Difference between revisions of "Acquisition of Serial"

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==''' Purchase of Serial Materials '''==
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==''' Purchase of Serial Material '''==
  
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Purchase of serial materials is a process of subscribing to serial materials
+
Purchase of serial material is a process of subscribing to serial material
 
from publisher(s) or supplier(s) for a period of time.
 
from publisher(s) or supplier(s) for a period of time.
  
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==''' Subscription of New Serials '''==
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==''' Subscription of New Serial '''==
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6.1.1 Head, Technical Services Division (HOTSD) or designated officer (DO) will require these following activities before any subscription can be made:
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Head, Technical Services Division (HOTSD) or librarian will require
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a) One month trial of the database
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these following activities before any serials subscription can be
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b) Evaluation and usage of the online database (trial period)
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made:<br>
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c) Subscription Price and budget availability
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a) Evaluation of the serials. (If required, HODTS or librarian may);<br>
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d) Endorsement by Chief Executive Officer (CEO) or Deputy Chief
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i. Utilised any applicable source for evaluation; or<br>
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Executive Officer (DCEO) and in accordance with Purchasing of Goods and Services Procedure (QP-CM-12).
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ii. Consult standard library reviewing sources when making selection
 +
decisions; or<br>
 +
iii. Solicit other individual or departmental expertise as a resource for
 +
selection and evaluation of the serials. <br> b) Subscription price and budget availability.<br> c) Endorsement by Chief Executive Officer (CEO) or Deputy Chief
 +
Executive Officer (DCEO) or Head, Library Services Sector
 +
(HOSLS) and in accordance with Purchasing of Goods and
 +
Services Procedure (QP-FVM-12)
  
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==''' Renewal of Serials Subscription '''==
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==''' Renewal of Serial Subscription '''==
 +
Before renewal, re-evaluate the serials based on these criteria;<br>
 +
a) Serials usage statistics<br>
 +
b) Renewal price and budget availability<br>
 +
c) Endorsement by Chief Executive Officer (CEO) or Deputy Chief
 +
Executive Officer (DCEO) or Head, Library Services Sector
 +
(HOSLS) and in accordance with Purchasing of Goods and
 +
Services Procedure (QP-FVM-12).<br><br>
 +
Once approval is given, Head, Technical Services Division
 +
(HOTSD) or designated officer (DO) shall complete the requisition
 +
form in accordance to Purchasing of Goods and Services
 +
Procedure (QP-FVM-12)<br><br>
 +
After approval by CEO, send a copy of Purchase Order (PO) to
 +
suppliers or publishers<br>
  
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6.2.1 Head, Technical Services Division (HOTSD) or designated officer (DO) will require these following activities before any renewal can be made:
+
==''' Receiving of Invoice '''==
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a) Evaluation and usage of the online database
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The Head of Technical Service Division or designated officer shall send the invoice to Finance Unit once they received the invoice.
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b) Subscription price and budget availability
+
 
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c) Endorsement by Chief Executive Officer (CEO) or Deputy Chief
+
==''' Receipt of Serial '''==
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Executive Officer (DCEO) and in accordance with Purchasing of Goods and Services Procedure (QP-CM-12).
 
  
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==''' Payment of Subscription '''==
+
Receipt of serial material and inspect. check the physical condition of
 +
each serial material to ensure that:<br>
 +
a) No missing pages<br>
 +
b) No misprint<br>
 +
c) No loose binding<br>
 +
d) No damages<br>
 +
e) No faulty product<br>
  
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6.3.1 Head, Technical Services Division (HOTSD) or designated officer (DO) shall proceed with the following once approval is given:
+
If there is any discrepancies or faulty, notify the supplier in writing<br>
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a) Complete the requisition form in accordance to Purchasing of Goods and Services Procedure (QP-CM-12)
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a) Request for replacement if the supplier is able to replace the
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b) Attached and submit evaluation report with requisition form to finance unit for endorsement by CEO.
+
material.<br>
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6.3.2 After approval by CEO, send a copy of Purchase Order (PO) to suppliers or publishers.
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b) Request for cancellation of order, if the supplier unable to
 +
replace the material<br>
  
