VLeBooks JIT User Guide

Just-In-Time (JIT) Acquisition Setup Guide Just-In-Time ( JIT ) Acquisition Setup Guide 1

Just-In-Time Acquisitions Just-in-Time (JIT) acquisition allows administrators to handle turnaways for owned content by automatically and seamlessly upgrading the current licence, purchasing additional copies, or granting temporary rental access to end users. In order to set up Just-in-Time acquisition, please contact your account manager, who can enable Just-In-Time access on your account. Please also confirm the frequency at which you would like to receive your order confirmations and invoices. Invoicing– Daily, Weekly, Monthly Order Confirmation – Immediate, Daily, Weekly, Never Demand Driven Acquisition Account Settings Enable DDA - this flag is your control of whether DDA is active on your account. If for any reason you wish to stop all DDA activity, disable this flag and save the screen. Maximum DDA Spend - you can set an overall cap for your DDA spend, which, even with budgeted amounts totalling more than this, the maximum DDA spend will stop DDA purchases if the total spend crosses this value. Academic Year Budget Start - the value is determined across an entire year, and you are able to set the start date of your Academic year using the Academic Year Budget Start. This is used for reporting and to enforce your Maximum DDA Spend. Max Rental Weeks - you can put a cap on the maximum rental length across the platform. Please note, some of the above fields, such as max daily access requests per student, do not pertain to the Just-in- Time acquisitions process and are for standard Demand Driven Acquisition. 2 Just-In-Time ( JIT ) Acquisition Setup Guide

Budget Administration To begin setting up your Just-in-Time acquisition preferences, we will firstly need to set up a budget to control the spend and ensure sales are reported under the correct fund codes – if the budget you wish to use already exists, you can move straight to the ‘Just-In-Time Access’ section. On the ‘Budget Administration’ screen, click the ‘Add New Budget’ button: Set the Description, and the Fund Code (which will be used on invoices) and tick the ‘Is Active’ box to enable this budget. Press Save, and you will see the ‘Funds Management’ panel appear. To set a target spend, press the ‘Set Budget Total’ button, and key in the intended value. Note, if you are a pre-pay customer, who prefers to pay a lump sum up front for DDA purchases, you will also be prompted for a purchase order number, and an invoice will be raised for your chosen value. Once titles have been purchased/upgraded using this budget, the purchases table will begin to populate with details of all Just-In-Time transactions. Just-In-Time ( JIT ) Acquisition Setup Guide 3

Just-In-Time Access Once a budget has been set up and DDA enabled on your account, you’re ready to set up your Just-in-Time access parameters. Type • Just-In-Time Access – Enable Just-In-Time access within the parameters set. • Redirect to purchase request – If a turnaway occurs, VLeBooks will automatically log a purchase request for you to review. • Disabled – Switch off JIT/purchase requests. Budget – Select which budget you would like JIT purchases to draw from. Turnaways to Trigger – Select the number of turnaways to trigger a rental/upgrade/purchase. Selecting zero will create an immediate rental, upgrade, or purchase. Within Time Period – The time period in which the selected number of turnaways triggers a rental/upgrade/purchase. This can be set in hours, days, or weeks. Rentals Rentals allow an individual user temporary access to a title, for a maximum of three weeks. Rental pricing is based on a percentage of the publisher’s list price. 4 Just-In-Time ( JIT ) Acquisition Setup Guide

Rentals – Enable/disable rentals If Rental Unavailable: • Continue – Once a turnaway occurs, but a rental is unavailable for the title, select continue to move onto the next set of parameters below – upgrade the licence or purchase an additional copy. A rental may not be available if the publisher does not permit rentals of their titles, or the cost exceeds the maximum rental price. • Purchase request – Create a purchase request for the title and end the Just-In-Time process. Maximum Rentals – The max number of rentals which can be purchased for a single title. Maximum Rental Period – Select from 1, 2 or 3 weeks. Maximum Rental Price – The max price a single title can be rented for. Titles will be rented for the maximum rental period within the price restraints. If the three-week rental price is too high, it will drop down to the next available rental period. Licence Upgrades Licence Upgrades – Enable/disable licence upgrades Maximum Price Difference – The maximum price difference between the price paid for the original licence and the licence it’s being upgraded to. For example, a single user licence was purchased for £20 and a 3 user licence costs £50, the upgrade cost would be £30 and therefore the upgrade would proceed under the above parameters. Minimum Credits – The minimum number of credits required for an upgrade to take place. Acquisition Preference – Choose between lowest cost and best access. Best access will select the highest number of users within the price constraints. Just-In-Time ( JIT ) Acquisition Setup Guide 5

