Acquisitions rollout plan

Using Acquisitions

 Note: All optional steps are suggestions that should be considered depending on the needs of your library.

☐ Review the WorldShare Acquisitions workflow overview to learn about the day-to-day steps and processes of using Acquisitions.

☐ View the list of Acquisitions terms to familiarize yourself with common terms you may encounter.

☐ Review all WorldShare Acquisitions training. 

☐ Review key Acquisitions settings to identify any that need to be updated or adjusted before use.

• (Optional) Administer your institution configuration for WorldShare Acquisitions.
• (Optional) Review all settings for Acquisitions.

☐ Create your first budget.

• Review your current budget and determine the fund structure you want to use with WMS.
• Determine when you will transition to using Acquisitions (e.g., at the start of the fiscal year).
• Watch a video: Setting up a budget.

☐ Select your vendors.

• Search for and select the vendors you would like to use for ordering. You must select all vendors you wish to use.
• (Optional) Edit an existing vendor to add your institution's information, i.e. account numbers. If you plan to transmit orders or claims to the vendor, you will need to configure contacts, FTP links, and/or notification settings. If you want to use claiming, set the expected shipping period for all vendors you want to claim from.
• Watch a video: Manage vendors

☐ Decide if you would like to use purchase requests.

• Purchase request workflows can be used with Tipasa or can be standalone.
• Review purchase request documentation
• Watch a video:  Purchase requests.

☐ Choose the area of Acquisitions you would like to start with (e.g. print monographs, electronic subscriptions, etc.). 

☐ Train staff on ordering, receiving, and invoicing.

• See the documentation on Orders and order items, Receiving, and Invoices.
• For a list of key decision points to make note of, see Key decisions for using Acquisitions.
• Watch a video: Ordering monographs, Ordering serials subscriptions, Receive and invoice monographs, Receive and invoice serials subscriptions

☐ Provide staff with user accounts and the appropriate acquisitions roles.

☐ (Optional) Create order item templates.

• Order item templates streamline order creation by allowing you to store information in Order Item Details that you would like to reuse across many order items. Create templates to specify elements such as locations, funds, discounts/taxes/fees, and whether to display items as On Order to end users.

☐ Enter order and order item data for materials that you plan to purchase.

• Create local resources as needed.
• Create all annual subscriptions ahead of time. See Ordering serials subscriptions.
• Make sure to place orders to encumber money on funds.
• Create orders and order items for your print and electronic materials.
  • Search in Discover Items for print and electronic materials.
  • Search in Discover Collections for electronic resources.

☐ Receive and invoice materials of all types.

• Eproducts, serials, and local resources can be most easily received and invoiced using the order item search. 
• Single part monographs have a streamlined receiving workflow under Receive and Invoice.
  • Watch a video: Receive and invoice monographs
• Enter invoice and invoice item data and pay invoices.

☐ (Optional) Train staff on claiming and canceling as needed.

☐ Decide whether to use serials management to receive and/or claim serials issues.

• (Optional) Start receiving serials issues:
  • Configure publication patterns when appropriate.
  • Configure receiving serial titles that you subscribe to.
  • Receive serial issues
  • Claim serial issues
  • Bind serial issues
  • See documentation on Managing receiving serial issues.
  • Watch a video: Serials issues management

☐ (Optional) Communicate with vendors about order, shelf-ready, and/or invoice data delivery.

• If you receive order, shelf-ready, or invoice data from vendors, you will need to work with them to plan the transition to OCLC's specifications for vendor data.
• See the Best Practices sessions and documentation on:
  • Best Practices for EDIFACT ordering
  • Import purchase order data from MARC file
  • Import invoice and shelf-ready data from MARC file
  • Import shelf-ready data from EDIFACT file
  • Import invoice data from EDIFACT file

☐ (Optional) Set up automated file retrieval and import and/or automated serial issues claiming.

☐ (Optional) Integrate invoice information with your financial system using platform API or the WMS Accounting System Invoice Connector.

☐ Work with Electronic Resources staff on enabling access/selection of electronic materials.

• Selecting e-resources in Collection Manager makes the link available to end users. You should plan out how this workflow will relate to the Acquisitions process, which encumbers and expends funds for those resources.

☐ (Optional) Configure settings for EDIFACT for orders.

☐ (Optional) Implement Acquisitions for your entire collection.

Ongoing tasks

☐ Review available Acquisitions reports in WorldShare Report Designer.

☐ Update your institution's existing workflow documentation for your staff, and create new documentation and training materials as needed.

☐ Review recent WorldShare Acquisitions release notes which contain administrative actions that libraries may need to activate new functionality.

☐ Join the WorldShare Acquisitions Community on the OCLC Community Center.

• Subscribe to WorldShare Acquisitions content in the OCLC Community Center to receive critical systems alerts, to be notified of new releases, and to exchange best practices with your peers.
• Make the most of the OCLC Community Center by attending virtual events, connecting with peers, and submitting ideas to drive product development.

After going live 

☐ Renew your subscriptions as needed.

• View a recorded session: WorldShare Acquisitions Best Practices: Renewing subscriptions (Requires access to the OCLC Community Center. See Sign in to the OCLC Community Center for more information).

☐ Roll over your budget to the next fiscal year.

• Watch a video: Roll over your budget