Ala 2011 pda preconference

PPatron atron DDriven riven AAcquisitionscquisitions

Background about Cornell and the Library:

• Located in Ithaca, NY• Was founded in 1865• 20,000 students, 11,000 staff, and 2800 faculty, 14 schools.• 20 constituent libraries located in Ithaca, Geneva (N.Y.), New

York City, and Doha (Qatar). 18 libraries; 2 of these are virtual libraries

• Total budget of over $50 million (~$14m+~2.5m materials budget).

• ~8 million volumes. • Staff of more than 450 including 45 selectors.

Why we considered PDA?

• Print approval plan overspent by $76,000• Financial crisis 2009, endowment payouts (-14%)• Library Budget reductions – $1.7 million year 1; $1.1

million year 2• Use of print collection measured - acquire books

patrons will use.• Increase potential pool of books available while

easing space problem.• Empowers patrons to select • Several libraries consolidated (PSL moving to a virtual

library)

Other (very good) reasons to try PDA:

•“Return on Investment” – Only buying what is used

•Immediate access to resources

•Potential to expand access to a much broader collection

•Testing collection building practices in new or “grey” selection areas

•Ability to see what users want

•Saves staff time = reduces costs!

Selecting a vendor: EBL?/ebrary?/ MyiLibrary?

• Beginning in April 2009 contacted three ebook vendors re patron driven options• Ebrary – no PDA options at that time• Choice between EBL and MyiLibrary• We preferred MyiLibrarybecause:

o No specialized readers or plug-ins.o Dual Publisher Access featureo Print on Demand availableo Simple purchasing model. o Excellent history of quick technical adaptation to Cornell’s needs and collaborative development.

eBook PDA Profile

• Modeled after YBP’s print approval plan • Graduate level textbooks, no undergraduate textbooks• Scholarly books only• WorldCat Selection slips for practitioner books, foreign-language trade books• Price ceiling per title (raised the price ceiling to $350)• Excludes series that arrive on other eBook packages.• Only for the sciences call number ranges Q-QE and T-TS (excluding TR Photography)

– Cambridge University Press– Chapman/CRC– Elsevier/North Holland– John Wiley (Blackwell, all imprints)– MIT– Morgan Kaufmann– Oxford/Clarendon– Routledge– University of Chicago Press– Walter de Gruyter– Princeton

MyiLibrary Plan Details for Sciences (PDA electronic)

• 1st click is free; 2nd click activates a purchase.• Only available for the Cornell community. • Based the PDA on the Approval Plan profile (but with some changes)• Prospective not retrospective.• Voluntarily block approximately $50,000/year in annual print

approval expenditures to fund PDA plan• Multi-Use• Printing – 10 pages at a time, up to 3 times in 1 session.• Weekly loads of MARC records into our catalog.• De-duping: some subject/publisher packages already acquired or

subscribed, also some e-series or e-series collections already subscribed.

• Invoices are sent once a month via email.• eBooks appear as new purchases in our New Books Feed • Safety features in case need to opt out of the plan (local 899 fields)

Example of Patron Driven eBook in Catalog (WCL)

Statistics: How do we evaluate the plan?

eBooks Purchased - Statistics

• List of top 10-20 titles in use order.

Stats to date (as of June 2011)

•1916 records loaded •225 have been double-clicked and purchased

Money spent (August 2009-now):

$27,270 total

– Additional 44 MyiLibrary ebooks have been firm ordered , many for e-reserves or requestors for a total of $11,196

Based on an annual original allocation of $50,000

And some more stats…

Based on 574 uses of 580 books

Lessons learned:

• Synchronous publication of electronic and print – is really a problem (especially when we try to convert approval plans to PDA) .

• Dual access – still a challenge (but progress is made)

• Hard to follow the pace of changes: “use” definitions constantly change

• University Presses and other publishers are threatened but also see a potential

• Patron’s reactions are mixed

• Selector’s reactions are mixed (but generally positive):

Some concerns over losing control

Inability to control/assess future costs

Printing/Copying limitations

How to ensure future availability of PDA items?

