The Devil's in the Details
Connecting the Dots
with YBP and Millennium
and Shelf-Ready Acquisitions
Southeastern Innovative Users Group
January 25, 2011
Slide 1 of 25
Why did we automate the process?
• Consultants recommended change
• Possible budget savings
• Staff talents could be used elsewhere
particularly with catalogers
• This method works well with both small
and large volumes of books
• Change is good!
Slide 2 of 25
Here’s the process in a nutshell
for firm ordered items
• Place order in GOBI
• FTP order into Millennium
• Send EDIFACT order back to YBP
• Receive books and check against invoice
• Load PromptCat records
• Disburse books and handle exceptions
• Pay the electronic invoice
What’s needed to make this happen? …
Slide 3 of 25
Getting up and running –
Everyone’s involved
• Innovative Interfaces – Products to purchase
• YBP – GOBI customization
• Library -- Millennium changes
Slide 4 of 25
The Innovative side
Necessary products
• EDIFACT ordering (#408C)
• EDIFACT invoicing (#415)
• Extended Approval Plan Interface (#409)
Slide 5 of 25
The Innovative side
EDIFACT ordering (Product #408C)
Allows the order to be sent electronically
using the EDIFACT standard. It supports
sending the purchase order number which
is later used as an overlay matching point.
Slide 6 of 25
The Innovative side
EDIFACT invoicing (Product #415)
Permits online processing of invoices
from vendors who support the EDIFACT
invoice format.
Slide 7 of 25
The Innovative side
Extended Approval Plan Interface (Prod. #409)
Allows the library to receive MARC records
with invoice data for Approval Plan or firm
ordered books.
Slide 8 of 25
The Millennium side
• Set up vendors to support EDIFACT
• Minimal editing of vendor record fields
• Create/edit load tables
• Innovative can do this for you fairly quickly
• Create/edit record templates
Slide 9 of 25
The YBP side
• Select coding needed for YBP
• Fund codes
• Vendor codes
• Be specific to optimize ordering
• Determine level of PromptCat records
• We chose LC, NLM, UKM and other
member and national libraries
Slide 10 of 25
The YBP side
• Customize YBP GOBI program
• Notes, department field, acquisitions type,
selector field, etc.
• Work with the vendor to map your GOBI
fields so they will automatically transfer to
your order records
• Decide which GOBI fields are most important
Slide 11 of 25
Slide 12 of 25
MARC Tag 960
Order Record Fixed-Length Fields
A
ACQTYPE
H
ORD NOTE
O
COPIES
V
VENDOR
B
CLAIM
I
ORD TYPE
P
CDATE
W
LANG
C
CODE1
J
RACTION
Q
ODATE
X
COUNTRY
D
CODE2
K
RLOC
R
RDATE
Y
VOLUME
E
CODE3 (Initials)
L
BLOC
S
EPRICE
Z
CURR CONV CODE
F
CODE4
M
STATUS
T
LOCATION
G
FORMAT
N
TLOC
U
FUND
Slide 13 of 25
MARC Tag 961
Order Record Variable-Length Fields
A
IDENTITY
D
INT NOTE
G
Reserved
J
Reserved
B
Reserved
E
Reserved (Dept)
H
VEN NOTE
K
SHIP TO
C
NOTE
F
SELECTOR
I
VEN ID #
M
VEN ACCT #
Slide 14 of 25
Just do it!
• Initially double-check 100% of the records
and books quickly to ascertain problems
• Once the process is running smoothly
sample a small percentage of the shipments
• Accept the fact that mistakes will slip by
• Remember that book shelvers will find some
call number and label problems
Slide 15 of 25
Humans are needed!
You’ll need to …
• Make sure books are covered and labeled
• Non-labeled books will not have cataloging
• Flag oversize and those with accompanying
material
• Ensure proper labeling of specialized
collections
• Make sure label has correct information
by performing a cursory glance of the books
• Pull items that need to be sent to patrons
• Use OCLC reports to identify problems
Slide 16 of 25
OCLC records and reports
Slide 17 of 25
OCLC records and reports
Slide 18 of 25
OCLC records and reports
Could be several reasons why we are not
getting a record …
• Additional copy
• Replacement copy
• Additional volume in series
Slide 19 of 25
Another huge timesaver –
Automating the Approval Plan
• Much more streamlined -- GOBI is not
involved which simplifies the process
significantly
• Receive books and check against invoice
• Load PromptCat records
• Pay the electronic invoice
• Disburse books and handle exceptions
Slide 20 of 25
Tips and lessons learned
• Ask Innovative to map the current date to
the order record received date field
• Remember to update GOBI system with
new fund codes
• Wait for books to arrive before overlaying
with the full MARC records
• Send YBP at least five year’s worth of ISBNs
to avoid duplication
• Try to have one local contact with YBP
Slide 21 of 25
More tips and lessons learned
• Don’t delete EDIFACT order record
otherwise the full record will not find a match
• Accept most full-level cataloging
• Run a list of patrons awaiting notification of
newly received items
• Look at the RACTION code in the extended
view in Import Invoices
• Include series in this process if you wish
Slide 22 of 25
Surprises!
• YBP started process 1½ months early
• Many records were initially not shelf-ready
because of the conservative cataloging level
we has selected
• Books are shipped once per week
• YBP cannot determine oversize items and
hence can’t label these books oversize
• Books with patron notification -- oops
Slide 23 of 25
Innovative web sites
Use Extended Approval Plan to Acquire and Process Purchases
http://csdirect.iii.com/documentation/gobiprompt.shtml
Loading MARC Records from Book Vendors
http://vendordocs.iii.com/book/vendrtag.shtml
Electronic Invoice and Approval Processing Workflow Scenarios
http://csdirect.iii.com/documentation/approvalplan.shtml
Innovative manual
• Vendor records (#102820-102821)
• Electronic ordering overview (#100650)
Slide 24 of 25
Questions or more information?
Michael Winecoff
UNC Charlotte
mkwineco@uncc.edu
Southeastern Innovative Users Group
January 25, 2011
Slide 25 of 25