Learning Together: Vendors and Libraries Creating Better Processes to Improve Services November 7, 2

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Learning Together Vendors and Libraries
Creating Better Processes to Improve
ServicesNovember 7, 2008Charleston Conference

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE SERVICE

• MILDRED JACKSON
• ASSOCIATE DEAN FOR COLLECTIONS, UNIVERSITY OF
  ALABAMA
• ROBIN CHAMPIEUX
• DIRECTOR OF SALES AND CUSTOMER EXPERIENCE,
  BLACKWELL
• BETH HOLLEY
• HEAD OF ACQUISITIONS, UNIVERSITY OF ALABAMA
• JANET LEE-SMELTZER
• HEAD OF CATALOGING AND METADATA SERVICES,
  UNIVERSITY OF ALABAMA

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE SERVICE

• BACKGROUND
• The University of Alabama
• Blackwell
• CHANGING THE ACQUISITIONS WORKFLOW
• CATALOGING AND METADATA IMPLEMENTATION
• KEYS TO SUCCESS

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Learning Together Vendors and Libraries
Creating Better Processes to Improve
ServicesBACKGROUND
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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEBackground

• University of Alabama
• Summer 2007
• Identifying the Issues
• Paper and Labor Intensive Acquisitions and
  Cataloging Workflows
• High OCLC Costs, But Services Not Utilized
• Working Towards Solutions
• Began working with Blackwell in July 2007
• Fall 2007 Workflow Analysis

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEBackground

• Goals
• Increased efficiencies
• Quicker ordering processes
• Cost savings
• Providing opportunities for staff
• Moving the library forward

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEBackground
Organization Summer 2007
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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEBackground
Organization Fall 2008
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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEBackground

• Blackwell
• Service Background and Philosophy
• Vendors are Stakeholders and Contributors to
  Success
• Solution Based
• Supporting Inefficient Workflows Higher
  Vendor Costs
• Methodology
• Define the Present in Order to Identify
  Opportunities for Change and
• How to Meet Goals
• Recommendations Cannot be Bound to Blackwell
  Services and Products

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEBackground

• Blackwell and the University of Alabama
• Project Background
• September/October 2007
• Workflow Description and Analysis
• November 2007
• Presentation of Recommendations
• March 2008
• WCP at Time of Order Beta Testing
• May 2008
• Final Workflow Mapping

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEBackground

• Example of Workflow Description
• Receipt of Approval Titles
• Approval boxes from Blackwell arrive Tuesday 
• Sort boxes and put on carts.
• Open boxes, sort books according to invoice
• Date/stamp invoices, record in log book
• Enter information on approval slips
• Color code slips (3 week cycle), make copies for
  each book.
• Check- in books information on manifold /with
  book
• Place books on cart according to fund
  code/Selector.
•  

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEBackground

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Learning Together Vendors and Libraries
Creating Better Processes to Improve
ServicesAcquisitions
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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEACQUISITIONS

• OVERVIEW
• Workflow changes
• Collection Manager changes
• Changes in ordering selected materials

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEACQUISITIONS

• RECENT WORKFLOW CHANGES IN ACQUISITIONS
• Request function activated in Collection Manager
• Paper order request form eliminated
• One title per purchase order eliminated
• Profiles created for exporting files through
  Collection Manager
• Paper order request form eliminated
• Multi-line purchase order automatically created
  in Voyager
• JUAU vs JUAU codes
• Non-shelf ready processing
• Shelf ready processing

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEACQUISITIONS

• Single Line Purchase Order

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEACQUISITIONS

• Multi-Line Purchase Order

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEACQUISITIONS
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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEACQUISITIONS

• Request and Order Templates

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEACQUISITIONS

• PROBLEMATIC MATERIALS FOR SHELF READY PROCESSING
• Curriculum materials
• School Library materials
• Books with media and/or instructional materials
• Special collection materials
• Musical scores
• Materials to be book plated and/or purchased with
  endowment funds
• Bibliographies
• Reference
• Added volumes
• Multi-volume sets
• Serials
• Monographic Series treated as serials
• Added copies
• Rush

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEACQUISITIONS
Monographic Standing Order

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEACQUISITIONS
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Learning Together Vendors and Libraries
Creating Better Processes to Improve
ServicesCataloging and MetadataImplementation
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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICECataloging and Metadata - Implementation

• UA four firm/form order codes
• JUAU1 (Science Engineering)
• JUAU2 (Education)
• JUAU3 (Humanities Social Sciences)
• JUAU4 (Business)
• Profiled to accept records of all encoding levels
  and from all cataloging sources
• Each code is for a different location the main
  library (Gorgas) and 3 branches
• Location text in spine labels for branches

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICECataloging and Metadata - Implementation

• A New Service
• WCP Time-of-Order
• This service delivers the most complete record
  available at the point of order, plus optional
  brief Partnering Data Records (PDRs) when no
  WorldCat records are available.

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICECataloging and Metadata - Implementation

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICECataloging and Metadata - Implementation

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICECataloging and Metadata - Implementation

• Local ILS Related Issues
• ILS must have the functionality to generate
  orders from the order data embedded in the
  bibliographic records upon batch loading process.
• Involving ILS folks in the library from the
  beginning.
• Workload for ILS folks
• Initial setup.
• On-going batch loading.

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICECataloging and Metadata - Implementation

• WCP Time-of-Order PDR (Partnering Data Record) in
  Voyager Cataloging Client

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICECataloging and Metadata - Implementation

• WCP Time-of-Order WorldCat record in Voyager
  Cataloging Client

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICECataloging and Metadata - Implementation

• Voyager Web OPAC View

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICECataloging and Metadata - Implementation

• Voyager Web OPAC View

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICECataloging and Metadata - Implementation

• Time-of-Invoice record before it overlaid the
  Time-of-Order record

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICECataloging and Metadata - Implementation

• After the Merge

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEBackground
New Cataloging and Metadata Organizational
Structure
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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE
SERVICEBackground

• New organizational structure
• Make cataloging and processing workflow more
  efficient
• Create units and group staff more logically
• Assign tasks to staff at the appropriate level
• Achieve better consistency in cataloging
  practices
• Make training easier and more effective

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Learning Together Vendors and Libraries
Creating Better Processes to Improve
ServicesKeys to Success
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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE SERVICEKeys
to Success

• Staff and Faculty Involvement
• Gather input
• Meet with staff and faculty
• Training
• Provide training from vendor and in-house
• Tolerance for Change
• Must be tolerant for change
• Must realize not everyone is tolerant of change
• Trust
• Develop trust of new practices and procedures
• Flexibility
• Remain flexible. Everything takes longer than you
  think it will.

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LEARNING TOGETHER VENDORS AND LIBRARIES
CREATING BETTER PROCESSES TO IMPROVE SERVICE

• Whats Next?
• Ebooks

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THANK YOU CONCLUSIONS AND QUESTIONS