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    Upload Electronic Holdings from ProQuest Ebook Central for Subscriptions/Owned/DDA

    Translatable
    To configure an integration profile, you must have the following role:
    • General System Administrator
    • Read this page in its entirety for important information regarding actions required for both Alma and Ebook Central.
    • Customers who used Proquest Ebook Central Upload Electronic Holdings integration prior to November 2020,will transition to the new integration by Ex Libris- see implication of the transition here
    • Do not activate your Ebook Central integration profile in Alma until you have confirmed with ProQuest Support that your account was activated and Ebook Central files have begun publishing to Alma. If the Alma Ebook Central integration profile is activated and scheduled before ProQuest has started to publish the relevant files, the job will fail. 
    • It is recommended that you test this capability in your sandbox prior to implementing it in your production environment. See Sandbox Testing for more information.
    • For institutions in production that have configured entries in the FTP Include List mapping table (Configuration > General > External Systems > Allowed S/FTP connections), you must also add a row with ftp.ebrary.com / ftp.ebrary.com. Note that the Allowed S/FTP connections configuration only applies to a production environment during your Alma testload. After your Go Live cutover, this is no longer used or needed.
    ProQuest Ebook Central Upload Electronic Holdings integration provides you the ability to automatically manage (activate/deactivate) the electronic resources to which you have access via the ProQuest Ebook Central platform based on your Ebook Central site ID. This service eliminates the need for human intervention when activating the electronic resources of the Ebook Central platform for any electronic title whether it is part of a subscription, a PDA/DDA program, or individually owned/purchased titles.
    ProQuest Ebook Central Upload Electronic Holdings integration handles the following ProQuest Ebook Central titles:
    • Owned – Ebook titles that were purchased as perpetual-access, single Ebook titles
    • Subscription – Ebook titles that are part of a subscription (live or on trial)
    • DDA – Ebook titles that are part of the ProQuest PDA/DDA (Patron Driven Acquisition/Demand Driven Acquisition) program

    Alma Ebook Central Integration Workflow

    See the diagram below for the Alma Ebook Central workflow.
    Screen_Shot_from_Danas_PowerPoint_06.png
    Alma Ebook Central Workflow
    This workflow incorporates the following:
    • Frequency – Alma processes uploads on a daily, incremental basis and keeps your electronic collection as up-to-date as possible.
    • Subscription Titles – In addition to the activation of ProQuest Ebook Central Owned and DDA titles, the integration supports the activation of subscription titles. See ProQuest Ebook Central Subscriptions for more information. Contact ProQuest Support to enable the addition of subscription titles.
    • Purchase Model Indication – Each portfolio includes an indication of the ProQuest Ebook Central purchase model – Owned, DDA, and Subscription (including the subscription electronic collection names). See Purchase Model for more information.

    Where to Begin Checklist

    Use the checklist below to begin your implementation of Alma ProQuest Ebook Central.
    1. Contact ProQuest Support to enable automatic updates of DDA, Owned, and Subscription titles. See Getting Started.
    2. Activate the Community Zone electronic collection Ebook Central Perpetual, DDA and Subscription Titles. See Activating Ebook Central Perpetual, DDA and Subscription Titles.
    3. Set up the integration profile. See Creating an Ebook Central Integration Profile.
    4. Disable manually managed ProQuest Ebook Central Subscriptions electronic collections. See ProQuest Ebook Central Subscriptions.

    Getting Started

    In order to utilize Alma Upload Electronic Holdings integration feature, you need to create an Alma Ebook Central integration profile that is identified as Active and has a scheduling option selected. The Alma Ebook Central integration profile requires that you know your Ebook Central site identifier (siteID). See Ebook Central site ID for more information.
    Contact Ebook Support through the ProQuest Support Center to ask that automated holdings for Alma be enabled in Ebook Central.

    Activating Ebook Central Perpetual, DDA and Subscription Titles

    All electronic resources to which you have access via the ProQuest Ebook Central integration profile are activated and managed by the process under the Community Zone electronic collection called Ebook Central Perpetual, DDA and Subscription Titles. As a result, prior to activating the Alma Ebook Central integration profile job, you need to confirm that the Community Zone Ebook Central Perpetual, DDA and Subscription Titles electronic collection is active.
    Note that only the electronic collection and its service need to be activated (select the Activate this electronic collection service and Make service available Full Text Service options). There is no need to activate any portfolios (select the Manual activation - activate electronic collection and manually select portfolios Activation Type option). The activation of the portfolios is done by the upload electronic holdings integration process. See Activating Electronic Resources for more information.
    If you already have the Ebook Central Perpetual, DDA and Subscription Titles collection activated, the Upload Electronic Holdings from ProQuest Ebook Central process updates the existing portfolios preserving the local portfolio information such as PO line, licenses, notes, and so forth.
    You need to activate the Ebook Central Perpetual, DDA and Subscription Titles electronic collection before the Alma Ebook Central integration profile job is run and must not be activated more than once. 
    New for December! The scheduled time of the job is on 12:00 PM UTC.

