streamlining acquisitions process at bangor university

Streamlining the acquisitions process

Mieko Yamaguchi · Flora Lewis · Bangor University

Why do it yourself?

May 17 - 20, 2009

Outline of presentation

BackgroundWhat we do and whyInnovative products we useHow we do it – step by stepAdvantagesChallengesQuestions?

Automating acquisitions at Bangor

Innopac/Millennium library since 1994Electronic invoices for serials since 1981Output invoice data to university finance system on previous systemDevolved book budgetBook selection mostly by FacultyFaculty library representatives as primary contacts with the library

In the old days …

Library staff had to be detectives and handwriting experts to order books!

Problems of “old method”

Faculty had to fill out request formsHandwritten requests had to be decipheredDetails typed into MillenniumMost orders were sent electronically to vendors – to be keyed again?

Factors affecting need for change

‘Lean’ library operationRequest by University management to ‘automate’ book orderingTools to aid book selection Eliminate paper trailSome parts of the process already ‘automated’

Products and services used

Extended Approval Plan Interface (409)Electronic Ordering (Edifact) via File Transfer (408C)Output Accounting Information (414)WebBridgeBlackwell Collection Manager PromptCat (OCLC)

Extended Approval Plan Interface

Load selection list records from vendor’s databaseBib and order records createdSend confirmation order electronicallyReceive bib, item & invoice data from vendorBib and order records overlaid and updatedItem records created

Creating and sending orders

Retrieve approved requestsLoad requests to MillenniumBib & order createdReview reports for duplicates, etc.Send confirmation electronic orders to vendor

Import CM records into Millennium

Sending electronic orders to Blackwell

Downloading PromptCat records with Blackwell invoice data

Receiving process

OCLC notification emailShipment arrivesOCLC files retrievedFiles loaded in Import InvoicesBib records overlaid, invoice data added to orders, item records created

Load PromptCat records into Millennium

Output accounting information

24943 VENNAMEblam b0372 Blackwell's Book Services Acc. 0065961 EUNW Beaver House Hythe Bridge Street Oxford OX1 2ET ---d 24943 1926342ligbo3b50-117-561 05-03-0822-02-0820492355 2044 0 0 0 0 0 -23990a001 copies blam b0372 Blackwell's Book Services 24943 1926391ligbo3b50-117-561 05-03-0822-02-0820492355 1477 0 0 0 0 0 -17990a001 copies blam b0372 Blackwell's Book Services 24944 VENNAMEblam b0372 Blackwell's Book Services Acc. 0065961 EUNW Beaver House Hythe Bridge Street Oxford OX1 2ET ---d 24944 1926469nugbo3b50-131-561 05-03-0822-02-0820492358 4574 0 0 0 0 0 -55980a002 copies blam b0372 Blackwell's Book Services 24944 1926482engbo3b50-111-561 05-03-0822-02-0820492358 7310 0 0 0 0 0 -90000a001 copies blam b0372 Blackwell's Book Services 24944 1926457hpgbo3b50-127-561 05-03-0822-02-0820492358 2044 0 0 0 0 0 -24990a001 copies blam b0372 Blackwell's Book Services

Sample output file

Status reports

Benefits to faculty/selector

New title info according to profileEmail or online lists at chosen intervals Ability to track progress of requestsAssists with control of book budget Book selection by “committee”

Benefits to library service

Saves staff time– less keying – less checking– no copy cataloging– partially shelf-ready books – item records created

Frees staff for more complex workImproves overall service

Challenges

Full shelf-ready books not possible due to multiple classification schemesSelling CM to sceptical Faculty membersNeed to review user profiles, workflowTitles not on Collection ManagerCumbersome file transfer procedures

Any questions?

– Mieko Yamaguchi m.yamaguchi@bangor.ac.uk

– Flora Lewis f.lewis@bangor.ac.uk