Business Case

Project Title : Improve Circulation/Usage of Books in the Library

Project No. : OAS-09-006 (5W)

Champion : Arun Ramamurthy

Team Leader : Nelia Balagapo

Members : Susan Amomoy, Leriza Endriga, Dorothy Geronimo, Janette Husmillo, Gina San Buenaventura, Arnold Zafra

Business CaseDEFINEDEFINE

Libraries, generally, are seeing a declining trend in the usage of books due to the phenomenal growth of electronic resources and the increased visibility and accessibility of information resources through the Internet.

The ADB library is no exception. Book circulation statistics at ADB library show that book borrowings has been decreasing by an average of 10% per year. Based on statistics generated by the library’s circulation system, staff borrowed a total of 45, 973 books from 2001-2004 and 30,638 books from 2005-2008.

Despite the broad range of electronic resources (e-books, e-journals and online database) available to ADB staff, IRS continues to purchase printed books. Most of these books are bought upon demand by staff while many are acquired under existing models of acquisitions such as blanket and standing order.

Business Case

DEFINEDEFINE

From 2004-2008, the library bought 1,743 book titles for a total cost of $148,687.87.

A review of the borrowing history of these books from 2005 to 2008 showed that 65% of them have been borrowed at least once.

622 titles , or 35.7% have zero circulation counts.

These books with zero circulation records were acquired at the cost of $37,261.90.

In many instances, books are the only available sources of credible and reliable information. They are acquired at considerable cost and thus their use must be maximized so that a higher return of investment (ROI) per book is achieved.

Statements

DEFINEDEFINE

GOAL STATEMENT

The project aims to:

• determine the reasons why some books acquired by the ADB Library have low circulation rates;

• identify long-term solutions to increase usage of library materials; and

• improve processes for acquiring, processing and promoting library materials.

PROJECT SCOPE

The project will analyze circulation or borrowing statistics of new books acquired from 2004 to 2008.

It will also look in-depth into all processes, procedures and systems related to acquisition, organization, service and promotion of book resources acquired by the library.

DEFINEDEFINE

ANALYZE High Level Process MapDEFINEDEFINE

Reference Librarians & ICs select titles

for NAL

NAL is announced in ADB Today

Circulation staff segregates NAL

Circulation receives processed books

Circulation staff shelves non-NAL

books

Staff requestsbook for purchase

Library (Head, IRS) approves/disapproves

request

Acquisitions Librarian initiates procurement

Catalogers receive & process purchased

books

END

Informs staff that item is available for borrowing

Is item available?

Sends E-book or link to staff

No Yes

No

Yes

Receives request for /

recommends book purchase

Receives request for /

recommends book purchase

Checks Virtua for availability

Checks accuracy of

citation

Searches in other databases

and in the Internet

Is item available?

Submits to Head, OAFA-IR

for acquisition approval

Approves

?Yes

START

No

Informs staff of

disapproved book request

A

Checks vendors / suppliers for book

availability

Orders book online

Processes payment of

ordered booksEND

BCreates

bibliographic record in Virtua

Detailed “As Is” Process Map (1)DEFINEDEFINE

Procurement

Receives ordered books

Checks book info vs order details

Details correct?

No

Yes

Returns to supplier for exchange

Completes bibliographic

record in Virtua

Forward s to Librarian for

checking of entries

Entries ok?

No

Yes

Reviews & revises incorrect

entries

Prepare s barcode labels

Attaches spine label and security

strip

Forwards to librarian for

checking

All abels correct?

No

Revises labels as corrected

Turn-over to Circulation

B B

Extracts list of latest publications

processed

Librarian selects books

for NAL

Librarian announces

NAL

Yes

C


Cataloging Staff (Outsourced)

CReceives

turned-over books

Sends notice to book

requestor

Displays / promotes NAL books

Processes book for delivery

Receives book request

from staff

Pick-up by staff?

