Re-Engineering Processes

1. Re-Engineering Processes Vendor-Assisted Collection Development At The University Of Calgary Library Presented to the Ontario Library Association, February 3, 2005 Ada-Marie Atkins Nechka, Associate Director, Collections & Technical Services

2. University of Calgary Library2003-2004 Environment • 28,869 Students • 15 Faculties • 42 Librarians • 165 Support Staff Collection • 2,432,946 Volumes • 20,237 Serials • 30,574 Monographs • 52,222 Catalogued Collection Expenditure: $9,435,804

3. Mandated Change • 1993 – 25% staffing cut—Library Plan mandated the formation of Collections and Technical Services • 1994/95 – consultant recommended approval plans and the outsourcing of the cataloguing of trade publications • Mandated to increase approval plans – did not happen due to frozen Collections Budget

4. Implementing Change • 2003 - challenged staff to increase approval plans by 10% -- 30% & 50% in subsequent years • Team tasked with reviewing vendor services Team Members Monographs Librarian – Chair Manager, Acquisitions Manager, Monographs Cataloguing System Administrator – SIRSI Unicorn Liaison Librarian Representative

5. Team Recommendations • Trial of shelf-ready from Yankee Book Peddler • Applied to publisher approval plan • Use of ILS functionality for processing • Requires support from Administration, Information Technology Services, Public Services

6. Pluses Faster turn-around time Relief for remaining staff Core or full cataloguing records received Shelf ready goes straight to the stacks – less handling Limitations Loss of local adaptations Different titles may have identical call numbers Specific floor locations removed Canadian material goes to be catalogued Choosing Shelf Ready

7. Reasons for Using Vendor Services Literature suggests following drivers: • Increased Service to Users • Loss of staff • Increases in Budget • Emphasis on Building Monographic Collections • Expanded and Enhanced Vendor Services

8. Staff Loss Budget Increases Collections Analysis Priorities Vendor Support ITS Support Other Initiatives Acquisitions - lost 5 Cataloguing- lost 3 Budget increased 20% Analysis indicated need to increase books Positive trial Cataloguing staff involved with new metadata initiatives Calgary Experience

9. Collections Services Automated: development/selection Duplicate checking Comparative: other libraries/consortia Comprehensive info: statistics, retrospective lists Vendor Services Many of the major book vendors have developed their services and systems to provide enhanced and expanded services to assist all areas of technical services.

10. Vendor Services Acquisitions - Less checking - On-line searching • Importing records • Overlaying records • Direct ordering • Electronic invoicing

11. Vendor Services Bibliographic Services • Cataloguing – FTP/MARC Records, various levels to select • Shelf Ready Processing – stamps, labels, bar codes, tattle-tape, etc.

12. Processes and Standards • Review team – tasked with identifying and documenting technical processes of Information Resources • Recommendations • Core technical processes centralized • Other technical processes  coordinated • Technology/Vendor solutions  investigated • Organizational Structure  redesigned

13. Results • Established Technical Processes Coordinating Group • Reviews policy, makes recommendations • Sets priorities • Facilitates communication • Identifies expertise • Manages change • Reports to Assistant Director

14. Next Steps • Sponsors Working Groups/Teams • Medical processing to CTS – Complete • Budget Officer to CTS – Complete • Electronic Resources Management System Selection – In process • Out-sourcing to OCLC – In process • SIRSI/SIRSI Compatible Software Selection – In process • Binding Software Selection – To be established

15. Requirements for Success • Staff dedicated to project • Establish clear area/departmental goals • Area goals become personal goals • Representation from other areas • Appropriate equipment • Plan ahead for software expenditures • Administrative support • Keep senior management informed • Ensure that you have support of technology group • Vendor support • Establish excellent communications with vendors COMMUNICATE!

16. Selected Readings Prepared for the Ontario Library Association Super Conference 2005 by Ada-Marie Atkins Nechka and Kit Wilson Session 405: MANAGING THE ACQUISITION OF PRINT RESOURCES IN AN ELECTRONIC ENVIRONMENT: REDESIGNING COLLECTION MANAGEMENT/ACQUISITION WORK TO DELIVER PRIORITY SERVICES Branton, Ann and Tracy Englert. “Mandate for change: merging acquisitions and cataloguing functions into a single workflow.” Library Collections, Acquisitions, and Technical Services, 26 (4), 2002, pp. 345-354.  Calhoun, Karen. “Technology, productivity and change in library technical services.” Library Collections, Acquisitions, and Technical Services, 27 (3), 2003, pp. 281-289.  Crump, Michele. Shelf Ready Summary Report, April-December, 1996. University of Florida, March 10, 1997. Accessed March 17, 2004 at: http://web.uflib.ufl.edu/rs/rsd/shelfrpt.html Coats, Jacqueline and Joseph Kiegel. “Automating the nexus of book selection, acquisitions and rapid copy cataloguing.” Library Collections, Acquisitions, and Technical Services, 27 (3), 2003, pp. 33-44.  Cornell Technical Services Web Site Planning Task Force. “Executive Summary.” Final Report, December 9, 2002. Accessed January 2, 2005 at: http://www.library.cornell.edu/staffweb/TSEG/TSwebsiteplan.html

17. Selected Readings Flowers, Janet L. and Scott Perry. “Vendor-assisted e-selection and online ordering: optimal conditions.” Library Collections, Acquisitions, and Technical Services, 26 (4), 2002, pp. 395-407. Grahame, Vicki and Tim McAdam. Managing electronic resources, SPEC Kit 282. Washington, D.C.: Association of Research Libraries, Office of Leadership and Management Services, 2004. Hounshell, JoAnn. “Electronic Ordering of Monographs Part 1: Blackwell’s Collection Manager.” Technical Services Law Librarian, 24 (3), 1999. Accessed January 3, 2005 at: http://www.aallnet.org/sis/tssis/tsll/24-03/acq.htm LaCava, Lydia, Jan Rothhaar, and Thom Saudargas. Outsourcing Technical Services: Broward Community College and Davie Campus Library. College Center for Library Automation, November, 1999, pp. 1-15. Accessed January 2, 2005 at:http://www.ccla.lib.fl.us/docs/reports/outsourcing.pdf Lee, Lauren K. “Five Levels of Vendor Assisted Collection Development.” The Acquisitions Librarian, 20, 1998, p.41.  Schwartz, Marla. “Electronic Ordering of Monographs Part II: Yankee Book Peddler’s GOBI.” Technical Services Law Librarian, 24, (4), 1999. Accessed January 3, 2005 at: http://www.aallnet.org/sis/tssis/tsll/24-04/acq.htm Zhang, Sha Li. “Allocating the technology dividend in technical services through using vendor services.” Library Collections, Acquisitions, and Technical Services, 26 (4), 2002, pp. 379-393.

18. Credits • University of Calgary: Carol Baker, David Brown, Helen Clarke, Heather D’Amour, Christine Hayward, Mary McConnell, Frits Pannekoek, Christine Slater, Wanda Rottenfusser, Peggy White. • Others: Pam Jacobs, Yankee Book Peddler; Kit Wilson, University of Alberta.