1. Workflow Tracking in Millennium and Excel Les Lynam, Director of Technical Services, Kirkpatrick Library, Central Missouri State University

2. Overview The Question: “can it be better?” What’s wrong with the “old way”? Big Truck / Little Truck (red truck…) Putting the like things together But where is that book RIGHT NOW? Tech Services as PROCESS Tool One: Millennium records Tool Two: Excel spreadsheet

3. Overview continued Wrap-up Questions?

4. “can it be better?” Philosophy…personal ambition Ideas from Production Management class Change… not everyone likes it Involving those “in the trenches” Presenting the big picture Present evidence that the “new way” has improved the process

5. What’s wrong with the Old Way? Nothing But is it the BEST way? Question: Have OTHER factors changed? Do those changes effect THIS process? Does anyone remember WHY we did it this way?

6. Big Truck / Little Truck Card catalogue days and the BIG truck No one had access until the cards were filed, so batches were fine Records online changed when end users found out about books Requests for “on order” and “in process” Large truck, first book ready a week before last book?

7. Big Truck / Little Truck

8. BIGGER (double sided) Truck

9. Little Truck factors Fewer books to catalogue And process at a time First book on truck catalogued same day as the last one Laser labels pointed to “21” or “28”

10. Putting Like things together Small truck, same processes All Vista-Foiling together Reference Books together Level of cataloguing together? (DLC?) Half sheet of spine labels per truck

11. But where is it RIGHT NOW? The call for a particular book Has it been received? Is it on the shelf waiting to be catalogued? Is it in a cataloguers office? Was it sent to circulation this morning, and just not shelved yet? All of these were possible and searches could take hours

12. Evolution of a Truck Number Online records had note fields Some were INTERNAL notes Labeling a truck with a number, and putting that number on the online record, it just MIGHT work Where is it now? On Truck 06Circ12H. But where is that TRUCK? The shorter search, but still a search

13. Tech Services as PROCESS Moving books through Acquisitions, Cataloguing, and physical processing It’s a type of assembly line Several people “add value” The “Team” approach educates others about how an individual adds value Better “hand-offs” mean quicker turn arounds

14. Tool One: Millennium records Truck number on order record notes And brief bibs, if internal cataloguing Create lists: pulling the truck together by the note Same list, printing the spine labels Same list, adding the barcodes Same list, checking the finished product Same list, changing the item status

15. Tool Two: Excel Spreadsheet Entry created as new truck is being formed Pre-cataloguing: filling the truck Cataloguing Physical processing Each step recorded with date in spreadsheet Location of any record found in seconds Statistics available from spreadsheet data

16. Screen Shots Sample Truck “Task” Sheet Some samples from Millennium Some samples of Excel sheets

17. Each truck has a “task” sheet that follows it until completion Date In and Out columns Initials of person who performed the task

18. Truck note applied to Order Record

19. Again, note on the order record… Click View

20. Note also put on Brief Bibs 500 Note on Brief Bibs

21. Create Lists brings the truck together Search: Order Note has “truckname”

22. The list of what’s on this truck Verify that these same titles are physically on this truck

23. Close up of Item record Status is placed by Rapid Update Items grouped post-cat, spine labels generated from this list

24. Pre-Cat Tab Truck arrival of 1 st book Shelved date when truck is “full”

25. Date cataloguer has finished the truck Date spine labels are printed Physical processing (in yellow) done by student workers Cat Tab

26. Completed Tab Final Check and Released dates

27. A few Photos Samples of the Truck Process

28. Trucks without Wheels

29. Close up of ONE truck

30. Zoom in on Truck Sheet

31. Finally, it’s got Wheels!

32. Wrap Up Is it better? Is it worth the time and effort? Can it be improved even more? Questions? Thanks for attending!