GIST Acquisitions Manager Preview - 2011 ILLiad Conference

Getting It System Toolkit:GIST a Remix

ILLiad ConferenceMarch 24th, 2011

Tim BowersoxCyril Oberlander

Kate PitcherMark Sullivan

What were we thinking?Getting It System Toolkit – GIST Team

Kate Pitcher Cyril Oberlander Tim Bowersox Mark Sullivan Minerva

User + Data + Streamline Workflow

= User focused library

= Smart, customizable & streamlined workflow

= Empowering us for our future

Why not – it’s fun

GIST for ILLiad Webpages

GIST Request

Interlibrary Loan / IDS

Cancel or UnfilledFilled

Borrow

Acquisitions

FilledBuy

Cancel or Borrow

GIST ILL & Acquisitions

Workflow using ILLiad

Requests are Transferable

Build your smart workflow

UserData

for userdecision

Datafor staffdecision

ILLWorkflow

AcquisitionWorkflow

Purchase

Receive

CatalogBorrow

Receive

Which service? Just select an

Addon

OutcomesSpeed of ILL and Acquisitions are comparable: Feb. – March 2011: 5-6 days for ILL and Acquisitions

10/09 – 12/10: 2,779 items purchased, 326 requests routed to ILL from Acquisitions.

Students involved in selection and collection building:• October-December 2009:

119 items purchased, 54% circulated 1-2 times.• Jan-Nov 2010:

83 items purchased, 71% circulated 1-2 times; 12% circulated 3 or more times.

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.

Outcomes • 16 Addons with 2 new ones released at this conference.

• GIST Toolkit that is heavily used by libraries; over 9K views of the blog, 671 in 1 day.

GIST GDM Gift & Deselection ManagerUser + Data + Streamline Workflow

OutcomesGifts Received Nov. 09 – Feb. 11: 4,324 items• 713 items acquired about 16% valued at about $49K• Items not acquired are sent to Better World Books, and revenue

returned from sales go into collection building.

Deselection Summer 2010: batch analysis of over 35K items• 4,136 or 13% Full-Text found in Hathi Trust• Streamline evaluation of regional holdings, and batch delete of

symbol once reviewed.

Library Acquisitions:• Work is streamlined, including OCLC connexion cataloging, and

no typing up of donor letters needed.

WHAT IS THE GIST ACQUISITIONS MANAGER PROJECT?

Getting It System Toolkit

Enhancing ILL Service

• Leverage the buying power of Acquisitions– Buy what you cannot borrow– Buy when it’s cheaper than borrowing– Buy when it’s not in your region

• Informed users = informed requests– Enhanced webpages offer discovery tools– Promotes local holdings & online full text

• ILLiad client enhancements– Suite of addons for full text/price discovery– New GIST tables support automated routing

Old vs. New

GIST for ILLiad Webpages• Enhanced webpages

– Amazon review & price– Full text options– Local & group holdings– User feedback

• Acquisitions workflow– Setup in Doc Del– Route to/from ILL– Imported data & feedback– Patron communication

GIST Acquisitions Manager• Streamlined webpages

– Slimmer interface– Promotes local/full text– Budget interface

• Dedicated ILLiad tables– Linked to ILLiad tables– No more repurposing fields

• Management tools– Administer funds– Manage vendors– Purchase items– Track orders– Catalog records– Conspectus: Machine readable

collection building profile…whew!

GIST Vendor

GIST History

GIST ILLiad Tables Schematic

Transactions

GIST Web

Users GIST Fund Link

GIST Funds

GIST Invoice

GIST Conspectus

GIST Vendor

GIST History

GIST ILLiad Tables Schematic

Transactions

GIST Web

Users GIST Fund Link

GIST Funds

GIST Invoice

GIST Conspectus

GISTWeb• User feedback• Purchase recommendation• Full text flag & URL• Local holdings flag

