalog: [select to publish bib or don’t publish]
   • Validation of Order Information: [uncheck boxes that do not apply to your campus]
3. Click Save

1. Go to Configuration>General>External Systems>Integration Profiles
2. Click Add Integration Profile
   1. Code: [add code – mandatory]
   2. Name: [add name – mandatory]
   3. Integration Type: API Restrictions
3. Click Next
   1. Vendor: [select the vendor]
   2. Fund view: Brief
4. Click Save

1. Library staff person places order via vendor system
2. Vendor sends order records via new order API
3. Records are configured to import to the Network Zone (NZ):
   1. Records are imported to the IZ “upon no match”
4. POLs created
   1. Review POLs if configured for POLs to be reviewed (Acquisitions>Purchase Order Lines>Review)
   2. Approve POLs clicking “Order Now”
5. PO created
   1. Auto-packing job runs overnight to package the orders under one PO if the job is activated
6. Update POL pricing either:
   1. Manually
   2. EDI invoice
7. Receive/Activate resources
   1. Physical resources are received (Acquisitions>Receiving and Invoicing>Receive)
   2. eBooks need to be activated. eBooks waiting to be activated will appear in Task List
8. Link records added to the IZ “upon no match”
   1. NZ for physical resources
      • Need to add OCLC numbers to brief bibs added to the IZ “upon no match” that do not contain an OCLC number
      • Use “Share with Network” to link them to the NZ or link a set of records to the NZ using the “Link a set of records to the Network Zone” job (Admin>Manage Jobs and Sets>Run a Job)
   2. Community Zone (CZ) for eBooks. Click “Link to Community” when activating the eBook

1. Order via vendor system
2. Vendor sends order records via new order API
3. Records are configured to be imported to the IZ
4. POLs created
   1. POLs will go into review if configured for POLs to be reviewed (Acquisitions>Purchase Order Lines>Review)
   2. Approve POLs clicking “Order Now”
5. PO created
   1. Auto-packing job runs overnight to package the orders under one PO if the job is activated
   2. Funds should be reflected in the POL after the auto-packaging job runs
6. Update POL pricing either:
   1. Manually
   2. EDI invoice
7. Receive/Activate resources
   1. Physical resources are received (Acquisitions>Receiving and Invoicing>Receive)
   2. eBooks need to be activated. eBooks waiting to be activated will appear in Task List
8. Link records to the:
   1. Network Zone (NZ) for physical resources
      • Need to add OCLC numbers to brief bibs that do not contain an OCLC number
      • Use Share with Network to link them to the NZ or link a set of records to the NZ using the “Link a set of records to the Network Zone” job (Admin>Manage Jobs and Sets>Run a Job)
   2. Community Zone (CZ) for eBooks. Click “Link to Community” when activating the eBook

• Real-time Ordering
• For Institutions: Setting up a real-time acquisitions workflow with participating vendors
• Real-time ordering: General Overview
• Working with API Restrictions Profiles