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    Patron Driven Acquisitions

    Translatable
    To work with Patron Driven Acquisitions (PDA), you must have one of the following roles:
    • Purchasing Operator
    • Purchasing Manager
    Patron Driven Acquisition (PDA) in Alma represents an agreement for a vendor to send e-resources to an institution that may be of interest to the institution. Resources are imported as a repository file and are published to the discovery layer to be accessed by patrons. To publish to the discovery layer, the relevant setting must be configured on the Import Profile Details page (see Importing Records Using Profiles).
    Access is monitored by the vendor; when a predefined threshold is exceeded, the item is considered as if it is purchased and is sent as part of an EOD to Alma. Orders (marked as PDA) are loaded into Alma, and the vendor then sends the relevant invoices. At the end of the defined PDA period, PDA resources that were not purchased can be removed from Alma by the institution.
    The following steps describe the workflow for working with PDAs.
    1. Create a PDA on the PDA Details page. The PDA must be activated to continue in the workflow (see To create a new PDA entry below).
    2. Manage profiles for the PDA (see To manage PDA profiles below). The profile must be activated to import a repository file.
    3. The vendor sends a repository file to the institution, and the repository is imported into Alma. Electronic inventory is created and published to the discovery system (see To import a repository below).
    4. The vendor sends an embedded order data (EOD) file to Alma (containing orders for the purchased resources). Orders (marked as PDA) are loaded into Alma (see To import PDA orders below) without creating inventory items. Alma verifies that the related inventory item exists and is linked to the current PDA.
      Institutions that do not use EOD files must update the portfolio manually, as follows:
      • Perform a repository search to locate the relevant portfolio.
      • Click Order to create an order for the portfolio.
      For details, see the table in the section Actions You can Perform on the Repository Search Results Page.
    5. The vendor sends invoices (using EDI, for example) for purchased titles. At the end of the defined PDA period, PDA resources that were not purchased can be removed from Alma by the institution (see To clean up a PDA entry below).
      Instead of managing costs for each title, some institutions pay a specified amount to the vendor, who informs the institution of which titles were purchased. In these cases, you can add a note to the portfolio indicating that the title was purchased. You can add a note to multiple portfolios at once using a batch file in the portfolio loader.
      You can also perform the following actions on the PDA, as needed:
    To create a new PDA entry:
    1. On the Patron Driven Acquisition (PDA) List page (Acquisitions > Advanced Tools > Patron Driven Acquisition (PDA), click Add PDA. The PDA Details page appears.
      PDA Details Page
    2. Fill in the fields on the page. A description of the fields is provided in the following table.
      PDA Details Page Fields
      Field Description
      Use Network Zone For an explanation of this option, see Selecting Where to Create New Bibliographic Records.
      Name (required) A descriptive name for the PDA entry.
      Code (required) A code for the PDA entry
      Status (required) Select a status for the PDA. Choose from:
      • Active
      • Canceled
      • Draft
      The default status is Draft. The status must be set to Active to enable continuing with the PDA workflow.
      Vendor (required) Click the Search icon to select the vendor that is supplying the e-resource.
      Start date (required) Click in the box and select the start date for the PDA from the Calendar dialog box.
      End date Click in the box and select the end date for the PDA from the Calendar dialog box.
      Access threshold The number of access requests made for the e-resource upon which the institution agrees to purchase the resource. This value is for information only; the vendor checks the value and proceeds accordingly.
      Budget threshold The maximum amount of money that the institution is willing to pay for e-resources after the Access threshold has been reached.
      This value is for information only; Alma does not prevent resources from being accessed, even if the Budget threshold has been reached.
      Select a currency from the drop-down list to the right of this field.
      Alert Percentage When the PDA usage exceeds the alert percentage of the budget threshold, an email notification (PDA Threshold Letter) is sent to the contact person after the PDA - Alert PDA Reached Threshold job runs.
      The PDA - Alert PDA Reached Threshold job is set to automatically run once every day. After importing an EOD file, the job is run to determine whether an email notification is to be sent. For details on importing EOD files, see Importing Records Using an Import Profile.
      For information on the PDA Threshold Letter, see Configuring Alma Letters.
      For more information concerning the PDA alert, see the PDA Alerts video (4:33 mins).
      Contact has been notified A check mark appears in the Contact has been notified check box when the alert percentage is exceeded and an email notification is sent to the contact person.
      License Click the Search icon to select a license or amendment to associate with the PDA. Note that this field is for informational purposes only.
      Contact Click the Search icon to select a contact to associate with the PDA.
    3. Click Save to store the information you entered and return to the Patron Driven Acquisition (PDA) List page.
    To edit a PDA entry:
    1. On the Patron Driven Acquisition (PDA) List page (Acquisitions > Advanced Tools > Patron Driven Acquisition (PDA)), select Actions > Edit, or click the PDA name. The Summary tab of the PDA Details page appears.
