Electronic Journals Workflow

Workflow has split into two cases at this point. This is "I" case - a few new journal titles being considered for a publisher or interface that is already established for YUL.

Go back to beginning of Workflow
Go instead to "II" case - a new publisher/interface being considered, usually for more than one or two titles

I Case: New Journals Being Considered Under Established Publisher or Interface

XXX reviews Publisher Status webpage to determine whether there is an existing license. If there is not one, switch to "II" case. If there is one, proceed with License Review

License review:
1. XXX consults with person designated on Publisher Status webpage about any needed adjustment for new titles.
Journal title/set assessment:
1. XXX explores existing information for a publisher/interface if this is of importance to the unit (archival availability, usage statistics, branding, etc.)
2. If current setup is unsatisfactory, XXX consults with existing vendor contact about possibilities for revising current arrangements. If this is not likely or unit is unwilling to invest time, XXX decides whether to continue pursuing title(s).
3. XXX considers cost and feasibility and/or availability of e-only price options.

--Decision point--: Assumption is made at this point that decision to acquire/activate has been made. If not - unit must decide whether it wishes to keep records of negative decisions and who will record such where if so.

Ordering:
1. Fund assigned by XXX (if needed)
2. XXX creates an Orbis record for journal title (or imports a record if copy is available); and commits (as needed) the fund specified. This preliminary record creation should follow standards set by e-cat committee
3. If access is available at time of order creation, include 856 field in Orbis record and change status to received.
  --Decide how information is transmitted to creator of Orbis record (email, paperwork, web-form?). (Note: Units may wish to adapt the SML form which distills information needed by Orbis)
4. XXX notifies vendor/publisher/subscription agent of purchase decision -- can be through printed PO or via phone, email, registration webpage, or fax. Particular attention should be made to designating with vendor the appropriate YUL contact person for bill-to, for technical issues, and for content/interface update information.
Recording administrative information:
1. XXX fills in administrative information in the e-admin database (contacts, authentication information, problem resolution information, etc.)
Notification of activation / Publicity
1. Vendor sends activation information and URL to XXX.
  --Unit should designate who follows up if activation information is not received in a timely fashion
2. XXX sends notice with title, URL, and extent to K. Parker for inclusion in master ejournals database.
3. XXX adds to departmental-specific journals list if one exists
4. If access was not available at time of order, XXX adds 856 field to Orbis record and marks item as received.
5. XXX announces to YULIB-L or other departmental list as appropriate – this is probably only appropriate for journal title of very general interest.
6. XXX (as appropriate) advertises to academic departments and reports to local newsletter producer.
7. For a Front Door News notice, XXX notifies PIC chair and/or local website news producer – again, this is probably only appropriate for journal titles of very general interest.

Workflow from two cases rejoins at this point and continues.