HLM Admin Management

HLM, or Holdings Management, is the EBSCO system that powers the exact match eJournal placard in EBSCO. It also enables SmartLinking Plus for all of our subscriptions that we pay to EBSCO. (ie. content where EBSCO is our subscription agent.) Maintaining HLM means enabling subscribed, full-text eJournal content. Approximately 87% of our eJournal subscriptions (individual and package) are paid to EBSCO, who manages enabling the content through the Order Integration between EBSCONet and EBSCOAdmin. We have to manually enable the remaining 13%, some of which is not available at all in HLM. Once something appears in HLM then you can go about the relatively simple process of enabling the package or title.

SFX and HLM are not a 1:1 match. The last time a full upload was done was in Summer 2017, and EBSCO had a hard time taking the data from ExLibris and porting it into their own system. A cleanup project is in order once EDS is cleaned up and FOLIO is further along.

Also See

HLM Overview Page

The overview page for HLM in the EBSCOAdmin shows how many titles and packages we have enabled, as well as linking out to be able to create custom resources and packages, and to manage some of our universal settings. From this page you can get to the following

  • Titles and Packages
    • This placard will open up the search screen and default to selected.
  • Creating Custom Resources and Packages
    • EBSCO recommends that we shy away from creating custom content since it means that we will always have to manage it.
  • Managing Links
    • This portal is similar to ranking in EDS, however, it is all managed by EBSCO. Since only the CrossRef and ILL links are managed by us, this area is not very useful.
      • EBSCO automatically applies the appropriate links when we activate a resource.
  • Upload/Download Holdings
    • This can be used to import external data into existing Packages
      • Documentation exists on EBSCO Connect and below for these functions
      • Downloading specific holdings is the only way to find Custom titles and packages
  • Notes. Currently, we don't really use these. There are only three: OA, PA, and Transfer
    • However, HLM is hierarchical like SFX. Any note attached to a vendor will inherit down to Package and then Title.
    • There is no functional limit to how many notes you can create or attach to a record, but they do only appear in FTF and PubFinder, not in the Exact Match Screen

Enabling a New Resource

When a brand new resource appears in your queue it can be enabled in HLM. If the vendor is EBSCO, all you need to do is take a cursory glance by searching for the package or title and seeing if the Order Integration has already enabled it. There is an overnight load that speaks between EBSCONet and HLM. If it has, make a note in CORAL and mark the workflow step as completed. If it is not, leave the step alone and wait. If the vendor is not EBSCO, then you need to enable the resource yourself.

Non-EBSCO Paid Content

  • We only enable full text journal content in HLM to power the exact match eJournal placard as well as SmartLinking Plus, so if the resource is anything other than eJournals, you need to verify whether or not there is journal content contained within.
    • For example, does the database have some sort of journal content? If it is turned on in SFX that is a good sign that it should also be enabled in HLM.
  • Start by searching for the Title/Package Title
    • Leave the search as “Selected and Not Selected” just in case to see if for some reason it is already active.
  • When you find the correct resource you can choose the drop down menu at the right of the screen and choose “Select__”
    • If you are in a title search, you can enable just that title or the entire package the title resides in. If you are in package search you can enable all the titles in the package at once.
  • If you are not sure which resource is correct, click the hyperlinked title to see the titles contained in the package or more details about the package a title is contained in.
    • If you still are not sure, contact EBSCO support.
  • Once you have enabled the content, click on the hyperlinked name and make sure that the proxy is set to Silk (unless the resource is Free/OA)
  • Date Coverage is managed by EBSCO for paid content. Changing date coverage is similar to breaking a SymLink in SFX.
    • For now with non EBSCO paid content, do not update date coverages.
      • This is also hierarchical, so updating the package will affect individual titles.
      • Custom coverage at the title level can be used to signify PA for individual subscriptions.
  • Ensure the “Allow EBSCO To Add New Titles” is toggled correctly.
    • Yes for entire packages and EBSCO paid content.
    • No for individual subscriptions or for packages that we only subscribe to part of the title list.
  • Once everything is done, copy the package title (and potentially the individual title) and put it in the HLM note in the Access Tab of CORAL. Make changes to the Data Integration note, and check off the workflow step.

When Not to Enable

  • If a resource is clearly not full text or eJournal Content
  • If the resource is an eBook or eBook package
  • If the resource is an A&I database
    • EBSCO paid A&I content is still enabled
  • If the resource is content type: Online Reference
    • Unclear exactly what this means. It isn't an eBook and isn't a database, something in between. The material types do not drive different functionality.

Regular Maintenance in HLM

Renewals

Renewals in HLM are easier than anywhere else. As long as the resource is still enabled and the number of titles is roughly the same as the title list/SFX target then things are just fine.

  • EBSCO paid content should never be changed.
  • Non-EBSCO paid content shouldn't really change, just check title lists and check into things if the number of titles in HLM is drastically different.

Non-Renewals

When a ceased or cancelled workflow step arrives in your Queue, the resource in HLM needs to be disabled. Be sure to toggle “Hide all Titles in this Package” first, since Order Integration can sometimes enable titles even if the package is disabled.

  • Make changes to the notes in CORAL

Title Changes

  • If the title is paid to EBSCO, all you need to do is check to see that Order Integration has selected it elsewhere in HLM.
  • If the title is not paid to EBSCO, you need to deselect in the first package (as long as they are not one of the PA publishers) and select it in the new package if applicable.

Platform Changes

TBD

Custom Content

TBD

  • Text
    • Text

Outside Data

Elsevier AutoLoad data from SFX needs to be refreshed once a month (just like the autoload) for our holdings to be reflected accurately in HLM. This is done by a dataload into the Admin from the Overview Page

  • Instructions
    • Text

Primary contact: Jack Mulvaney

hlm_admin_maintenance.txt · Last modified: 2019/06/21 11:10 by jmulvaney
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