PDA print plan – a definition of the problem and a proposed solution:

Since electronic versions appear sometimes many months after the print has been published, (if at all), we are instituting a patron driven print plan where patrons can ask the library to rush purchase the print version. Later when the electronic version is available we will remove the print records which were not purchased and load the electronic versions instead.

PD print with Coutts – anatomy of an Avant-garde plan

• Created to supplement existing PD E plan.• E-preferred: 60 days • No mediation • Easy to set up• Rush status given to all items• Discount to compete with approval terms• Maximizing TS efficiencies

Coutts deposits records weekly in FTP site (sends notification

to ltsbulk-l)

Coutts deposits records weekly in FTP site (sends notification

to ltsbulk-l)

WCL: “Click to ask Cornell University Library to RUSH

purchase. We will contact you by email when it arrives (typically

within a week) (Cornell affiliated users only)”

WEB-BASED: We are ordering [title]/ [ISBN=] for you now.We will let you know once the item arrives.Thank youCornell University Library

LTS batch loads: dedups + adds 899: couttspdbappr

and other fields (008 field positions 20-21, 506,906)

and WCL URL’S in 856

LTS batch loads: dedups + adds 899: couttspdbappr

and other fields (008 field positions 20-21, 506,906)

and WCL URL’S in 856

Webauth validates

net id

Webauth validates

net id

Automatic AMAZON PO’S created (using embedded id number) with req info (future loc’s are added according to call number table)

Automatic AMAZON PO’S created (using embedded id number) with req info (future loc’s are added according to call number table)

WEB-BASED: “sorry your net id is not valid –

return to browse?”

Coutts locates and ships to library

Coutts automatic inventory

query

LTS receives, Pink slip process- notifies Access

Services

LTS receives, Pink slip process- notifies Access

Services

Coutts: invoices LTS in the end of the month

LTS pays and changes 899:couttspdbclo

LTS pays and changes 899:couttspdbclo

Ordering: rush orders the title using the dummy poOrdering: rush orders the title using the dummy po

LTS receives, Pink slip process -notifies Access

Services

LTS receives, Pink slip process -notifies Access

Services

LTS: chron job emails patron confirming order.

LTS: chron job emails patron confirming order.

OPAC: “ON ORDER”

NO

YES (=<4 days)

YES

NO (> 4 days)

WEB-BASED: Hello [name] + Click "Confirm" to request Cornell to purchase the item below.You will not be billed for this purchase (Items usually arrive in less than a week).+ “Confirm”

Cornell’s Patron Driven Print PD E-batch loads dedups against 035 in PD P and

generates a list to be deleted

Automatic Coutts PO’S created (using embedded id number) with req info (future loc’s are

added according to call number table)

Automatic Coutts PO’S created (using embedded id number) with req info (future loc’s are

added according to call number table)

LTS: chron job emails patron confirming

order.

LTS: chron job emails patron confirming

order.

OPAC: “ON ORDER” LTS removes 899: couttspdbappr

and other fields (008 field positions 20-21, 506,906) and WCL

URL’S in 856

Order confirmation email is sent to Ordering

Order confirmation email is sent to Ordering

Since electronic PDA versions appear sometimes many months after the print has been published (if at all), CUL instituted a maximized non-mediated patron driven print plan in which print records are loaded after 60 days waiting period. Patrons can ask the library to rush purchase the print version. When the electronic PDA version becomes available the print records which were not purchased are removed and the electronic versions are loaded instead.

Real time change: removal of the original record (for WCL) and loading of a new copy of that

record

Real time change: removal of the original record (for WCL) and loading of a new copy of that

recordReal time change: removal of the

original record (for WCL) and loading of a new copy of that

record

Real time change: removal of the original record (for WCL) and loading of a new copy of that

record

Overcoming Technical Challenges in designing joined P and E Patron-Driven plans

•Versioning (automatic decision making tools on the horizon).

• ILL/BD exclusion (for non Cornell users).•Automatic creation of PO's and locations.

•Effective non-mediation.•How to define and represent the PD plan titles in our New Titles feed.

•Synchronization. •Collecting Statistics.

