Ratifier Ordering in OASIS

  • Selectors generate lists (selections) of titles for possible ordering.
  • Selectors send selections to Ratifiers
  • Ratifiers place orders in OASIS.
  • ProQuest takes those orders and creates a file. This file is the order-level MARC (a basic MARC record).This is also where the OASIS Control Number is generated.
  • Overnight, ProQuest drops the file into an FTP server.
  • The next morning, the library picks up the file off of the FTP and loads it into their ILS. This creates a bookmark in their ILS so they know what orders have been placed and can therefore prevent duplications.
  • ProQuest orders, receives, catalogues (optional), processes (optional), ships, and paper invoices the books according to the library’s specifications.
  • If specified, an EDI invoice and/or full MARC is deposited into the FTP directory where the library picks up the records, matches and then overlays them on the existing records.
 

Note: The match-point for the two records depends largely on the library’s ILS capabilities, the library’s workflow, and what they want to do with the bibliographic data. Discussions between ProQuest's Technical Services and the library’s Acquisitions Department will determine the best match-point for the library.

Ratifier Ordering via Library ILS/ LMS

  • Selectors generate lists (selections) of titles for possible ordering.
  • Selectors send selections to Ratifiers.
  • Ratifiers extract the file of selections that will later become the orders placed from the ILS.
  • The Ratifiers create a file on their PC in an Excel format (there are other options on the format, but most libraries choose Excel).
  • The Excel spreadsheet of orders is pushed into the ILS.
  • The ILS generates an EDI order. This is when libraries may assign the PO number.
  • The library uses EDI to push their orders to ProQuest via the ProQuest FTP server.
  • ProQuest loads the records and creates an order.
  • ProQuest orders, receives, catalogues (optional), processes (optional), ships, and paper invoices book according to the library’s specifications.
  • If specified, an EDI invoice and/or full MARC is deposited into the FTP directory where the library picks up the records and matches and overlays them on the existing records they previously generated in their ILS.

Note: Duplications can occur with this workflow because until the library places the order with ProQuest, OASIS has no record of the order, and therefore there is nothing to dup check against. Please ensure that you implement a duplication checking procedure within your ILS.