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Business Case

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Business Case

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  1. Project Title : Improve Circulation/Usage of Books in the Library Project No. : OAS-09-006 (5W)Champion : Arun RamamurthyTeam Leader : Nelia BalagapoMembers:Susan Amomoy, Leriza Endriga, Dorothy Geronimo, Janette Husmillo, Gina San Buenaventura, Arnold Zafra

  2. DEFINE Business Case Libraries, generally, are seeing a declining trend in the usage of books due to the phenomenal growth of electronic resources and the increased visibility and accessibility of information resources through the Internet. The ADB library is no exception. Book circulation statistics at ADB library show that book borrowings has been decreasing by an average of 10% per year. Based on statistics generated by the library’s circulation system, staff borrowed a total of 45, 973 books from 2001-2004 and 30,638 books from 2005-2008. Despite the broad range of electronic resources (e-books, e-journals and online database) available to ADB staff, IRS continues to purchase printed books. Most of these books are bought upon demand by staff while many are acquired under existing models of acquisitions such as blanket and standing order.

  3. Business Case DEFINE • From 2004-2008, the library bought 1,743 book titles for a total cost of $148,687.87. • A review of the borrowing history of these books from 2005 to 2008 showed that 65% of them have been borrowed at least once. • 622 titles , or 35.7% have zero circulation counts. • These books with zero circulation records were acquired at the cost of $37,261.90. • In many instances, books are the only available sources of credible and reliable information. They are acquired at considerable cost and thus their use must be maximized so that a higher return of investment (ROI) per book is achieved.

  4. Statements DEFINE • GOAL STATEMENT • The project aims to: • determine the reasons why some books acquired by the ADB Library have low circulation rates; • identify long-term solutions to increase usage of library materials; and • improve processes for acquiring, processing and promoting library materials.

  5. DEFINE PROJECT SCOPE The project will analyze circulation or borrowing statistics of new books acquired from 2004 to 2008. It will also look in-depth into all processes, procedures and systems related to acquisition, organization, service and promotion of book resources acquired by the library.

  6. DEFINE ANALYZE High Level Process Map Staff requests book for purchase Library (Head, IRS) approves/disapproves request Acquisitions Librarian initiates procurement Reference Librarians & ICs select titles for NAL Circulation receives processed books Catalogers receive & process purchased books NAL is announced in ADB Today Circulation staff segregates NAL Circulation staff shelves non-NAL books

  7. Is item available? A START Receives request for / recommends book purchase Checks Virtua for availability Checks accuracy of citation Yes No No Informs staff that item is available for borrowing Searches in other databases and in the Internet Approves? Submits to Head, OAFA-IRfor acquisition approval Is item available? No Yes Yes Sends E-book or link to staff END Informs staff of disapproved book request Checks vendors / suppliers for book availability B Creates bibliographic record in Virtua Processes payment of ordered books Orders book online END DEFINE Detailed “As Is” Process Map (1) Procurement

  8. No Details correct? B B Returns to supplier for exchange Receives ordered books Checks book info vs order details Yes Reviews & revises incorrect entries Entries ok? No Forward s to Librarian for checking of entries Completes bibliographic record in Virtua Revises labels as corrected Yes No All abels correct? Prepare s barcode labels Librarian selects books for NAL Forwards to librarian for checking Attaches spine label and security strip Extracts list of latest publications processed Yes C Librarian announces NAL Turn-over to Circulation DEFINE Detailed “As Is” Process Map (2) Cataloging Staff (Outsourced)

  9. Sends notice to book requestor Processes book for delivery Pick-up by staff? No C Receives book request from staff Receives turned-over books Sends book to staff via Library on-the-Go Yes Displays / promotes NAL books Receives staff -acknowledged check-out receipt Shelves other books Checks-out book to staff A END DEFINE Detailed “As Is” Process Map (3) Circulation Librarian

  10. DEFINE SIPOC Diagram

  11. Define CTQ Matrix High-Level Need Output Unit Number of books borrowed Increase circulation/usage of books Output Increased number of books borrowed Characteristic (Big Y) Operations Definition Process starts from advice from Cataloging and ends with shelving of the newly acquired materials Project Y (Little y) C Measure How process will be measured: by the number of books borrowed T Specification LSL: greater than or equal to 2 Limits Q To increase usage of books by 2 or more circulation counts Target Defect Below LSL No. of Defect 1 opportunity for defect per new material Opportunities Per Unit

  12. DEFINE MEASURE ANALYZE IMPROVE CONTROL Feb-Mar 2009 July-Aug 2009 DOCUMENTATION (September 2009) DEFINE Time Line April 2009 May 2009 April 2009 June 2009

  13. MEASURE Data Sources Three sets of records were used to gather data: • List of new books purchased from 2005-2008 • Book circulation data of these books generated from the library system • Invoice files for book prices

  14. Data Presentation MEASURE Books with Low Circulation Counts by Subject Coverage

  15. Measure Data Presentation

  16. Measure Data Presentation 0 – 1 Circulation Count by Subject Area

  17. MEASURE Data Presentation Cost of Low Circulating Books by Subject Coverage

  18. Measure Data Presentation

  19. Measure Data Presentation

  20. Measure Pareto Chart Subject Categories of Books w/ Low Circulation

  21. Measure Data Presentation Some Titles of Books with Low Circulation

  22. MEASURE Pareto Chart

  23. MEASURE

  24. Process Capability MEASURE Sigma Level: (2,056-960)/2,056 x 1,000,000 = 533,073.93 Sigma Level = 1.4 Sigma(http://www.eurosixsigma.com/sixsigma/sigma_table.htm#2.0)

  25. ANALYZE Fishbone Diagram MAN MACHINE/EQUIPMENT Client’s media preference Inappropriate tagging of books Number of books displayed in NAL limited Client’s search strategy/skills Oversight in indicating name of requester in the order record OPAC interface less intuitive Client’s loss of interest Y Low circulation of books Online availability Some books are standing and/or blanket orders Some books on indefinite loan Readership culture Older version available Slow processing time Too specialized books Ad hoc procedure for promoting new books Staff preference for e-books Policy limits number of books on loan per staff ENVIRONMENT MATERIALS METHOD

  26. FISHBONE ANALYSIS ANALYZE ROOT CAUSES FOR LOW CIRCULATION CONTROLLABLE NON-CONTROLLABLE • Staff preference for e-copy • Some books are standing and/ or blanket orders • Ad hoc procedure for promoting new books • Policy limits number of books on loan per staff • Number of books displayed in NAL limited • OPAC interface less intuitive • Client’s search strategy/ skills • Readership culture (pass-on readership) • Availability of full-time catalogers and supervisor

  27. ANALYZE Solutions Matrix

  28. ANALYZE Quick Wins • Created an IN-HOUSE PATRON account for in-house users • Displayed recommended books not picked-up by requesters after 1-week period • Removed limit-rule to book pick-up and delivery to staff • Shortened circulation period for NAL books • Ensured that requester’s name is indicated in the MARC tag.

  29. IMPROVED FMEA

  30. IMPROVE Detailed Revised Process Map

  31. IMPROVE Detailed Revised Process Map

  32. IMPROVE Data

  33. IMPROVE Data

  34. Data IMPROVE

  35. Process Capability IMPROVE Up by .4 *Sigma Level: Total-Defect/Total x 1,000,000 (http://www.eurosixsigma.com/sixsigma/sigma_table.htm#2.0)

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