GIST Vendor

GIST History

GIST ILLiad Tables Schematic

Transactions

GIST Web

Users GIST Fund Link

GIST Funds

GIST Invoice

GIST Conspectus

GISTFundLink• Connects users to funds• One user can belong to

multiple funds

GIST Vendor

GIST History

GIST ILLiad Tables Schematic

Transactions

GIST Web

Users GIST Fund Link

GIST Funds

GIST Invoice

GIST Conspectus

GISTFunds• Allocate budgets• Set by department or user• Query adjusts balances

GIST Vendor

GIST History

GIST ILLiad Tables Schematic

Transactions

GIST Web

Users GIST Fund Link

GIST Funds

GIST Invoice

GIST Conspectus

GISTHistory• Connects the tables• Lets you review the history

of purchase transactions

GIST Vendor

GIST History

GIST ILLiad Tables Schematic

Transactions

GIST Web

Users GIST Fund Link

GIST Funds

GIST Invoice

GIST Conspectus

GISTInvoice• Record your individual orders• Transaction detail

GIST Vendor

GIST History

GIST ILLiad Tables Schematic

Transactions

GIST Web

Users GIST Fund Link

GIST Funds

GIST Invoice

GIST Conspectus

GISTVendor• Track your vendor info like

the Lender Addresses table• Stores your local discounts

and sales reps

GIST Vendor

GIST History

GIST ILLiad Tables Schematic

Transactions

GIST Web

Users GIST Fund Link

GIST Funds

GIST Invoice

GIST Conspectus

GISTConspectus• Set your collection building

priorities• By subject area, date, and

holdings

Current Webpage Features• Amazon.com API data

– Product descriptions & book covers– User ratings & reviews

• WorldCat Search API data– Local holdings– Group holdings w/ ILL delivery estimate

• Google Books, Index Data, & Hathi Trust APIs– Full text, preview, or table of contents availability– Index data includes Project Gutenberg & Internet Archive

• Better World Books API– Pricing for available titles

• User feedback– Repurposes current ILLiad fields– Purchase recommendations, importance, & delivery preference

New Webpage Enhancements

• Streamlined interface– Two columns• Item information & Amazon API item info• Delivery options, in order of immediacy

– Simple style sheet• Updates the Transactions & GISTWeb tables– Regular request info as before– User feedback & API data go to new GISTWeb

• Will eventually display a faculty user’s budget

Item Information• Standard request details• Auto-fill info by ISBN• Displays Amazon API details

when ISBN/OCLC provided

Get It• Options for getting the item• By default, ILL request• But APIs can trigger full text &

local holdings discovery

Amazon.com Description• Book cover image• Avg. customer review• Product description• Amazon review

Get It: From Google Books• Table of Contents• Book Preview of Full Text (if

available)

Get It: From Your Library• Links to catalog if locally held• Displays customized group

holdings w/ delivery estimate

Get It: From Book Sellers• Enables users to buy personal

copies• Displays prices from Amazon &

Better World Books

GIST ACQUISITIONS MANAGERSystem-level addon

Acquisitions Workflow

GIST

GIST

GIST

GIST Acquisitions Manager

• Top-level addon in main client window• Manage your GIST table data– Budget: manage your funding allocations• User-specific funds• Department-specific funds

– Vendors: manage vendor details in one place– Conspectus: identify areas of collection growth• Weight subject areas to inform purchasing decisions• Specify favored publishers

Budget:• Fund name• Username(s)• Actual balance• Encumbrances• Current year info• Associated funds info

Vendor:• Contact information• API keys• Store username and passwords• Billing and purchasing methods

Conspectus:• Set your collecting level• How many duplicates?• Publication date limits• LC & Dewey call #

Request pulls in from GIST Tables…Fund information - actual balance - expenditure amount - remaining balance

Other funds available

Conspectus weight - brings in call number

GIST PURCHASE AND ACQUISITIONSRequest-level addons

ILL/ACQ Request:• Item too new to borrow?• # of copies in region?• Purchase request?• Conspectus growth area?•Cheaper to buy than borrow?

Purchase Addon• Multiple vendors• Import price from most• Some informational sites such

as IMDB• Amazon price in the tab

ILL/ACQ Request:• Item too new to borrow?• # of copies in region?• Purchase request?• Conspectus growth area?•Cheaper to buy than borrow?

OCLC Connexion• Search OCLC for record• Add symbol to record• Prepare record for import into

your local catalog.

ILL/ACQ Request:• Item too new to borrow?• # of copies in region?• Purchase request?• Conspectus growth area?•Cheaper to buy than borrow?

Acquisitions Addon• Track purchase• Update budget and funds• Linked to Conspectus for

collection building information

Purchase Addon

Import Price• Can be set to push price to

MaxCost field or…• to the GIST Acquisitions Tab

and tables.

Connexion Addon

Pricing Information• Default values from Amazon

and Better World Books• Has place for actual purchase

price

Budget• Fund loaded based on Status

and Department of user• Secondary library fund also

available• Updates Commitments and

Expenditures• Displays money left in account

Acquisitions Addon

Availability• Locally held?• Full text?• Consortial holdings

Item Information• Standard request details from

Detail Tab• Call number filled in from GIST

Web API

Conspectus• Collection building data• Weighting included consortial

holdings calculations

User Feedback• User data from GIST Web pages

Vendor Information• Data from the GISTVendor Table• Allows quick access to vendor

data for contact and billing

Thank you to our partners!

http://gist.idsproject.org

Rochester RegionalLibrary Council

Building Change

• Project Management• Technical Strategies– Technical skills and software knowledge– Hosted server?

• Political Strategies– Admin Leadership– Partnerships:

• Acquisitions• Collection Development• IT

– Vision: What does a transformed library look like?

THANK YOU!

Presentations, documentation, downloads, & listserv available at:http://gist.idsproject.org