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==''' Receiving of Invoice '''==
+
'''Processing of serial material'''<br>
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The HOTSD or designated officer (DO) shall send the invoice to Finance Unit once they received the invoice.
+
a) Place Pustaka Seal at title page and at any page of the serial material
 +
(Bottom right hand)<br>
 +
b) Slip in the security strip on middle part of each serial or at any suitable
 +
page.<br>
 +
c) Note date receipt at the back of content page (Bottom left hand)<br>
  
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==''' Uploading and Access of Online Database '''==
+
Record each issue of serial material in Angka.sa2 Library Management
 +
System (Serial Management Module).<br>
  
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6.5.1 Head, Technical Services Division (HOTSD) or designated officer (DO) shall proceed with the following activities once payment of subscription is completed :
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Display the serial materials on the shelves<br>
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6.5.2 For New Online Database;
 
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i. Send Internet Proxy (IP) address to the suppliers/publishers for configuration.
 
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ii. Complete service request form and send details of new online database subscription to ICT Sector for commencement and uploading of database on Pustaka website.
 
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iii. After receiving feedback of uploading from ICT Sector, Librarian or DO shall check the status of online database on Pustaka Website.
 
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iv. If the online database failed to be accessed, report the problem to ICT Sector by email to rectify the problem.
 
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v. Once the online database successfully uploaded and can be accessed, inform the Reference Division, Library Sector by email for their further action (promotion, usage etc.)
 
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6.5.3 For Renewal of Online Database;
 
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i. HOTSD or DO shall check the status of online database on
 
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Pustaka Website once payment of subscription is completed.
 
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ii. If the online database failed to be accessed, report the problem to
 
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ICT Sector by email to rectify the problem.
 

Latest revision as of 16:41, 19 April 2021

Purchase of Serial Material

Purchase of serial material is a process of subscribing to serial material from publisher(s) or supplier(s) for a period of time.

Subscription of New Serial

Head, Technical Services Division (HOTSD) or librarian will require these following activities before any serials subscription can be made:
a) Evaluation of the serials. (If required, HODTS or librarian may);
i. Utilised any applicable source for evaluation; or
ii. Consult standard library reviewing sources when making selection decisions; or
iii. Solicit other individual or departmental expertise as a resource for selection and evaluation of the serials.
b) Subscription price and budget availability.
c) Endorsement by Chief Executive Officer (CEO) or Deputy Chief Executive Officer (DCEO) or Head, Library Services Sector (HOSLS) and in accordance with Purchasing of Goods and Services Procedure (QP-FVM-12)

Renewal of Serial Subscription

Before renewal, re-evaluate the serials based on these criteria;
a) Serials usage statistics
b) Renewal price and budget availability
c) Endorsement by Chief Executive Officer (CEO) or Deputy Chief Executive Officer (DCEO) or Head, Library Services Sector (HOSLS) and in accordance with Purchasing of Goods and Services Procedure (QP-FVM-12).

Once approval is given, Head, Technical Services Division (HOTSD) or designated officer (DO) shall complete the requisition form in accordance to Purchasing of Goods and Services Procedure (QP-FVM-12)

After approval by CEO, send a copy of Purchase Order (PO) to suppliers or publishers

Receiving of Invoice

The Head of Technical Service Division or designated officer shall send the invoice to Finance Unit once they received the invoice.

Receipt of Serial

Receipt of serial material and inspect. check the physical condition of each serial material to ensure that:
a) No missing pages
b) No misprint
c) No loose binding
d) No damages
e) No faulty product

If there is any discrepancies or faulty, notify the supplier in writing
a) Request for replacement if the supplier is able to replace the material.
b) Request for cancellation of order, if the supplier unable to replace the material

Processing of serial material
a) Place Pustaka Seal at title page and at any page of the serial material (Bottom right hand)
b) Slip in the security strip on middle part of each serial or at any suitable page.
c) Note date receipt at the back of content page (Bottom left hand)

Record each issue of serial material in Angka.sa2 Library Management System (Serial Management Module).

Display the serial materials on the shelves

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