GIST Acquisitions Manager Preview - 2011 ILLiad Conference


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This presentation introduces the third phase of GIST. The Acquisitions Manager is a suite of addons, workflows, and ILLiad webpage customizations that transform ILLiad into a full-featured acquisitions client and empowers libraries to improve the way they buy and borrow materials.

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GIST Acquisitions Manager Preview - 2011 ILLiad Conference

  1. 1. Getting It System Toolkit:GIST a Remix<br />Tim Bowersox<br />Cyril Oberlander<br />Kate Pitcher<br />Mark Sullivan<br />ILLiad Conference<br />March 24th, 2011<br />
  2. 2. What were we thinking?<br />Getting It System Toolkit – GIST Team<br />Kate Pitcher Cyril Oberlander Tim Bowersox Mark Sullivan <br /> Minerva <br />
  3. 3. User + Data + Streamline Workflow<br />= User focused library<br />= Smart, customizable <br /> & streamlined workflow <br />= Empowering us for our future<br />Why not – it’s fun<br />
  4. 4. GIST for ILLiad Webpages<br />
  5. 5. GIST ILL & Acquisitions Workflow using ILLiad<br />Requests are Transferable<br />
  6. 6. Build your smart workflow<br />Data<br />for staff<br />decision<br />Data<br />for user<br />decision<br />Acquisition<br />Work<br />flow<br />User<br />ILL<br />Work<br />flow<br />Which service? <br />Just select an Addon<br />Purchase<br />Borrow<br />Catalog<br />Receive<br />Receive<br />
  7. 7. Outcomes<br />Speed of ILL and Acquisitions are comparable: <br />Feb. – March 2011: 5-6 days for ILL and Acquisitions<br />10/09 – 12/10: 2,779 items purchased, 326 requests routed to ILL from Acquisitions.<br />Students involved in selection and collection building:<br /><ul><li>October-December 2009: </li></ul> 119 items purchased, 54% circulated 1-2 times.<br /><ul><li>Jan-Nov 2010:</li></ul>83 items purchased, 71% circulated 1-2 times; <br />12% circulated 3 or more times.<br />Library Acquisitions & ILL staff are working more closely on strategies that make sense, i.e.; new book requests, audio-visual, buying instead of paying pesky lender fees, etc.<br />
  8. 8. Outcomes<br /><ul><li>16 Addons with 2 new ones released at this conference.
  9. 9. GIST Toolkit that is heavily used by libraries; over 9K views of the blog, 671 in 1 day.</li></li></ul><li>GIST GDM Gift & Deselection Manager<br />User + Data + Streamline Workflow<br />
  10. 10. Outcomes<br />Gifts Received Nov. 09 – Feb. 11: 4,324 items<br /><ul><li>713 items acquired about 16% valued at about $49K
  11. 11. Items not acquired are sent to Better World Books, and revenue returned from sales go into collection building.</li></ul>Deselection Summer 2010: batch analysis of over 35K items<br /><ul><li>4,136 or 13% Full-Text found in Hathi Trust
  12. 12. Streamline evaluation of regional holdings, and batch delete of symbol once reviewed.</li></ul>Library Acquisitions:<br /><ul><li>Work is streamlined, including OCLC connexion cataloging, and no typing up of donor letters needed.</li></li></ul><li>What is the GIST Acquisitions Manager Project?<br />Getting It System Toolkit<br />
  13. 13. Enhancing ILL Service<br />Leverage the buying power of Acquisitions<br />Buy what you cannot borrow<br />Buy when it’s cheaper than borrowing<br />Buy when it’s not in your region<br />Informed users = informed requests<br />Enhanced webpages offer discovery tools<br />Promotes local holdings & online full text<br />ILLiad client enhancements<br />Suite of addons for full text/price discovery<br />New GIST tables support automated routing<br />
  14. 14. Old vs. New<br />GIST for ILLiad Webpages<br />Enhanced webpages<br />Amazon review & price<br />Full text options<br />Local & group holdings<br />User feedback<br />Acquisitions workflow<br />Setup in Doc Del<br />Route to/from ILL<br />Imported data & feedback<br />Patron communication<br />GIST Acquisitions Manager<br />Streamlined webpages<br />Slimmer interface<br />Promotes local/full text<br />Budget interface<br />Dedicated ILLiad tables<br />Linked to ILLiad tables<br />No more repurposing fields<br />Management tools<br />Administer funds<br />Manage vendors<br />Purchase items<br />Track orders<br />Catalog records<br />Conspectus: Machine readable collection building profile…whew!<br />
  15. 15. GIST Vendor<br />GIST History<br />GIST ILLiad Tables Schematic<br />GIST Invoice<br />GIST Web<br />Transactions<br />GIST Funds<br />Users<br />GIST Conspectus<br />GIST Fund Link<br />
  16. 16. GIST Vendor<br />GIST History<br />GIST ILLiad Tables Schematic<br />GISTWeb<br /><ul><li>User feedback
  17. 17. Purchase recommendation
  18. 18. Full text flag & URL
  19. 19. Local holdings flag</li></ul>GIST Invoice<br />GIST Web<br />Transactions<br />GIST Funds<br />Users<br />GIST Conspectus<br />GIST Fund Link<br />
