2CUL work on POOF! (Pre- Order Online Form) Matthew Pavlick Head, Monographic Acquisitions, Columbia University Library Boaz Nadav-Manes Director, Acquisitions and Automated Technical Services, Cornell University Library Charleston Conference in South Carolina. November 2011
In the presentation, Matthew Pavlick, Head, Monographs Acquisitions, Columbia University Libraries, and Boaz Nadav-Manes, Director, Acquisitions and Automated Technical Services & Philosophy Librarian, Cornell University, describe the complicated work on this grassroots initiative which impact Collection Development and Acquisitions’ practices at both the 2CUL institutions (http://2cul.org/). We provide a short background on the genesis of the Pre-Order Online Form (POOF!), and the reasons behind creating a Web based form to automate the largely manual processes of reviewing and submitting order requests. The presentation shows how the POOF! (http://poof.library.cornell.edu/content/about) was built as a closed system in Drupal that uses queries to acquire bibliographic metadata from WorldCat and present it in a user-friendly fashion to our selectors. Subject specialists at both Columbia and Cornell can review the bibliographic information and discover if an item is already held by the other 2CUL partner, greatly enhancing the decision making process as our two institutions strive towards building collections collaboratively. Using the embedded order data in the bibliographic record, the online form generates and loads purchase orders into a library’s LMS, automating the manual process found in every acquisitions department. POOF! also provides avenues for subject specialists to interact across institutions and with contributing vendors on the value of reviewed and selected items by ranking them on their usefulness and adding comments. And by using the online form’s dashboard, POOF! is imagined as a way to track and manage the workflow involved in the acquisition of material from item review to the point of order. In addition to describing the current and future functionality of POOF!, we share some of the lessons gained from working collaboratively on this project.
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Transcript
2CUL work on POOF! (Pre-Order Online Form)
Matthew PavlickHead, Monographic Acquisitions, Columbia University Library
Boaz Nadav-ManesDirector, Acquisitions and Automated Technical Services, Cornell University Library
Charleston Conference in South Carolina. November 2011
From OOF to POOF!• In 2007 Columbia
launched the Online Order Form (OOF)
• In 5 years we’ve received and processed over 7,400 submitted requests for all formats and levels of priority
• Created a prelim record and p.o. with location and fund code• Full record from
OCLC was overlaid• Review form for de-
duping
CUL X 2=2CUL
The Andrew W. Mellon Foundation has awarded a grant to the two libraries to support the development of this innovative partnership. The specific goals during the two-year proposal period include:
•Improve the quality of collections and services and expertise available to key constituencies through joint innovative activities and the redirection of resources.•Lay the foundation for a permanent selective integration between the Columbia University Libraries and the Cornell University Library.•Achieve significant integration of operations, services, collections, and resources within three years, and establish a fiscal and governance framework for managing integration, initially between Columbia and Cornell. •Achieve significant cost savings through shared services, joint collections, and the elimination of redundancy, to respond to budget reductions and the need to invest in emerging priorities.•Collaborate in the pursuit of generating new resources.•Co-invest in critical under-supported areas and innovative new services for the universities.•Build understanding and support for the 2CUL collaboration among stakeholders at both universities, including library staff, university administration, faculty and students, and other university divisions. •Share experiences and findings from this initiative with the broader higher education and library communities. Provide a blueprint or example for other such collaborations.
TECHNICAL SERVICES•POOF!•COORDINATED APPROVAL PLANS FOR GLOBAL STUDIES
• SLAVIC• CHINESE • SHARED
CATALOGING• KOREAN and others• RDA TRAINING• ELECTRONIC
• Total print monographic Firm orders placed at Cornell:2008/09 2009/10 2010/1131,751 29,274 27,657
• Total print monographic Firm orders placed at Columbia:2008/09 2009/10 2010/11
22,432 21,325 21,125
Product description• POOF! is an online tool built with Drupal, • Uses queries that acquire bibliographic metadata from WorldCat • Presents the data in a user friendly fashion. • Subject specialists in both Columbia and Cornell can review the
bibliographical information and discover if an item is already held by the other 2CUL partner,
• The specialist will be also able to reject or defer an item for additional review.