Licence Purchases Licence Purchases – Enable/disable purchases of additional copies Permitted Licences when Purchasing – Select which licences you would like to allow to be purchased. Use the “move up” and “move down” buttons to set their priority (highest priority at the top). Maximum Purchase Price – The maximum price for a single title purchase. Minimum Credits – The minimum number of credits required for a purchase to take place. Multi-User Licence Preference - Choose between lowest cost and best access. Best access will select the highest number of users within the price constraints. Maximum Copies – The maximum number of additional copies to be purchased for a single title. Decline if next credit renewal is within – Set a timeframe to decline a purchase if a credit licence is due to reset shortly. This can be set from 1 to 5 weeks. Limited Licences Purchase Conditions – Select whether you wish to include all/none/time limited/issue limited licences. For example, 365-day 5 user licence (time limited) or 36 issue licence (issue limited). Reject Purchases of Single-User Licences Without an Upgrade Path – Some titles only have a single user licence available and so can’t be upgraded. Tick this option to disable the purchase of additional copies of single user licence titles. 6 Just-In-Time ( JIT ) Acquisition Setup Guide

Purchase Requests If the previous steps fail to lead to a rental/upgrade/purchase, tick this option to default to a purchase request. Example Process Flow In the example below, if a title has hit the turnaway limit as determined in the turnaway parameters, VLeBooks will work through the following process. • Is the title available to rent? Title rented and user • Is this the first rental of the title? granted immediate access • Is it within the price limit? YES NO Just-In-Time ( JIT ) Acquisition Setup Guide 7

• Is there an upgradable licence? Licence upgraded and user • Is it within the price difference limit? granted immediate access • Does it meet the minimum YES requirement for credits? NO • Is the title available to purchase? YES Additional copy purchased • Is it within the price limit? and user granted immediate • Does it meet the minimum access requirement for credits? • Is this the first JIT purchase? • Is it outside the timeframe for the credit renewal? NO Purchase request created and administrator notified via email 8 Just-In-Time ( JIT ) Acquisition Setup Guide

Redirect to Purchase Requests If you dont wish allow automatic rentals, upgrades or purchases following a turnaway, you can select \"redirect to purchase request\". When a user attempts to read a title thats not available, i.e. it's max concurrent user limit has been reached, it will create a purchase request for you to review. To be notified of new requests, select \"notify via email\"and enter your email address. Multiple recipients can be seperated by a semicolon. Purchase Requests Purchase requests created as a result of Just-In-Time access will appear in the Purchase Requests menu within the DDA section. From this menu, you can review the purchase requests and approve/decline them. If action has been taken on a purchase request by an administrator, users who have submitted a purchase request will receive a notification the next time they login on whether their request has been successful. Users can also monitor purchase requests in My Account. Just-In-Time ( JIT ) Acquisition Setup Guide 9

Title Administration / Title Dashboard The title administration screen has a new title dashboard menu to give an overview of the title history. Concurrent Licenses – The number of concurrent user licences owned for the title, including statistics for anyone actively viewing the content. Credit Licenses – The number of credit licences owned for the title, including the number of remaining credits and the renewal date. Rentals – A list of rentals approved for the title. Loans – A list of active loans/downloads for the title and when the download is due to expire. Reservations – A list of active reservations for the title, including username, email, and expiry date. Access Requests – The number of purchase requests submitted for the title, including name, email, date the request was submitted. 10 Just-In-Time ( JIT ) Acquisition Setup Guide

Reports Financial Expenditure - a report to detail all Just-In-Time spend, for rentals, upgrades, and purchases. Filterable by a specific EAN and date range. Gives a line level and summary costs for each item of spend during that period DDA Usage Report - an analysis of the usage of titles which have been rented, upgraded, or purchased by Just-In- Time access, to give you a count of the number of times a title has been read online or downloaded, including the initial loan. Very useful to check the content that is being purchased is continuing to be used by other students. DDA Comparison Report - compares traditionally purchased titles with your Just-In-Time purchases to show usage trends between the two, for example total spend, number of days used per title, number of usage days per £1000 spent etc. Very useful to compare the different elements of your eBook collection. DDA Economy Report - created to give you an average cost analysis per access, which can help you shape your Just- In-Time parameters. DDA Outcomes Report - created to provide an overview of the outcome of Just-In-Time requests, whether it resulted in a rental, upgrade, purchase, or purchase request. If the process failed, a reason will be provided. Just-In-Time ( JIT ) Acquisition Setup Guide 11

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