    Creating a ProQuest Ebook Central Integration Profile

    To automatically upload holdings, in Alma you need to create an Upload Electronic Holdings integration profile with ProQuest Ebook Central as the Provider.
    To create an integration profile for ProQuest Ebook Central:
    1. Open the Integration Profile List page (Configuration Menu > General > External Systems > Integration Profiles).
    2. Select Add Integration Profile.
    3. For the Integration Type parameter, select Upload Electronic Holdings from the drop-down list.
    4. For the Code parameter, enter a name for the profile. Note that the name must be unique. 
    5. For the Provider parameter, select ProQuest Ebook Central from the drop-down list.
      When creating profiles for Groups, see Distributed Electronic Access.
    6. Optionally, enter a description and select Next.
    7. Complete the details in the Upload Electronic Holdings section using the information provided by the ProQuest Books division and referencing the table below.

      ProQuest_Ebook_Central_Integration_Profile_Wizard_Step_2_18_newUI.png

      ProQuest Ebook Central Integration Profile Wizard Step 2
      Upload Electronic Holdings Section
      Parameter Description

      Active

      Select Active to make this an active profile. The default setting is Inactive.

      Do not activate your Ebook Central integration profile in Alma until you have confirmed with ProQuest Support that your account was activated and Ebook Central files have begun publishing to Alma. If the Alma Ebook Central integration profile is activated and scheduled before ProQuest has started to publish the relevant files, the job will fail.

      Ebook Central site ID

      Enter the Ebook Central site identifier (siteID) provided by the ProQuest Books division.

      Your siteID can be located in your LibCentral or Ebook Central URLs. See the following URL formats:

      • From the librarian interface LibCentral: https://EBOOKCENTRALSITEID.ebookcentral.proquest.com/libcentral
      • From the patron interface: https://ebookcentral.proquest.com/lib/EBOOKCENTRALSITEID

      For universities with multiple Institution Zones, each institution can use the same siteID in its integration profile.

      Note that the siteID is not case sensitive.

      Date of last processed files

      The date that appears for this parameter is pulled from the vendor file name of the last processed file from the run of the ProQuest Ebook Central integration profile job.
      For the daily incremental processing, there are two files (Add file / Delete file) for each type of acquisition method (Owned / Subscription / DDA). The dates from these files determine the dates that appear for the Date of last processed files parameter.
      This date is used when the job starts to verify that the files on the FTP server are newer (according to the date stamped in their name) than the date of this field. If the files on the FTP server are not newer than the date for this parameter, the job will not run.
      The daily profile can run only once a day, either manually or by the system. Once the records were uploaded from the FTP, all the other jobs will fail with an error "Error validating vendor's file", the reason being that the customer file whose date is after the current date does not exist at system job with the job's ID.
      Note that if you need to have Support run a full synchronization update, there is only one file for each type of acquisition method that is processed. After the full synchronization is completed, daily incremental updates will begin again using the date information from the files for the full synchronization when you have scheduling set in the Upload Electronic Holdings profile.

      Schedule

      See the explanation for Active.
      Select the Daily scheduling option from the dropdown list to have this integration profile run automatically. The default is Not  scheduled. Alternatively, you may choose to run the integration profile manually by selecting the Save and Run Now button.
      After you save this profile, you may use the Save and Run Now button (located on the Actions tab of the saved profile) to run the job manually by selecting Edit in the row actions list of the ProQuest Ebook Central profile on the Integration Profile List page.
      When you select Save and Run Now, the date is ignored from the Date of last processed files parameter, the job for the ProQuest Ebook Central integration profile is run, and the files that currently exist on the FTP server are processed by skipping the validation against the date for the Date of last processed files parameter.
      If the electronic collection specified for a trial is not yet activated in the Community Zone, the job will not run when you use the Save and Run Now button.
      Portfolios missing from Community Zone (pending activation)
      Alma synchronization job identifies portfolios missing from the Community Zone and activates them automatically when they become available in the Community Zone. Click this link to open the list of portfolios missing from the CZ. For details, see Portfolios missing from the Community Zone
    8. Save the profile using one of the following options:
      • Select Save. The integration profile is scheduled and appears in the list of scheduled jobs (see Viewing All Scheduled Jobs).
      • Select Save and Run Now. This saves your profile settings and immediately queues the upload to run. The Save and Run Now button also appears on the Actions tab when you edit the profile.

