4th Annual HKIUG Meeting 9th December 2003

4th Annual HKIUG Meeting

9th December 2003

Developing an Online System for Book Selection and Ordering

@Hong Kong Baptist University Library &

Lingnan University Library

Wing Woo (HKBU) and Owen Tam (Lingnan)


@Hong Kong Baptist University Library

Wing WooAcquisitions Librarian

Hong Kong Baptist University LibraryHong Kong Baptist University Library

Background

“How to use Innopac Webpac to facilitate selection, ordering, and collection assessment functions” by Mr. Y.O. Li, 2nd HKIUG (December 2001)

Award“First Be Innovative! Awards – Most Innovative Use of Staff Module” April 2002


Library Coordinators Program @ HKBU Library No. of Library Coordinators (Faculty/School): 41 No. of Subject Liaison Librarians: 13

Major Approval Plans YBP, DataBank,

Chung Hwa (中華 ), Man’s (文星 )

Background


Development of Online Book Selection Program: A Chronology

November 1999 launch the program with YBP approval books

November 2001 Man’s catalogues and YBP approval slips (a.k.a.

Yellow slips)


April 2003 6-month cumulation of Man’s catalogues and yellow

slips estimate cost of selections

June 2003 streamline the processing procedure of on-site

selections

Development of Online Book Selection Program: A Chronology


Selection Flow for Library Coordinators

1st round sort by subject or discipline

2nd round all non-selected items from 1st round allow coordinators to select items of other disciplines

3rd round (Man’s catalogues and yellow slips only) non-selected items from 2nd round stay for 6 months


Selection Flow for Library Coordinators

Other feature view selected items

Time interval of each round 2-week E-mail notification to library coordinators


First Page of Online Selection Program


Selection Rounds

View selected items


1st Round:Discipline Specific


Sample Page of Online Yellow Slips(First Round)

Html link to check holdings via Webpac


2nd Round Selection ofYellow Slips: Sort by DDC


DDC Sorting: up to the Tenth Level


View Selected Items:An example

Estimated total cost


Sample Page of Online Man’s Catalogue


Sample Page of Title List (Language, 語言 )


On-site Book Selection (1)

Enter ISBN instead of markingfrom title list(s)


On-site Book Selection (2)

Selected Title is displayed


After Selection...

Automatic duplicate checking program (ISBN & Author – Title keyword searching)

Non-duplicate selections are converted into MARC record

Upload to INNOPAC with bibliographic data (supplied by vendor) & order records (suggestor name, fund code, est. price)

Download selections from NT server


Statistics of Online Book Selection: 2001/02 and 2002/03

Faculty ofArts

School ofBusiness

School ofComm.

Faculty ofScience

School ofChi. Med.

Faculty ofSoc. Sci.

School ofContinuingEducation

Dec 01 - Jun 032002/030

500

1000

1500

2000

2500

2002/03

Nov 01- Jun 02

Hong Kong Baptist University Library


@Lingnan University Library

Owen TamTechnical Services Librarian


Replacing paper whenever possible Major Book Vendors

English: YBP, Blackwell’s Chinese: Chung Hwa, Mans, Peace Book, Joint Publishing

Greater academic staff involvement Not just the 14 Departmental / Programme

representatives & Library staff

Sharing the successful experience of HKBU Library

Background



Additional Features


1. Accepting more vendors’ book lists

2. Authenticate users individually – for fund mat

ching and discipline specific selection lists

3. Endorsement by Programme Directors (eg. B

A, BBA, BSS, etc)

4. Monthly Financial Reports online for ALL aca

demics


Selection & Ordering Procedures


Remove duplicate records before upload to system

E-mail Notification

Check existing collection & merge different vender book files

User Authentication

Selection

Endorsement

Cumulative Results

Financial Reports

Ordering


Accepting more vendors’ book lists

In addition to:

English books --> YBP

Chinese books --> Man’s book (文星 )

We add:

English books --> Blackwell’s

Chinese books --> Joint Publishing (三聯 ), Peace (和平 ) & ChungHwa (中華 )



Problems of having multiple vendor book lists

Different vendor book lists have different

formats & contents

Some vendors do not want to follow our

standard

Need to convert “non-standard” book lists to

the format support by our system



Example – Blackwell’s book lists

No fund codes & Dewey numbers

Only have “LC descriptions”