  20. 20. GIST Vendor<br />GIST History<br />GIST ILLiad Tables Schematic<br />GIST Invoice<br />GIST Web<br />Transactions<br />GIST Funds<br />GISTFundLink<br /><ul><li>Connects users to funds
  21. 21. One user can belong to multiple funds</li></ul>Users<br />GIST Conspectus<br />GIST Fund Link<br />
  22. 22. GIST Vendor<br />GIST History<br />GIST ILLiad Tables Schematic<br />GIST Invoice<br />GISTFunds<br /><ul><li>Allocate budgets
  23. 23. Set by department or user
  24. 24. Query adjusts balances</li></ul>GIST Web<br />Transactions<br />GIST Funds<br />Users<br />GIST Conspectus<br />GIST Fund Link<br />
  25. 25. GIST Vendor<br />GIST History<br />GIST ILLiad Tables Schematic<br />GISTHistory<br /><ul><li>Connects the tables
  26. 26. Lets you review the history of purchase transactions</li></ul>GIST Invoice<br />GIST Web<br />Transactions<br />GIST Funds<br />Users<br />GIST Conspectus<br />GIST Fund Link<br />
  27. 27. GIST Vendor<br />GIST History<br />GIST ILLiad Tables Schematic<br />GISTInvoice<br /><ul><li>Record your individual orders
  28. 28. Transaction detail</li></ul>GIST Invoice<br />GIST Web<br />Transactions<br />GIST Funds<br />Users<br />GIST Conspectus<br />GIST Fund Link<br />
  29. 29. GIST Vendor<br />GIST History<br />GIST ILLiad Tables Schematic<br />GISTVendor<br /><ul><li>Track your vendor info like the Lender Addresses table
  30. 30. Stores your local discounts and sales reps</li></ul>GIST Invoice<br />GIST Web<br />Transactions<br />GIST Funds<br />Users<br />GIST Conspectus<br />GIST Fund Link<br />
  31. 31. GIST Vendor<br />GIST History<br />GIST ILLiad Tables Schematic<br />GIST Invoice<br />GIST Web<br />Transactions<br />GIST Funds<br />GISTConspectus<br /><ul><li>Set your collection building priorities
  32. 32. By subject area, date, and holdings</li></ul>Users<br />GIST Conspectus<br />GIST Fund Link<br />
  33. 33. Current Webpage Features<br /> API data<br />Product descriptions & book covers<br />User ratings & reviews<br />WorldCat Search API data<br />Local holdings<br />Group holdings w/ ILL delivery estimate<br />Google Books, Index Data, & Hathi Trust APIs<br />Full text, preview, or table of contents availability<br />Index data includes Project Gutenberg & Internet Archive<br />Better World Books API<br />Pricing for available titles<br />User feedback<br />Repurposes current ILLiad fields<br />Purchase recommendations, importance, & delivery preference<br />
  34. 34. New Webpage Enhancements<br />Streamlined interface<br />Two columns<br />Item information & Amazon API item info<br />Delivery options, in order of immediacy<br />Simple style sheet<br />Updates the Transactions & GISTWeb tables<br />Regular request info as before<br />User feedback & API data go to new GISTWeb<br />Will eventually display a faculty user’s budget<br />
  35. 35. Item Information<br /><ul><li>Standard request details
  36. 36. Auto-fill info by ISBN
  37. 37. Displays Amazon API details when ISBN/OCLC provided</li></li></ul><li>Get It<br /><ul><li>Options for getting the item
  38. 38. By default, ILL request
  39. 39. But APIs can trigger full text & local holdings discovery</li></li></ul><li> Description<br /><ul><li>Book cover image
  40. 40. Avg. customer review
  41. 41. Product description
  42. 42. Amazon review</li></li></ul><li>Get It: From Google Books<br /><ul><li>Table of Contents
  43. 43. Book Preview of Full Text (if available)</li></li></ul><li>Get It: From Your Library<br /><ul><li>Links to catalog if locally held
  44. 44. Displays customized group holdings w/ delivery estimate</li></li></ul><li>Get It: From Book Sellers<br /><ul><li>Enables users to buy personal copies
  45. 45. Displays prices from Amazon & Better World Books</li></li></ul><li>GIST Acquisitions Manager<br />System-level addon<br />
  46. 46. Acquisitions Workflow<br />GIST <br />GIST <br />GIST<br />
  47. 47. GIST Acquisitions Manager<br />Top-level addon in main client window<br />Manage your GIST table data<br />Budget: manage your funding allocations<br />User-specific funds<br />Department-specific funds<br />Vendors: manage vendor details in one place<br />Conspectus: identify areas of collection growth<br />Weight subject areas to inform purchasing decisions<br />Specify favored publishers<br />
  48. 48. Budget:<br /><ul><li> Fund name
  49. 49. Username(s)
  50. 50. Actual balance
  51. 51. Encumbrances
  52. 52. Current year info
  53. 53. Associated funds info</li></li></ul><li>Vendor:<br /><ul><li> Contact information
  54. 54. API keys
  55. 55. Store username and passwords
  56. 56. Billing and purchasing methods</li></li></ul><li>Conspectus:<br /><ul><li> Set your collecting level
  57. 57. How many duplicates?