      Note that there may be cases when the job runs successfully, but no changes are made in Alma. This may happen if the job runs again before a new file is provided by ProQuest. This does not mean that the job did not complete successfully but, rather, that no new changes were provided since the last run.

    Distributed Electronic Access

    If you manage distributed electronic resources in your institutions and have multiple site IDs for ProQuest Ebook Central, then you will need to create an integration profile for each ProQuest site ID.

    For each integration profile, set the relevant 'Available For' group in the "Group" parameter to select the desired groups from the dropdown list for distributed access to electronic resources. The "Group" parameter appears when you have the multi_campus_inventory_management customer parameter set to True. When you have it set to True, and have multiple ProQuest Ebook Central integration profiles, the first scheduling option that you select and save applies to all the subsequent active ProQuest Ebook Central profiles that you create. 

    Once the integration runs, it activates the relevant electronic portfolios for the site id and sets the Available For groups at the level of the portfolio according to the 'Group' integration profile.

    Note that when the scheduled job begins to run, all of the ProQuest Ebook Central integration profiles that are set to Active are handled together by the job run. Any ProQuest Ebook Central integration profiles set to Inactive are not handled as part of the scheduled job run.

    ProQuest Ebook Central Subscriptions

    The integration activates all of your ProQuest Ebook Central content including subscription titles. As a result, there is no need to activate/manage ProQuest Ebook Central subscription electronic collections separately (such as ProQuest Ebook Central Academic Complete). If you do have any ProQuest Ebook Central subscription electronic collections active, we recommend deactivating the collections so as not to cause any duplication of subscription titles.

    Purchase Model

    Each portfolio includes an indication of the ProQuest Ebook Central purchase model – Owned, DDA, and Subscription (including the subscription electronic collection names). The purchase model indication feature is available for repository search (see Search Using the Purchase Model Indication) and in Analytics (see Purchase Model in Analytics Reports).
    Electronic_Portfolio_Editor_Acquisition_Tab_ProQuest_Ebook_Central_Purchase_Model_02_newUI.png
    Electronic Portfolio Editor Acquisition Tab – ProQuest Ebook Central Purchase Model
    The method of purchase that pertains to a particular electronic portfolio acquired through ProQuest Ebook Central is identified on the Aquisitions tab in the Portfolio Editor. See ProQuest Ebook Central Purchase Model in the Editing a Portfolio Using the Electronic Portfolio Editor section of the Managing Electronic Resources page for more information.

    Searching Using the Purchase Model Indication

    With advanced search, you can use the purchase model indication to locate electronic portfolio records. Select the Proquest purchase model index and choose DDA Candidate, Owned, or Subscription for your search criteria.
    Search_Using_the_Purchase_Model_Indication_02.png
    Search Using the Purchase Model Indication

    Purchase Model in Analytics Reports

    You can create analytics reports that include the Proquest Purchase Model. The Proquest Purchase Model field is located under E-Inventoy > Portfolio:

    proquest_purchase_model_field.png

    Proquest Purchase Model Field

    The following are example reports using the Proquest Purchase Model field:

    • The following report displays the Proquest Purchase Model per title:

      purchase_model_per_title.png

      Proquest Purchase Model Per Title
    • The following report displays the number of portfolios per Proquest Purchase Model:

      proquest_purchase_model_per_portfolio.png

      Number of Portfolios Per Proquest Purchase Model

    For more information on creating analytics reports, see Creating a New Report.

    Acquisitions - Recording an Order

    Introduction

    As part of the Update holdings integration, ProQuest Ebook Central (EBC) portfolios are activated as part of the 'Ebook Central Perpetual, DDA and Subscription Titles' electronic collection. Once a purchase is triggered, you may have a need to record the order in Alma and associate it to the relevant (already activated) portfolio. There are three options to record the order (PO line) in Alma.

