Using Voyager to manage claims and problems

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Using Voyager to manage claims and problems

• Jen Masciadrelli
• IACQ Forum
• November 29, 2007
• Illinois State University

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Overview

• Ways to find problems according to Voyager
• How items end up on the problems list
• Managing the problems list
• Problems with the problems list

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Ways to find problems according to Voyager
Acquisitions

• ACQ1 (server side job your I-Share Liaison
  requests via a Work Request Online)
• Skipped serial issues
• Manual marking and generation of claims

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Skipped serials issues

• If you have set up serials check-in and an issue
  is skipped at check-in, the missed issue will
  appear on the problems list for subsequent
  claiming with the publisher or serials agent.

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Manual Marking

• Items that need attention can be manually marked
  from
• the Purchase Order
• the Detailed Line Item Rec/Mark Tab
• Once a line item is marked it will simply be
  moved to the Problems list for further
  investigation/action.

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Acq1

• Acq1 is run as often as specified/daily and
  marks items for review
• Marked items are found on the problems list
• How does Acq1 determine when and if an item
  should be marked?
• Monographic line items
• Serial line items

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Acq1 - Monographic Line Items

• Will mark with System Cancel or System Claim
  based on a hierarchy of settings in the Voyager
  Acquisitions client and Voyager System
  Administration client.
• Focusing on System Claim for todays discussion

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Acq1 - Monographic Line Items

• To be eligible for System Claim
• Line item copy status must be Approved or Claimed
  AND
• Line item must be on a Purchase Order with the
  status Approved/Sent, Received Partial, or
  Received Complete

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Acq1 - Monographic Line Items

• Four levels for claim intervals. The Acq1 job
  will use the first claim interval it finds.
• Line Item Delivery Options Tab
• Purchase Order Footer Tab
• Vendor Record Delivery Options Tab
• Vendor Policy in System Administration

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Acq1 - Monographic Line Items Level One

• Line Item Delivery Options Tab
• Orders ? Search Orders ? Highlight Line Item ?
  Details ? Delivery Options
• The defaults for this can be set in Tools ?
  Defaults ? Line Item
• This applies to the individual line item

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Acq1 - Monographic Line Items Level One
?
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Acq1 - Monographic Line Items Level Two

• Purchase Order Footer Tab
• Orders ? Search Orders ?Select Order ? Footer Tab
• The Defaults for this can be set in Tools ?
  Defaults ? Purchase Order
• This applies to all line items on the purchase
  order

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Acq1 - Monographic Line Items Level Two
?
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Acq1 - Monographic Line Items Level Three

• Vendor Record Delivery Options Tab
• Vendors ? Search Vendors ? Delivery Options Tab
• This applies to all the Purchase Orders for a
  particular vendor

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Acq1 - Monographic Line Items Level Three
?
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Acq1 - Monographic Line Items Level Four

• Vendor Policy in System Administration
• System Administration ? Acquisitions ? Policy
  Definitions ? Vendor Policies
• Applies to all vendors defined as a particular
  vendor type

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Acq1 - Monographic Line Items Level Four
?
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Acq1 - Serial Line Items

• To be eligible for System Claim
• Purchase Order status must be Pending,
  Approved/Sent, Received Partial or Received
  Complete
• At least one issue must already have been received

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Acq1 - Serial Line Items

• The first serial claim is based on the Expected
  On date and Claim Interval located in
  Subscription Maintenance.
• Check-in ? Subscription Maintenance ? Search
  Title ? Component Details Predictive Component
  Pattern Tabs

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Acq1 - Serial Line Items
?
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Acq1 - Serial Line Items
?
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Acq1 - Serial Line Items

• All subsequent serial claims will be based on the
  hierarchy described for Monographic Claims
• Line Item Delivery Options Tab
• Purchase Order Footer Tab
• Vendor Record Delivery Options Tab
• Vendor Policy in System Administration

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Managing the Problems List

• Claiming as discussed so far is a misnomer.
• Once items are on the problems list they must be
  addressed to generate a claim. The process of
  generating a claim is the same regardless of how
  the item ends up on the problems list
• Claims may be printed via Reporter or sent via
  EDI.
• Problems list may have results on one or two
  tabs Marked Line Items and/or Marked Issues

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Managing the Problems List - Skipped Copy

• Order Maintenance ? Problems
• Search by Mark Reason equal to System Claim
• Check Comments field for Skipped Copy
• Generate Claim as needed

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Managing the Problems List - Manual Marking

• Order Maintenance ? Problems
• Search by Mark Reason equal to Claim. You could
  also search by other criteria such as Operator or
  Date Marked.
• Generate Claim as needed
• Until you request Acq1 only Skipped Issues and
  Manual Marking will appear on your problems list.

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Managing the Problems List - Acq1 Claims

• Order Maintenance ? Problems
• Search by criteria that will create a useable
  list
• Generate Claim as needed

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Managing the Problems ListGenerating a Claim

• Order Maintenance ? Problems
• Select item you wish to Generate a Claim for and
  Click Generate Claim

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Managing the Problems List

• Once an item is claimed it moves from the
  problems list to the claims list (Order
  Maintenance ? Claims).
• Claim counts set in the Vendor Record of
  Acquisitions and the Vendor Policy of System
  Administration will determine how many times an
  item is claimed (see Claiming in Voyager
  Acquisitions on the CARLI Website for more
  information).

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Managing the Problems List but it isnt a
problem!

• Unmark and Receive
• Unmark allows you to remove the mark on the line
  item or serial issue.
• Receive allows you to receive the line item or
  serial issue right from the problems list. This
  will also remove the mark.

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Problems with the Problems List
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More Information

• Claiming in Voyager Acquisitions
  http//www.carli.illinois.edu/mem-prod/I-Share/sec
  ure/acq/ClaiminginVoyager.pdf
• Voyager 6.1 Acquisitions Manual (Chapter 11)
  http//www.carli.illinois.edu/mem-prod/I-Share/end
  eavor-docs.html
• CARLI Support support_at_carli.illinois.edu