No

Sends book to staff via Library

on-the-Go

Checks-out book to staff

END

Shelves other books

Receives staff -acknowledged

check-out receipt

Yes

A


Circulation Librarian

SIPOC DiagramDEFINEDEFINE

S

Supplier

I

Input

P

Process Steps

O

Output

C

Customer

All staff, HODs, BOD, Consultants, Interns, YPs, Dependents

Acquisitions Unit, Library

Reference Librarians and IC

Circulation Unit, Library

Books requested, purchased and catalogued

1. Staff requests purchase of item/s

2. Books catalogued and processed

3. Cataloging advices Circulation re new books

4. Library staff selects titles for NAL

5. Library announces NAL in ADB Today

6. Turn-over of new books to Circulation

7. Circulation staff receives books and segregates NAL

8. Circulation staff shelves non-NAL books

9. Staff borrows items

Books delivered to Library

Processed books

Books borrowed

Library

All staff, HODs, BOD, Consultants, Interns, YPs, Dependents

CTQ MatrixDefineDefine

Output Unit Number of books borrowed

Output Characteristic

(Big Y)

Increased number of books borrowed

Operations DefinitionProcess starts from advice from Cataloging and ends with shelving of the newly acquired materials

How process will be measured: by

the number of books borrowed

LSL: greater than or equal to 2

TargetTo increase usage of books by 2 or more circulation counts

Defect Below LSL

No. of Defect Opportunities

Per Unit

1 opportunity for defect per new material

CTQ

Project Y (Little y) Measure

Specification Limits

High-Level Need Increase

circulation/usage of books

DEFINEDEFINE Time Line

April 2009 DEFINE MEASURE

Feb-Mar 2009

ANALYZE IMPROVE CONTROL

July-Aug 2009

DOCUMENTATION

(September 2009)

June 2009April 2009 May 2009

Three sets of records were used to gather data:

• List of new books purchased from 2005-2008

• Book circulation data of these books generated from the library system

• Invoice files for book prices

Data SourcesMEASUREMEASURE

Data PresentationData PresentationMEASUREMEASURE

By subject Areas Total count 2005 2006 2007 2008

Agri./Rural Dev 26 11 2 4 9

Econ/Fin 259 55 65 58 81

Envt./Water/CC 76 14 18 25 19

Gov/Pol/Pol Ref 64 14 20 12 18

Health & Educ 27 10 4 6 7

HR/Mgt/IT/General 296 83 26 63 124

Infrastructure 28 8 1 9 10

Library, InfoScience, KM 23 3 0 3 17

Regl Integ/Trade/Intl Rel 95 26 19 23 27

SocDev/Gender,etc 66 26 5 17 18

Total 960 250 160 220 330

Books with Low Circulation Counts by Subject Coverage

Data PresentationMeasureMeasure

Subject Areas with Low Circulation Counts

26

259

76 64

296

23

9566

2728

0

50

100

150

200

250

300

350

Subject

Co

un

t


Zero Circulation Count per Year

21

15

26

4952

10

32

63

1713

18 17

0

10

20

30

40

50

60

70

1 2 3 4Year

Co

un

t

Agri/Rural Dev

Econ/Fin

Envt/Water/CC

Gov/Pol/Pol. Ref

Health & Educ

HR/Mgt/IT/General

Infrastructure

Library, InfoSci,KM

ReglInteg/Trade/IntlRelSocDev/Gender,etc

One Circulation Count per Year

34

50

32 32

5

13 14

9

31

16

31

61

0

10

20

30

40

50

60

70

1 2 3 4

Year

Co

un

t

Agri/Rural Dev

Econ/Fin

Envt/Water/CC

Gov/Pol/Pol. Ref

Health & Educ

HR/Mgt/IT/General

Infrastructure

Library, InfoSci,KM

ReglInteg/Trade/Intl Rel

SocDev/Gender,etc

0 – 1 Circulation Count by Subject Area

Data PresentationMEASUREMEASURE

Cost of Low Circulating Books by Subject Coverage

By subject Areas 2005 2006 2007 2008 Total

Agri/Rural Dev $ 507.78 $ 63.15 $ 310.31 $ 370.86 $ 1,252.10

Econ/Fin $ 3,355.84 $ 4,907.48 $ 7,527.79 $ 7,165.11 $ 22,956.22

Envt/Water/CC $ 2,403.60 $ 3,388.03 $ 3,954.02 $ 1,559.04 $ 11,304.69

Gov/Pol/Pol Ref $ 508.45 $ 778.84 $ 751.41 $ 766.11 $ 2,804.81

Health & Educ $ 461.21 $ 678.84 $ 312.12 $ 806.41 $ 2,258.58

HR/Mgt/IT/General $ 4,562.38 $ 2,529.69 $ 7,345.68 $ 11,729.19 $ 26,166.94

Infrastructure $ 605.55 $ 54.00 $ 1,980.95 $ 3,007.12 $ 5,647.62

Library, InfoScience, KM $ 224.39 $ - $ 779.43 $ 2,271.67 $ 3,275.49

Regl Integ/Trade/Intl Rel $ 882.49 $ 848.02 $ 975.97 $ 2,478.15 $ 5,184.63

SocDev/Gender,etc $ 1,005.66 $ 217.05 $ 1,293.61 $ 1,052.54 $ 3,568.86

$ 14,517.35 $ 13,465.10 $ 25,231.29 $ 31,206.20 $ 84,419.94


Cost of Books with Low Circulation Counts

$2,804.81 $3,275.49 $3,568.86$2,258.58

$5,647.62 $5,184.63

$26,166.94

$22,956.22

$11,304.69

$1,252.10

$-

$5,000.00

$10,000.00

$15,000.00

$20,000.00

$25,000.00

$30,000.00

Subject

Cost


2005 2006 2007 2008 Total

By subject Areas # Cost # Cost # Cost # Cost

Total Count Total Cost

Agri/Rural Dev 11 $ 507.78 2

$ 63.15 4

$ 310.31 9

$ 370.86 26

$ 1,252.10

Econ/Fin 55 $

3,355.84 65 $ 4,907.48 58

$ 7,527.79 81

$ 7,165.11 259

$ 22,956.22

Envt/Water/CC 14 $

2,403.60 18 $ 3,388.03 25

$ 3,954.02 19

$ 1,559.04 76

$ 11,304.69

Gov/Pol/Pol Ref 14 $ 508.45 20

$ 778.84 12

$ 751.41 18

$ 766.11 64

$ 2,804.81

Health & Educ 10 $ 461.21 4

$ 678.84 6

$ 312.12 7

$ 806.41 27

$ 2,258.58

HR/Mgt/IT/General 83 $

4,562.38 26 $ 2,529.69 63

$ 7,345.68 124

$ 11,729.19 296

$ 26,166.94

Infrastructure 8 $ 605.55 1

$ 54.00 9

$ 1,980.95 10

$ 3,007.12 28

$ 5,647.62

Library, InfoScience, KM 3

$ 224.39 0

$ - 3

$ 779.43 17

$ 2,271.67 23

$ 3,275.49

Regl Integ/Trade/Intl Rel 26

$ 882.49 19

$ 848.02 23

$ 975.97 27

$ 2,478.15 95

$ 5,184.63

SocDev/Gender,etc 26 $

1,005.66 5 $ 217.05 17

$ 1,293.61 18

$ 1,052.54 66

$ 3,568.86

250 $

14,517.35 160 $ 13,465.10 220

$ 25,231.29 330

$ 31,206.20 960

$ 84,419.94

Pareto ChartMeasureMeasure

Perc

ent

C1

Count 26 23Percent 30.8 27.0 9.9 7.9 6.9 6.7 2.9

2962.8 2.7 2.4

Cum % 30.8 57.8 67.7 75.6 82.5 89.2

259

92.1 94.9 97.6 100.0

95 76 66 64 28 27

1000

800

600

400

200

0

100

80

60

40

20

0

Pareto Chart of C1Subject Categories of Books w/ Low Circulation


South Asia in the WTO /

Working with you is killing me :

The relaxation & stress reduction workbook /

The impact of organisational culture on knowledge management /

Methods and tools for effective knowledge life-cycle-management /

Drill here, drill now, pay less :

