2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

Chris Hauser

Weber State University, Stewart Library

ACQ through CAT: OMG youve got to be kidding me

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

The Environmental Factors

The Department The Staff The Management

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

Analysis Approach

Recognize the purpose of the analysis Recognize the potential of the existing

resources Understand the current workflow

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

PROCESS: ASSUMED

Harvest Purchase Requests Search vendors for products Order titles Build PO/PO lines Receive titles Invoice/Statement Pay vendor Catalog titles Preservation/brand/secure Check-in/Circulate

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

PROCESS: OBSERVED

Harvest Purchase Requests Received hardcopy requests from faculty Requests stored in physical pile until ordering week Sort and process pile in order of personal preference Rarely checked local holdings prior to procurement

Resulting Recommendation Develop standardized method for submitting purchase requests Develop standardized set of required fields for purchase requests Develop first in/first out & priority rush policies for order processing Standardize/automate local holdings check

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

PROCESS: OBSERVED

Search vendors for products Search individual online book vendors seeking best price Had over 300 vendor records in ILS database Based purchase decision only on retail cost Often used private sellers via Amazon market place

Resulting Recommendations Select a primary monograph vendor Develop policy for selecting secondary or private vendors Notify requesting faculty when title ordered (Jim Taylor)

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

PROCESS: OBSERVED

Order Titles Favored FAX ordering, ordering from catalogs Avoided premier academic book vendors/aggregator Log all order details in paper ledger

Resulting Recommendation Establish EDI ordering profiles with primary monograph vendor(s)

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

PROCESS: OBSERVED

Build PO/PO lines Created new PO and PO lines manually Only monographs were entered into the ILS accounting system Brief bib and item records deleted when titles-in-hand were fully

cataloged by Cataloging.

Resulting Recommendation Establish PO import procedure Record all purchases made by acquisitions in the ILS Build bib/items from brief PO import (vendor supplied) Establish overlay points for bib and item at acquisitions level

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

PROCESS: OBSERVED

Receive titles Title searched, PO line found, PO line printed, and placed in title-in-

hand. Inconsistently received in ILS Titles-in-hand sent to physical processing

Resulting Recommendation Receive and Invoice on order titles in single procedure Assign and affix title barcode at receiving (For item overlay point) Auto print workslips at receiving Send titles to CATALOGING rather than physical processing. (Physical Process Last) Receive, statement, and invoice subscription and serial purchases at time of PO

line creation

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

PROCESS: OBSERVED

Invoice / Statement Feature of ILS wasnt consistently used Budgets never accurate Any statistical gathering useless

Resulting Recommendation Development payment accounting policies that require an ILS generated

PO/Statement before payment can be authorized. (primary vendors)

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

PROCESS: OBSERVED

Vendor Payment Used departmental credit card for nearly all payments Had established many dozens of private/personal accounts with

vendors Most payments made in advance of receiving titles Used a private PayPal account to make some payments No oversight on payment authorizations Most time spend meeting the reconciliation requirements associated

with the university credit cardResulting Recommendation Only use credit card for secondary/private vendor purchases Eliminate all private/personal accounts Use university purchasing department to pay vendors

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

PROCESS: OBSERVED Catalog titles

Deleted originating acquisitions bib/item Manual copy catalog record searching (OCLC) Import OCLC selected/harvested records W/949 item creation Manual item record editing post bib import Manual clean-up of bib record tags Generated spine label, performed all physical processing

Resulting Recommendation Overlay brief acquisitions originated records/items with full records Integrate WCP with title vendor (Receive/import full MARC record with titles) Automated OCLC holdings update Reassigned physical processing to part time classified

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

PROCESS: OBSERVED

Processing Performed preservation on new titles Prepared materials for bindery

Resulting Recommendation Perform spine label processing Perform branding, security, and circulation prep. Prepare and deliver shelf-ready titles to circulation Notify requesting faculty titles are available for circulation

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

THE DEPARTMENT TODAY

4 full time staff Cataloging Manager Acquisitions Manager Acquisitions Assistant Cataloger (copy)

2 part time staff Processor Original Cataloger

Most of the improvements we had hoped to make have been applied

Not all of the paths we took led to the correct solution but they have all led to discovery of new ideas

There is always room for improvement

There is much more that needs to be done

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST

THANK YOU

Chris Hauser

chauser@weber.edu

https://public.me.com/chauser123 for Full Workflow (PDF)

mailto:chauser@weber.eduhttps://public.me.com/chauser123