Getting It System Toolkit Acquisitions and ILL Processing

Getting It System Toolkit Acquisitions and ILL Processing Through ILLiad IDS Conference August 5 th 2009

GIST the FAQS What it is? What it isn’t? Why? How? When? Feedback? Version 1 Version 2

What is GIST? A system for: Ø Merging Acquisitions and ILL request workflow using ILLiad 8; Øenabling user-initiated purchasing requests for acquisitions and interlibrary loan; Øenhancing coordinated collection development.

What it isn’t? (yet!) Ø A Complete Acquisitions System Ø No order records Ø No Cataloging Ø No serials or article purchasing system Ø Gift Manager Ø Budget Manager

Why we need GIST Ø Too many lame request interfaces, no real context Ø Speculative selection is a lot of manual work Ø Most of the collection is never used Ø Shrinking budgets, rising material costs and increasing needs Ø Just-In-Case model is not sustainable Ø Ineffective de-duplication across systems Ø No user feedback mechanism Ø Delivery time is a mystery

Speculative Selection How does ILL data currently help Acquisitions? Ø Look over data to see what was requested previously and purchase those items Ø Break requests down into LC classification to see what areas are heavily borrowed Ø See which departments are borrowing the most

Geneseo ØVery customizable ØStatus specific ØContext sensitive ØStand alone ØDefault Loan Form ØOpen. URL ØBook Chapter Form ØElements a la carte

Purchasing Options Worldcat API – Library Availability ILLiad Request User sees if owned Form locally, easy click to catalog, and sees estimated Custom, Standalone, Open. URL, turnaround time. Status Specific ILL & Acquisitions staff see if held locally, and # holdings in 2 configurable groups (consortia, state, etc. ) User sees price to purchase from Amazon API with New & Lowest Price listed (used) – user may want to purchase from this link. If they do, Amazon provides our AWS account a credit for referring someone to purchase. ILL & Acquisition Staff see the New & Lowest Price in the ILLiad requests. Better World Books, Google APIs are also currently used for pricing, we have asked other vendors for APIs. Google Books User sees Table of Contents, No-Partial, & Full Text Views. Staff see if full text in Google (GOOGL) Amazon API Index Data User sees if full text or audio version in OCA, Internet Archive, etc. Enhances users request evaluation with Reviews, Ranking, Cover, and quick link to Amazon. Price was moved into Purchasing Options window. Staff see if full text OCA (INARC)

Feedback on User Interface for GIST

You choose and adapt the tool around what works for your setting. Library A Library B Library C Library D GIST used to enhance ILL Purchase on Demand only. GIST used to enhance ILL POD. GIST also used only by Librarians to help their selection. GIST also used by Faculty, with Librarian Review. GIST also used by all users, with some Librarian review for certain status. Collection building profiles, cooperative data, and gift management features used.

GIST Request Acquisitions ILLiad Cited. Title = Purchase Interlibrary Loan / IDS Cancel or Unfilled Filled Borrow Filled Buy Cancel or Borrow

Acquisitions Awaiting Acquisitions Processing Review Required Review needed – request can be automatically routed in these queue because of department affiliation. Email sent via ILLiad, request is routed to specific pending queues Awaiting Faculty Rep If approved, process as purchase request. If not, cancel or borrow. Awaiting Librarian Approval If approved, process as purchase request. If not, cancel or borrow. Processing Purchase Requests User, department & budget validation. Check holdings in GIST Item Information. Copy ISBN – search in Amazon, etc. to place order. Copy OCLC number to download record and attach holdings. Email sent via ILLiad, request is routed to Purchase Request Ordered from Vendor When item is received, Email sent via ILLiad, request is routed to Request Finished Item made available as per user preference; Hold for Pickup, Shelved in Library, Placed on Reserve Duplicate Holdings If title is owned by more than 3 Cooperative Collection Development libraries request routes automatically to Purchase Request Exceeds CCD limit Cancel or Buy Collection Development Librarian decides.

GIST Request ILL Request Processing Cancel Borro w Availabl e on Catalo Web g Free Source s GIST Acquisitions Workflow Map Awaiting Acquisitions Processing Cancel Request Review Required Email sent: Librarian or Faculty Rep NO YES Processing Purchase Request Purchase from Vendor Notify User Download record & attach symbol Purchase Request Ordered from Vendor Queue Receiving Request Notify User Preferred Delivery

GIST Release Information Ø GIST 1. 0 Release Date: August 15 th, 2009 Ø Documentation wiki: http: //toolkit. idsproject. org/doku. php? id=wiki: gist Ø Feedback blog: http: //gettingitsystemtoolkit. blogspot. com/ Ø Obtain as much feedback as we can prior to and after release

The Future of GIST Ø Begin work on GIST 2. 0 which will include: Ø ordering module Ø purchasing enhancements Ø statistical reports Ø cataloging features Ø gift management module for quick collection evaluation and donor acknowledgement Ø Work with vendors to add more services and API connectors with book jobbers, etc.

Thank you! GIST Team (SUNY Geneseo) Tim Bowersox, GIST Web Interface and ILLiad Workflow Designer Cyril Oberlander, Project Consultant Kate Pitcher, GIST Acquisition and Collection Development Designer Ed Rivenburgh, Project Sponsor Mark Sullivan, Project Manager & Geneseo Programmer GIST Grant Funding Rochester Regional Library Council – Regional Bibliographic Databases & Interlibrary Resources Sharing Grant Worldcat API Programming Consultants Kyle Banerjee, Digital Services Program Manager at the Orbis Cascade Alliance Terry Reese, Oregon State University