smartsmTM

Fast Track to EBSMTM

Presentation Overview

Implementation

Timescales

TechnicalOverview

Product Features

Configuringfor your

Authority

ProductUnderstanding

Features Menu

Experimental

Purchase

Experimental

Purchase

Delivering Relevant

Stock

Delivering Relevant

Stock

SourcingStock

Internally

SourcingStock

Internally

Stock Checking

Stock Checking

AnalysingStockUse

AnalysingStockUse

InformedPurchasingDecisions

InformedPurchasingDecisions

Supplier Selection

Specification

Supplier Selection

Specification

SupplierSelectionOverview

SupplierSelectionOverview

SupplierSelectionProfiling

SupplierSelectionProfiling

TargetDriven

Framework

TargetDriven

Framework

StockQualityStock

QualityMonitoring

Stock Manageme

nt Performanc

e

MonitoringStock

Management

Performance

Centraltechnicalstructure

Centraltechnicalstructure

MeasuringSupplier

Performance

MeasuringSupplier

Performance

MonitoringAgainstContract

MonitoringAgainstContract

Web

S m artS M S erver

Monthly Upload

Technical

Library M anagem entS ystem (LM S )

S erver

Access SmartSM from your browser:<yourauthority>.bridgeallsmartsm.com

SmartSM LMSAdapter

DataExtracts

Configuration

• Simple screens for flexible administration of:– Authority structure, libraries and Groupings – Users and Roles.– Fiction Collections and Groupings.– Categories

• Groupings of Class Ranges (e.g. Soc&Rec)

• Loading datasets from your LMS– SmartSM LMS adapter runs once per month on your LMS

server– Produces a dataset in a standard format (CSV file)– Simple file upload screen

North (8)Barmulloch, Drumchapel, Milton, Possilpark,

Royston, Sighthill, Springburn, Woodside

South (6)Castlemilk, PollokshawsPollokshields

… etc.

West (12)

AnderstonAnnieslandCardonald

… etc.

East (8)

BailliestonBridgeton

EasterhouseParkhead

… etc

Configuration Scenario - GlasgowEach Authority can configure the

structure grouped by geographical region as per this

Glasgow model

Implementation Activities & Timescales

Bridgeall Effort (Days)

Pre-Implementation Review 1.0

Kick Off Meeting 1.0

Install & Test LMS Adapter 3.0

Configure SmartSM 0.5

Initial Runs & Tuning 2.0

Baseline Health Checks 2.0

Configure Local Targets 0.5

Training 2.0

Total 12.0

Delivering Relevant Stock

“It takes us so long to work out whether we’re providing stock that

customers want that we can only afford to do it once a year”

…. is that enough?

What if ….

When trying to work out whether you’re providing stock that customers

want, you could quickly tell, per library:

• How well used the books are!

• Plus set a target for availability.

• See what exactly you need to do to reach target!

…. Would this

help?

What if?

What if ….

“When coming in to look for favourite authors, customers could

always choose from a fully stocked range of bestsellers”

…. Would that help?

SMARTSM can produce a Popular Author report which

Identifies most popular authors in each library facilitating

targeted spend or transfers

What if?

What if ….

When trying to trying to get best

value out of a tight book fund:

Stock is Targeted towards local

demand and sourced internally

where possible to avoid waste!

….Would that help?

SmartSM - Under represented author reportIdentify under represented authors and suggest quantity to purchase or transfer from other libraries

“I can’t believe we spent that much on Grisham

novels at Drumchapel when there’s loads of

underused stock lying in Pollokshields. If we don’t do

something soon we’ll continue to burn money!”

How can I do this? …

Analysing Stock Use

“We don't really have a quick and easy way of telling

what stock is moving and what isn't ! ”

What if ….

When trying to perform detailed

stock profiling, you could run a

report which clearly shows the %

of stock on loan, identifies over

and under-stocked ranges, as well

as high and low usage,

…would that help?

