Alma – OASIS Real-Time Acquisition Integration Overview 2017 update

Overview 1 2 3 Feature Launched Background Audience Alma Real-Time Acquisition (RTA) integration with OASIS platform via API Prior to 2016, Order information from OASIS to Alma was sent via EDI ordering and FTP workflows. An integration via API is the next level of integration. Accounts that currently use both OASIS and Alma. Prior to 2016, Order information from OASIS to Alma was sent via EDI ordering and FTP workflows.

Available Order Types From OASIS Print and eBook orders eBook orders from all eBook platforms available in OASIS For order placed via any acquisition model Firm orders Book selection or approval plans New title notifications or slip plans The Integration covers real time ordering; invoices are delivered via EDI

Increased workflow efficiency Benefits Faster, real-time insertion of order data into Alma Data transfer takes place at the same time the order is placed in OASIS, creating order records that allow library staff to see what is on order. Faster discovery of order records in Alma supports early order mediation and avoids order duplication Streamlines book workflows API allows order information to flow from OASIS to Alma without the need to use a (slower) FTP data transfer method Saves staff time Through the automated transfer of information. Library staff does not need to perform additional steps to integrate order information into their library management system Ensure data accuracy Avoid order duplication and human errors Increased workflow efficiency OASIS Alma API Integration is provided to libraries at no additional cost

Demo Short Demo: Click Here Narrated Demo: Click Here Forward the presentation for screenshots demo

Creating a new order via OASIS Login to the OASIS Platform

Creating a new order via OASIS In the “Search All Titles” tab search for what you want to order

Creating a new order via OASIS Note that we are ordering ISBN 9781556521041 and it does not yet exist in Alma This is Alma and we see that ISBN 9781556521041 is not (currently) in the Alma repository

Creating a new order via OASIS From results in OASIS click “Action > Order Info”

Creating a new order via OASIS Choose Library, Fund and Quantity Library in Alma Fund code in Alma If desired save this information as a temple for the future

Creating a new order via OASIS Mark the record for ordering

Creating a new order via OASIS Note the link for “Order Info”

Creating a new order via OASIS Repeat for however many records you would like to order, then click “Process List > Checkout orders > Create Firm Orders > Process”

Behind the scenes: Information is being transferred automatically between OASIS and Ex Libris Alma Order’s item status Bib record info Order’s owner info Order’s price info Order’s fund info

Let’s take a look in Ex Libris Alma

The order is created in Alma Now we will see the bibliographic record and order which was created in Alma from OASIS Previously a search in Alma on this ISBN gave no results This is the record we ordered in OASIS just a moment ago

The order is created in Alma Here is the order in Alma Price information from OASIS Library and fund is what we entered in OASIS

The order is created in Alma Note that the OASIS control number will be added to the Alma order in the “Vendor Title Number” field OASIS Alma

The order is created in Alma Note that the bibliographic record created in Alma has an originating system “NEW_ORDER_API”

The order is created in Alma In this manner it is possible to retrieve all records created from the OASIS system with additional parameters such as creation date

Alma API Order Workflow Librarian User searches OASIS and builds list of books to order or picks from an approval list Order is placed in OASIS which causes order data to be sent via API to Alma. An order line and a bibliographic record is created in Alma Optional: Overnight a more complete MARC record is sent to Alma via FTP which overlays the bib record created by the API Invoice data and MARC records flow to Alma ILS system via EDI/FTP when book is shipped 1 OASIS Action 2 API Transfer of Order Information FTP Transfer 3 Invoice EDI /FTP OASIS / CIS* 4 * CIS = backend database for OASIS

2017 Integration Enhancements Faster resolution when the API data transfer from OASIS to Alma results in an error Better management of print orders with $0 price ( e.g. not yet published books). These orders will no longer be rejected More streamlined communication of order status in Alma (ok, pending, cancelled) back to OASIS via queries. NOTE: Actions a user can take on an order in Alma will depend on specific customer set-up. Syncing of set-up information (fund codes, location etc.) for a library group/customer between OASIS and ALMA

Alma & OASIS Integration Setup: Rules of Engagement ProQuest Books will help the customer through the setup process Customer must request Alma API key through Ex Libris. If customers want to use this in their sandbox system, then a separate key must be requested for that system For Accounts managed from the North American ProQuest office: Contact coutts-configurationteam@proquest.com to request setup on OASIS For Accounts managed from ProQuest UK office, customers or ProQuest Sales should contact the customer’s named ProQuest EDI representative to request setup ProQuest Configuration Team will Discuss workflow Do system setup Monitor first order or testing in sandbox If a customer is doing setup in production, allow 2-3 days for configuration to be put into place Set up time will depend on the customer but is about 1 week on average

Thank You