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Side-bar

Brochures, pamphlets etc.

A unique format presenting unique challenges:

• Display

• Keeping stocked

• Keeping current

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@ PERC

We believe brochures and pamphlets are an important format

• User friendly

• Does not require an intermediary

• Non-threatening, suitable for newly diagnosed patients

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• Custom made display shelves

• Labeled bins

• Brochure Boss – an automated brochure ordering system developed at PERC

Ways to manage the brochure collection

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Manual ordering requires:

• Reviewing existing inventory to determine quantities needed.

• Compiling an order list.

• Contacting suppliers and placing orders.

If not performed frequently enough, the inventory suffers chronic shortages

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What librarians are saying:

• Order brochures manually• Feel they spend too much time on ordering brochures• Have chronic shortages• Are unable to take advantage of bulk prices• Some don’t even bother….

In response to a survey, many librarians and resource-center managers indicated that they:

Volk R. Bringing Order to Chaos with Brochure Boss, a Brochure Ordering System. In Review. Journal of Hospital Librarianship.

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An automated solution

–Maintain a fully stocked brochure inventory.

–Take advantage of bulk pricing.

–Save time and streamline the brochure ordering process.

Brochure Boss is an easy-to-use program that makes it possible to :

BRING ORDER TO CHAOS with

An automated solution for ordering and managing brochure collections

Copyright 2004 The Regents of The University of Michigan, All Rights Reserved.

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What is Brochure Boss? 1

• Brochure Boss is an Access database

• It enables multiple areas in an institution to enter a “standing order” into the database

• Areas specify:

– Title of brochure needed

– Quantity

– Frequency of order

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What is Brochure Boss? 2

• The system consolidates the individual standing orders into one order report.

• The order report is arranged by supplier (publisher) and includes the supplier’s contact information, brochure titles and quantities to order.

• One designated person prints the report on a set schedule and places the orders for the entire institution.

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The main menu has links to the most frequently used forms and reports

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Input: Forms

Step one: Supplier Form

Suppliers (publishers) contact information and ordering instructions are entered.

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Input: Forms

Step two: Brochure Form

Brochures titles and prices are entered.

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Input: Forms

Step three: Area Order Form

The area’s standing order is entered by selecting the brochure titles from a pull-down menu. The user also specifies quantity and frequency of ordering.

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Output: Reports

• Brochure Boss automatically compiles an order report.

• The order report is divided to sections by suppliers

• Each section includes:– Supplier contact information

– Ordering instructions

– Brochure titles and quantities to be ordered

Sample report on the next slide

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Distribution report

Guides in distributing the brochures to the specific areas that ordered them

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Area checklist

Helps an area to track brochures received and claim missing titles.

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Area general order

An Overview of all brochures ordered for a specific area helps fine-tune the order and avoid inventory shortages.

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Benefits of Brochure Boss 1

• Time spent on reviewing inventory to determine which titles to order is drastically reduced!

• The order report is produced with a click of button!

• Only one person places the orders, instead of one person in each area!

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Benefits of Brochure Boss 2

• Consolidating several small orders into

one large order enables the institution to

take advantage of bulk discounts and

reduced shipping and handling costs!

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Brochure Boss is available….

• Brochure Boss is available for purchase through the UM Tech Transfer office

• A single-user version is $300• A multi-user version is $500

More information at:http://www.cancer.med.umich.edu/learn/boss.htm