SmartSM can produce a General Stock use Summary report

How can I do this? …

Results OrientedResults Oriented

Non Fiction – General Stock Use Summary

(4) Identifies over/under stocked ranges

(1) Summarises your NF Stock Position

(5) Target parameters for high/low use (settable through Administration screens)

(2) %age of stock on loan

(3) Target parameters for over and under stock (settable through Administration screens)

(6) Identifies high or low usage

(7) Indicates shelf saturation

General

Stock Use

Summary

Report

Informed Purchasing

“There aren't many measurements in place and it's difficult to get

the data we need to make informed choices, so many of our stock

purchasing decisions are based on intuition rather than fact”

What if…

when placing orders for new stock, you could reduce waste by

following clear guidance on what and how much to buy / move,

where previously they had to use guesswork,

…would that help?

SmartSM Non-Fiction Stock Use Advice report

Non Fiction - Stock Use Advice

(2) Saturated subjects have recommended withdrawals identified

(1) Total to purchase by class and library

Stock Use

Summary

Report

Supplier Selection

SpecifySpecify

Fine TuneFine Tune

MonitorMonitor

AssessPerformance

AssessPerformance

General Requirements

Library Requirements

Library Requirements

Assess

Performance

Supplier Selection Profiling

“As part of our contract for Supplier Selection I have to specify

profiles across Fiction and Non-Fiction!”

What if ….

when specifying profiles across Fiction and Non-Fiction, you could

produce a detailed specification, eliminating the need for continuous

meetings to fine-tune the contract

…would that help?

Supplier Selection – Specify General Requirements report

Supplier Selection – SPECIFY General Requirements

(4) Calculates apportioned spend for supplier

(3) Based on actual use

(2) Split by class ranges

(1) Amount to spend

Stock Use

Summary

Report

When running this report an amount to spend is entered and based on current usage analysis this apportions that spend pro-rata. This helps to ensure that money is spent in

proportion to demand.

When running this report an amount to spend is entered and based on current usage analysis this apportions that spend pro-rata. This helps to ensure that money is spent in

proportion to demand.

Supplier Selection Specification

“Specifications are often very vague and subjective, so we end up

having endless meetings involving high level staff, to fine tune the

contract”

What if…

When producing specifications for Supplier Selection, you could

ensure they are detailed and targeted towards local demand,

eliminating the need for continuous meetings to fine-tune the

contract

…would that help?

Supplier Selection – Specify Library Requirements Report

Supplier Selection – SPECIFY Library Requirements

(3) Also identifies purchases to be made due to high use

(2) Identifies number to purchase due to under-stocking

(1) Analyses class ranges for each library

Library

Stock Use

Advice

Report

This report can be provided to the book supplier.Operates at Library Level..

This report can be provided to the book supplier.Operates at Library Level..

Monitoring The Contract

“We're entering into a Supplier Selection contract but I'm afraid

of losing control over what's being supplied to us and when “

What if…

when trying to gain control over what is supplied and when, you

could always know exactly what has been received so far,

…would that help?

Supplier Selection – Monitor Library Requirements report

Supplier Selection - MONITOR Library Requirements

(2) Identifies no. of books received to date

(1) Monitors a particular contract code

Library

Stock Use

Advice

Report

Experimental Purchasing

“We have various ways of customers and staff suggesting new

material but we don't really know how well it works - it's all a bit

hit and miss really”

What if …

When trying to encourage experimental purchases and ensure

their success, staff could monitor how well their selected subject is

performing to give them confidence in their decisions, would that

help?

…Would that help

SmartSM Experimental Purchase report

Fiction – Experimental Purchase

(1) Library requesting experimental purchase?

(2) Subject Groupings

(3) Under performing subjects highlighted

Library

Stock Use

Advice

Report

SmartSM provides a few screens to enable the capture of suggestions and, when purchases have been made, the tracking of Experimental

stock use

SmartSM provides a few screens to enable the capture of suggestions and, when purchases have been made, the tracking of Experimental

stock use

Measuring Supplier Performance

“It's going to take a lot of resources and effort to measure

how well our Suppliers are performing. We don't have that

resource so how am I going to cope?”