Detailed PDA print specs for loading MARC records into Voyager (and WorldCat Local)

1. FTP to Coutts server.  2. Add 040 $dNIC 3. Add 899 1_ $a couttspdbappr4. In 856 add the following as a prefix to the existing $u data:http://encompass.library.cornell.edu/cgi-bin/checkIP.cgi?access=gateway_standard%26url= and append to the 856 $z Click here to request Cornell University Library to purchase for you. 

Detailed PDA print specs for loading MARC records into Voyager (and WorldCat Local)

5. Add 948 0_$a[Today’s date]$bi$dbatch$elts$hpdbAdd 948 3_$a[Today’s date]$bcouttspdbappr$e[File name]

6. Add 952 8_$b cts,rev $ Click here to request Cornell University Library to purchase for you7. Load with bulk import profile Cambeiro (Import Conditional)8. Place discards in \\Library30\lts\input\vendorRecords\Coutts PDA Voyager Duplicates For Batch Processing Staff: (Same day as load)1. Harvest MFHDs associated with bibs loaded. (852 subfield h “Click here to request Cornell University Library to purchase for you” and 005 date of load.2. Change 008/21 and /22 to “b.”3. Reload MFHDs using Strawn’s Record Reloader.

Patron finds record in Voyager or WCL OPAC: “Click here to request Cornell University Library to purchase for you”

Patron finds record in Voyager or WCL OPAC:only Cornell patrons can order

Patron finds record in Voyager or WCL OPAC:confirmation button, but otherwise no text entry for patron

Steps in PDA Inventory Query and Order (COUTTS OASIS Community Ordering Module) – a collaborative venture1. Obtaining an Authentication Token

2. Running an Inventory Query

3. Placing an Order with COUTTS

4. Retrieving Tracking Data

Steps in PDA Inventory Query and Order Details

1. Obtaining an Authentication TokenOASIS/Cornell Community Ordering Technical Documentation Draft Version 1.3October 26, 2010

Steps in PDA Inventory Query and Order Details

1. Obtaining an Authentication Token

Steps in PDA Inventory Query and Order Details

2. Running an Inventory Query

Steps in PDA Inventory Query and Order Details

2. Running an Inventory Query

Steps in PDA Inventory Query and Order Details

3. Placing an Order

Steps in PDA Inventory Query and Order Details

3. Placing an Order

Steps in PDA Inventory Query and Order Details

4. Retrieving Tracking Data

Steps in PDA Inventory Query and Order Details

4. Retrieving Tracking Data

Real time change: modify MARC record and holdings for title

This specification is for the reloading of those titles that are purchased from the Patron Driven Print plan. This will cover the removal of the original record and loading of a new copy of that record minus the purchase link and the creation of a purchase order.

Patron finds record in Voyager or WCL OPAC:waiting for transaction to complete …

X

Patron finds record in Voyager or WCL OPAC:

MARC record changes after the order

MARC record after order is placedMARC record before order is placed

1. Retrieve the purchase bibs and check for duplicate titles requested.2. Make a copy of the bib file. 3. Reload the original bibs harvested.

Delete only the 035 starting with (CaONFJC)Delete 856 link

Change leader/05 to “d”Add 948 2_ $a[Today’s date]$bm$dbatch$elts$xDeletePurchasedTitleReload using bulk import code BibSuppress.

Real time change: modify MARC record and holdings for title while creating automatic POs

4. Use the copy of the bib file and delete the 856 and 899 fields.5. Add 040$dNIC6. Add 952 8_ $b [location](Location will be determined by call number matrix comparing 050 in record. Default location will be uris.) 7. Add 976 _ _ $p8. Add. 980 _ _$g 1 $h 521-00-pb $s Boaz Nadav-Manes $v [Coutts/PDB] or [Amazon/PDB] (Fund/Selector to be determined from matrix at a later time. Vendor to be determined by Coutts reply can deliver/can’t deliver within 3 days)

Real time change: modify MARC record and holdings for title while creating automatic POs

Real time change: modify MARC record and holdings for title while creating automatic POs

9. Add 899 1_ $a couttspdbcul or amazonpdbcul depending on vendor assignment.10. Add 981 _ _ $nREQ: [netid@] (requestor’s net id formatted as shown). If a second requestor add ;REQ:[netid@], in other words string the requestors separated by a semicolon. 11. Use bulk import COUPDBFO (Coutts) if available or AMAPDBFO (Amazon) if not available.

