Terms and Definitions
Chapter 22. Appendix

Term

Definition

Account

Identifies a pool of funds assigned to a specific university organizational entity for a specific purpose. Global document functionality is available for this document.

Agent

Any individual or organization entity that is represented in Kuali OLE. An agent could be an institution, a staff member, a library consortia, a publisher, a provider, or an individual working for a publisher / vendor. Synonyms: Vendor, Licensor, Publisher, Organization, Provider; Licensor or Licensee

Agreement

An agreement or understanding between the library / institution and a publisher / provider / donor regarding access to content. May include descriptive metadata, such as start date, end date, and contract number, as well as information about rights, restrictions, and business terms. An agreement will often represent either a negotiated license or a SERU agreement, although it could conceivably also represent other types of agreements, such as restrictions surrounding use of digital materials deposited in an institutional repository, use of donations made to a special collections unit, or use of gifts to the institution. Stored as DocStore .XML ONIX-PL. (Previous hand off for architecture. Future functional specification hand off for “Record License” with ONIX-PL license editor) Synonyms: Agreement Entity, License

Agreement Document

A file associated with an Agreement in OLE. Many types of files are utilized in the negotiation process / provide further details about an Agreement, including a variety of word processing files, spreadsheet files, and PDFs. Think: attachments, reference, title lists, SERU, checklists- primarily .doc, .xls, .pdf, but not limited by type. Synonyms: Agreement documents, attachments, linked files

Allocations

This is the primary area in which the ILS accounting is more granular and specific than at the parent organization level. A university will commonly budget operating funds for library acquisitions in one lump sum. The library then commonly subdivides that money into smaller chunks, according to the perceived needs of its users. The most common ways to subdivide the collection budget are: by school or administrative unit -- $x for the School of Medicine, for instance, $X for the School of Arts and Sciences, $X for the Business School, etc.;  by subject -- with the library deciding how many subject funds to subdivide the money into;  by material type – dividing the budget among monographs, print serials, e-serials, other e-resources, rare material, etc.; or by combinations of these categories.

Batch Job

Batch jobs, or batch processing, are what update General Ledger balances, other KFS/OLE tables, and files/jobs for exports. Batch jobs need to be run on some schedule to keep OLE in sync with external systems, such as University Financial.

Claim

The action (or a record thereof) of notifying a vendor that an ordered item has not been received for whatever reason. A claim can be made for a PO line item OR for a single issue of a serial title. Claims can be prompted by: non-receipt, receipt of the wrong version of an item, receipt of a damaged copy, etc.

Chart

The Chart document is used to define the valid charts that make up the high-level structure of the KFS Chart of Accounts. It also indicates who has management responsibilities for each chart and which object codes are used for system-generated accounting lines for the chart.

Checklist Template

A specific file (or files) that represents a university, library, or other institution’s contractual requirements; licenses negotiated by the institution usually must meet (or attempt to meet) these specific requirements. Form of Agreement Document.

Commitments

This is a running total of costs expected in the future, from purchase orders that have been placed, but not yet paid for. Commitments are an inexact science, and their importance varies according to the types of purchases the library makes. Many libraries only use them for some types of orders (like firm orders, or print monographs), but don’t use them at all for other types (like serial standing orders).

DocStore

OLE architecture for structured and unstructured metadata (e.g., bib, item, holding, authority, licenses) that works in conjunction with linked transactional data in OLE RDBMS/relational tables (e.g., purchasing, circulation, users, financial, borrowers).

Also referred to as the Document Store.

EDI

Electronic Data Interchange; structured transmission of data between organizations by electronic means. Usually a sequence of formatted messages between two parties. EDI formatted data can be transmitted using any methodology agreed to by the sender and recipient: FTP, HTTP, VAN, etc.

e-Doc

"electronic document", an online business transaction initiated in a Web-based form and routed electronically through a prescribed sequence of approvers. When the e-Doc has been through its entire approval process, it is maintained in a database for future reference. The OLE adaption of Kuali Financial System (KFS) for Select and Acquire uses e-Docs.

EDIFACT

Electronic Data Interchange for Administration, Commerce and Transport, an EDI standard adopted by the United Nations.

EDIFACT Invoice Message

A file containing EDIFACT data for one or more vendor invoices.

Import

The act of importing and processing information from an external vendor; performing match-n-merge overlay; and creating appropriate documents inside OLE.

License

Generic term that reflects the final outcome or document- when a License is secured, the library may grant access to electronic resources for staff and patrons. The final License (future stories/specs) will likely be a signed and co-signed contractual Agreement between the Library and Agent, saved to DocStore, with its key terms reflected in the License/ONIX-PL editor.

Line Item

an entity to be ordered, usually identified by title on a purchase order; any purchase order can have more than one line item, e.g., 10 books on a purchase order = 10 line items, one for each. Intended for ease of purchasing multiple items from one vendor.

Negotiated License

One specific type of Agreement, which usually covers negotiated access to a purchased resource or collection of resources. The ONIX-PL standard was developed specifically to describe / transport both the text and interpretation of a negotiated license.

Object Code

Object codes represent all income, expense, asset, liability and fund balance classifications that are assigned to transactions and help identify the nature of the transaction Object Level. The Object Level document is used to maintain an attribute of the object code that is used to group similar object codes into categories for reporting Object Consolidation The Object Consolidation document defines a general category of object codes for reporting. One object consolidation includes the object codes belonging to one or more object levels.

ONIX-PL

ONIX for Publications Licenses (ONIX-PL) is intended to support the licensing of electronic resources – such as online journals and eBooks – to academic and corporate libraries. ONIX-PL enables libraries to: (1) express licenses in a machine-readable format; (2) load them into electronic resource management systems; (3) link them to digital resources; and (4) communicate key usage terms to users. Publishers can also benefit from the ability to maintain their licenses in a standard machine-readable form.

Payment Method

The form of the desired or completed payment. Could be check (paper or ACH system), credit card/procard, wire transfer, cash, internal transfer/payment, foreign draft.  Libraries will not process actual payments, but submit batch files to University for payment, and receive back confirming information.

Payment Request/Invoice

Vendor Invoices are processed thru an OLE Payment Request, and represent money owed/due to a Vendor for products or services.

Purchase Order

A document describing an entity to be bought or licensed along with vendor, fund, order type and other related data; OLE uses an adaptation of the Kuali Financial System's purchase order.

Requisition

A pre-order document for a title being considered for acquisition as submitted by a library user or library staff using various input methods (e.g., submitting a Web form, manual keying, etc.) Default workflow is for a requisition to be approved by a selector and, upon supply of information such as vendor, fund, etc., be transformed into a purchase order. Selectors may also decide against acquisition and cancel the requisition with notice to the original requestor.

SERU

A statement (Shared Electronic Resource Understanding)  that describes common understandings around e-resource subscriptions. This statement of common understandings can be used by libraries and publishers in place of a formal negotiated license.

Vendor

An organization or individual supplying materials for purchase, exchange or at no cost; KFS term is "supplier"