Creating an Alternative, Low-Cost ILL Management System
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Presented by Ellie Kohler, Rockhurst University at Northwest Interlibrary Loan and Resource Sharing Conference Portland, OR September 13, 2012 CREATING AN ALTERNATIVE, LOW-COST ILL MANAGEMENT SYSTEM
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Presented by Ellie Kohler, Rockhurst University at Northwest Interlibrary Loan and Resource Sharing Conference Portland, OR September 13, 2012. Creating an Alternative, Low-Cost ILL Management System. OVERVIEW. Why we needed a new ILL system Brainstorming Solutions - PowerPoint PPT Presentation
Transcript of Creating an Alternative, Low-Cost ILL Management System
Presented by Ellie Kohler, Rockhurst University
atNorthwest Interlibrary Loan and
Resource Sharing Conference Portland, OR
September 13, 2012
CREATING AN ALTERNATIVE, LOW-COST ILL MANAGEMENT SYSTEM
OVERVIEW
Why we needed a new ILL system
Brainstorming
Solutions
Features of an ideal system
Wufoo
Implementation
INCREASE IN ILL REQUESTS
The above includes traditional ILL (returnables and non- returnables as well as MOBIUS consortial requests.
Non Mobius Returnables5%
MOBIUS Return-
ables55%
Article Requests
40%
Types of ILL Requests
Article Requests Total Returnables0
200400600800
1000120014001600
437
850830
1432
Requests by Rockhurst Patrons
FY 2010-11FY 2011-12
Total Requests
1287
2262
Total Request IncreaseFY 2010-11 FY 2011-12
DIFFICULTIES AHEAD
Increased demand on staff time
System cumbersome
Staff struggle to produce timely statistics
SYSTEM WORKFLOW (OR STUTTER)
Patron places reques
t
•Request form is online
•Request goes to queue
Staff receiv
es reques
t
•Request is printed out
•Request is checked for citation accuracy and to see if available in library or online
•Request is sent to OCLC or Docline
Request is
filled
•Request is filled via OCLC
•Request is checked for correctness and updated in OCLC or Docline
•Request is sent to patron, paperwork is updated
Statistical
reports
created
•Paperwork is mined for internal statistical reports
•Paperwork is examined to reconcile and update OCLC, Docline and MOBIUS statistics as well as update MOBIUS statistics
•Spreadsheets and charts are created from data
BRAINSTORMING SESSION
Utilize other staff members Part-time staff Student assistants
Streamline ILL Automate? What is redundant? Find/Purchase/Create an ILL
Management System
Limitations No budget
Minimal programming knowledge
FEATURES OF AN IDEAL ILL MANAGEMENT SYSTEM
Patron Usability Request Forms Staff Viewing and Navigation Staff-side Request Generation Staff-side Report Generation Confidentiality
http://libguides.rockhurst.edu/ILLmanagement
WOO-HOO! WUFOO!
http://www.wufoo.com/
Website
Form Builder
Data Management
Special Applications
Non-Profit
discount?
Pricing Structure
Reports
Support
www.wufoo.com
REQUEST FORM COMPARISON
Same request form in Wufoo
Data management grid
Hidden or Admin only entries
Ability to e-mail from the Admin side
Chrome browser extensions
WHAT MAKES THE SYSTEM WORK
DATA MANAGEMENT GRID
HIDDEN OR ADMIN-VIEW ONLY ENTRIES
Partial administrative viewUser view
EMAIL FROM ADMINISTRATIVE SIDE
A Google Chrome Browser extension
Automatic Data fill (keystroke macro)
Use with Google Spreadsheets, CSV files and Wufoo form entries!
A Google Chrome Browser extension
Add data to any web-based form via hot keys or copy and paste
• Can create hot keys
• Can copy without highlighting
• Can easily adjust message
Browser Clipboard
A Google Chrome Browser extensionCopy and paste multiple items across the webAbility to pin and unpin items
Old System
1. Check system2. Print out requests3. Check catalog and
internet4. Request article5. Write all request info on
printout and file6. Receive article7. Save article to desktop8. Find request printout 9. E-mail article as
attachment with message to patron
10.File request printout
New System
1. E-mail notification request2. Check catalog and internet
auto browser extension3. Request article4. Copy and paste request info
directly into request form5. Receive article and attach to
request form6. Send article from system
pre-formulated message
ILL Test Article Request form
AREAS OF CONCERN
Staff-side display
Form builder is not WYSIWG
Bought by Surveymonkey in 2011
Rely on technology that may not be supported
WHY WUFOO?oProject Manager
o Form-Only
o Form-Websites with Data Management
o Most similar to Wufoo
ORIGINAL RECOMMENDATIONS
Trial basisMinimal plan-least
expensive option2-3 months
Review in JuneLimit to ILL only
MOVING FORWARD
Originally adopted on trial basis
Upped to the next level of plan/pricing
Committed to a year subscription in May
Other applications within the library
Replace Surveymonkey
USEFUL SITES Wufoo: Main Wufoo website
Wufoo blog: Learn about Wufoo applications and updates
Wufoo Documentation and Support: Comprehensive guide to how to make Wufoo do what you want it to
Chrome web browser: Download Google's Chrome browser
Chrome apps and extensions: The Chrome Store is where you can find and download browser apps and extensions. So far, every app I've downloaded has been free.
Automato: Data entry and automation extension
Papercuts: Data entry and automation extension
Browser Clipboard: Another extension that is a fancy cut and paste clipboard. Multi-functional.