  58. 58. Publication date limits
  59. 59. LC & Dewey call #</li></li></ul><li>Request pulls in from GIST Tables…<br />Fund information<br /> - actual balance<br /> - expenditure amount<br /> - remaining balance<br />Other funds available <br />Conspectus weight<br /> - brings in call number<br />
  60. 60. GIST Purchase and Acquisitions<br />Request-level addons<br />
  61. 61. Purchase Addon<br /><ul><li>Multiple vendors
  62. 62. Import price from most
  63. 63. Some informational sites such as IMDB
  64. 64. Amazon price in the tab</li></ul>ILL/ACQ Request:<br /><ul><li> Item too new to borrow?
  65. 65. # of copies in region?
  66. 66. Purchase request?
  67. 67. Conspectus growth area?
  68. 68. Cheaper to buy than borrow?</li></li></ul><li>OCLC Connexion<br /><ul><li>Search OCLC for record
  69. 69. Add symbol to record
  70. 70. Prepare record for import into your local catalog.</li></ul>ILL/ACQ Request:<br /><ul><li> Item too new to borrow?
  71. 71. # of copies in region?
  72. 72. Purchase request?
  73. 73. Conspectus growth area?
  74. 74. Cheaper to buy than borrow?</li></li></ul><li>Acquisitions Addon<br /><ul><li>Track purchase
  75. 75. Update budget and funds
  76. 76. Linked to Conspectus for collection building information</li></ul>ILL/ACQ Request:<br /><ul><li> Item too new to borrow?
  77. 77. # of copies in region?
  78. 78. Purchase request?
  79. 79. Conspectus growth area?
  80. 80. Cheaper to buy than borrow?</li></li></ul><li>Purchase Addon<br />
  81. 81. Import Price<br /><ul><li>Can be set to push price to MaxCost field or…
  82. 82. to the GIST Acquisitions Tab and tables.</li></li></ul><li>ConnexionAddon<br />
  83. 83. Acquisitions Addon<br />Pricing Information<br /><ul><li>Default values from Amazon and Better World Books
  84. 84. Has place for actual purchase price</li></ul>Budget<br /><ul><li>Fund loaded based on Status and Department of user
  85. 85. Secondary library fund also available
  86. 86. Updates Commitments and Expenditures
  87. 87. Displays money left in account</li></li></ul><li>Item Information<br /><ul><li>Standard request details from Detail Tab
  88. 88. Call number filled in from GIST Web API</li></ul>Availability<br /><ul><li>Locally held?
  89. 89. Full text?
  90. 90. Consortial holdings</li></ul>Conspectus<br /><ul><li>Collection building data
  91. 91. Weighting included consortial holdings calculations</li></li></ul><li>User Feedback<br /><ul><li>User data from GIST Web pages</li></ul>Vendor Information<br /><ul><li>Data from the GISTVendor Table
  92. 92. Allows quick access to vendor data for contact and billing</li></li></ul><li>Thank you to our partners!<br />Rochester Regional<br />Library Council<br /><br />
  93. 93. Building Change<br />Project Management<br />Technical Strategies<br />Technical skills and software knowledge<br />Hosted server?<br />Political Strategies<br />Admin Leadership<br />Partnerships: <br />Acquisitions<br />Collection Development<br />IT<br />Vision: What does a transformed library look like?<br />
  94. 94. Thank you!<br />Presentations, documentation, downloads, & listserv available at:<br />