Implementation of Implementation of ILLiad with multiple ILLiad with multiple pickup sites… pickup sites… By Kristine J. Shrauger By Kristine J. Shrauger University of Central Florida University of Central Florida [email protected] [email protected]
Implementation of ILLiad with multiple pickup sites… By Kristine J. Shrauger University of Central Florida [email protected].
Jan 20, 2016
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Implementation of Implementation of ILLiad with multiple ILLiad with multiple pickup sites…pickup sites…
By Kristine J. ShraugerBy Kristine J. Shrauger
University of Central FloridaUniversity of Central Florida
[email protected]@mail.ucf.edu
The following will be covered:The following will be covered:
Introduction to UCF and the ILL/DDS Dept. The interest in a change of system Implementation of ILLiad Steps taken to
University of Central Florida, University of Central Florida, Orlando Florida Orlando Florida
Fairly new institution, established in 1963 Fall 2005 enrollment, 44,953 students (28,630 fte) 13 different regional campuses in 11 counties across central
Florida / share campuses with community colleges 2 branch libraries: 1 on campus, - 45 minutes away
At the Regional Campuses, UCF has 5 librarians and 1 paraprofessionals. At the Branch Campuses, UCF has 3 librarians and 7 paraprofessionals.
1 regional campus does not have a library; Digital Media Dept. just moved downtown
Large contingency of distance learners
University of Central FloridaUniversity of Central Florida
ILL/DDS StaffILL/DDS Staff
Reason for migration to ILLiadReason for migration to ILLiad
New Dept. Head had already implemented ILLiad once at a previous university
2 staff vacancies – first time in 9 years Clio was being used as a software tool, but instability
of the system led to maintaining a paper trail of each request
Needed to let go of the paper Instead of being reactive to the customer’s needs, we
needed to become proactive to our customers.
Necessary End Results of the Necessary End Results of the Implementation of ILLiadImplementation of ILLiad
1 main ILL/DDS department for the entire University.
Quick and easy way to designate which campus the student was associated with.
Providing email messages telling them that the item(s) were leaving main campus and headed to the location of their choice.
Work with the staff of the various community colleges ILL/Circulation staff to receive the items at the regional campuses.
Create a document delivery service for Faculty.
Create a document delivery service for students with disabilities.
Send all articles via electronic document delivery (no more paper copies).
Increase the number of requests coming from our distance learners and regional campus customers.
Need Desire
The changes that we made to The changes that we made to make ILLiad work for us:make ILLiad work for us: Changed the various web forms to reflect our needs Created Routing Rules to filter the distance learners,
faculty, and students with disabilities (document delivery service)
Created email templates to match the “site” or location
Created email messages to send to various branches for materials housed at the branch campus and needed on the main campus
Adjusted the print templates to fit the needs of the department
Adjusted staffing needs to accommodate the changes that ILLiad created
Web pagesWeb pages
Planning and looking at the big picture
How we wanted the Requests to Flow into How we wanted the Requests to Flow into ILLiad ILLiad
Awaiting Request
Processing
Status = Faculty / Admin
Site (NVTGC) = COCO, PALM, DAYT, MELB,
ROSE, etc.
Site (NVTGC) = Dist
Awaiting Faculty Request
Processing
Awaiting RegionalRequest
Processing
Awaiting Distance Request
Processing
Site (NVTGC) = ILL and Status = all others
Awaiting Request
Processing
Site (NVTGD) = LEES, OSCE,DOWN, TITU
AwaitingDistance Request
Processing
Request sortingRequest sorting
Requests are automatically sorted into categories depending upon status and/location.
Those with regional / branch campus / distance learners / disability services receive both ILL and DDS.
Locations in which we did not have reciprocal agreements for circulation of ILL materials were treated as distance learners.
Unique info to be obtained/created in the New User Registration Page
New UserRegistration
Page
Location StatusUniversity
ID
Library Card
NumberDepartment
The ILLiad Customer edit pageThe ILLiad Customer edit page
Required PID # for Logon/UserName. This university id correlates with class registration, financial aid, etc. ILL/DDS needed to capture info in order to block overdue patrons at circ and charge for lost/overdue fines.
ID Number = 14-digit barcode number – reason -- needed to check doc del items out to the patron. This required students to have a library card before they submitted a request … many of our distance learners do not have library cards prior to submitting requests.
New User New User Registration PageRegistration Page
ORIGINALORIGINAL UCF VERSIONUCF VERSION
Status line: this line corresponds to the type of service that is provided – Faculty and Administrators receive both Interlibrary Loan and Document Delivery Service..
