Cooperation, Communication, and Collaboration Randle Gedeon Monographic Acquisitions and Gifts Librarian Western Michigan University MLC Technical Services Conference, 2008 Lansing, Michigan

Goals Reassign Coordinator duties Consolidate vendors/ orders Improve workflow between Monographic Acquisitions and Cataloging

Reassign Coordinator duties

Consolidate vendors/ orders

Improve workflow between Monographic Acquisitions and Cataloging

Efficiencies PromptCat with Blackwell North America Approval, Firm and Form Books Vendor provided brief order records BNA and Emery-Pratt EDI Invoicing BNA and Emery-Pratt Goal: Expedite books to shelf, automate functions, and reduce staff time

PromptCat with Blackwell North America Approval, Firm and Form Books

Vendor provided brief order records

BNA and Emery-Pratt

EDI Invoicing

BNA and Emery-Pratt

Goal: Expedite books to shelf, automate functions, and reduce staff time

Background Monograph Expenditures 2006-2007: $1,026,384 Blackwell and Emery-Pratt $913,506 (89%) Blackwell primary approval vendor Emery-Pratt primary outlet for firm orders

Monograph Expenditures

2006-2007: $1,026,384

Blackwell and Emery-Pratt

$913,506 (89%)

Blackwell primary approval vendor

Emery-Pratt primary outlet for firm orders

Further Background 2006-2007 Totals: 9,739 approval books 7,218 form books 4,108 firm orders Two staff for ordering and receiving Lost coordinator position 6/30/07

2006-2007 Totals:

9,739 approval books

7,218 form books

4,108 firm orders

Two staff for ordering and receiving

Lost coordinator position 6/30/07

Order of Events PromptCat for approvals Brief order records for BNA forms & firms Brief order records for Emery-Pratt PromptCat for forms & firms Done in stages over the course of a year

PromptCat for approvals

Brief order records for BNA forms & firms

Brief order records for Emery-Pratt

PromptCat for forms & firms

Done in stages over the course of a year

PromptCat Typical weekly shipment 350 books File and report available upon shipment Major time savings seen in fast cataloging and invoicing Most books on shelf in a week Target established at 80% expedited processing

Typical weekly shipment 350 books

File and report available upon shipment

Major time savings seen in fast cataloging and invoicing

Most books on shelf in a week

Target established at 80% expedited processing

PromptCat Realities Approval books - 73% to processing Form books – 63% to processing Titles can be held up in Acquisitions and Cataloging for a variety of reasons Retrain student assistants into fast catalogers Places heavier burden on physical processing to keep books moving

Approval books - 73% to processing

Form books – 63% to processing

Titles can be held up in Acquisitions and Cataloging for a variety of reasons

Retrain student assistants into fast catalogers

Places heavier burden on physical processing to keep books moving

Vendor Brief Order Records Blackwell came first, Emery-Pratt second Bibliographic records are required for purchase orders Major time savings – system generated purchase orders Request records from vendors, still place orders when no record is wanted Manual PO’s down to 11%

Blackwell came first, Emery-Pratt second

Bibliographic records are required for purchase orders

Major time savings – system generated purchase orders

Request records from vendors, still place orders when no record is wanted

Manual PO’s down to 11%

Electronic Data Interchange (EDI) Invoicing PromptCat pulls invoicing data into Voyager Major time savings – system created invoices, rather than manually created Approvals – approve PO, invoice created Forms – system created (20-25 items) Invoice data input in days instead of months Reduction in student hours

PromptCat pulls invoicing data into Voyager

Major time savings – system created invoices, rather than manually created

Approvals – approve PO, invoice created

Forms – system created (20-25 items)

Invoice data input in days instead of months

Reduction in student hours

Final Thoughts Definite advantages Expedited ordering Real time invoicing data Most books on the shelf in a week Other fallout Student turnover and training cataloging and physical processing

Definite advantages

Expedited ordering

Real time invoicing data

Most books on the shelf in a week

Other fallout

Student turnover and training

cataloging and physical processing

Contact Information E-mail [email_address] Phone (269) 387-5227

E-mail

[email_address]

Phone

(269) 387-5227