Cosa 2010 acq.cat hauser

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2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST Chris Hauser Weber State University, Stewart Library ACQ through CAT: OMG you’ve got to be kidding me

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  • 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

    [email protected]

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

    mailto:[email protected]://public.me.com/chauser123