FY 05/06 Changes in Monographs

Today’s Topics Changes to 1 and 2 funds Reading monograph fund reports Hints for using funds effectively Aux Amateurs de Livres – now virtual Harrassowitz – virtual soon GOBI2 for advanced users – workshops Millennium Acquisitions – on the horizon

Changes to “1” funds “2” fund was folded into “1” fund - All money transferred to “1” fund - No money was “lost” - New “mega-1” fund / no more transferring UND funds no longer exist - New LDVD1 fund (Penny Pearson) $10,000. for vhs, dvd, cd requests

Changes to “2” Funds Nineteen “2” funds remain 2 funds used for gathering plans only Do not use 2 funds for virtual approval, e-slips, notification slips, ORTs, or GOBI2 2 funds pay for automatically-shipped gathering plans and for Wexner Bookstore plan (Wexner = FIN and ARC only)

Reading Monograph Fund Reports - Summary screen by subject

Most subjects have a single Mega “1” fund

19 subjects retain a “2” fund

Reminder when viewing funds: -View reports at the “fund name” level to see your free balance for placing new requests -Don’t use “summary” screen if you have a “2” fund -“2” funds can be used only to pay invoices for gathering plans & Wexner plan -Forget how 1 and 2 funds were used last FY during the transition to this new structure

Hints for Using Funds Effectively Use Friends, endowment, and RF first - These are the least flexible fund types - Can not be used for p-card orders - P-card needed for o.p., rush, reserve orders Divide “1” fund into 12 parts - Submit requests for about 1/12 of initial allocation each month - Check fund reports weekly to stay on target

Spread funds over fiscal year Anthropology APPROPRIATION EXPENDITURE ENCUMBRANCE FREE BALANCE 1> ant1 $24, $ $6, $17, TOTAL $24, $ $6, $17, Allocation: $24,000  12 months = $2,000 per month Plan approx: $2,000 per month maximum in order requests Allow for extra large purchases Retain 5-10% for unexpected and rush requests toward the end of the fiscal year If spending faster than 1/12 ratio, slow spending or do outside fundraising There is no “2” fund to transfer from / When “1” money is gone, that’s it Use RF, endowment, and Friends funds first

Aux Amateurs de Livres - virtual We have a gathering plan for: –French literature and language –French history, philosophy, political science All other subjects are selected from e-slips –If you don’t get French e-slips yet… …and want them, contact Marsha Hamilton

Aux Amateurs de Livres virtual

Harrassowitz – virtual in progress (due Aug/Sept) We’re setting up a gathering plan for: –German literature –German history, philosophy, political science All other subjects will be selected from e-slips –If you want German e-slips… Marsha –Currently building profiles for German e-slip plan –Note: German science publishers are coming with GOBI2 e-slips

GOBI2 Workshops – For Power Users GOBI2 workshops to cover advanced features: –Building order templates –Running retrospective searches –“Not bought in Ohio” searches –Titles excluded from your book / slip files –Changing Slip View frequency and coverage –CM discussion of what works / what doesn’t –Will schedule 2 workshops for early September

Millennium Acquisitions You’ll be hearing a lot about MilACQ soon Web-based OSCAR technical services screens You’ll use Millennium to: – Submit ORTs – Check fund status online – View order records and status – Everything you currently do in menu-based OSCAR

Millennium Acquisitions Millennium Acquisitions Planning Group –Just formed; report due Aug. 31 st –Will make recommendations for transition planning and training –Collection Managers will receive extensive training on how to use Millenium for all your OSCAR acquisition needs Estimated cut-over date = December 2005 Fall back date = Spring break 2006

Thank you If you have questions about monographs… contact: Marsha Hamilton or Your MOD searcher