We use Excel macros to generate Dewey

numbers & fund codes from “LC descriptions”




Blackwell’s file has no Dewey numbers & Fund codes




Excel macros used to generate fund codes




Excel macros used to generate Dewey numbers




Dewey numbers inserted into Blackwell’s book file



Merge Book Lists & Remove Duplicates

3 steps:

New book lists checked against library

collection

Merge vendor book lists and remove duplicate

records

Merged list checked against the cumulative

book list



New Book Lists Checked Against INNOPAC

Books which the library already has will be removed from the list



Merge vendor book lists and remove duplicate records

Duplicate records with less information will be removed

Dup.

Dup.

Dup.

Dup.



Email Notifications

Biweekly

New book data uploaded

Weekly

Selection endorsed by Programme Directors



Email Notification – New Books for Selection

Subject: Library News: New Book Data loaded to Book Selection SystemDate: 24 Nov 2003From: Lingnan University Library <[email protected]>To: [email protected], [email protected]

Dear Colleagues,

New book data have just been loaded to the book selectionsystem at

http://libbook.ln.edu.hk

Please take some time to select titles that you would like the Library to order for your program. As print runs for academic books are comparatively short, it would be appreciated if you could select books in two weeks after receiving this email.

The Library will proceed to order your recommendations after obtaining endorsement from your program director. If you have questions about book selection or the book selection system, please call the Acquisitions Librarian, Eugenie, at ext.8553 or send email to [email protected].

Thank you for your attention.

Acquisitions SectionUniversity Library



Email Notification – Selections for Endorsement

Subject: Book Recommendation endorsementDate: 23 Nov 2003From: Libacq <[email protected]>To: [email protected], [email protected], [email protected]

Dear Colleagues,

The library has received book recommendations for your program, pleasereview the recommendations at:

http://libbook.ln.edu.hk(Please look for the link: "Endorsement Sub-system”)

The Library will proceed to order the recommendations on receiving yourendorsement. If you have questions, please call me at ext.8553 or sendemail to [email protected].

Thank you for your attention.

Regards,

EugenieAcquisitions Librarian



User Authentication

Access restricted to Lingnan staff

Email Address & Programme Code are lo

gged from Innopac

Map book fund and provide discipline

specific book lists according to

Programme Codes in patron record


Hong Kong Baptist University LibraryHong Kong Baptist University Library Lingnan University Library

Log in -- key in Barcode & PIN


User Authentication

Innopac Patron API is used Barcode and PIN will be sent as URL:

http://library.ln.edu.hk:4500/PATRONAPI/BARCODE/PIN/pintest

If valid, Innopac will return “RETCOD=0”


User Authentication

Then, the barcode will be sent as URL: http://library.ln.edu.hk:4500/PATRONAPI/BARCODE/dump

System return the whole patron record:P TYPE[p47]=1

E-MAIL ADDR[pz][email protected]

PCODE3: 151 (History Programme)

Email

Programme Fund

1 = Staff


Email is logged

Programme Fund is assigned


User Authentication

Discipline specific book lists provided

according to Programme Codes


Book selection page for Arts Programme


Book selection page for Business Programme


Endorsement of Books Selected

All selections need Programme Directors

’ endorsement

Only Programme Directors or their

authorized representatives can make en

dorsement



Endorsement

Log on to the system


Endorsement


Endorsement

Patron API & ASP can check


Choose the Programme



Cumulative Results (6-month)

To check selections endorsed/rejected

Kept for 6 months











Online Financial Reports

Financial Reports are updated

monthly and available online

How many orders have been

placed?

How much free balance is left?


Hong Kong Baptist University LibraryHong Kong Baptist University Library Financial Reports

Click here


Hong Kong Baptist University LibraryHong Kong Baptist University Library Financial Reports

Select Programme


Hong Kong Baptist University LibraryHong Kong Baptist University Library Financial Reports Lingnan University Library


User GuideLingnan University Library


User GuideLingnan University Library


Further Enhancements

Develop programme for merging vendor book lists & removing duplicates

Keyword searching of book lists Orders tracking -- Pull Book arrival alert by email -- Push Generating bib. & order records for upload to

Innopac


Thank you!

Documents

4th Annual HKIUG Meeting 9th December 2003