      Patron Driven Acquisition (PDA) List Page Summary Tab
    2. Edit the PDA Details information as required. For a description of the fields on this page, see PDA Details Page Fields table above.
    3. For information on the Attachments tab, see Attachments Tab.
    4. For information about the Notes tab, see Notes Tab.
      Select the relevant option in the drop-down at the top of the page (Activate Notes or Dismiss Notes) to either assign notes as active or to dismiss displayed notes. Notes received from a peer member are automatically labeled as Active. Dismissed notes are excluded from the Activate Notes facet, but are still included with their respective requests (they are not deleted).
    5. Click Save to store the information you entered and return to the Patron Driven Acquisition (PDA) List page.
    To manage PDA profiles:
    On the Patron Driven Acquisition (PDA) List page (Acquisitions > Advanced Tools > Patron Driven Acquisition (PDA)), select Actions > Manage PDA Profiles. The Run Import page appears, where you can manage the profiles associated with the PDA. For details on profiles, see Importing Records Using Profiles.
    PDA profiles must be activated to import an EOD or a repository.
    If you are working with EBL, ensure that you configure the following properties within your import profile:
    • PO line currency – should be defined. Note that only one currency is supported.
    • Decimal point location – should be set to 2
    • List price field – should be set to 980b
    • Default PO line owner – must be defined
    • Fund distribution field – should be set to 981b (leave percent subfield empty)
    • Default fund – must be defined
    • Vendor invoice number field – should be set to 980f in order to package all PO lines with the identical number in this field into one PO and create an invoice from this PO.
    To import a repository:
    On the Patron Driven Acquisition (PDA) List page (Acquisitions > Advanced Tools > Patron Driven Acquisition (PDA)), select Actions > Import Repository. The Start New Import page appears, where you select one or more repository files to import. Click Submit to import the selected files. Inventory items are created and published to the discovery system.
    To import PDA orders:
    On the Patron Driven Acquisition (PDA) List page (Acquisitions > Advanced Tools > Patron Driven Acquisition (PDA)), select Actions > Import Orders. The Start New Import page opens, where you import an EOD of the PDA (see Importing Records Using an Import Profile). PO lines are then created, beginning the purchasing workflow (see Purchasing Workflow).
    When importing PDA orders, ensure that .mrc files are encoded with MARC8 characters.
    To duplicate an existing PDA entry:
    1. On the Patron Driven Acquisition (PDA) List page (Acquisitions > Advanced Tools > Patron Driven Acquisition (PDA)), select Actions > Duplicate. The Summary tab of the PDA Details page opens.
      The fields contain the same values as the original PDA entry, except that the Name and Code fields are empty.
    2. Enter values for the Name and Code fields, and modify any other field values, as needed. For details on the PDA Details fields, see PDA Details Page Fields table above.
    3. Click Save to store the information you entered and return to the Patron Driven Acquisition (PDA) List page.
    To pause a PDA program:
    1. Select Actions > Pause on the Patron Driven Acquisitions (PDA) List page (Acquisitions > Advanced Tools > Patron Driven Acquisition (PDA)).
      A confirmation box appears.
    2. Click Confirm.
      Alma pauses the PDA program, and:
      • Suppresses all bibliographic records that were already loaded for this PDA program but not yet purchased
      • Prevents new bibliographic records being loaded for the PDA program
      Select Actions > Resume to resume the PDA program.
      For more information about pausing a PDA program, see the Pause PDA Program video (4:11 mins).
    To terminate a PDA entry:
    Select Actions > Terminate on the Patron Driven Acquisition (PDA) List page (Acquisitions > Advanced Tools > Patron Driven Acquisition (PDA)). The PDA end date is set to the current date, and repositories can no longer be imported, although EODs can still be imported.
    To clean up a PDA entry:
    1. Select Actions > Cleanup on the Patron Driven Acquisition (PDA) List page (Acquisitions > Advanced Tools > Patron Driven Acquisition (PDA)). The Confirm cleanup dialog box appears, asking if you want to permanently remove inventory items associated with the PDA.
    2. Click Confirm to remove inventory items from the PDA that do not have PO lines associated with them.
    • To perform cleanup on a PDA, you must first terminate the PDA.
    • After cleanup is performed, the PDA status is set to Canceled.
    To cancel a PDA entry:
    1. On the Patron Driven Acquisition (PDA) List page (Acquisitions > Advanced Tools > Patron Driven Acquisition (PDA)), select Actions > Cancel. The Confirm Cancel PDA dialog box opens, asking if you want to permanently remove inventory items associated with the PDA.
    2. Click Confirm to set the PDA end date to the current date and remove inventory items from the PDA that do not have PO lines associated with them. The PDA status is set to Canceled.
    Canceling a PDA entry performs both the Terminate and Cleanup actions.
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