Using YBP and GOBI to “freshen” your daily processes: The Quest Experience MOBIUS 2008 : June 4, 1:45pm Shirley Bergeson, Library Assistant State Fair Community College Les Lynam, Director of Technical Services University of Central Missouri

Using GOBI How GOBI has changed our work flow... at SFCC.

Using GOBI How GOBI has changed our work flow... at UCM.

Facts about SFCC Library Approximately 38,000 books FY book budget - $22,000 Four full-time staff members

Facts about UCM Library Approximately 450,000 books FY book budget - $378,000 Five Librarians in Tech. Services Ten full-time TS staff members 15 Subject Selectors (all librarians)

The old way to select books… Director looked through catalogs Found reviews in Choice and LJ Checked Quest catalog to see who else owns it Marked books in catalogs with sticky notes Hoped nothing got lost in the process!

The old way to select books… Selectors looked through catalogs, other sources (BIP, BNA/YBP/Choice slips, teaching faculty requests, etc.) Found reviews Choice, LJ, online sources Marked in catalogs for student assistants to fill out cards Hoped nothing got lost in the process!

Selecting Books with GOBI Can search GOBI by title, author, ISBN, LC Classification, or content level

Selecting Books with GOBI Full view shows which other MOBIUS libraries purchased the book.

Selecting Books with GOBI Many records include 1-click reviews from Pub Weekly, LJ and Booklist

Selecting Books with GOBI Can create electronic lists that are order-ready, which saves staff time.

Many Hats Being a smaller library, our staff wear many hats.

Ordering Process GOBI has made the ordering process more time efficient.

Finalizing an Order Since I also manage the budget, I finalize all orders with our Director’s approval.

Finalizing an Order Once the template is applied I can view the status of the books as well as the discounted price.

Finalizing an Order One click sends off the order.

Finance Transaction GOBI has helped to simplify our financial reporting. Prior, the Business Office would do all of our ordering.

GOBI Saves Us $$ Discounts Book Searches GOBI Communication Vendor Accounts

Simplified Millennium Order Records GOBI saves time by giving us all the information needed to create a more detailed and correct order record. We do not Edifact our orders but we do create an order record in Millennium for each book once it is ordered.

Many Whistles and Bells Last year was our first experience with GOBI. GOBI software has been very easy to work with and self-explanatory. If a problem occurs, our representative is just a phone call away and always willing to assist. Support with GOBI is a big plus. The software offers other tools and ideas which we hope to utilize in the future as we become more acquainted with GOBI.

GOBI Records a Plus By doing a search for library activity, I always have available a complete history of all orders. Orders can easily be separated into cancelled, open and completed. More time efficient to double check and update order records in Millennium.

Flexibility The GOBI software is very flexible and user friendly. Templates

Shipments Our books have always arrived in a timely fashion. Notice of cancelled books are provided quickly. Shipments are sent separate by account. Returns are no hassle. No shipping charges, processing fees are reasonable.

GOBI In closing, GOBI has provided us with an above average selection process. Above average software package to order books from. Above average tracking system, and order records history. Above average support system. This has saved our small library both time and dollars in our selection and processing of orders.

Selection, etc. Back to UCM.

Selecting / Ordering Process GOBI has removed some redundant steps No more selector to cards to Acq to retype to order Selector puts in cart, Acq opens cart, reviews and exports selected records Export file goes to MCO for loading into Millennium

S / O Process, Continued Acquisitions tests record for duplication Remove dups of own titles from order and Millennium, order record moved to matching bib, canceled. Move orders for dups of cluster-mate titles onto full bib, delete brief bib and retain order, changing Vendor Code from YANKE (process) to YBP08 (no process)

S / O Process, Continued EDIFACT order file to YBP Separate files if both Vendor Codes EDIFACT shows as “ordered” in GOBI the next day An average of about 600 monographs ordered each month

The PromptCat equation UCM contracted with OCLC/YBP for the PromptCat service. YBP VERY helpful in getting this set up. Wrote most of “best practices” document from the YBP/UCM experience Working out the “bumps” takes several orders. 80% of YBP orders are PCat Matches

The Shelf-Ready equation UCM contracted with YBP for physical processing of PromptCat orders. YBP Creates a processing template, we altered as needed, and have added to it over time. Processing “package” includes property stamps, bookplates, spine labels and barcode (including scanning to item).

Shipments / Receiving Our books have always arrived in a timely fashion. Notice of cancelled books, OP, NYP come electronically. Shipments are sent separate by account. Returns of non-processed books are no hassle. Tracking UPS shipments (Quantum?)

The PCat Invoice / Records OCLC s UCM when a “batch” is completed. We pick up the file from their Website. File held until order is received. When received, full bibs and item records as well as electronic invoice loaded in single process.

The Payoff Shelf-Ready books ready to use within a day of arrival. Total order to shelf time averages down from 90 days to about 30 days. Much time saved in invoice processing. Initial headaches worth the payoff.

The Wrap up Questions? Contact information: Shirley: Les: