Getting It System Toolkit Preconference GISTlibrary.org

Getting It System Toolkit 9 – 10:30am Preconference plan and preparing for implementation Introduction to GIST, system requirements,, workflow mapping, stakeholders preparation, API keys. Workbook Activities :30 – Noon Workflow mapping Decision making points, translating criteria into GIST ILLiad settings. Workbook Activities 4 – 5 Noon – 1pm Lunch 1 – 1:45 Installing the Acquisitions Manager Installing GIST database tables, customized webpages, and GIST addons 1:45 – 2:30pm Configuring the Acquisitions Manager Customization Manager settings (routing rules, routings, custom queues, custom web forms); GIST configuration and Addon settings 2:30 – 3:15 Customizing the Database Manager Conspectus from scratch or importing GDM; vendors, budgets. Workbook Activities :15 – 4pm Testing/Launching GIST; GIST GDM Assigning GIST Tester status, status specific webpages, implementation checklist, etc. Workbook Activities 8 4 – 5pm Optional opportunity for Q/A, individual discussions about GIST, etc.

Monograph Spending & ILL 2009 over 11 Million ILL requests (ALA) 2010 ~ 9.6M OCLC ILL requests (OCLC) Association of Research Libraries ILL Cost # Titles Purchased # Titles w/ILL rights

Getting It System Toolkit

What is a GIST Library? GIST for ILLiad Webpages GIST allows ILLiad to route patron requests automatically using your buy vs. borrow criteria. Acquisitions Interlibrary Loan Transfer Acquisitions Manager Order, encumber, and fulfill— all within ILLiad. GIST ILLiad tables View availability and price data in one place.

GIST Webpage

Features Amazon Reviews Discovers full-text from Google Books, Hathi Trust, Internet Archive & more Local holdings discovery with link to catalog Pricing options for end- users Custom user questions Worldcat group holdings data Potential Strategies… Route requests with Full- Text to special queues Route requests with no consortia holdings to purchasing evaluation queues User (status specific) purchase requests Other ideas…

Getting It System Toolkit: Purchase & Connexion Addons

GIST with Acquisitions Manager: adds funds, conspectus, and more… Service Delivery GIST Toolkit

GIST Acquisitions Manager: Conspectus Purchase Addon Acquisitions Addon Purchase recommendation based on your collection building profile Your automated customizable collection building profile for Acquisitions & ILL

GIST – all you need is… ILLiad 8.1 or above Required API keys IT/Web Support &/or Tech Skills to: configure ILLiad web pages run a SQL script to create GIST Tables in ILLiad – OCLC does this for hosted sites configure customization manager and addon settings Read and follow documentation GISTLibrary.org & related ILLiad documentation carefully to test, then customize. And join GIST-L to discuss on GIST Community:

Atlas GIST Implementation Services

Activity 1 Goals & Objectives 15 minutes As group; think out loud… Facilitator at each will assist in discussion Start recording your planning goals and objectives, but fill in as time allows in the day and conference.

Activity 2: Coordinated Holdings 15 minutes Preparing for your GIST Implementation: Individually record your thoughts; (10 minutes) briefly identify groups, not the list of symbols – that’s homework. Focus on page 7 strategies Group discussion – (5 minutes)

Activity 3: Borrow or Buy? work individually for 10 minutes What specifically triggers a process shift from borrow to buy? User recommends? - Patron Driven Acquisitions Strategies Does user status or department matter? – Market Segmentation Strategies No or fewer than 2 holdings in Group 2 + 3? - Collection Diversity Strategies No full Text holdings? – Format Strategies Only Recent Publications? – Updating Strategies Cost, U.S. Imprint, Due Date, Popular, Frequently Requested, etc. Preparing for your GIST Implementation:

Break

Workflow Mapping – Geneseo example Patron Request System Routing Sorts ILLiad DocDel Acquisition Request Purchasing with Acq Manager Addon Catalog w/ Acq Manager Connexion Addon Download record to ILS Optional Notify user update / Tracking Receive item Notify user with ILLiad

Activity 4 – Map Workflow (30 minutes) What do you think your GIST workflow will look like? What are elements within a process? 10 min. - Individually record 10 min. – Group discussion Q/A

Lunch & Activity 5 (not today) Taking what you did in Activity 4 – you can translate the process into ILLiad workflow after the preconference. If you have questions, let us know, we are happy to help.