Climate change in Asia :

Handbook of finance /

Political institutions and financial development /

The growth and sustainability of agriculture in Asia /

The means to prosperity :

Regional monetary integration /

Vaccine anxieties :

Just one planet :

The institutional economics of corruption and reform :

Coaching at work :

Undercover investigations in the workplace /

Some Titles of Books with Low Circulation

Count

Perc

ent

C1Count

13.0 8.2 7.9 6.9 3.6Cum % 60.5 73.5 81.6 89.5

237

96.4 100.0

51 32 31 27 14Percent 60.5

OtherOverdueSOOldBONP

400

300

200

100

0

100

80

60

40

20

0

Reasons for Low Circulation Counts 2007-2008

Pareto ChartPareto ChartMEASUREMEASURE

MEASUREMEASURE

Breakdown of Procurement by Requestor (2008)

Library ordered

78%

Staff requested

22%

Process CapabilityProcess CapabilityMEASUREMEASURE

Year Purchased Total No. of Books Purchased

Total No Items Purchased with Circ Count 0-1

2005 552 250

2006 369 160

2007 490 220

2008 645 330

2,056960

Sigma Level:

(2,056-960)/2,056 x 1,000,000 = 533,073.93

Sigma Level = 1.4 Sigma (http://www.eurosixsigma.com/sixsigma/sigma_table.htm#2.0)

ANALYZEANALYZE

Fishbone Diagram

YLow circulation of books

Client’s media preference

Some books on indefinite loan

MAN MACHINE/EQUIPMENT

METHODMATERIALS

Older version available

Some books are standing and/or blanket orders

Too specialized books

OPAC interface less intuitive

ENVIRONMENT

Readership culture

Client’s search strategy/skills

Client’s loss of interest

Inappropriate tagging of books

Slow processing time

Number of books displayed in NAL limited

Online availability

Ad hoc procedure for promoting new books

Policy limits number of books on loan per staff

Staff preference for e-books

Oversight in indicating name of requester in the order record

FISHBONE ANALYSISANALYZEANALYZE

ROOT CAUSES FOR LOW CIRCULATIONCONTROLLABLE

• Staff preference for e-copy

• Readership culture (pass-on readership)

• Availability of full-time catalogers and supervisor

NON-CONTROLLABLE

• Some books are standing and/ or blanket orders

• Ad hoc procedure for promoting new books

• Policy limits number of books on loan per staff

•Number of books displayed in NAL limited

• OPAC interface less intuitive

• Client’s search strategy/ skills

Solutions MatrixANALYZEANALYZE

ROOT CAUSES

PROPOSED SOLUTIONS

COMMENTSEstimated

Completion DateSTAFF RESPONSIBLE

Some books are standing and/ or blanket orders

Review all standing/ blanket orders and cancel/retain, as appropriate.

Some publishers publish a wide range of Asian materials not available anywhere else, i.e ISEAS, UN. Some titles may no longer be relevant to ADB in view of the current Strategy 2020.

Ongoing; Completed by 1st week of December 2009

Associate Librarian

Ad hoc procedure for promoting new books

Establish guidelines for promoting all new books; Display of new books and thematic displays

Currently, if the book is not featured in NAL, the book is shelved directly. There should be proper instruction to guide Circulation staff.

Continuing since April 2009 (Circulation Manual updated)

Associate Librarian and Circulation Staff

Policy sets borrowing periods for books

Amend AO 4.08.21 days should be shortened to 14 days

Revision to AO proposed and under finalization; Completed by end Q4

Associate Librarian and Circulation Staff

Quick WinsANALYZEANALYZE

Created an IN-HOUSE PATRON account for in-house users

Displayed recommended books not picked-upby requesters after 1-week period

Removed limit-rule to book pick-up and delivery to staff

Shortened circulation period for NAL books

Ensured that requester’s name is indicated in the MARC tag.

FMEAIMPROVEDIMPROVED

Detailed RevisedProcess Map

IMPROVEIMPROVE

Improve Circulation/Usage of Books in the Library

Cat

alog

ing

Proc

urem

ent/A

cqui

sitio

n

Library staff compiles list of

new books

Library receives endorsement

Book cost above $500?

