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Integration of YBP and Alma for Monographic Acquisitions Workflow

This presentation discusses the integration of YBP and Alma for monographic acquisitions workflows, including import profiles and challenges faced. Presented by Diane Baden, Head of Monographic Services at O’Neill Library, Boston College.

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Integration of YBP and Alma for Monographic Acquisitions Workflow

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  1. Monographic Acquisitions Workflow Integration: YBP and Alma Diane Baden Head of Monographic Services O’Neill Library, Boston College IGeLU September 9, 2013

  2. Outline • About BC • Alma Development • Workflows • Import Profiles • Challenges and Wishes IGeLU 2013

  3. BC Facts and Figures • Research university • 13,500 FTE (9,000 undergrad) • O’Neill Library • 2.2 million volumes (ARL definition): FY12 • $8.5 million materials budget ($1.5 million monographs): FY13 • 436,000 e-books (incl. large packages like EEBO and ECCO) IGeLU 2013

  4. Alma Development Partner • Go live (first in world) – July 2, 2012 • Worked early on integration with YBP to support workflows • BC was testing the import profiling on existing workflows, so made few changes • YBP very responsive to changes in technical specs to support Alma • We load EODs from other vendors: Harrassowitz, Aux Amateurs, etc. IGeLU 2013

  5. Workflow Basics • We place orders directly in GOBI and receive EOCRs (Electronic Order Confirmation Record - brief bibs with embedded order data) • Similar process with Harrassowitz and Aux Amateurs: orders placed in their systems, files of records sent • We use the Vendor Reference Number to match orders and invoices • Most YBP materials come shelf-ready, fully processed • Shelf-ready shipments are sorted by presence or absence of spine labels to determine workflow IGeLU 2013

  6. Import Profiles and Normalization • Many import profiles • Multiple libraries, vendors, material types • Easy to configure and manage • Many files picked up and loaded via automated FTP • Some picked up and loaded manually • Normalization routines modify MARC records as desired IGeLU 2013

  7. Import Profiles IGeLU 2013

  8. YBP Tech Specs Print Books E-Books Notify maps to Interested User Vendor option code maps to Note, shows e-book vendor and purchasing model IGeLU 2013

  9. Workflow: Print Title Selection • GOBI selection • Selectors add titles to selection cart • Acquisitions staff place order in GOBI • EOCRs loaded daily: creates order record • Books shipped • OCLC PromptCat record overlays bib • Item updated with barcode, call number added to holdings • Student workers receive titles in Alma • EDI invoicing IGeLU 2013

  10. MARC EOCR =LDR 00462nam 2200145z 4500 =008 120913n\\\\\\\\xx\|\\\\\\\\\u|||\||und\u =020 \\$a0230366309 =035 \\$b99950017014 =049 \\$aBXMM =100 \\$aMATEI-CHESNOIU, MONICA, 1954- =245 \\$aRE-IMAGINING WESTERN EUROPEAN GEOGRAPHY IN ENGLISH RENAISSANCE DRAMA. =260 \\$aBASINGSTOKE$bPALGRAVE MACMILLAN$c2012 =490 \\$aEARLY MODERN LITERATURE IN HISTORY. =980 \\$a120912$b8000$f99950017014$g1 =981 \\$bENM$eMM IGeLU 2013

  11. EOCR Import Profile Shows description of profile and FTP instructions IGeLU 2013

  12. Normalization rules in MD Editor This one is a legacy from our migration, not necessary if set up YBP tech specs properly IGeLU 2013

  13. If finds match, adds the order to existing bib record Do publish in Primo; don’t send to OCLC IGeLU 2013

  14. Create location and item IGeLU 2013

  15. Create PO line IGeLU 2013

  16. Map locations (049 codes) IGeLU 2013

  17. PromptCat Firm Overlay We remove 092 and 096 in our Connexion exports IGeLU 2013

  18. Looking for a match with the EOCR IGeLU 2013

  19. Add barcode to item, update holdings with call no. from bib record IGeLU 2013

  20. Workflow: E-Book Title Selection • GOBI selection • Selectors choose e-book and provider, add to selection cart • Acquisitions staff place order in GOBI • EOCRs loaded daily, creates order record • Titles activated by provider • YBP catalog record overlays and adds URL • Alma activates and exposes via Primo • EDI invoicing IGeLU 2013

  21. E-Book EOCR Don’t have URL yet IGeLU 2013

  22. IGeLU 2013

  23. rule "Copy 035 subfield b to 035 subfield a if it doesnt exist, prefix with (YBP)" when (TRUE) then prefix "035.b" with "(YBP)" if ( not exists "035.b.*YBP*" ) changeSubField "035.b" to "a" if ( not exists "035.a" ) end rule "Add subfield h to field 245 with text [electronic resource]" when (TRUE) then addSubField "245.h.[electronic resource]" end rule "add data field 655" when (TRUE) then addField "655.{-,0}.a.Electronic books. " end Normalization routine for e-book EOCRS IGeLU 2013

  24. YBP E-Book Catalog Record YBP catalog record contains URL; add note for ebrary SUPO default; field 940 local collection. PO line updating the same as for print books. IGeLU 2013

  25. Workflow: Approval Shipments • GOBI auto-ship • OCLC PromptCat records loaded • Creates order records, holdings, items • Similar process for other approval vendors supplying brief bibs and order records: Harrassowitz, Aux Amateurs, etc. • Books arrive • Student workers receive titles in Alma • EDI invoicing IGeLU 2013

  26. PromptCat Approvals Add PO line if record already exists Barcode mapped into item record IGeLU 2013

  27. IGeLU 2013

  28. Workflow: ebrary DDA • DDA profiling from YBP slip plans • Discovery records loaded from YBP • Alma creates inventory • Alma activates and exposes • Titles triggered • YBP catalog record overlays with order creation • EDI invoicing IGeLU 2013

  29. rule "Copy 035 subfield b to 035 subfield a if it doesnt exist, prefix with (YBP)" when (TRUE) then prefix "035.b" with "(YBP)" if ( not exists "035.b.*YBP*" ) changeSubField "035.b" to "a" if ( not exists "035.a" ) end rule "remove - 533" when (TRUE) then RemoveField "533" end rule "add subfield y to field 856" when (TRUE) then addSubField "856.y.(Limited to one user at a time)" end rule "Add field 940 with 1st indicator =1, second indicator empty, sub field a with text YBPDDA" when (TRUE) then addField "940.{1,-}.a.YBPDDA" end Take free YBP discovery records, not customized Triggered titles send new YBP Cataloging Record and order information as in firm ordered e-books IGeLU 2013

  30. Workflow: ebrary BLC DDA • Consortial DDA profiling based on participating publishers • Discovery records loaded from YBP • Alma creates inventory • Alma activates and exposes • Titles triggered by any member • YBP catalog record overlays with order creation (technical) • Manually associate order with deposit PO line IGeLU 2013

  31. Technical means no money involved. We manually add the associated PO line for the original deposit payment. IGeLU 2013

  32. Challenges • Normalization rule needed to copy a field for order updating (PromptCat issue) • Consortial DDA manual PO line addition • Purchase titles in DDA pool: have to manually delete discovery records • E-books not linked to CKB IGeLU 2013

  33. Wishes • Reduce record loading – GOBI talk directly to Alma • Records update completely and correctly • Reduce (eliminate) manual interventions • Full e-book records in CKB linked to vendor-supplied order data • Automated profiling to weed DDA records (remove from GOBI, ebrary, and Alma) IGeLU 2013

  34. Questions? Thank you! diane.baden@bc.edu IGeLU 2013

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