WILIUG June 2015 Julie Woodruff Indianhead Federated Library System Eau Claire, WI

 Introduction  Quick Click  Sierra set-up  Vendor set-up for Baker & Taylor, Ingram, Midwest Tapes, Quality Books  Download Process  Vendor site  Sierra

 Indianhead (IFLS) covers 10 counties and 53 public libraries  MORE is a consortium of 49 public libraries and is a service of the Indianhead Federated Library System  Innovative customer since 1999  On Sierra 2.0, SP1 (2.0.1_6)  Database contains:  Bibliographic 652,500  Order 420,000  Item 1,641,000  Patron 240,000  52 accounting units, 24 libraries actively using Acquisitions  2014 Circulation  4.5 million item checkout  275,000 e-content checkouts

 Innovative product  Streamlines the process of creating bibliographic and order records for orders placed with vendors who support this function  Carts are created on the vendor site, grid information is added to the cart including item location, fund, and quantity, then the cart is downloaded into Sierra. Order records are created from information entered on the vendor site and are either attached to existing bibliographic records in your system or new bib records downloaded from the vendor site  Vendors include:  Baker & Taylor  Brodart  Ingram  Midwest Tapes  Quality Books  Multiple accounting units adds a layer of complexity

 Open ports in firewall for Quick Click ordering  Add vendor’s IP address to Network Access table  Enable production of a review file of bibliographic records that are created during the ordering process (not the default option)  Special load table (CLICK) is set up.  Uses the default bib and order templates; not specific to one library  Option is set to “queue the PO” for order records

 Load table screenshots showing order record fixed fields

 Need to have Edifact ordering and invoicing in place  Need to have access to vendor’s online ordering site  Contact vendor  Most vendors do not charge for this service, but B&T does  Vendor will do some set-up behind the scenes; this varies from vendor to vendor  Login to vendor’s site and complete set-up  Test download process

 Need to be using Title Source 360 (both a paid and free version)  One-time fee needs to be paid to B&T for grid set-up  List of form, fund, and item location codes need to be sent to B&T to be entered or can be entered by library  Create a Quick Click profile (B&T calls it One Click)  Separate Quick Click profiles can be set up for each account number or for different formats

 Go to Admin/MARC Profiles  Create a profile called Quick Click  Under General MARC Info, fill in fields

 Under MARC Bibliographic Rules, add rules for MARC tag 960

 Go to MARC Grid Rules  Add fields and subfield information

 Go to Admin/Grid Codes  Create Grid fields for Format, Fund Codes, and Item Location Codes  Character limits can be set  Grid codes can be assigned to all users of TS360 or can be set for each user

 Enter the codes into the appropriate fields  Once the codes have been entered, grid templates can be created  Go to Admin/Grid Templates  Fill in the Template Name (brief name) and Template Description  Select the appropriate format, fund and item location codes from the drop down menus

 Under the One-Click section, fill in fields  Test FTP connection

 Go to the Acquisitions Vendor section and click on MARC setup  Select III Enhanced and enter the ipage administrator’s password  Enter the appropriate fields below and save

 Add location and fund codes  Setup grid templates  Create an identifiable name  Add location, quantity and fund information  Save

 Midwest Tapes does much of the setup for you  Contact them and give them the “960” tag information and they will program it  Choose Settings/Personal settings/Downloads  Under Vendor and MARC on the Spot Records, choose the send via FTP button and check just one order or cart at a time box  Under Orderline Records, choose the download immediately via browser button and check the just one order or cart at a time box  Fill in the FTP URL, port, directory, username and password

 Under Library Settings, choose Vendor MARC configuration and select MARC fields you want to import into Sierra  Under Library Settings, choose Funds  Verify the fund and location code pairings are correct

 Under Settings/Library/Quick Click ordering, enter configuration information

 Under Settings/Library/Brief MARC Configuration, enter order record field information

 Under Settings/Library/Distribution Codes, enter the Fund and Item Location Codes

 Instead of creating grid templates ahead of time, QBI has a form to fill in for each cart where the fund code and location code can be input

 Login to vendor site  Create a cart  Apply template to cart  Item location, quantity, fund  Download cart from vendor site  bibliographic and order data is transferred via FTP to your server  Server processes the data and creates bibliographic and order records  Archive cart so it doesn’t get re-ordered

 In Sierra, go to Create Lists function and view file  Find an empty review file and copy the file (system generated lists are at the bottom)  Two lists are created Inserted (new bibliographic records) Check bib records for correct format code Verify headings and check for correct form of author’s name Check for duplicates Overlaid (added order records to existing bib records) Check for correct fund and item location  Empty lists when done  Go to Print/Send orders function and send file to vendor (this allows electronic status reports and invoices to be created)

 Julie Woodruff 