2CUL work on POOF! (Pre-Order Online Form) Matthew Pavlick Head, Monographic Acquisitions, Columbia University Library Boaz Nadav-Manes Director, Acquisitions and Automated Technical Services, Cornell University Library Charleston Conference in South Carolina . November 2011
From OOF to POOF!
In 2007 Columbia launched the Online Order Form (OOF)
In 5 years we’ve received and processed over 7,400 submitted requests for all formats and levels of priority
Created a prelim record and p.o. with location and fund code
Full record from OCLC was overlaid
Review form for de-duping
CUL X 2=2CUL
The Andrew W. Mellon Foundation has awarded a grant to the two libraries to support the development of this innovative partnership. The specific goals during the two-year proposal period include:
Improve the quality of collections and services and expertise available to key constituencies through joint innovative activities and the redirection of resources.
Lay the foundation for a permanent selective integration between the Columbia University Libraries and the Cornell University Library.
Achieve significant integration of operations, services, collections, and resources within three years, and establish a fiscal and governance framework for managing integration, initially between Columbia and Cornell.
Achieve significant cost savings through shared services, joint collections, and the elimination of redundancy, to respond to budget reductions and the need to invest in emerging priorities.
Collaborate in the pursuit of generating new resources.
Co-invest in critical under-supported areas and innovative new services for the universities.
Build understanding and support for the 2CUL collaboration among stakeholders at both universities, including library staff, university administration, faculty and students, and other university divisions.
Share experiences and findings from this initiative with the broader higher education and library communities. Provide a blueprint or example for other such collaborations.
COORDINATED APPROVAL PLANS FOR GLOBAL STUDIES
KOREAN and others
How are we handling firm orders? SLOWLY…
Total print monographic Firm orders placed at Cornell:
2008/09 2009/10 2010/11
31,751 29,274 27,657
Total print monographic Firm orders placed at Columbia:
2008/09 2009/10 2010/11
22,432 21,325 21,125
POOF! is an online tool built with Drupal,
Uses queries that acquire bibliographic metadata from WorldCat
Presents the data in a user friendly fashion.
Subject specialists in both Columbia and Cornell can review the bibliographical information and discover if an item is already held by the other 2CUL partner,
The specialist will be also able to reject or defer an item for additional review.
A preset matrix determines where the purchase will be made from (based on variables within the metadata associated with the material to be purchased.)
Various scripts would enact the decisions in the appropriate system that will create the acquisitions record and purchase order in Voyager.
The tool provides avenues for subject specialists to interact across institutions with each other (and with contributing vendors) regarding the value of the items reviewed, ranking them in terms of their usefulness, and adding comments.
POOF! broad outline
Records loaded into WCS stream Records are matched in a matrix with vendors Is there a matching vendor? Pending PO’s are created Is it a non-book format? MS Access reports identify notes which are added to line items Is there an existing record in Voyager? Scores, Documents, Visual material are kicked out and assigned vendor by specialists Order specialists assign vendor and add fund, price and location taken from WCS records Is it an exact duplicate? POOF Titled are selected Records are rejected and emails are sent to selectors PO’s approved and sent to vendors via EDIs or mailed to vendors YES YES YES YES NO NO NO NO POOF more detailed Workflow:
Who are the users of POOF!?
Library patrons (faculty, students, staff)
Acquisitions processing staff
A “sprint plan” for development Num Weeks Sprint description 0 2 Planning 1 4 Create model in Drupal , basic data entry, basic forms (no AJAX). Client/tester: Adam Chandler 2 4 Queue management , facilities for switchboard. Client/tester: Adam Chandler, Boaz 3a 4 OCLC search, - Search - Search - Search - Search - Search - Search - Search - Zotero harvest and improve interface interactivity -------- Client/tester: Adam Chandler, Boaz, other? 3b parallel Vendor matrix extensions to support Columbia by Pete Hoyt with help from Boaz . Client/tester: Boaz, Columbia representative 4a 4 Authentication add-on either via CUWebAuth or Shibboleth, account management. Client/tester: Adam Chandler, Columbia representative 4b parallel Usability Tests with Boaz and a group of selectors 5 4 Fix key issues from usability testing, deploy. Client tester: Adam Chandler, Boaz, selectors? na na Future Enhancements
Some of the challenges…
Gamification, aka: game layer
Vendor Matrix and Fund Code Information
Use of OCLC’s API
So how does it work?
