Ingest WizardIngest Method

Auto/streaming transmissionManual/Batch FTP

On-demand/Batch FTPEDI

Record TypeFirm, Fixed Orders

Approval Plans Blanket Orders

Continuing OrdersSlip plans/approvals

Prepaid/Deposit ordersGift/Exchange orders

Bib Overlay Vendor/Order Acknowledgements

Vendor CommunicationsInvoices (EDI)

Other ILL/Interlibrary loan record ingestsOther TBD

Provisional RecordsHolding Records

Gov DocsBooks in Print

Authority recordsOCLC- selection records

Error reporting

Ingest ProfilesOverlay

Append/AmendReplace

Create New(transform)

Duplicates CheckFund/Encum Check

Online VendorsAleph

AmazonATC

Aux AmateursBannerCasaliniCouttsebraryEBSCO

Garcia CambeiroHarrassowitz

HeinKarnoLeila

LexiconLTI

MarciveMIPP

Knovel, Safari, Springer, Ebrary, AlexanderStreet,

Gale, Oxford, etc.Music Library Services Co

OCLCProQuest

PuvillRetta

Rittenhouse Books, Inc.Serials Solutions

SpringerSwets

TouzonUMI, Knovel, Safari, Springer

WuheibaYBP

YBP UK Library Services

REQ

PO

POABib

Invoice

Authority

Holdings

Licenses

E-resources

KFS Doc-Types

INGEST

xml transformations?

Data/Doc Formats

MarcMarcXML

OnixDC

MODSRDA

….many libraryPDF

WordLicenses

Load “attributes” to inform workflow

Manual Request.

Staff Request

Automated Ingest

Manual Pick Up

Routing?

Routing?

Routing? Logs?

Licensing Checklist(see workflows)

Ingest mapping. Load reports? Duplicates check? Opt. fund check?

Approvals? Stops?

TransmissionFormat/standard?Permissions?Logs?

Edits- before OrderingRules/permissions?

After Order PlacementRules/permissions?

Amendment to P/O

KFS REQ KFS PO

KFS POAApprovals? Stops?

Approvals? Stops?

Overall Acquisitions Workflow(high level for discussion per User Stories/Specs)

See drafted workflows for each process and document-type: • Requisition, Purchase Order, Purchase Order Amendment, Line Item vs. Bulk-Receiving,

Claiming/Claims, Invoicing, Payment; • Ingest, Transmission, Bib Overlay, Authority records links• Licensing (see checklist workflows, else future MER)

Claims

KFS RCV, RCVB, RCVC, RCVL

KFS INVR, PREQ,EIRT

Approvals? Stops?

*Ingest Bib Overlay Match Authority Records(mult points dep Order Type)

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DescribeDeliverManage

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MAINTENANCE DOCUMENTS & TABLESUSER ROLES, WORKFLOW RULES

Retrieve vendor’s file

Run against library database to find

duplicates & list titles with specific conditions

Load into library system to create bib, item, PO, and invoice documents

(as applies)

Review list of duplicates

a. Titles without ISBNsb. Titles with series titles

(4xx)c. Titles with patron or

course reserve requests

d. Titles with special processing notes

e. Oversize titlesf. Certain LC Class titlesg. Multi-part titlesh. Mixed media titlesi. Titles to be sent to

Cataloging j. Titles with exceptions

to fund/locationk. Titles for BUO item

status due to fund/location

l. Titles with LC Class tied to Location

Duplicate detection based

on ISBN

Typicalacquisitions

process when using vendor –

supplied records

Process invoice (loaded now if

not already) and when approved,

titles are received

Materials arrive and unpacked

with paper invoice

If any duplicates , cancel order, delete item, suppress bib (adjust invoice if already present)Vendor ships to

library address (determines who

gets)

Manual record edits/actions for filter conditions as

needed

Titles sent to Shelf Prep or Cataloging

Bib overlay

as needed

with invoice

load

Returns as

needed

Export invoice data to custom

database

Adjustments with custom program

Export voucher file

Bursar’s Office picks up file and

pays invoices

Manual Request/External

Source

Staff Manual Requisition

Automated Ingest: Firm/Fixed Order

Manual Staff Pick Up

Licensing Checklist(see workflows)

Ingest mapping. Load reports? Logs? Duplicates check? Opt. fund check?Routing? Error Routing? Bib Overlay?

TransmissionFormat/standard?Permissions?Logs?

Amendment to P/O

Workflow WorksheetOrder Type? Method of Ingest or Initiation?

Claims

*Ingest Bib Overlay Match Authority Records(mult points dep Order Type)

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Staff Manual Ingest: Firm/Fixed

Order

Scheduled Batch Ingest: Continuing

Orders

Scheduled Batch Ingest: Blanket

Orders

Scheduled Batch Ingest: Approval

Orders

Batch Ingest: Electronic/Licensed

material orders

Prepaid Order?Gift/Exchange?On deposit?Standing Order?

Initial/Simple: Bib EditorKFS transactional Docstore OLE Relational

OLE

Line Item on OLE-REQ or OLE-PO

API calls BibEditor; passes related bib record from docstore

Changes to bib record in editor; modified record returned to docstore