Slide 1 of 25 The Devil's in the Details Connecting the Dots with YBP and Millennium and Shelf-Ready Acquisitions Southeastern Innovative Users Group January 25, 2011

Slide 2 of 25 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! Why did we automate the process?

Slide 3 of 25 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? … Here’s the process in a nutshell for firm ordered items

Slide 4 of 25 Getting up and running – Everyone’s involved Innovative Interfaces – Products to purchase YBP – GOBI customization Library -- Millennium changes

Slide 5 of 25 The Innovative side Necessary products EDIFACT ordering (#408C) EDIFACT invoicing (#415) Extended Approval Plan Interface (#409)

Slide 6 of 25 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.

Slide 7 of 25 The Innovative side EDIFACT invoicing (Product #415) Permits online processing of invoices from vendors who support the EDIFACT invoice format.

Slide 8 of 25 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.

Slide 9 of 25 Set up vendors to support EDIFACT The Millennium side Create/edit load tables Create/edit record templates Minimal editing of vendor record fields Innovative can do this for you fairly quickly

Slide 10 of 25 Select coding needed for YBP The YBP side Determine level of PromptCat records Vendor codes Fund codes We chose LC, NLM, UKM and other member and national libraries Be specific to optimize ordering

Slide 11 of 25 Work with the vendor to map your GOBI fields so they will automatically transfer to your order records The YBP side Decide which GOBI fields are most important Customize YBP GOBI program Notes, department field, acquisitions type, selector field, etc.

Slide 12 of 25 Customize

Slide 13 of 25 MARC Tag 960 AACQTYPEHORD NOTEOCOPIESVVENDOR BCLAIMIORD TYPEPCDATEWLANG CCODE1JRACTIONQODATEXCOUNTRY DCODE2KRLOCRRDATEYVOLUME ECODE3 (Initials) LBLOCSEPRICEZCURR CONV CODE FCODE4MSTATUSTLOCATION GFORMATNTLOCUFUND Order Record Fixed-Length Fields

Slide 14 of 25 MARC Tag 961 AIDENTITYDINT NOTEGReservedJ B EReserved (Dept) HVEN NOTEKSHIP TO CNOTEFSELECTORIVEN ID #MVEN ACCT # Order Record Variable-Length Fields

Slide 15 of 25 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 Just do it!

Slide 16 of 25 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 Humans are needed! You’ll need to …

Slide 17 of 25 OCLC records and reports

Slide 18 of 25 OCLC records and reports

Slide 19 of 25 OCLC records and reports Could be several reasons why we are not getting a record … Additional copy Replacement copy Additional volume in series

Slide 20 of 25 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 Another huge timesaver – Automating the Approval Plan

Slide 21 of 25 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 Tips and lessons learned

Slide 22 of 25 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 More tips and lessons learned

Slide 23 of 25 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 Surprises!

Slide 24 of 25 Use Extended Approval Plan to Acquire and Process Purchases Loading MARC Records from Book Vendors Electronic Invoice and Approval Processing Workflow Scenarios Vendor records (# ) Electronic ordering overview (#100650) Innovative web sites Innovative manual

Slide 25 of 25 Michael Winecoff UNC Charlotte Southeastern Innovative Users Group January 25, 2011 Questions or more information?