An adjustable call number range/location/fund table which determines the location and fund to be used in POs

Daily script repurposes requestor information to send automatic e-mail

In less than a week the physical item arrives!

• Item record is changed to show that we hold item in collection

• Acquisitions receiving staff rush route item to circulation desk

• Circ system notifies patron.

E-preferred option: identify print books loaded, but not purchased, and replace them with eBook PDA records

1. FTP to Coutts server.Server: files.couttsinfo.com 2. Harvest all print on demand books records from Coutts, 899 couttspdbappr. 3. Compare 035 with (CaONFJC)cou prefix to 035 fields of records in load file and identify print duplicates4. Make a copy of print duplicates, (file name discard_print), and place on ftp to \\library30\lts\input\vendorRecords\Coutts_Print_Duplicates_of_eapprovals

Script to identify print books loaded, but not purchased, and replace them with eBook option

5. Change leader/05 of harvested print duplicates to “d” and reload as bibsup. 6. Harvest all bibs with 899 couttspdbcul7. Identify in the harvested records the corresponding electronic record by comparing 035 fields and remove the electronic duplicate from the incoming electronic records and add to discard, (file name discard_electronic).8. FTP file discard_electronic, the electronic duplicates of print held, to \\library30\lts\input\vendorRecords\Coutts_E-duplicates_of_print_held

Script to identify print books loaded, but not purchased, and replace them with eBook option

9. Add 899: _ _ $a MyiLibraryeappr 10. Add 906: 906 ## $a gs11. In 856 add the following as a prefix to the existing $u data:http://encompass.library.cornell.edu/cgi-bin/checkIP.cgi?access=gateway_standard%26url= and delete 856 subfield z and append to the 856$z Connect to text. Access limited to authorized subscribers.

Script to identify print books loaded, but not purchased, and replace them with eBook option

 12. Add the following three 948 fields: 948 0_$a[date]$bi$dbatch$elts 948 1_$a[date]$bs$dbatch$elts$fe 948 3_$a[date]$hMyiLibraryeappr$i[file name]13. Add |dNIC to 04014. Add 952 |b serv,remo15. Load with Bulk Import profile PPDFO

Identifying PDA Titles in our collection:

Selectors and public services can identify all our patron driven titles by a code in the MARC record local 899 field:

– MyiLibraryeappr (electronic titles not purchased)– MyiLibraryCUL (electronic titles purchased)– Couttspdbappr (print titles not purchased)– Couttspdbcul (print titles not purchased)

Statistics

We imagine:

• PDA plans will become a solid component within holistic collection management practices (impact on Firm orders and workforce). Better defined CD policies to address PDA.

• Blended approval plans profiles will incorporate PDA options from the get go.

• As synchronous publication of electronic and print will become standard, more scholarly publishers will follow.

• PD options will be integrated into Interlibrary Loan policies and will accommodate consortia arrangements.

• Chapter specific PDA and simplified short term loan models.

• Further advancements in adapting PDA options into routine TS workflows (robust and reliable Print on Demand options, full e-readers coverage and tracking of delivery).

Further Reading

• Puzzled by Patron-Driven Acquisitions, by Barbara Fister, November 11, 2010. www.insidehighered.com/blogs

• Patron Driven Purchasing Usage Study (EBL) by Jason Price and John McDonald from Claremont University libraries - http://www.libraries.wright.edu/noshelfrequired/?p=393

• Patron-Driven Acquisitions: An Introduction and Literature Review, by Judith Nixon, et. Al., Purdue University, Collection Management, 35:3, 199-124 (2010).

• Patron Drive Acquisitions (YBP) http://www.ybp.com/patron_driven_acquisitions.html

The END

Questions?

Contact information:

• Boaz Nadav-Manes btn3@cornell.edu

• Jesse Koennecke jtk1@cornell.edu