The Renewals Spreadsheet

You can use the Comparison Basket to create a Renewals Spreadsheet. The spreadsheet will consist of information about the subscription you are going to renew, as well as information about each package you added to the Comparison Basket. The spreadsheet is colour-coded to make a quick visual comparison of packages easy. The spreadsheet has the following columns:

  • TitleID
  • Title
  • ISSN
  • eISSN
  • Current Start Date [format yyyy/mm/dd]
  • Current End Date [format yyyy/mm/dd]
  • Current Coverage depth
  • Current coverage note
  • IsCore? [valid values: “Y” = Yes; “N” = No; “P” = Print; “E” = Electronic; “P+E” = Print+Electronic]
  • Core Start Date [format yyyy/mm/dd]
  • Core End Date [format yyyy/mm/dd]
  • Current Sub – contains details of the current subscription as follows:
    • Coloured Light green if the title is in the current subscription
    • Coloured Yellow if the title has a ‘core’ status set in the current subscription
  • Candidates – one column per package added in the comparison basket which contains details as follows
    • Coloured Light green if the title is in the package
    • A note which lists the following details for the title in the package:
      • Start Date
      • Start Volume
      • Start Issue
      • End Date
      • End Volume
      • End Issue

Comparison Spreadsheet

This sheet needs editing to represent a ‘renewal’ and then importing back into KB+. The editing works as follows:

Choose the Candidate package column you are going to use for the basis of the renewal. Currently it is only possible to create the renewal based on a single package, although it is planned to allow a single renewal to use multiple packages in the future.

Edit this column changing the value of the cell to either “Y” or “N”. If the cell is marked with a “Y” it will be included in the new Subscription. If it is “N” it will not be added to the new Subscription.

For each row you have marked with a “Y” you will also need to edit the columns:

  • Current Start Date [format yyyy/mm/dd]
  • Current End Date [format yyyy/mm/dd]
  • IsCore? [valid values: “Y” = Yes; “N” = No; “P” = Print; “E” = Electronic; “P+E” = Print+Electronic]
  • Core Start Date [format yyyy/mm/dd]
  • Core End Date [format yyyy/mm/dd]

If these columns have a value in them, this is the value that will be used to create the new subscription. If they are blank, default values from the Package chosen as the basis for the subscription will be used. For example, change the “Current Start Date” to blank to ensure you use the default start date from the Package.

Completed Comparison Spreadsheet

In this example, four of the current titles are to be included in the new subscription, one title is to be dropped, and two new titles to be added. The existing titles will keep their current start/end dates and core details. The new titles will take the default values from the package.

All details, as well as the list of titles in the subscription, can be edited once the subscription has been created in KB+.

Once the spreadsheet has been edited appropriately, it can be imported into KB+ to create the new subscription (follow link for details).

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