e Claiming Implementation Elise Clason clasone wou edu Shirley

e. Claiming Implementation Elise Clason clasone@wou. edu Shirley Lincicum lincics@wou. edu Western Oregon University October 21, 2005 NWUIG: Implementing E-Claiming 1

Overview l Preparation l Implementation steps l Limitations & special considerations l Questions and discussion October 21, 2005 NWUIG: Implementing E-Claiming 2

Electronic Claiming of Serials via Email III product 506 A l Pre-requisites: l l Serials module (character-based or Millennium) Internet connection for III server E-mail interface for III server Millennium: manual page #100460 l Character-based: manual page #103143 l Formats claims according to ASC X 12. 02 standard l October 21, 2005 NWUIG: Implementing E-Claiming 3

Benefits Send claims directly from your system into subscription agent’s system: Agent receives claims sooner l Agent’s system can process claims immediately l You get quicker confirmation that claims have been received and processed l No more special forms or printer errors! l October 21, 2005 NWUIG: Implementing E-Claiming 4

Preparation: Serials Agent Determine whether serials agent supports receipt of claims in X 12 format l Obtain e-mail address to which claims should be sent l Inquire about special coding required in checkin records l Inquire about methods for acknowledgement and follow up on e-claims received l October 21, 2005 NWUIG: Implementing E-Claiming 5

Preparation: Local System l l l Confirm that e-mail is enabled on server Confirm that you have a checkin record for each title you wish to e-claim Confirm that you have a menu option to view bounced e-mail claims in character-based Configure “Claim E-mail information” under Acquisitions system options Edit vendor and checkin records October 21, 2005 NWUIG: Implementing E-Claiming 6

Configure Claim E-mail Information A > ADDITIONAL system functions A > ALTER system parameters S > SYSTEM codes O > Set system OPTIONS A > Acquisitions options 18 > Claim E-mail information October 21, 2005 NWUIG: Implementing E-Claiming 7

Edit Vendor Record VCODE 2: s NOTE 2 (m): $EDI l |d library SAN or |e library account number l |f vendor e-mail address l Example: $EDI|e. SF 37869|f. IIICLMS@ML. EBSCO. COM l Maximum size of the NOTE 2 field is 99 characters, including the $EDI October 21, 2005 NWUIG: Implementing E-Claiming 8

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Edit Checkin Records l Work with vendor to obtain appropriate data, such as: Agent unique subscription identifier (required) Example: SF 3786900 AA 490432002 l Vendor product number (optional) l Input in VEN TITLE# or VENDOR ID field (f tag) l Millennium can automatically update checkin records when processing electronic serials invoices l See manual page # 102912: Update Vendor ID in attached records l October 21, 2005 NWUIG: Implementing E-Claiming 10

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Send Claims l Sort claims by: Record #, Title, Date, or Issue l Limit claims by: Vendor or Location l Select to send or delete individual claims l View or edit associated records l Move e-claims to print claims file October 21, 2005 NWUIG: Implementing E-Claiming 12

Options for local capture of data l Provide cc: address in Claim E-mail information (under Acquisitions system options) l Move claims to print file and: Print (on paper or to e-mail) l File save to III server l l Copy the “Claims for serial issues awaiting print” file to a review file in Create Lists October 21, 2005 NWUIG: Implementing E-Claiming 13

Testing After vendor and checkin record updates, arrange a test with serials agent l Send test claims (small batch, real or bogus) l Confirm with serials agent that appropriate data was received l Work with III and/or serials agent to resolve any issues that arise l October 21, 2005 NWUIG: Implementing E-Claiming 14

Acknowledgement & Follow-up l EBSCO l sends auto response via e-mail Lists number of claims received, not detailed title/issue information l We track claims using EBSCOnet interactive claim checker October 21, 2005 NWUIG: Implementing E-Claiming 15

Membership subscriptions EBSCO requires a one-to-one relationship between order/payment record and claim l Not currently possible to use e-claiming to submit claims for “child” titles received on the basis of a “parent” subscription l We use EBSCOnet Fast Claim to submit claims for “child” titles l October 21, 2005 NWUIG: Implementing E-Claiming 16

Volta Review Membership Volta Review Checkin Record October 21, 2005 Order Record Volta Voices Checkin Record NWUIG: Implementing E-Claiming 17

Features wish list l Ability to save the e-claims file sent to the serials agent locally in. csv format l Ability to view bounced claims e-mails in Millennium Serials October 21, 2005 NWUIG: Implementing E-Claiming 18

Questions? Presentation slides available at: http: //www. wou. edu/~lincics/e-claim. ppt October 21, 2005 NWUIG: Implementing E-Claiming 19