Difference between revisions of "Acquisition of Serial"

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(→‎Renewal of Serial Subscription)
(→‎Receipt of Serial)
 
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from publisher(s) or supplier(s) for a period of time.
 
from publisher(s) or supplier(s) for a period of time.
  
−
==''' Subscription and Renewal of Serial '''==
+
==''' Subscription of New Serial '''==
−
Head Technical Services Division or designated officer will require these following activities before any subscription can be made:
+
Head, Technical Services Division (HOTSD) or librarian will require
 +
these following activities before any serials subscription can be
 +
made:<br>
 +
a) Evaluation of the serials. (If required, HODTS or librarian may);<br>
 +
i. Utilised any applicable source for evaluation; or<br>
 +
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)
  
−
a) Subscription Price and budget availability<br>
+
==''' Renewal of Serial Subscription '''==
−
b) Fill in JPT Form and submit to Finance Unit<br>
+
Before renewal, re-evaluate the serials based on these criteria;<br>
−
c) Finance Unit to organise JPT meeting <br>
+
a) Serials usage statistics<br>
−
c) Endorsement by Chief Executive Officer or Deputy Chief Executive Officer<br>
+
b) Renewal price and budget availability<br>
−
 
+
c) Endorsement by Chief Executive Officer (CEO) or Deputy Chief
−
==''' Payment of Subscription '''==
+
Executive Officer (DCEO) or Head, Library Services Sector
−
 
+
(HOSLS) and in accordance with Purchasing of Goods and
−
Head Technical Services Division or designated officer shall proceed with the following once approval is given:
+
Services Procedure (QP-FVM-12).<br><br>
−
 
+
Once approval is given, Head, Technical Services Division
−
a) Complete the requisition.<br>
+
(HOTSD) or designated officer (DO) shall complete the requisition
−
b) Attached and submit evaluation report with requisition form to finance unit for endorsement by Chief Executive Officer.<br>
+
form in accordance to Purchasing of Goods and Services
−
 
+
Procedure (QP-FVM-12)<br><br>
−
After approval by Chief Executive Officer, send a copy of Purchase Order (PO) to suppliers or publishers.
+
After approval by CEO, send a copy of Purchase Order (PO) to
 +
suppliers or publishers<br>
  
 
==''' Receiving of Invoice '''==
 
==''' Receiving of Invoice '''==
 
The Head of Technical Service Division or designated officer shall send the invoice to Finance Unit once they received the invoice.
 
The Head of Technical Service Division or designated officer shall send the invoice to Finance Unit once they received the invoice.
  
−
==''' Uploading and Access of Online Databases '''==
+
==''' Receipt of Serial '''==
 +
 
 +
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>
  
−
Head Technical Services Division or designated officer shall proceed with the following activities once payment of subscription is completed :
+
If there is any discrepancies or faulty, notify the supplier in writing<br>
 +
a) Request for replacement if the supplier is able to replace the
 +
material.<br>
 +
b) Request for cancellation of order, if the supplier unable to
 +
replace the material<br>
  
−
For New Online Database;<br>
+
'''Processing of serial material'''<br>
−
i. Send Internet Proxy (IP) address to the suppliers/publishers for configuration.<br>
+
a) Place Pustaka Seal at title page and at any page of the serial material
−
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.<br>
+
(Bottom right hand)<br>
−
iii. After receiving feedback of uploading from ICT Sector, Librarian or DO shall check the status of online database on Pustaka Website.<br>
+
b) Slip in the security strip on middle part of each serial or at any suitable
−
iv. If the online database failed to be accessed, report the problem to ICT Sector by email to rectify the problem.<br>
+
page.<br>
−
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.)<br>
+
c) Note date receipt at the back of content page (Bottom left hand)<br>
  
−
For Renewal of Online Databases:
+
Record each issue of serial material in Angka.sa2 Library Management
 +
System (Serial Management Module).<br>
  
−
i. Head of Technical Service Division or designated officers shall check the status of online databases on Pustaka Website once payment of subscription is completed.<br>
+
Display the serial materials on the shelves<br>
−
ii. If the online database failed to be accessed, report the problem to ICT Sector by email to rectify the problem.<br>
 

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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