The document discusses the improvements made in the book acquisitions process at University College Dublin (UCD), emphasizing the need to better support academic modules and student requirements. Despite structural changes and enhanced processes, only 15% of active modules were supported, leading to the implementation of the UCD Agile initiative, aimed at streamlining communications and book request procedures. Post-launch feedback indicates an increase in supported modules and positive responses from academics regarding the new system.

1. Leabharlann UCD
An Coláiste Ollscoile, Baile
Átha Cliath,
Belfield, Baile Átha Cliath 4,
Eire
UCD Library
University College Dublin,
Belfield, Dublin 4, Ireland
Improving module support for
academics and students in UCD.
Joe Nankivell, Senior Library Assistant (Acquisitions)
Catherine Ryan, Collections Support Librarian

2. Acquisitions: the old days

3. Acquisitions has changed…
Internal processes improved over years due to:
• Structural changes (new roles necessitated doing
more with less).
• Improved LMS.
• Money to spend!
Total procedure revamp in 2012.
> 3 steps from request to order.
Total efficiency achieved… right?

4. But… there’s still a problem
• Less than 15% of active modules supported.
• Student requirements not always being met.
• Poor engagement from academics due to
communications / timing of processes.
Enter…
UCD
Agile

5. UCD Agile
• Focus on process
improvement
• Data-driven
• Collaborative

6. New Reading List Process
• Make it easier for academics by simplifying the
book request process
• Allow academics to track how many books are
available to support their modules
• Improve communications between UCD Library
and academic staff
• Assist decision-making with Collection Services
by providing additional contextual information

7. Online Request Form
http://libguides.ucd.ie
/collection_services/or
dering_books
UCD Connect login
required to view

8. Request Spreadsheet
Components:
Formulas
• Vlookup
Google Spreadsheet
Add-ons
• CopyDown
• FormMule
(email merge)

9. Prioritising orders using Gmail inbox

10. Email communications: incoming mail
• Module info populates
email
• Case number ties it to
spreadsheet

11. Creating Selection List order on Sierra

12. Email communications – with built-in
order tracking
• Autotext here for
speed and
consistency.
• Reassuring
message /
managing
expectations.
• Link to catalogue:
gives current live
status of title
- on order
- received
- in processing
- check shelves

13. Finalising order: two last steps
Module code goes in bibliographic
record
Bib no. copied to build permalink
(Sierra Macros reduce this to three keystrokes)
Copy module code from order and shift across to Bib record:
%CTRL+c%%CTRL+SHIFT+e%%CTRL+i%
Insert module code into new 996 field:
y%HOME%%SHIFT+RIGHT%%SHIFT+RIGHT%%SHIFT+RIGHT%996%
TAB%%CTRL+v%%ALT+o%%CTRL+s%
Navigate to Bib ID and copy relevant section:
%CTRL+HOME%%SHIFT+TAB%%SHIFT+TAB%%HOME%
%CTRL+SHIFT+RIGHT%%SHIFT+LEFT%%SHIFT+LEFT%%SHIFT+LEFT%
%SHIFT+LEFT%%SHIFT+LEFT%%SHIFT+LEFT%%CTRL+c%

14. Sierra’s Selection List

15. Mini Reading List Application

16. Mini Reading List Application

17. Mini Reading List Application

18. Results
Project Launch

19. Results
Active modules
supported
14% -> 18%
Increase of 200 active
module codes
Nov 2016
4 months after launch
2 months into financial year

20. Feedback
“Your book purchasing team is top notch, really
helped me plan for the semester”
“I am delighted with the proactive/positive action
from the Library and am finding it very supportive
for the coming teaching semester plans.”
“This is a fantastic process! I really welcome it, it
makes book ordering significantly simpler and
easier.
“If this is what UCD Agile can do with partnerships,
then more please – across UCD!”

21. Future Developments
• Refining and improving the form, spreadsheet
• Book usage information for each module.
• Automatic notification that a book has arrived in
the library.
• Complete book reading list for modules?

22. Leabharlann UCD
An Coláiste Ollscoile, Baile
Átha Cliath,
Belfield, Baile Átha Cliath 4,
Eire
UCD Library
University College Dublin,
Belfield, Dublin 4, Ireland
Thank you!