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Creating an Alternative, Low-Cost ILL Management System

Presented by Ellie Kohler, Rockhurst University at Northwest Interlibrary Loan and Resource Sharing Conference Portland, OR September 13, 2012. Creating an Alternative, Low-Cost ILL Management System. OVERVIEW. Why we needed a new ILL system Brainstorming Solutions

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Creating an Alternative, Low-Cost ILL Management System

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  1. Presented by Ellie Kohler, Rockhurst University at Northwest Interlibrary Loan and Resource Sharing Conference Portland, OR September 13, 2012 Creating an Alternative, Low-Cost ILL Management System

  2. OVERVIEW • Why we needed a new ILL system • Brainstorming • Solutions • Features of an ideal system • Wufoo • Implementation

  3. Increase in ILL requests The above includes traditional ILL (returnables and non- returnables as well as MOBIUS consortial requests.

  4. Difficulties Ahead • Increased demand on staff time • System cumbersome • Staff struggle to produce timely statistics

  5. system workflow (or stutter)

  6. Brainstorming Session • Utilize other staff members • Part-time staff • Student assistants • Streamline ILL • Automate? • What is redundant? • Find/Purchase/Create an ILL Management System • Limitations • No budget • Minimal programming knowledge

  7. Features of an Ideal ILL Management System Patron Usability Request Forms Staff Viewing and Navigation Staff-side Request Generation Staff-side Report Generation Confidentiality • http://libguides.rockhurst.edu/ILLmanagement

  8. Woo-hoo! Wufoo! • http://www.wufoo.com/ Website Form Builder Data Management Special Applications Non-Profit discount? Pricing Structure Reports Support www.wufoo.com

  9. Request form comparison Surveymonkey Survey

  10. Request form comparison Same request form in Wufoo

  11. What Makes the System Work • Data management grid • Hidden or Admin only entries • Ability to e-mail from the Admin side • Chrome browser extensions

  12. Data Management Grid

  13. Hidden or Admin-view only entries • User view • Partial administrative view

  14. Email from Administrative Side

  15. A Google Chrome Browser extension Automatic Data fill (keystroke macro) Use with Google Spreadsheets, CSV files and Wufoo form entries!

  16. A Google Chrome Browser extension Add data to any web-based form via hot keys or copy and paste • Can create hot keys • Can copy without highlighting • Can easily adjust message

  17. A Google Chrome Browser extension Copy and paste multiple items across the web Ability to pin and unpin items Browser Clipboard

  18. Old System New System E-mail notification request Check catalog and internet auto browser extension Request article Copy and paste request info directly into request form Receive article and attach to request form Send article from system pre-formulated message ILL Test Article Request form • Check system • Print out requests • Check catalog and internet • Request article • Write all request info on printout and file • Receive article • Save article to desktop • Find request printout • E-mail article as attachment with message to patron • File request printout

  19. Areas of Concern • Staff-side display • Form builder is not WYSIWG • Bought by Surveymonkey in 2011 • Rely on technology that may not be supported

  20. Project Manager • Form-Only • Form-Websites with Data Management • Most similar to Wufoo Why Wufoo?

  21. Original Recommendations • Trial basis • Minimal plan-least expensive option • 2-3 months • Review in June • Limit to ILL only

  22. Moving Forward • Originally adopted on trial basis • Upped to the next level of plan/pricing • Committed to a year subscription in May • Other applications within the library • Replace Surveymonkey

  23. Questions? Ellie Kohler Rockhurst University ellie.kohler@rockhurst.edu 816.501.4121

  24. Useful Sites • Wufoo: Main Wufoo website • Wufoo blog: Learn about Wufoo applications and updates • Wufoo Documentation and Support: Comprehensive guide to how to make Wufoo do what you want it to • Chrome web browser: Download Google's Chrome browser • Chrome apps and extensions: The Chrome Store is where you can find and download browser apps and extensions. So far, every app I've downloaded has been free. • Automato: Data entry and automation extension • Papercuts: Data entry and automation extension • Browser Clipboard: Another extension that is a fancy cut and paste clipboard. Multi-functional.

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