Research Guides: Subscription Acquisitions: EBSCONET

EBSCONET Journal Renewals

Procedures for Processing the 2016 Journals Renewal

First Step - Download renewal file in Excel format from EBSCONET to Tech Services drive

Email notification is sent by EBSCO rep that renewal is available online in EBSCONET
Create folder on Tech Services drive: Tech Services drive Acquisitions > Serials > Journal Renewals including EBSCO>EBSCO Renewals > 2016 Journal Renewals>EBSCO Individual Journal Orders
Login to EBSCONET - have to have permissions to work the renewal (contact Head of Acquisitions)
Go to Renewals tab, leave the search boxes empty and click on Search to bring up the list of renewal titles
Click on Available Fields tab, click on any gray check marks to turn them green so that all fields will be exported, and click on Save Changes (some fields have a lock icon which means it is a required field and cannot be changed.
Next to the Export button make sure the selection says Microsoft Excel, then click Export
Open the file, enable editing if necessary, click on File, Save as, select folder mentioned above, save as "EBSCO 2016 Journals Renewal_original list_YYYYMmmDD" (e.g., 2015May13)

Create file for Serials Assistant Hilda Murillo to use to check the Sirsi serial control records to see if any issues need to be claimed, look for start date problems, etc.

Make a copy of the original file and call it: "Hilda check receipt info for print titles from 2016 EBSCONET Renewal"

Make several tabs in the file

All Titles - original file
Print & Print+online 2016 dates (for 2016 start dates)
- Make copy of original file, custom sort by Format (A-Z), Start Date (A-Z), Title Name (A-Z)
- Cut the online only titles and put them on the Online Only spreadsheet (copy and insert the header row of field titles from the original file)
- Cut the titles with start dates before 2016 from the Print & Print+online 2016 dates file and put them on the Online Only spreadsheet (copy and insert the header row of field titles from file)
- Sort the remaining titles (which will include formats: Membership, Microform, Multiple Formats, and Newspapers in addition to Print or Print+Online) by ILS number (A-Z) and Title Name (A-Z) so the packages will be at the end
- Insert a column called "NGL Renewal Notes" after the "Renew" column. After "Title Name" insert a column called Child Title. Then move and insert "Title Notes" field.
  - Search the Title Notes column for words like Discontinued or Delayed and highlight in yellow
- Move and insert column for "Start Date" after Title Notes.
- Insert columns for Claim Problem, Claimed issues recd, Start Date Problem, then have Title Number, ILS Number, Renewal Total
Online Only
Start Dates before 2016

Compare EBSCONET renewal orders to Sirsi current orders to check for differences that may need to be corrected.

Run Sirsi Funded Orderlines report for print, print+online, and online only journals. Save as pipe-delimited file and import into Excel. Sort by Sirsi PO# and title.
Move non-EBSCO orders which includes most of the large EJ packages to another worksheet in the file (these can be identified because they don't have a 9 digit number in the PO# which EBSCO orders have
Move EBSCO Sage EJ package order to another worksheet
Add a copy of the EBSCONET renewal to one of the worksheets in the file. Sort it by ILS# (which is the Sirsi PO#) and title.
Create a worksheet where the Sirsi and EBSCONET data is combined in columns next to each other and search for duplicates across the entire file
The Sirsi PO# column will have more orders because often the renewal doesn't include all titles that are in a membership. Don't consider this to be a problem. Look for other orders that don't match and investigate them. Highlight them in another color to make them easy to identify.

EBSCONET Title Number Problems

Seems like EBSCO used to create a separate title number for each format (print, print+online, online-only). In 2016 I have noticed that different formats are appearing on the same title number and you have to look at the specific order that is attached to the title to see what the format was for that order.

This makes it more difficult to maintain information about previous publishers.
Since we use a different subaccount, subscriber code, and PO (ILS) number based on the format, we have to make sure these are changed when the order changes.
School Psychology Review - EBSCO said they sometimes use same title number instead of creating a new one so the orders will be on the same title.
- Per our title department, when a format changes from print to online, they often change the format on the existing print title if there is not already an existing online listing. This way the orders for this title don’t have to be moved.
American Journal of Health Promotion (043569-847-was print when published by American Journal of Health Promotion. In 2016 it was taken over by Sage and seems they have changed it to print + online. We discussed this with Carol Seiler when she visited on 2/24/2016 and she sent an email 2/29/2016 saying she is checking on this. She understands that I also would like EBSCONET to reflect the publisher per order; that is, at the time of the order/fulfillment so we can get full title history.

EBSCONET Username/Password Titles

NGL normally selects online subscriptions that have IP Address recognition rather than Username/Password. There are, however, some titles that are not available as print only but have print+online where the online is username/password. In order to get the print, we have to select that subscription. I had some questions about the title COLUMBIA JOURNALISM REVIEW which was this type of title which Carol Seiler addressed when she visited on 2/24/2016.

Registration information seems to be conflicting—since registration at the publisher website is not required, why does a customer profile at the registration site have to be completed?” As we discussed, since this is a user name / password title you will likely need to register to get the username/password but you do not have to if you do not want to activate the online portion.
This also affects Publication Finder (Holdings Management in EBSCO Admin): we saw that this title is a username/password title. This is why it was added to EBSCO Admin > Holdings Management. It has an online component. Since some customers do use these titles (by managing the passwords in house in various ways), EBSCO does automatically add them to your collection. a. Zach asked to have an email alert when a username/password title is added to EBSCO Admin > Holdings Management. I sent this in to support as case # 2061746. However the customer can ‘hide’ the title in Holdings Management (if you ‘unassign’, then order integration will over-ride this and re-instate the title so you need to hide it if you do not wish it viewable). Per our discussion, I have requested Zach Valdes be added to the existing Enhancement Request 136318 - Hidden items in Holdings Management.
- Mark Irving sent an email to Zach, Kat, Michael and myself about this on 3/2/2016: EBSCO Support Case #2061746 ER: 138826: Email customer an alert when a title requiring username / password authentication (a title which does not allow IP authentication or proxy) is added to EBSCOadmin in Holdings Management
  - Good morning. Thank you for contacting EBSCO Technical Support. I hope that you're well. I have created that enhancement request (ER# 13882), to request that an email alert is sent to customers when a title requiring username / password authentication (a title which does not allow IP authentication or proxy) is added to EBSCOadmin in Holdings Management.
    
    Thank you for your suggestion. All enhancement requests receive a complete review by our product management and engineering teams, and will be looked into for feasibility. If, after review, the enhancement is determined to be feasible it is placed on a schedule for a future release. As we receive many enhancement requests on a daily basis, release dates can vary.
  - 3/1/2016 update: Per what I have been advised, there is nothing in Holdings Management or the knowledge base which indicates, on a title by title basis, whether or not patrons will have access to those titles via non-personal authentication methods or not. The control of whether patrons can get access to certain types of content in patron-facing user interfaces is based on the type of content, the type of subscription for the customer, etc. Unfortunately, this requested functionality really isn't possible at this time. There are no plans to implement at this time.