real time acquisition workflows - vendors & libraries panel
TRANSCRIPT
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Real Time Acquisition WorkflowsVendors and Libraries Panel
Ann-Marie Breaux, Vice President, Academic Service Integration, YBP Library Services
Liz Butterfield, Monographs & Acquisitions Manager, Willamette University Library
Amanda Schmidt, Solutions Architect, Ex Libris
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Ex Libris & YBP Partnership
Ex Libris and YBP are collaborating to streamline library operations and deliver efficient acquisitions and resource management workflows
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How Does it Work Today?
Libraries using GOBI select content to be purchased via the GOBI platform
For library management processes libraries also need to perform the following in Alma
• Initiate an acquisition workflow - thus recording the acquisition details for budget management
• Manage the related resource activities – activation, renewals, claim etc.
Today this is done via:
• Batched GobiExport or EOCR (embedded order data) MARC files
• Manual FTP and upload of files
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Disadvantages
Batch overnight process delays recording of order in Alma
Manual FTP process is outdated
Lack of real-time reporting of order problems within Alma
Duplicative work being done in GOBI and Alma
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Alma & YBP Collaboration
Addresses disadvantages of current practice through new API integration
Real-time integration of acquisition process saves staff time
First delivery is focused on streamlining the order process
Available as of Alma October 2014 release
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Future Collaborations
Ex Libris and YBP will continue to collaborate to improve and streamline additional workflows and services:
• Duplication detectionCheck Alma automatically when ordering in GOBI and display possible duplicates in GOBIAllow for manual selection by library when multiple matches
• Improve Matching CapabilitiesDistinguish between print and electronic materials for matching purposesHandle matching on other control numbers (e.g. OCLC number, YBP UID)
• E-Book Group settingsPopulate these settings properly
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Current Process: Ordering & Alma
1. Configure loader in Alma
2. Have YBP set up EOCRs (or GobiExport/EDI
ordering)
3. Order in GOBI
4. Wait until the next day (or maybe later the
same day in Australia/New Zealand)
5. FTP the file from YBP
6. Load the file to Alma
7. Repeat 3-7
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New Process: GobiAPI
1. Get API Key from Ex Libris
2. Have YBP set up GobiAPI
3. Order in GOBI
Note: This changes the process for point of order,
but not point of shipment/invoicing (still MARC/EDI files, FTP, loading)
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Service Overview
Go
biS
ma
rt
Du
pli
cati
on
Co
ntr
ol
Alma POL
Order
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Setup Work
• Alma setup details - see Ex Libris Real-Time Acquisitions
Document
• API Key (See Ex Libris Onboarding Document)
• PO Line Owner code (which library owns the order)
• Vendor code (customer vendor code for YBP)
• Vendor account code(s) (variable)
• Can vary at base account, US/UK, subaccount levels
• Affected subaccounts
• GobiSmart details (upper/lower case matters)
• GobiSmart: API Data Mappings
• Fund Code Expansion (if needed)
• Documented in Library’s YBP Technical Specification
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GOBI Order Screen: Flexibility
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Willamette
University
Order Screen
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GOBI Order Screen: Flexibility
13
University of
Minnesota
Order Screen
Local Data 1
Local Data 2
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Setup work: Data
• Mandatory Alma order details
• Fund
• Library
• Location All 3 data elements must be present for print books;
• Quantity Not used for eBooks
• Other optional order details
• General Notes (internal library notes, initials, subaccount, eBook
purchase option)
• Vendor Note
• Receiving Note
• Reporting code
• Price
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Current API Limitations
• Brief bib data only; not a good replacement for
GobiExport Plus or EOCR Plus
• Matching is ISBN only; does not distinguish P and E
• If matches to multiple Alma records, Alma picks which
record
• $0 Price: order goes to review for library to resolve; also
causes Alma to drop the fund code
• Group Setting (for complex eBook setups): library has to
manually add
• Multi-copy eBook orders not supported
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VENDORS & LIBRARIES PANEL
Liz Butterfield
Monographs and AcquisitionsManager
Willamette University Library
Real Time Acquisition Workflows
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Mark O. Hatfield LibraryWillamette University
Willamette University
Private university with an undergraduate liberal arts college and two professional graduate schools
Total enrollment – 2,725
Hatfield Library
425,000+ volumes
6,000+ scores
7,000+ videorecordings
5,000+ sound recordings
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Orbis Cascade Alliance
Orbis Cascade Alliance
37 members
Oregon, Washington, Idaho
275,000 students
2013-2014 all migrating to ExLibris
Alma
Primo
Network Zone
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YBP - Gobi
Willamette and YBP
Started using YBP in 2008
EOCRs since 2008
EDI since summer 2013 when we switched to Ex Libris
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Ex Libris - Alma
Willamette and Ex Libris
Started using Alma in summer of 2013
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Old Process
Each morning would manually load all Gobi orders placed the previous day into Alma.
Order in Gobi
Download records from Gobiserver using FileZilla
Import records into Alma
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New Process
Using API, orders are automatically sent from Gobi to Alma. Then Alma sends the POL information back to YBP.
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Testing Process
Issues we ran into
Library Code
Thought our library code was MOH, it was HAT
Location Code
Our codes in YBP didn’t exactly match what was in Alma. Upper and lower case are very important
260 fields
Each subfield was coming across as an individual 260 field
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Testing Process
Issues we ran into
Network Zone versus Institution Zone
Orbis Cascade practices
10 day break in testing for an upgrade to be made
Material Type in Item Record
Information was not being filled in
Note fields
Correct placement of fields in Gobi to correct fields in Alma
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Testing Process
Mistakes
Duplicate requests
Credit Card
How to avoid mistakes
Slow down
Go through regular procedures
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Bibliographic Record in Gobi
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Order Record in Gobi
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Brief Bib Record in Alma
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Order Line in Alma
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Notes Tab in Alma
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Item Record in Alma
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Final Order in Gobi
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Invoice from YBP
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L I Z B U T T E R F I E L D
M A R K O . H A T F I E L D L I B R A R Y
W I L L A M E T T E U N I V E R S I T Y
e b u t t e r f @ w i l l a m e t t e . e d u
Contact Informaton
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Thank YouAnn-Marie Breaux ([email protected])
Liz Butterfield ([email protected])
Amanda Schmidt ([email protected])