• A preset matrix determines where the purchase will be made from (based on variables within the metadata associated with the material to be purchased.)
• Various scripts would enact the decisions in the appropriate system that will create the acquisitions record and purchase order in Voyager.
• The tool provides avenues for subject specialists to interact across institutions with each other (and with contributing vendors) regarding the value of the items reviewed, ranking them in terms of their usefulness, and adding comments.
POOF! broad outline
Records loaded into WCS stream
Records are matched in a matrix with vendors
Is there a matching vendor?
Pending PO’s are created
Is it a non-book format?
MS Access reports identify notes which are added to line items
Is there an existing record
in Voyager?
Scores, Documents, Visual material are kicked out and
assigned vendor by specialists
Order specialists assign vendor and add fund, price
and location taken from WCS records
Is it an exact
duplicate?
POOF Titled are selected
Records are rejected and
emails are sent to selectors
PO’s approved and sent to vendors via EDIs or mailed
Some of the challenges…• ISBN Information• Gamification, aka: game layer• Institutional differences…• Vendor Matrix and Fund Code Information• Roles• MARC Templates• Zotero Information• Authentication Options• Book Covers• Use of OCLC’s API
So how does it work?
Matrix: At 8:30am a script designed by local programmer picks up a new POOF! file and runs it against our WCS “brain”. It is aimed to recognize specific elements in the marc records mostly taken from 260, the 008 and the Leader fields encoded in the file we downloaded
Approval publishers
Monographs Year of publication
Chosen vendor
It also recognizes different formats and channels the records to specific paths
Printed music
Projected medium
CORNELL POOF! STATS: FROM IMPLEMENATION TO TODAY, MAY 2011
through NOV 2011• 1730 Bibliographic Records with POOF 035s. • 1261 of these Bibs have been attached to 1283 line items that have been invoiced and paid for in
2011 (there are more line items than bibs because of multiple orders or copies on the same bib).• 451 Line items are still On Order, pending receipt and invoicing.• $85,916.21 has been spent for the 1261 Invoiced/Received line items in 2011, by• 43 DIFFERENT Selectors, using • 213 different FUNDS
Additional Information:• 1221 of the 1730 POOF Bibs were created automatically by the system, while 509 were processed
as “kick-outs” by staff members. (~29.4%) *• 54 Invoiced POOF titles are E-books. *• 7 Required the vendor to be changed by a staff person (non-Ebooks).*• 13 Were not ordered at all, for legitimate reasons (previously Cat. as Serials, already due to arrive
as Approval, etc.)*
*Relates to items requiring manual intervention by staff.
Exceptions of any kind (no country information, no vendor etc.) are moved to a specific folder and are called “kick-outs”. These records are funneled to specific folders according to vendors or formats
The “Kick-out” records are kept in their Marc format and need to be imported manually into our system and verified against our existing records. Each of them still retains the WCS selection information provided like funds, notes etc.
Price
Vendor
Location
POOF! AT COLUMBIA
• Selectors assign vendors• Retained Review Queue
and Review Page• Manual de-duping
process• Selections are approved
and load overnight with record and p.o.
• Selections with enough metadata to determine country of publication are assigned a vendor by matrix
Future Enhancements Enhancement items already on our list:
•Capability to allow vendors to input title offers to specific selectors. •Determining which Borrow Direct libraries own a title. •Redirecting ILL unfulfilled order requests to selector’s Inbox for consideration and decision making. •Missing or lost items will be forwarded automatically to the selectors’ new items queue. •Notifications of availability of alternate formats (electronic/print) of patron-driven order requests. •Refresh of deferred or pending requests against the WorldCat and Voyager data. •Control to configure preferences for showing/hiding fields will be managed at the individual institution. •Shibboleth authentication. •And more…
POOF! 2CUL teamsColumbia Matthew Pavlick (lead)Mark WilsonEvelyn Ocken