E.F.T.S. Electronic Fund Transfer System Update Session MLA Annual Meeting Chicago, IL May 19, 2008.

E.F.T.S.Electronic Fund Transfer

System

Update Session

MLA Annual Meeting

Chicago, IL

May 19, 2008

StaffStaff Evelyn Morgen, Program DirectorEvelyn Morgen, Program Director

[email protected]@uchc.edu

Jackie Lewis, Program ManagerJackie Lewis, Program [email protected]@nso.uchc.edu

Jola Sliwinski, Program CoordinatorJola Sliwinski, Program [email protected]@nso.uchc.edu

Lucy Piechowski, Program AssistantLucy Piechowski, Program [email protected]@uchc.edu

Steve Bazinet, Application Steve Bazinet, Application DeveloperDeveloper

[email protected]@uchc.edu

MembershipMembership

*Non-U.S. MembershipCanada Region 20 22

Mexico Region 21 1

Other Region 00 1

TransactionsTransactions

The year in review…The year in review…

Steve working to move EFTS to a new platformSteve working to move EFTS to a new platform Read more in the Spring 2008 NewsletterRead more in the Spring 2008 Newsletter

Lending Fee Increase: Lending Fee Increase: The Advisory Committee input The Advisory Committee input Feedback from members Feedback from members Publicity: paper mailing, e-mails, ListServ Publicity: paper mailing, e-mails, ListServ Software revisions Software revisions Feedback?Feedback?

Website updatesWebsite updates TestimonialsTestimonials 2 articles How to convince/Story of…2 articles How to convince/Story of…

Support issues: Support issues: Duplicate transactionsDuplicate transactions Duplicate uploadsDuplicate uploads Overnight processor problemOvernight processor problem Data gatheringData gathering

The year, continued…The year, continued…

Marketing, marketing, marketing…Marketing, marketing, marketing… RML Marketing packetRML Marketing packet Referral programReferral program New promo items—brochure debut New promo items—brochure debut

at MLAat MLA Coupon elimination CA/AZCoupon elimination CA/AZ Fall meeting—New EnglandFall meeting—New England Meeting program adsMeeting program ads CanadaCanada EuropeEurope

What our members say…What our members say…

We like EFTS at McMaster because it allows us to We like EFTS at McMaster because it allows us to pay most of our US bills for Interlibrary Loan with a pay most of our US bills for Interlibrary Loan with a single deposit from our credit card every couple of single deposit from our credit card every couple of months. No more hassle with exchange rates or months. No more hassle with exchange rates or cheques to this or that address which the Business cheques to this or that address which the Business Office can confuse with similar addresses.  We take Office can confuse with similar addresses.  We take care of all those payments in about ten minutes care of all those payments in about ten minutes each week.each week.

Tom Flemming, McMaster University – ONCMMUTom Flemming, McMaster University – ONCMMU EFTS is what I used to dream about while shuffling EFTS is what I used to dream about while shuffling

ILL coupons back and forth, coordinating invoices ILL coupons back and forth, coordinating invoices with out Accounting Department, and otherwise with out Accounting Department, and otherwise spending huge amounts of scarce time.spending huge amounts of scarce time.

Evelyn Simpson, Fountain Valley Regional Hospital – CAUFVCEvelyn Simpson, Fountain Valley Regional Hospital – CAUFVC

Overall, we have found EFTS to be quick and Overall, we have found EFTS to be quick and efficient. We are happy with EFTS’ assistance with efficient. We are happy with EFTS’ assistance with managing NLM’s large billing transactions.managing NLM’s large billing transactions.

Rosalyn M. Leiderman, National Library of Medicine - MDUNLMRosalyn M. Leiderman, National Library of Medicine - MDUNLM

RML Marketing PacketsRML Marketing Packets

Sample “invitation to join” letterSample “invitation to join” letter List of non-participating Docline List of non-participating Docline

libraries per Regionlibraries per Region ““News and notes” sample article News and notes” sample article

for RML Newslettersfor RML Newsletters Poster ideaPoster idea One-on-one educational One-on-one educational

sessions with Outreach sessions with Outreach CoordinatorsCoordinators

A “poster session” ideaA “poster session” ideaThanks to UNC, Chapel Thanks to UNC, Chapel

Hill!Hill!

EFTS: It’s All That and a Bag of Chips!

References: https://efts.uchc.edu/efts/Common/index.aspx

Lewis, Jacqueline. The DOCLINE Electronic Funds Transfer System (EFTS). Journal of Interlibrary Loan, Document Delivery & Electronic Reserve 17(3) 2007.

EFTS: All That and a Bag of Chips or The Best Thing Since Sliced Bread

Stephanie Griffin, Michael Campbell, Melanie Norton Interlibrary Loan and Document Delivery Department

Health Sciences Library - University of North Carolina at Chapel Hill, Chapel Hill, NC

Invoicing other libraries:

Using the ILLiad Client and the ILLiad Billing Manager, we looked at the number of invoices sent to other libraries, 2002-2007.

