The Devil's in the Details Connecting the Dots with YBP and Millennium and Shelf-Ready Acquisitions Southeastern Inno

1. The Devil's in the DetailsConnecting the Dots with YBP and Millennium and Shelf-Ready AcquisitionsSoutheastern Innovative Users GroupJanuary 25, 2011

2. Why did we automate the process? • Consultants recommended change • Possible budget savings • Staff talents could be used elsewhere particularly with catalogers • This method works well with both small and large volumes of books • Change is good!

3. Here’s the process in a nutshell for firm ordered items • Place order in GOBI • FTP order into Millennium • Send EDIFACT order back to YBP • Receive books and check against invoice • Load PromptCat records • Disburse books and handle exceptions • Pay the electronic invoice What’s needed to make this happen? …

4. Getting up and running – Everyone’s involved • Innovative Interfaces – Products to purchase • YBP – GOBI customization • Library -- Millennium changes

5. The Innovative side Necessary products • EDIFACT ordering (#408C) • EDIFACT invoicing (#415) • Extended Approval Plan Interface (#409)

6. The Innovative side EDIFACT ordering (Product #408C) Allows the order to be sent electronically using the EDIFACT standard. It supports sending the purchase order number which is later used as an overlay matching point.

7. The Innovative side EDIFACT invoicing (Product #415) Permits online processing of invoices from vendors who support the EDIFACT invoice format.

8. The Innovative side Extended Approval Plan Interface (Prod. #409) Allows the library to receive MARC records with invoice data for Approval Plan or firm ordered books.

9. The Millennium side • Set up vendors to support EDIFACT • Minimal editing of vendor record fields • Create/edit load tables • Innovative can do this for you fairly quickly • Create/edit record templates

10. The YBP side • Select coding needed for YBP • Fund codes • Vendor codes • Be specific to optimize ordering • Determine level of PromptCat records • We chose LC, NLM, UKM and other member and national libraries

11. The YBP side • Work with the vendor to map your GOBI fields so they will automatically transfer to your order records • Customize YBP GOBI program • Notes, department field, acquisitions type, selector field, etc. • Decide which GOBI fields are most important

12. Customize

13. MARC Tag 960 Order Record Fixed-Length Fields

14. MARC Tag 961 Order Record Variable-Length Fields

15. Just do it! • Initially double-check 100% of the records and books quickly to ascertain problems • Once the process is running smoothly sample a small percentage of the shipments • Accept the fact that mistakes will slip by • Remember that book shelvers will find some call number and label problems

16. Humans are needed! You’ll need to … • Make sure books are covered and labeled • Non-labeled books will not have cataloging • Flag oversize and those with accompanying material • Ensure proper labeling of specialized collections • Make sure label has correct information by performing a cursory glance of the books • Pull items that need to be sent to patrons • Use OCLC reports to identify problems

17. OCLC records and reports

18. OCLC records and reports

19. OCLC records and reports • Could be several reasons why we are not getting a record … • Additional copy • Replacement copy • Additional volume in series

20. Another huge timesaver – Automating the Approval Plan • Much more streamlined -- GOBI is not involved which simplifies the process significantly • Receive books and check against invoice • Load PromptCat records • Pay the electronic invoice • Disburse books and handle exceptions

21. Tips and lessons learned • Ask Innovative to map the current date to the order record received date field • Remember to update GOBI system with new fund codes • Wait for books to arrive before overlaying with the full MARC records • Send YBP at least five year’s worth of ISBNs to avoid duplication • Try to have one local contact with YBP

22. More tips and lessons learned • Don’t delete EDIFACT order record otherwise the full record will not find a match • Accept most full-level cataloging • Run a list of patrons awaiting notification of newly received items • Look at the RACTION code in the extended view in Import Invoices • Include series in this process if you wish

23. Surprises! • YBP started process 1½ months early • Many records were initially not shelf-ready because of the conservative cataloging level we has selected • Books are shipped once per week • YBP cannot determine oversize items and hence can’t label these books oversize • Books with patron notification -- oops

24. Innovative web sites Use Extended Approval Plan to Acquire and Process Purchases http://csdirect.iii.com/documentation/gobiprompt.shtml Loading MARC Records from Book Vendors http://vendordocs.iii.com/book/vendrtag.shtml Electronic Invoice and Approval Processing Workflow Scenarios http://csdirect.iii.com/documentation/approvalplan.shtml • Vendor records (#102820-102821) • Electronic ordering overview (#100650) Innovative manual

25. Questions or more information? Michael Winecoff UNC Charlotte mkwineco@uncc.edu Southeastern Innovative Users Group January 25, 2011