OverDrive Workflow

1)                  Selector orders titles through OverDrive.

2)                  OverDrive sends spreadsheet of titles to both selector and OCLC.

3)                  Selector forwards a “notification” of titles (New or previously ordered titles) to Acquisitions Systems.

4)                  Overdrive will provide a spreadsheet of metadata for titles information to Acquisitions Systems.

5)                  Lynette will print invoice(s) & upload them to FileNet.  

6)                  If records exist, Lynette will write ADDS on Invoice. (See 9)  

7)                  Lynette will update OverDrive preliminary records to include the match point 024 and      856 tags for overlaying.  Do Not Make Any Adjustments to Bibl. Records.  

8)                  Lynette will give all OverDrive invoices to OST.

OST will:

9)                  Check the following:

·        Go on our Overdrive Web Site (http://yale.lib.overdrive.com/D093D07A-638A-4DE4-B622-F18B5B2A4590/10/50/en/Default.htm )

·        Find titles (adds or new) using the Search Box

·        Identify title and number of copies against what we’ve purchased

·        FYI: We may have only multiple title from a previous order and another title(s) for this order

10)              For ADDS, create new purchase orders for items listed on the invoice in-hand.  Since

these titles have been previously purchased, link the PO to the existing bib record. Remember, Overdrive titles can have multiple P.O.’s but only one bib and holdings record per format.

11)              Check the following:

·        Verify the format (e-book vs audio) matches when pulling in a title.

·        Note number of copies ordered for each title on the invoice.

·        Update the price(s) to the correct itemized price on the invoice in-hand

·        Ledger is DPFY13 and Fund is DPOVER251 (ebook) or DPOVER254 (audio)

·        In the item line note field, add the item format and invoice number for each (helpful since we receive duplicate titles and this will assist with duplicate payments). Please type all info on one line so that it will display in the PO list of items.

·        The vendor is always OVERDRIVE = 6OVER23456

12)              Note: OverDrive invoices can include both e-book and audiobook which require the          correct bib record format to be pulled into purchase orders.  Records may be full        records or preliminary records depending on whether or not OCLC has supplied an            overlay record.

13)              Never remove the 024 from any provisional record or edit an Overdrive Bibl. record.

14)              VERY IMPORTANT!!  OST should make sure there is an URL in every bib record attached to the purchase order – whether or not they are provisional or full records.  If one does      not exist, contact Lynette.

15)              Update FileNet by adding the adding the P.O. number to the Metadata form and submit  

invoice for Payment (Internal or Payments which depends on the fund applied).

P.O Created by Systems:

1)      If no record exist (New titles only), Lynette will upload records along with a purchase order into Voyager.  These record(s) will include 024 and the title’s URLs within the 856 tag.

2)      The Purchase Order Number will be supplied for Newly loaded P.O. created by Systems/Lynette

3)      Update FileNet with the P.O. for this invoice.

4)      Make adjustments to Price to meet your invoice for the itemized title

5)      Never remove the 024 from any provisional record or edit an Overdrive Bibl. record.

6)      On our Overdrive Web Site (http://yale.lib.overdrive.com/D093D07A-638A-4DE4-B622-F18B5B2A4590/10/50/en/Default.htm )

7)      Add the invoice number to the Line Item Note Field.

8)      Note: OverDrive invoices can include both e-book and audiobook which require the correct bibl record format to be pulled into purchase orders.  Records may be full records or preliminary records depending on whether or not OCLC has supplied an overlay record.

9)      Receive and Approval P.O.

10)  Update FileNet by adding the created P.O. number to the Metadata and submit invoice for payment (Internal or Payments which depends on the fund applied).

11)  If you have any questions see Manager or Lynette for assistance.