Matrix: At 8:30am a script designed by local programmer picks up a new POOF! file and runs it against our WCS “brain”. It is aimed to recognize specific elements in the marc records mostly taken from 260, the 008 and the Leader fields encoded in the file we downloaded Approval publishers Monographs Year of publication Chosen vendor
It also recognizes different formats and channels the records to specific paths Printed music Projected medium
CORNELL POOF! STATS: FROM IMPLEMENATION TO TODAY, MAY 2011 through NOV 2011
1730 Bibliographic Records with POOF 035s .
1261 of these Bibs have been attached to 1283 line items that have been invoiced and paid for in 2011 (there are more line items than bibs because of multiple orders or copies on the same bib).
451 Line items are still On Order, pending receipt and invoicing.
$85,916.21 has been spent for the 1261 Invoiced/Received line items in 2011, by
43 DIFFERENT Selectors, using
213 different FUNDS
Additional Information :
1221 of the 1730 POOF Bibs were created automatically by the system, while 509 were processed as “kick-outs” by staff members. (~29.4%) *
54 Invoiced POOF titles are E-books. *
7 Required the vendor to be changed by a staff person (non-Ebooks).*
13 Were not ordered at all, for legitimate reasons (previously Cat. as Serials, already due to arrive as Approval, etc.)*
*Relates to items requiring manual intervention by staff.
Exceptions of any kind (no country information, no vendor etc.) are moved to a specific folder and are called “kick-outs”. These records are funneled to specific folders according to vendors or formats
The “Kick-out” records are kept in their Marc format and need to be imported manually into our system and verified against our existing records. Each of them still retains the WCS selection information provided like funds, notes etc. Price Vendor Location
POOF! AT COLUMBIA
Selectors assign vendors
Retained Review Queue and Review Page
Manual de-duping process
Selections are approved and load overnight with record and p.o.
Selections with enough metadata to determine country of publication are assigned a vendor by matrix
Vendor code mapped into PO Country code triggers Matrix rule Selector/vendor choose country code In List of Vendors? Vendor code? OCLC records? PO created Valid Country code? Choose POOF Sent to poof folder Sent to POOF folder Valid Country code? Sent to POOF folder Country code triggers Matrix rule PO created POOF MATRIX Columbia case 11/21 PO created YES NO NO YES YES NO YES NO NO YES eBook format selected in POOF? Send email to firstname.lastname@example.org YES NO eBook format? YES NO Send email to email@example.com
Enhancement items already on our list:
Capability to allow vendors to input title offers to specific selectors.
Determining which Borrow Direct libraries own a title.
Redirecting ILL unfulfilled order requests to selector’s Inbox for consideration and decision making.
Missing or lost items will be forwarded automatically to the selectors’ new items queue.
Notifications of availability of alternate formats (electronic/print) of patron-driven order requests.
Refresh of deferred or pending requests against the WorldCat and Voyager data.
Control to configure preferences for showing/hiding fields will be managed at the individual institution.
POOF! 2CUL teams Columbia Matthew Pavlick (lead) Mark Wilson Evelyn Ocken Cornell Boaz Nadav-Manes (lead) Adam Chandler Adam Smith Chris Manly Steve Rokitka Enrico Silterra Pete Hoyt For more details contact: Matthew Pavlick [email_address] Boaz Nadav-Manes firstname.lastname@example.org