Background
In April 2018, we set up an approval plan for print and e-books with GOBI. Basically, we receive notifications for books that GOBI has labeled "Basic-Essential" or "Research-Essential", with a few other limiting criteria. For selected publishers, e-books are preferred. Detailed profile information can be found in the "EBSCO GOBI Misc" folder of the TechServ Team Drive in Google Drive.
Summary of process
Each week, Collection Management Officer receives an email with a link to the latest notification slips in GOBI. One email is sent for print books; a second email for e-books.
CMO follows link from each email into GOBI, marks books to order, and uses Gobi Express to order the books. For print books, choose Template "Print Approval." For ebooks, choose Template "EBook Approval."
Short bibs and POLs are immediately sent to Alma via API.
CMO receives email notification of orders. CMO forwards notification email for print books to Zinser; for e-books to Stich.
Acquisitions staff follow normal receiving and payment procedures for print and e-books.
To view slips
GOBI slips are generated on Wednesdays. Email notifications are sent on Saturdays. (Notifications are set up for Burkhardt's account with a copy sent to Rathemacher as GOBI Admin.)
Since we have approval plans for print and for e-preferred, we get two sets of slips and therefore two emails are sent.
To view slips in GOBI, click on the links in the emails.
Slips appear in LC Classification order.
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Since links to notification slips in GOBI come via email, there is no need to ever search GOBI for slips. But to do so:
Print book slips:
Go to www.gobi3.com and log in.
Search => Search => Slips
Subaccount: Select both 3150-21 US APPR SLIPS and 3150-23 US APPR SLIPS
Slip Date: Choose "=" (not ">=") 04252018 where the date is always the Wednesday that just passed.
Search
EBook slips:
Go to www.gobi3.com and log in.
Search => Search => Slips
Subaccount: Select 3150-24 US EAPPR SHUTTLE
Slip Date: Choose "=" (not ">=") 04252018 where the date is always the Wednesday that just passed.
Search
To view past notifications:
Notifications => Saved Notifications
Weekly notifications are saved for 9 months. If the slips for a certain month were not looked at, the column on the right will be blank.
Marking slips
When viewing slips, the top of the screen shows the number of books in the list and the net price to URI including discounts.
For example, "66 / Est. Net 2,214.86 USD 66 / List 2,586.18 USD" means there are 66 books in the list which will cost us $2,214.86 after our discount. (Note that e-books are not discounted.)
To mark all books in the list, press the "Mark all items on all pages" button.
Or, mark books individually by clicking to the left of each book.
To remove unwanted books from the list, mark the book(s), then click the red X at the right which will "delete all marked items."
To change an e-book Purchase Option, click the choice in the desired "Purchase Option" column and ensure that the option to buy is highlighted in peach.
Ordering books
With the books marked that you want to buy, click on the "GobiExpress" button and choose "Order."
Please Choose Template: Select "Print Approval" for print books and "EBook Approval" for e-books.
Order
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An order acknowledgement is automatically sent to Burkhardt. (This is configured in Options => My Preferences.)
Burkhardt forwards acknowledgements for print books to Zinser and for e-books to Stich.
Template settings
Template settings are as follows:
Print Approval
Subaccount: 3150-22 US APPR ORDERS
Fund Code: apprv
Location: umain
1st reporting code: PrintMonograph
[All other fields left blank.]
EBook Approval
Subaccount: 3150-25 US E APPR ORDERS
Fund Code: apprv
1st reporting code: E-book
[All other fields left blank.]