WMS Acquisitions Module Why use it? & Best Practices Laurie Baumgardner Acquisitions Librarian lbaumgardner@gardner-webb.edu

Before we talk about me… let’s talk about you What kind of library are you from? --Academic --Public --Special Who here is currently using the WMS Acquisitions Module? Where are you in the process? 1. Toe on edge of ocean 2. Knee deep 3. Up to chin in water 4. Paddling for your life

Gardner-Webb University Boiling Springs, North Carolina Private Nonprofit Baptist University striving for excellence in academics and service Founded in 1905

Gardner-Webb University Stats 4,000 students and 180 full-time faculty Award winning Schools of Business, Health Sciences, Education, Divinity and Psychology and Counseling NCAA Division I; Big South Conference Nine Professional Librarians Notes about GWU

Once upon a time…Before WMS Gardner-Webb University Innovative Users for eighteen years Yes, I said 18 years Migrated to WMS Worldshare July 2015 Went live with WMS Acquisitions Module simultaneously We are still working out our Serials process

So, Let’s talk about WMS Acquisitions A brief disclaimer Overall we are happy At the end of the day…. it works

What Works well in WMS Acquisitions? Daily Routines Entering Orders Receiving & Cataloging [same step] Processing Invoices in WMS Handling Multipart Sets 4th grade math textbook, 5 DVD video sets 3 volume encyclopedias

What Works well in WMS Acquisitions? Weekly Routines Adding Gifts Handling eBook orders

What Works well (if less often) Monthly Routines Standing orders Periodical Renewals

What Works well (if less often) Annual Routines Fiscal close Budget Management Vendor Maintenance

What functions need improvement? Daily Tasks Spine Label Printing WMS does not support spine label printers There is no way to bold labels in WMS © National Geographic

What functions need improvement? Daily Tasks Serials Check-in / withdrawal Each issue must be added manually & withdrawn individually

What functions need improvement? Daily Tasks Discovery / Handling of editions = FRBR Same edition – same record? Which edition displays first? Upgrading records / adding URLs

What other functions are lacking? Less Frequent Tasks Patron email notifications (not possible in WMS) Faculty submit title requests Requester Name entered in order record Not possible to notify faculty that materials are available from WMS Acquisitions

What other functions are lacking? Less Frequent Tasks Notes fields (awkward to use) – Public note or Staff note But no flexibility of when it shows

What other functions are lacking? Less Frequent Tasks Statistics – Only Acquisitions Dashboard No customizable statistics Reports – No search by vendor invoice number Payment Activity by Fund does not work Fund Balance Report provides no transaction info Serials Received Report – number of issues only

Bottom Line – Why use the Acquisitions Module? 1. ILS Less Expensive than Innovative 2. Positive UX 3. Significantly faster turnaround 4. 1.5 FTE Position Repurposed 5. ‘Googlized’ discovery 6. Edifact shared invoicing /ordering 7. Growing number of partners

Sample Workflow

What does this process look like?

Search for title and create order

Add titles to order

Look up eBook titles in Knowledge Base

Fill in information for each title

Add Pricing info then save

Place Order

Receive Book

Create Invoice

Receive book and create invoice simultaneously

Process and Pay Invoice

Generating Labels– click on barcode

Generating Labels– Send to print list

Select Label and Export Lists

List of Spine Labels to print

Each label is checked for accuracy

Add Location codes to Spine Labels

Select Print or Print Test

Creates labels in PDF format

Convert PDF to Word doc and bold

Discussion of successes and failures How have you optimized your process? Share tips & tricks https://goo.gl/forms/lfHWoNQ2HQdWueth1 Gather round the easel – Let’s talk!

Problem Children Stay around the easel – and share! Where are the trouble spots? How are you handling them? Stay around the easel – and share!

Next steps – sharing our victories Please fill out the Google Form Share any work arounds that you have developed If you fill out the form I will email a summary document

Further comments Please send comments to: Laurie Baumgardner lbaumgardner@gardner-webb.edu Gardner-Webb University Dover Library Acquisitions Librarian 704.406.4296 http://www.gardner-webb.edu/library/