Installing the Acquisitions Manager GIST Library.org documentation: Step 1: ILLiad Tables: 7 new ILLiad tables designed for GIST Locally hosted? OCLC hosted? Contact Step 2: ILLiad Webpages Add API keys; run test; tailor to your setting Step 3: ILLiad Addons Download Configuring – next session

Configuring the Acquisitions Manager Customization Manager settings a.Routing rules & system routing, b. routings, c.custom queues, d.submit buttons via webformvalues table Break GIST configuration and Addon settings

Customizing the Database Manager 2:30 – 3:15 Customizing the Database Manager Editing vendors Editing budgets; One budget for Patron Driven Acquisitions – or – All department and grant budgets Tip: Keep it simple Editing Conspectus Workbook Activities 6 - 7

GIST Database Manager System Level Addon

Vendor – works with purchasing addon Vendor Tab Vendor Update Keys

Budget – Managing Funds Budget

Budget up close…

Conspectus Customizing your Conspectus The OCLC Conspectus is a subject hierarchy consisting of divisions, categories, and subjects. OCLC Conspectus The conspectus provides a framework to describe library collections, and is mapped to Dewey Decimal, Library of Congress and National Library of Medicine classification schemes. The conspectus is structured in hierarchical order, from broad divisions to very specific subjects and each level is increasingly more detailed. GIST makes the Conspectus automatically useful and customizable to your workflow – select areas to grow the collection or identify out of scope.

Conspectus – your collection building widget

Testing & Launching GIST; GDM, and the kitchen sink… 3:15 – 4pm Testing/Launching GIST; GIST GDM; conclusion Assigning GIST Tester status Status specific webpages Implementation checklist Workbook Activities 8

GIFT MANAGEMENT AND EVALUATION USING GDM GIST Gift and Deselection Manager

GIST GDM open source standalone software User + Data + Streamline Workflow

OCLC Connexion

Thank You Letter

Free standalone open-source software released August 2010… now used by 200 libraries. At Milne Library… Gifts Received Nov. 09 – Feb. 11: 4,324 items 713 items or 16% acquired, total value at about $49K Items not acquired are sent to Better World Books, and revenue returned from sales go into collection building. Library Acquisitions: Work is streamlined, including connector to OCLC connexion, automatic donor letters, review processing, etc. Outcomes

GIST Deselection Manager: item by item 35

GIST Deselection Manager: Batch Analysis Batch Deselection 1.Import ISBN &/or OCLC# using an ILS report (e.g. 0 or low use report as a simple delimited file) 2.Run Batch Processing – GIST exports Excel file. 3.Review GDM data: Free full text, price, accepted by Better World Books, regional holdings, & more. 4.Sort by values, make decisions, then… 5.Batch remove from OCLC using Connexion (or convert records for full-text holdings?) Possible Uses: Book and journal duplication analysis Identifying works to digitize Identifying materials for special collections

Extreme Weeding + Extreme Gifting 13 % of titles in storage are available FULL-TEXT through Hathi Trust digital repository Deselection Summer 2010: fast batch analysis of over 35K items

Sharing Economy is built on cost savings We achieve tremendous shared benefits and goals by cooperative development: Best practices – that improve sharing resources Innovative services to libraries in New York and across the nation Work with vendors to provide new and efficient workflows Tools are released under a creative commons license These improve sharing resources at lower costs, and bring dramatic efficiency and cost savings to all libraries.

IDS Project (idsproject.org) Promoting library excellence through community & technology

Thank you GIST SUNY Geneseo Atlas Systems, Inc. GIST Implementation Services Now 4-5pm an optional open discussion, demo of GIST GDM or other questions…