3 Cs And Acquisitions

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3 Cs And Acquisitions

  1. 1. Cooperation, Communication, and Collaboration Randle Gedeon Monographic Acquisitions and Gifts Librarian Western Michigan University MLC Technical Services Conference, 2008 Lansing, Michigan
  2. 2. Goals <ul><li>Reassign Coordinator duties </li></ul><ul><li>Consolidate vendors/ orders </li></ul><ul><li>Improve workflow between Monographic Acquisitions and Cataloging </li></ul>
  3. 3. Efficiencies <ul><li>PromptCat with Blackwell North America Approval, Firm and Form Books </li></ul><ul><li>Vendor provided brief order records </li></ul><ul><li>BNA and Emery-Pratt </li></ul><ul><li>EDI Invoicing </li></ul><ul><li>BNA and Emery-Pratt </li></ul><ul><li>Goal: Expedite books to shelf, automate functions, and reduce staff time </li></ul>
  4. 4. Background <ul><li>Monograph Expenditures </li></ul><ul><li>2006-2007: $1,026,384 </li></ul><ul><li>Blackwell and Emery-Pratt </li></ul><ul><li>$913,506 (89%) </li></ul><ul><li>Blackwell primary approval vendor </li></ul><ul><li>Emery-Pratt primary outlet for firm orders </li></ul>
  5. 5. Further Background <ul><li>2006-2007 Totals: </li></ul><ul><li>9,739 approval books </li></ul><ul><li>7,218 form books </li></ul><ul><li>4,108 firm orders </li></ul><ul><li>Two staff for ordering and receiving </li></ul><ul><li>Lost coordinator position 6/30/07 </li></ul>
  6. 6. Order of Events <ul><li>PromptCat for approvals </li></ul><ul><li>Brief order records for BNA forms & firms </li></ul><ul><li>Brief order records for Emery-Pratt </li></ul><ul><li>PromptCat for forms & firms </li></ul><ul><li>Done in stages over the course of a year </li></ul>
  7. 7. PromptCat <ul><li>Typical weekly shipment 350 books </li></ul><ul><li>File and report available upon shipment </li></ul><ul><li>Major time savings seen in fast cataloging and invoicing </li></ul><ul><li>Most books on shelf in a week </li></ul><ul><li>Target established at 80% expedited processing </li></ul>
  8. 8. PromptCat Realities <ul><li>Approval books - 73% to processing </li></ul><ul><li>Form books – 63% to processing </li></ul><ul><li>Titles can be held up in Acquisitions and Cataloging for a variety of reasons </li></ul><ul><li>Retrain student assistants into fast catalogers </li></ul><ul><li>Places heavier burden on physical processing to keep books moving </li></ul>
  9. 9. Vendor Brief Order Records <ul><li>Blackwell came first, Emery-Pratt second </li></ul><ul><li>Bibliographic records are required for purchase orders </li></ul><ul><li>Major time savings – system generated purchase orders </li></ul><ul><li>Request records from vendors, still place orders when no record is wanted </li></ul><ul><li>Manual PO’s down to 11% </li></ul>
  10. 10. Electronic Data Interchange (EDI) Invoicing <ul><li>PromptCat pulls invoicing data into Voyager </li></ul><ul><li>Major time savings – system created invoices, rather than manually created </li></ul><ul><li>Approvals – approve PO, invoice created </li></ul><ul><li>Forms – system created (20-25 items) </li></ul><ul><li>Invoice data input in days instead of months </li></ul><ul><li>Reduction in student hours </li></ul>
  11. 11. Final Thoughts <ul><li>Definite advantages </li></ul><ul><li>Expedited ordering </li></ul><ul><li>Real time invoicing data </li></ul><ul><li>Most books on the shelf in a week </li></ul><ul><li>Other fallout </li></ul><ul><li>Student turnover and training </li></ul><ul><li>cataloging and physical processing </li></ul>
  12. 12. Contact Information <ul><li>E-mail </li></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Phone </li></ul><ul><ul><li>(269) 387-5227 </li></ul></ul>

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