2002: 582 (Library was under renovation)2003: 15242004: 33362005: 11722006: 15762007: 1254 (Jan-Aug)

How jobs have changed:

Before:Administrative Assistant, printed, verified, mailed or scanned invoices. Time: About 40 hours a month.

Now:Administrative Assistant is taking on additional administrative jobs.

The Interlibrary Loan Borrowing Specialist now generates the monthly EFTS report as well as the invoices. Time: 8 hours a month.

It’s a Piece of Cake!

Despite the 3% transaction fee, joining and using EFTS has been worth the savings.

•No waiting for invoices to arrive.•No lost paper invoices.•EFTS membership increases every month resulting in decrease check cutting, postage, andprocessing fees. • In the time it takes to fold one invoice and put in into an envelope to mail, we can begin and complete our entire EFTS billing. It is fast!. . . and PAPERLESS and environmentally friendly.•On the off chance an EFTS library mistakenly gets an invoice, the charges can be manually billed through EFTS in a matter of a minute.

Is using EFTS to pay for and to bill for Docline transactions financially worth it? We looked at 5 years (2002-2007) worth of invoicing statistics, job duties and workflow. The first year evaluated (2002) is prior to using EFTS and the last 4 years will include EFTS transactions. We also looked at job descriptions and how they have changed.

EFTS is similar to OCLC’s IFM.• No invoices are sent.• No checks are mailed. • Funds are transferred from one library’s account to another. • For academic medical libraries, refunds are often given due to the large amount of lending as opposed to borrowing.

INTRODUCTION

EFTS: Lending and Borrowing CONCLUSIONS

Electronic Fund Transfer System (EFTS) was developed and implemented on a regional basis in 1996 at the University of Connecticut Health Center in Farmington. In August 2007, there were 1,191 EFTS participants from all 50 states, Canada and Mexico. In June 2003, the University of North Carolina at Chapel Hill Health Sciences Library started using EFTS at the encouragement of the National Library of Medicine and the Medical Library Association. There is a 3% fee on each transaction which is one of the reasons UNC-HSL was hesitant to join.

ABSTRACT

HSL Payments by Check

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Invoices from other libraries:

Since we joined EFTS, there has been a significant decrease in the number of invoices we receive from other libraries. This saves staff time and approximately $30.00 per check processed.

2002: 563 invoices processed2003: 515 invoices processed2004: 258 invoices processed2005: 127 Invoices processed2006: 68 invoices processed2007: 40 invoices processed (Jan-August)

Using the ILLiad Billing Manager and EFTS statistics, we looked at the number of libraries we billed through EFTS, 2002-2007. (EFTS bills per transaction, but for our purposes we are looking at the number of libraries billed instead of the transactions).

2002: 02003: 80 (partial year)2004: 298 (first full year)2005: 4092006: 4182007: 409 (Jan-Aug)

From 2004 to 2006 there was an increase of EFTS billing of 40%.

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More Marketing…More Marketing…

Met with CHLA members and CISTI to Met with CHLA members and CISTI to expand EFTS in Canadaexpand EFTS in Canada EFTS Fact Sheet posted to CHLA EFTS Fact Sheet posted to CHLA

websitewebsite Inquiries from Hong Kong and Inquiries from Hong Kong and

SwitzerlandSwitzerland Feb 2008--Swiss library first Feb 2008--Swiss library first

European member European member

You already know the You already know the benefits…benefits…

EFTS saves $MONEY$EFTS saves $MONEY$

EFTS saves TIME & PAPEREFTS saves TIME & PAPER

EFTS is EASY to useEFTS is EASY to use

Help spread the word:Help spread the word:

Distribute EFTS materials at Distribute EFTS materials at your next meeting or your next meeting or conferenceconference

Extend a personal invitation Extend a personal invitation to a colleague or affiliated to a colleague or affiliated institutioninstitution

Refer perspective Refer perspective participants to the EFTS participants to the EFTS staff for follow-upstaff for follow-up

Refer potential new Refer potential new participants, contact info participants, contact info

below:below:

https://efts.https://efts.uchcuchc..eduedu [email protected]@uchc.edu

(866) 561-5045 toll free(866) 561-5045 toll free (860) 679-4500 direct(860) 679-4500 direct (860) 679- 1305 fax(860) 679- 1305 fax

The future…The future…

Continue to move to the new Continue to move to the new platformplatform

Continue marketing effortsContinue marketing efforts Virtual suggestion boxVirtual suggestion box

YOUR feedback essential!YOUR feedback essential! Ideas for expansionIdeas for expansion Ideas for marketingIdeas for marketing Ideas for enhancementsIdeas for enhancements

Thank you for your Thank you for your continued support of continued support of EFTS…EFTS…

See you next year in See you next year in Hawaii!Hawaii!

ALOHA!ALOHA!