    1. PO lines created via Real Time Order

    When a "New Order" API is sent to Alma, Alma uses the EBC identifier number or the ISBN to search and match the incoming order to an existing portfolio in the electronic collection. Once a match is found, the PO line is associated with the portfolio. For more information see the following:

    If a matching portfolio is not found in your institution, the Community Zone is searched within 'Ebook Central Perpetual, DDA and Subscription Titles' collection, Once a matching record  is found in the Community Zone collection it is activated in the institution (linked to the community zone) and a portfolio is created and activated with a POL associated to it.

    2. PO lines created via EOD using the "New Order" import profile

    To associate order to an existing portfolio the "New Order" import profile should be configured in the following way:

    Enable the "Locate Existing Resource" checkbox (within the PO Line Information tab):

    clipboard_eaa08d8d3d3315dc32ffb69a0b7b20ac8.png

    This enables Alma to locate and use existing portfolio and associate the newly created PO line to it. Once a matching portfolio is found, a PO line is created and associated with it, instead of creating a new portfolio for each order.

    If a matching portfolio is not found in your institution, the Community Zone is searched within 'Ebook Central Perpetual, DDA and Subscription Titles' collection, Once a matching record is found in the Community Zone collection it is activated in the institution (linked to the community zone) and a portfolio is created and activated with a POL associated to it.

    You can download a template for a EBC "New Order" import profile in order to provide you with a base you can tweak to your needs. (Manage import profiles > Community (tab) > Search for PQ Ebook Central import profile > Copy)  

    See Creating/Editing an Import Profile: PO Line Information.

    Note that in case you selected to import the 'PQ Ebook Central import profile' from the Community Zone, the following fields and their setup are key for successful import process:

    1. Upon match = Use existing record (located within the 'Match Profile' tab)

    clipboard_e15cbcda22d50c12e98032909941e1a8f.png

    1. Portfolio type = Part of electronic collection (located within the 'Inventory Information' tab)
    2. Electronic collection = "Ebook Central" (located within the 'Inventory Information' tab)
      ecollection in import profile ebook central.png
    3. Activate resource = should be checked (enabled) (located within the 'Inventory Information' tab)
      clipboard_e90f73694368859e991a7756b838f69b9.png
    1. Locate existing Resource = should be checked (enabled) (located within the 'PO Line information' tab)
      clipboard_e37798c99321fd514435fe99b446e04a9.png

    All the other information within the template is a recommendation only, the values may differ for some institutions, it is recommended to validate this with your EOD provider.

    3. PO lines created manually - there are two use cases 

    Use case 1 - The portfolio has already been activated by the 'Automatic Upload of Electronic Holdings' integration so there is only a need to add a PO line to the existing portfolio. To add a PO line to the existing portfolio, proceed as follows:

    1. Search the relevant portfolio under the 'Ebook Central Perpetual, DDA and Subscription Titles' electronic collection.
    2. Click Order on the portfolio to create the PO line.
    3. The next run of Update Holdings integration updates the portfolio when required.

    Use case 2 - The portfolio was purchased from an independent platform outside Alma (LibCentral for example) and was not yet activated by the 'Automatic Upload of Electronic Holdings' integration, you can wait until the 'Automatic Upload of Electronic Holdings' integration will activate the portfolio that was just purchased and add the order as per use case 1 or you may want to activate the portfolio immediately and add a PO line to it. To activate the portfolio and associate the PO line, proceed as follows:

    1. Navigate to the CZ and search for the portfolio under the 'Ebook Central Perpetual, DDA and Subscription Titles' electronic collection.
      Note: If the portfolio can not be found in the Community Zone 'Ebook Central Perpetual, DDA and Subscription Titles' electronic collection.you can create a local portfolio under the collection representing the title that was just purchased.
    2. Click Order.
    3. The portfolio is activated and associated with the PO line.
    4. The next run of Update Holdings integration updates the portfolio as required.

    Preserving Previous Ebook Central Acquisition Details

    If prior to the use of Upload Electronic Holdings from ProQuest Ebook Central you have managed Ebook Central titles in different Community Zone electronic collections and you want to preserve the acquisition details associated with those titles (such as PO lines and licenses), you can use the Move electronic portfolio information job to move PO lines and licenses to the new electronic collection Ebook Central Perpetual, DDA and Subscription Titles.