Yes

No

Informs staff of disapproved

request

Library initiates procurement of the requested

book

Creates basic bibliographic

record & ensure input of Tag

910*

Orders book online

Processes payment of

ordered books

START

Receives ordered/

exchanged books

Checks book bibliographic

detail matches vs order details

Returns to supplier for exchange

Details correct?

Yes

Completes bibliographic

record in Virtua

Forwards to Librarian for

checking

Attaches barcode & spine

labels and security strip

Correct

Revises incorrect entries

No

Turn-over to CirculationExtracts list of

publications processed

Librarian selects books

for NAL

Librarian announces

NAL

No

Yes

Staff fills up Request for Acquisition

(Form 292/06)

BOD fills up Request for Acquisition

*Form 292/06)

OSEC endorses Request

Department Manager endorses Request

Librarian checks book availability

and price

Librarian seeks approval of Head, IRS

Librarian requests

approval of Dir. OAFA

Approves?

No

Yes

A

END

Librarian seeks endorsement

from Specialists

Detailed RevisedProcess Map

IMPROVEIMPROVE

Improve Circulation/Usage of Books in the Library

Cir

cula

tion

Pro

mo

tion

(Th

ru N

AL

and

Bo

ok

Dis

pla

ys)

Pick-up by staff?

Create MARC note “FOR

DISPLAY” when returned

Processes book for

Library-on-the-Go service

Checks-out the book to staff

Yes

Shelves other books

Sends notice to book

requestor

Displays/prmotes NAL

books

NoReceives

turned-over books

Librarian extracts list of

new books processed

Librarian sends list to Reference Team and ICs

Reference Team and ICs

select books for NAL

Librarian puts non-NAL books

on display

NoBook selected

for NAL?

Yes

Librarian prepares

abstracts for NAL books

System Librarian

formats, lays-out and submits

for publishing

Head, IRS approves NAL

for release

Librarian forwards

approved NAL for ADB Today

ADB Today releases issue with featured

NAL

Librarian checks for

original book requestor

AWith Requestor?

Yes

No

Staff confirms to borrow?

Librarian includes book

for display

No

Yes

END

Librarian sets aside NAL

booksEND

DataDataIMPROVEIMPROVE

Circulation Statistics for NAL Books

Books Featured > or = 2 Circ. < 2 Circ.

Feb-09 15 14 1

May-09 19 9 10

34 23 11

Circulation Statistics for Displayed Books

Books Featured > or = 2 Circ. < 2 Circ.

Mar-09 20 17 3

Apr-09 15 10 5

May-09 14 8 6

49 35 14


By subject AreasTotal Books

>2 Circ. Rate 0 1

Agri/Rural Dev 0 0 0

Econ/Fin 41 11 30

Envt/Water/CC 11 3 8

Gov/Pol/Pol Ref 2 0 2

Health & Educ 6 2 4

HR/Mgt/IT/General 30 9 21

Infrastructure 4 1 3

Library, InfoScience, KM 2 2 0

Regl Integ/Trade/Intl Rel 9 1 8

SocDev/Gender,etc 15 4 11

120 33 87


Status of Book with 0-1 Circulation (Jan-May2009)

Status Count 0 1

Others 39 1 38

On-loan 19 0 19

Overdue 18 0 18

Not picked-up 14 14 0

For review 7 6 1

No borrower after orig. 6 0 6

No requester indicated 6 6 0

Old 4 0 4

Just released 3 3 0

Standing Order 3 2 1

Duplicate 1 1 0

Total 120 33 87

Process CapabilityProcess CapabilityIMPROVEIMPROVE

*Sigma Level: Total-Defect/Total x 1,000,000

(http://www.eurosixsigma.com/sixsigma/sigma_table.htm#2.0)

Year Purchased

Total No. of Books

Items with <2 Circ. Count

Sigma Level

2005-2008 2, 060 960 1.3

Jan-May2009 214 120 1.7

Up by.4

Up by.4

Documents

Business Case