Process Module: Acquire Entity

Definition:  Describes the OLE component whereby an entity is selected for acquisition. Associated license/registry terms are managed and documented within the system.  The entity is described in the system and an order is created for acquisition.  The entity is received and paid for upon receipt from the supplier.

Note: An entity order may include orders for multiple items and may be a blanket order or approval plan that is based on desired entity criteria. Entities may be acquired through donation.  Entities may be acquired temporarily as on a trial basis within a set time frame.

Workflow / Process Diagrams:

• Identify Supplier
• Manage Terms of Acquisitions & Use
• Manage Funds
• Commit Funds
• Order Resource
• Schedule Event
• Track Event
• Receive Resource

Use Cases: An entity is selected for the collection. A supplier for the entity is assigned. Funds for the purchased entity are encumbered. System schedules claiming cycles and allows re-encumbering of funds at the end of the fiscal year.  System tracks the order status to fulfillment or allows for an aborted order request if entity cannot be fulfilled. The invoice process and payment activity may be executed manually or electronically and interface with institutional finance system.  Payment may be made by using protocols such as: EDIFACT; ANSI X12, XML EDI.