What if…

when trying to assess how well Suppliers are performing, Library

staff could quickly and simply analyse the performance of a

particular contract

… would that help?

SmartSM Supplier Selection – Assess Performance Report

Supplier Selection – ASSESS Performance

(2) Identifies over/under stocked ranges

(1) Analyses performance of a particular contract

(3) Identifies high/low use ranges

Assess

Supplier

Performance

Report

Data can be reported on an authority-wide basis or library basisThis provides an in-depth analysis of where the book supplier has

delivered to date

Stock Check

“We need to do a stock check but it's going to take forever

(because we have no existing reports/tools to help us)”

What if…

when trying to obtain a clean catalogue, library staff could quickly run a

'dead stock' report, take the list to the shelves and ascertain whether the

item is there or missing …would that help

SmartSM Fiction – Dead Stock Summary

SmartSM Fiction – Dead Stock Summary Graph

SmartSM Fiction – Dead Stock Summary List

Fiction – Dead Stock Summary

(1) Overview of Dead Stock performance per library

(2) Non compliance highlighted

(3) Targets can be modified

Dead Stock

summary

Report

Dead Stock

summary

Graph

Dead Stock

List

Report

(3) Graphical view

(1) Identifies what should be removed

(2) And whether this has been previously indicated (and not actioned)

Dead Stock summary presents the percentage

figures of Dead Stock and highlights those

below the desired targetADULT and JUNIOR stock can be reported

separately

Dead Stock summary presents the percentage

figures of Dead Stock and highlights those

below the desired targetADULT and JUNIOR stock can be reported

separately

Performance

• Target Driven Framework To reflect desired improvements

– Flexible target setting • Cross-authority• Cross region/group• Per library

– Historical & Future Targets are maintained

– All reports based on targets

Stock Quality

“We never seem to have the time nor the resource to check the

quality of our stock - there are loads of tattered books out there

- I feel hopeless! ”

What if …

When trying to meet stock quality standards, library

staff could quickly and easily run a report that lists

exactly what should be removed from shelves and why

… Would that help?

SmartSM Fiction – Grubby Stock Summary & Graph

SmartSM Fiction – Grubby Stock Summary List

Fiction – Grubby Stock Summary

(1) Summarises per library the stock that has had a high level of use (the level is settable)

Grubby

summary

Report

Grubby

Stock

List

(1) Shows the actual items referred to in the Summary report

(2) Indication given if stock has been recorded as grubby in a previous report

Target Driven Framework

“We have many libraries of differing size, history and with unique

or different characteristics – we can’t possibly set authority-wide

targets and hope for all libraries to meet the same targets”

What if …

When trying to set targets, you were able to set targets cross-

authority or for a specific library or for a grouping of libraries, so that

staff can see that targets are achievable in their environment and

remain motivated,

… would that help?

SmartSM User defined Target Setting parameters

Stock Management Performance

“From time-to-time we have various initiatives to improve stock

management but sometimes a lack of coordination and visibility of

measurements means that we don’t really know if our efforts have

improved things”

What if …

When trying to measure improvements staff could do so directly from

the data, quickly and easily, and compare any points in time against

each other to show progress,

… would that help?

SmartSM Performance – Fiction - Dead Stock

SmartSM Performance – Fiction - Grubby Stock

Performance – Fiction - Dead Stock

(1) Compare any 2 datasets from any point in time

(2) Performance highlighted where target is not met

Grubby

Stock

Performance

Report

Dead

Stock

Performance

Report

(1) Compare any 2 datasets from any point in time

(2) Performance highlighted where target is not met

Summary of Featured Reports

- Fiction - Non Fiction

- Performance

- Supplier Selection

End.

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