2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
Chris Hauser
Weber State University, Stewart
Library
ACQ through CA...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
The Environmental Factors
• The Department
• The Staff
• The Manage...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
Analysis Approach
• Recognize the purpose of the analysis
• Recogni...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
PROCESS: ASSUMED
• Harvest Purchase Requests
• Search vendors for p...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
PROCESS: OBSERVED
Harvest Purchase Requests
– Received hardcopy req...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
PROCESS: OBSERVED
Search vendors for products
– Search individual o...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
PROCESS: OBSERVED
Order Titles
– Favored FAX ordering, ordering fro...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
PROCESS: OBSERVED
• Build PO/PO lines
– Created new PO and PO lines...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
PROCESS: OBSERVED
• Receive titles
– Title searched, PO line found,...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
PROCESS: OBSERVED
• Invoice / Statement
– Feature of ILS wasn’t con...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
PROCESS: OBSERVED
• Vendor Payment
– Used departmental credit card ...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
PROCESS: OBSERVED
• Catalog titles
– Deleted originating acquisitio...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
PROCESS: OBSERVED
• Processing
– Performed preservation on new titl...
2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
THE DEPARTMENT TODAY
• 4 full time staff
– Cataloging Manager
– Acq...
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/chau...
Upcoming SlideShare
Loading in...5
×

Hauser acq

291

Published on

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
291
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
2
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide
  • Introduction
    Context:
    The Library Ogden Utah – U.S.
    Horizon Library – 110 kilometers from SD’s front door
    My Background
    What I’ll be discussing:
    The experience good/bad given assignment to perform a systems analysis and redesign of the university’ library’s bibliographic services department
    Alternate title
  • The Department
    Little communication in or out – Nobody on the inside knew, understood, cared what happened on the outside and vice versa. No technical experience/ability/access
    Us vs. them
    The Staff
    7 Full time staff – 1 Faculty, 1 Professional
    1 Part time
    1-2 Student help
    Mean longevity 21 years
    Firmly entrenched in their practices
    The Classified staff had been taught a procedure at some time in the past and since that time never deviated from it. Practices were performed out of direction rather than purpose.
    The Management
    No written policies, procedures, practice
    What worked 20 years ago was good enough for today
    Cataloging principals ok, but Staff never adapted or changed
    Not one of the classified staff knew what their official job title was
  • Understand the purpose of the analysis
    Modernize the processes of the department with the best interest of the library’s mission in mind
    Stick to the process moving forward
    Recognize the potential of the existing resources
    Staff: Staff are going to be resistant or indifferent to even the thought of changing a process but most can adapt to new things. Understand that some cant.
    ILS modules: I’m still discovering things I didn’t know
    Understand the current workflow
    I really needed to understand what the staff believed their purpose was and observe how they performed their work
    Observe, study, and record each individuals workflow objectively.
    Draw a flow chart from start to finish of a specific process as observed
    Share with staff – Make sure you understand it from the staff’s perspective
  • Had assumed that most, if not all, of this was done within the ILS system
  • On papers torn from magazines, cocktail napkins, post-it notes
  • Hauser acq

    1. 1. 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
    2. 2. 2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST The Environmental Factors • The Department • The Staff • The Management
    3. 3. 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
    4. 4. 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
    5. 5. 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
    6. 6. 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)
    7. 7. 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)
    8. 8. 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
    9. 9. 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
    10. 10. 2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST PROCESS: OBSERVED • Invoice / Statement – Feature of ILS wasn’t 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)
    11. 11. 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 card Resulting Recommendation • Only use credit card for secondary/private vendor purchases • Eliminate all private/personal accounts • Use university purchasing department to pay vendors
    12. 12. 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
    13. 13. 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
    14. 14. 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
    15. 15. 2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
    16. 16. 2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
    17. 17. 2010 COSA USER CONFERENCE | 26-27 OCTOBER | GOLD COAST
    18. 18. 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)
    1. A particular slide catching your eye?

      Clipping is a handy way to collect important slides you want to go back to later.

    ×