Acquisition Proposal Review
The Acquisition Proposal Review section outlines the key steps involved in preparing, submitting, and processing an acquisition proposal in the SPEC system. This includes stages such as funding evaluation, resource impact assessment, approvals, and the coordination of delivery.
This guide is designed to provide an overview of the process, including essential information on form fields, necessary documentation, and how acquisitions are reviewed and processed by relevant units. Each step of the workflow ensures that proposals are properly assessed, and the system helps track the progress from initial submission through to delivery and final documentation.
By following this structured workflow, staff can ensure compliance with institutional policies while facilitating efficient acquisition processing and minimizing bottlenecks in the review process.
Acquisition Proposal Review
Stage 1: Proposal Preparation and Submission
Step 1: Create and Submit a New Proposal
To begin drafting a new acquisition proposal in SPEC:
- Log into SPEC.
- From the landing page, click Find / Propose an Acquisition or My Acquisition List.
- Click the Propose New Acquisition button (represented by a plus sign) in the upper right corner.
Step 2: Fill Out the Acquisition Proposal Form
| Section | Field Name | Description / Example | Required |
|---|---|---|---|
| Acquisition Name | Acquisition Name | Title or designation for the acquisition. | Yes |
| Description and Rationale | Description and Rationale | Summary of the acquisition and the justification for adding it to the collection. | Yes |
| Critical Information | Acquisition Means | Method by which the item or collection was acquired (e.g., purchase, gift). | Yes |
| Critical Information | Agreement Type | Type of agreement governing the acquisition (e.g., invoice). | Yes |
| Critical Information | NYPL-Assisted Delivery? | Indicates whether NYPL will coordinate the delivery of the materials. | Yes |
| Critical Information | Delivery To | Final destination for the acquired materials. | Yes |
| Critical Information | Price | Total cost of the acquisition, if applicable. | Yes, if purchase |
| Critical Information | Fund Code | Internal NYPL fund code used to allocate payment for the acquisition. | Yes, if purchase |
| Critical Information | Currency | Currency in which the acquisition price is specified (default: USD). | No |
| Critical Information | Seller | Name of the vendor or individual from whom the acquisition was made. | Yes, if purchase |
| Critical Information | Processed By | Department responsible for processing the acquired materials. | Yes |
| Critical Information | Approach | Indicates whether the acquisition is processed as individual items or as part of a collection. | Yes |
Step 3: Attach Relevant Documents
| Section | Field Name | Description / Example | Required |
|---|---|---|---|
| Attachments | Type | Document type selected from a dropdown list. | Yes |
| Attachments | Additional Notes | Any supplementary information related to the attachment. | No |
Step 4: Add Contact Information
| Section | Field Name | Description / Example | Required |
|---|---|---|---|
| Contact List | Designation | Identifies the contact as an individual or an institution. | Yes |
| Contact List | Business Name | Name of the institution or business associated with the contact. | Yes |
| Contact List | Roles | The role(s) associated with the contact (e.g., vendor, donor). | Yes |
| Contact List | Phone | Phone number of the contact. | Yes |
| Contact List | Email address of the contact. | Yes | |
| Contact List | City | City in which the contact is located. | Yes |
| Contact List | State | State or province of the contact’s location. | Yes |
| Contact List | Zip Code | Zip code of the contact’s location. | Yes |
| Contact List | Country | Country of the contact’s location. | No |
| Contact List | Notes | Any additional notes related to the contact. | No |
Step 5: Provide Location Information
| Section | Field Name | Description / Example | Required |
|---|---|---|---|
| Location List | Location Name | Name of the location where the materials are stored (e.g., “Donor’s storage space”). | Yes |
| Location List | Transport Coordinated By | Specifies whether NYPL or the source will coordinate transportation. | Yes |
| Location List | Transport Destination | Location to which the acquisitions will be delivered. | Yes |
| Location List | Contact for Location | The contact person for the delivery location, selected from the contact list. | Yes |
| Location List | Packing Required? | Indicates whether packing is required before pickup (Yes or leave blank). | Yes |
Stage 2: Proposal Reviewed
The funding and resource requirements for acquisitions are reviewed at this stage. For acquisitions involving gifts or bequests, the process skips ahead to review and verification of resource impact.
Funding Review:
The proposed funding for purchases will be evaluated, with potential adjustments made to the fund allocations as needed. If sufficient funding is not available, alternative fund codes may be suggested, or the acquisition may be paused.
After confirmation, the curator will receive an automated notification from the system.
If funding is confirmed and the acquisition will be processed by a designated unit, the proposal will be forwarded for further review. If the processing will be handled by another unit, the proposal moves to the next review stage.
Resource Impact Review:
For acquisitions that will require processing or digitization, the system will calculate an estimated resource impact. This estimate includes the following factors:
- Time required for processing and digitization
- Supply costs
- Physical storage needs
- Digital storage requirements for born-digital and digitized materials
The responsible staff will verify these estimates, and once approved, the resource impact will be marked as verified.
Stage 3: Proposal Reviewed for Approval
Each proposal is reviewed by a senior-level director. The director may request additional approvals, even if not explicitly required by internal guidelines.
Automated notifications will be sent to all parties whose approval is needed, and approvals will be logged in the system for reference.
Stage 4: Agreements Prepared, Sent, and Signed
If no agreement is required for the acquisition, the process skips to Stage 5.
Once an acquisition is approved, the system generates an agreement, and the proposing staff member will receive a notification with the agreement attached. The document can also be accessed directly through the system.
The signed agreement must be received before proceeding to the next stage.
Stage 5: Delivery or Deliveries Scheduled
Unassisted Deliveries:
For acquisitions being sent directly to storage or processing units, the system will notify the relevant staff to coordinate with the source to arrange delivery.
Coordinated Deliveries:
Staff will collaborate with external shippers, dealers, or donors to schedule deliveries. Delivery details, including dates, will be logged and accessible in the system.
Stage 6: Delivery or Deliveries Received
Upon receiving the materials, designated staff will confirm receipt by logging the delivery in the system. The system will list expected objects, and staff can mark each object as received.
For acquisitions with multiple deliveries, staff can specify which delivery is being logged. The system will automatically update the location of the received objects.
Stage 7: Verifying and Submitting Invoices
If the acquisition is a gift or donation, the process proceeds to the documentation stage.
For purchases, invoices will be manually annotated with the acquisition ID, confirmation for payment, and relevant signatures before being forwarded for further processing.
Stage 8: Documentation Shared
As the final step, scanned copies of invoices, agreements, and other relevant documentation will be uploaded to the system for future reference. Documents can be accessed through the system’s document management section.