    To do this, use the following steps:
    1. Create a set of the content type electronic collections that includes the previous electronic collections in which you managed the Ebook Central titles.
    2. Open the Run a Job - Select Job to Run page (Admin > Manage Jobs and Sets > Run a Job), and search for the Move electronic portfolio information job.
    3. Select this job and click Next.
    4. Select the set that you have created above and click Next.
    5. For Target electronic collection, select the collection Ebook Central Perpetual, DDA and Subscription Titles.
    6. Select Move PO lines and Move licenses and complete the required information as needed.
    7. Select Next and review/confirm the job summary information.
    8. Select Submit.
    After the job completes, PO lines and licenses are moved from the previous Ebook Central electronic collections that you previously managed to the appropriate portfolios of the new Ebook Central Perpetual, DDA and Subscription Titles.

    Sandbox Testing

    Considerations for sandbox testing include the following:
    • In the sandbox environment, other integrations involving FTP are disabled by default. You can enable specific FTP addresses for communication by entering FTP host names/IP addresses in the FTP Include List mapping table (see Configuring Allowed S/FTP Connections During Testing). This enables the testing of FTP-related integrations with third-party systems. (This is not required on production environments.)
    • Specific to the sandbox environment, you need to allow access to the FTP where ProQuest delivers the feed files. Go to Configuration > General > External Systems > Allowed S/FTP connections, add a row with the following FTP information and select Save:
      • ftp.ebrary.com / ftp.ebrary.com
      Note that the holdings are from ftp.ebrary.com.

    Viewing the Job Report

    Reporting is provided for the job that runs the ProQuest Ebook Central integration profile. To view the Upload electronic holdings report generated from running this job, refer to the Monitor Jobs History tab (Admin > Manage Jobs and Sets > Monitor Jobs).
    When you view the list of completed Upload electronic holdings - PROQUEST_EBOOK_CENTRAL jobs on the History tab (Admin > Manage Jobs and Sets > Monitor Jobs), you may notice that several jobs were run on the same day. Alma job processing for ProQuest Ebook Central automatically handles situation where there may be failure to run a daily job (when, for example, there is an FTP issue). If a failure should happen, Alma runs a full synchronization job and the correct number of daily jobs to reflect your current electronic holdings with ProQuest Ebook Central.
    Upload_Electronic_Holdings_Report_for_ProQuest_Ebook_Central_10.png
    Upload Electronic Holdings Report forProQuest Ebook Central
    The below links are provided with this report. Select a link to view the details.
    Link Description  
    • Activated portfolios
    • Updated portfolios
    The report includes the following information:
    • Portfolio ID (Pid)
    • Title
    • ProQuest Ebook Central Title ID (bkey)
    • Purchase Model
    • Electronic Collection and Trial Status
    Activated_Portfolios_Event_Report_Example_02.png

    Deleted portfolios

    Number of deleted portfolios.   

    Failed to Process portfolios

    The job report includes the ProQuest Ebook Central Title ID (bkey) and the following failure reason: Please contact Alma Customer support to report PQ title ID's (bkey) for which there was no match in the CZ.
    Failed_to_Process_Portfolios_Event_Report_Example_02.png
    Portfolios missing from the Community Zone

    Alma synchronization job identifies portfolios missing from the Community Zone and activates them automatically when they become available in the Community Zone.

    Click this link to open the list of all CZ portfolios relevant to the integration. If needed, you can remove from this list portfolios that are no longer relevant to your institution, and portfolios that were already successfully activated. This allows you to see only the portfolios that are pending activation.

    You can filter the list by status, group, and purchase model (owned, subscription, or DDA). You can also search for particular portfolios by their ProQuest title ID (Bkey). The "Last Update Date" indicates when the bkey was tagged as missing in CZ, deleted from file, or activated. For example, if a certain bkey was tagged as missing and days later was tagged as deleted from file, the last update date is when its status changed to deleted from file.

    The available filtering options depend on the contents of the report. For example, if your report does not contain portfolios in status 'Successfully Activated', the option to filter by this status will not appear.
    integration profile - upload electronic holdings - list of missing portfolios filter.png
     

    ProQuest Ebook Central Integration for Consortia

    ProQuest Ebook Central siteid includes your individual institutional ProQuest Ebook Central holdings AND the shared consortia ProQuest Ebook Central holdings
    Enabling the integration will update your complete holdings with ProQuest Ebook Central holdings.

    There is no need to manage ProQuest Ebook Central consortia holdings in the Network Zone using this integration.

    Usage Reports

    Ex Libris offers reports for usage and cost-per-use for the electronic collection Ebook Central Perpetual DDA and Subscription Titles. For more information, see How to obtain COUNTER usage reports and cost per use for the electronic collection Ebook Central Perpetual DDA and Subscription Titles.pptx

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