DDA EBook Workflow (YBP)

Describes the workflow for our DDA plan through YBP with Ebrary, EBL and EBSCO book platforms.

Loading New Books

Every Monday Alisha pulls the complete DDA pool for each vendor from their respective sites (EBL, Ebrary, EBSCO).  She has a master spreadsheet for each vendor and she puts that weeks full pool in a tab of it's own. 

She then matches the master list, or tab (see Figure 1 below for details), against the weekly list.  Matched titles are removed since they are already activated, leaving just the adds for that week.  If any titles are missing from the weekly list those are moved from the master to the purchased list to be confirmed as a purchase or deletion.

Now the titles that are left on the weekly list are matched against the full Intota list to make sure the book is in the KB.  Books that aren't are manually checked and then tickets are submitted for any that need to be added to the KB (these are tracked in their own tab).

Once the new titles are are verified the Intota list is used to match against the weekly list and those titles then have their status changed to DDA  and are loaded into Intota as one batch.

Then the titles are copied into the master list so it reflect the new adds.

Book Purchases

We do seem to be getting NOA for purchases, but since we've only had a couple we are still working through this.  

Here's how it should hopefully work:

NOA goes to Jennifer E. and she is changing the status in Intota to Purchased and then notifying Alisha so she can verfiy whether or not it was an actual DDA purchase or a mix up with our Batch Purchase plan.  If it's a DDA purchase she moves the title from the master list to the purchased list.  If it's a mix up she'll notify Brian.

Record Overlay

This is a work in progress with YBP, right now the DDA purchases are coming in on our old DDA sub account which we are using for Ebrary upgrades.  Brian is working with YBP to fix this.

Invoice Payment

Order records are being created manually right now and then paid on Monday by Alisha.  Once the Record Overlay piece is worked out the records will just be loaded (orders created at the time of load) and Alisha will pay them same day.