Status Status – New User Registration Page– New User Registration Page
ORIGINALORIGINAL
UCF VERSIONUCF VERSION
Site Location for Pick-Up Site Location for Pick-Up – New User Registration Page– New User Registration Page
Site (location) – another factor in deciding the type of service – customers at Regional and Branch campuses, distance learners receive both interlibrary loan and document delivery services
ORIGINALORIGINAL
UCF VERSIONUCF VERSION
Editing in FrontPage: required some html coding … not a lot, just enough to make a few changes here and there.
Editing the Web-pageEditing the Web-page
Making changes in the Making changes in the customization managercustomization manager
The change to the customization manager reflects the additional sites (locations) on the web pages … one delivery location for each regional / branch / distance learner.
Web Page – New User Registration Page
Customization Manager
Routing RulesRouting Rules
Create some simple rules to sort the requests into queues so the staff would know how to treat the requests.
Followed flow chart to create Followed flow chart to create Routing RulesRouting Rules
Awaiting Request
Processing
Status = Faculty / Admin
Site (NVTGC) = COCO, PALM, DAYT, MELB,
ROSE, etc.
Site (NVTGC) = Dist
Awaiting Faculty Request
Processing
Awaiting RegionalRequest
Processing
Awaiting Distance Request
Processing
Site (NVTGC) = ILL and Status = all others
Awaiting Request
Processing
Site (NVTGD) = LEES, OSCE,DOWN, TITU
AwaitingDistance Request
Processing
Routing RulesRouting Rules
2 routing rules for each regional campus / branch campus / distance learner (one for Article and one for Loan)
Examples of Routing RulesExamples of Routing Rules
QueueQueue – creating new queues for routing tables – creating new queues for routing tables
After 9 months of working with the system, the staff asked if they could combine queues into 1 category instead of several (faculty, distance,
regional).
ILL/DDS edition of ILLiadILL/DDS edition of ILLiad
E-mail TemplatesE-mail Templates
Two different types/forms of emails were developed
Borrowing: One is behind the scenes and is part of the
automated email messages that are sent out
Document Delivery / Lending Unit The other kind of email message/template
was creating email messages to be sent to the branch campuses for UCF owned books
Behind the ScenesBehind the Scenes
Customer Contact Screen
Customization Manager – Behind the scenes email messages
Email messages – Staff driven Email messages – Staff driven
Email messages – to branch Email messages – to branch campusescampuses
EmailRouting – creating an email EmailRouting – creating an email message for the staffmessage for the staff
PrintingPrinting
We kept some of the labels the same, others we changed quite a bit to fit the needs of the department.
UCF has several different courier services State system (DLLI) University system (Blue Bag) US Mail
Changes were made for the numerous branch/regional/distance learner students
Borrowing – Borrowing – Loan LabelsLoan Labels
ORIGINALORIGINAL UCF VERSIONUCF VERSION
ORIGINALORIGINAL UCF VERSIONUCF VERSION
Borrowing – Borrowing – Loan SlipsLoan Slips
Document Delivery – Document Delivery – Loan LabelsLoan Labels
ORIGINALORIGINAL UCF VERSIONUCF VERSION
Document Delivery -Document Delivery -Mailing LabelsMailing Labels
UCF VERSIONUCF VERSIONORIGINALORIGINAL
Document Delivery Article RequestDocument Delivery Article Request
ORIGINALORIGINAL UCF VERSIONUCF VERSION
Staffing Results from the Staffing Results from the implementationimplementation
changes
changes
changes
Shift of duties and ideasShift of duties and ideas
The department was evaluated and job duties were shifted. Document Delivery Services had been a blend of both
Borrowing and Lending. Document Delivery Services became its own unit with one
staff member and 1-2 student assistants being responsible for the document delivery requests within ILLiad.
Shifted an LTA position to more of a secretarial position as we needed assistance with maintaining the general office and assisting all 3 units.
Shifted the 3-5 students assistants from the borrowing unit to document delivery services and lending services.
Physically rearranged the office to fit the changing needs and future directions of the department.
Results of implementationResults of implementation
What a change to the
environment of ILL/DDS
Good results Good results
Requests from the regional / branch and distance learners increased from 1,474 to 4,798.
As of the last annual report, ILL/DDS has not seen a large increase in overall requests. Expect to see an increase in the next year’s annual report.
Paper is gone. Turnaround time has
increased for the regional / branch campus / distance learners – currently less than 1.5 day average.
Questions ??Questions ??
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