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Steps to Shelf Ready. Stella To, Acquisitions Office Jenny McNally, Digital Librarian . Acquisitions at Salford . Aim to automate acquisitions and metadata import where possible. Acquisitions Team Structure 0.5 FTE Cataloguer Main suppliers Coutts and Dawsons. July 2013 - Alma Go Live. - PowerPoint PPT Presentation
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Steps to Shelf Ready
Stella To, Acquisitions Office Jenny McNally, Digital Librarian
• Aim to automate acquisitions and metadata import where possible.
• Acquisitions Team Structure– 0.5 FTE Cataloguer
• Main suppliers Coutts and Dawsons
Acquisitions at Salford
TimelineJan 2014 – Coutts Shelf
Ready
Sept 2013 – EDI orders
July 2013 - Alma Go Live
Dec 2013 – EDI Invoices
Oct 2013 – MARC Import (not inventory)
Order manually created
Supplier receives
EDI Order
MARC record created including
inventory information
EDI invoice created
MARC record and inventory
information updated
Item checked
and receipted manually
Invoice created. All
EDI invoices go into review
EDI order message
sent. Configure in
vendor record
MARC record imported.
Configured using import
profiles
EDI invoice sent.
Configured in vendor
record
ALMA
SUPPLIER
• EDI codes and what they’re used for– No flag– E**– *classmark*– E*classmark*– x** – s**
Ordering
EDI codes No flag
*classmark*
E* classmark
(Skeleton)
S**
(Skeleton)
X**
Update MARC record
Yes No No Yes
Update Inventory Yes Yes Yes NoUpdate holdings/ Call number
Yes Yes Yes No
• Training for acquisitions staff on choosing MARC record
• Use identifier field to specify ebook etc• Outstanding problems:
– Including item policy in POL summary screen– Adding copies doesn’t update quantity– Sending more than one ebook on a record
Two update profiles for different scenarios:
MARC and inventory import
Profile Order Codes
Update MARC record, Update inventory and update holdings
No flag *classmark*
Update Inventory/ holdings S**E**
Import profile – File info and FTP
Import profile – Normalisation
Import profile – Match Profile
Import profile – Inventory
Import profile – PO Line
• Reports not very details – improved in Feb release
• Holdings created as part of an order are given wrong 852 indicator so holdings update not working
• Dawson’s still developing skeleton records and multiple item import (949 field)
Problems ….
• Quality checking - still checking item policy matching
• Item policy not on receiving screen – more clicks!
Receipting
• Set up via vendor record• All go into review• Not integrated with finance system so use
internal copy field• Breakdown of charges – not connected to PO
line
Invoicing
• Proposed orders• Automatic receipting?• EDI reports / acknowledgements• Linking invoicing to Finance System (Agresso)
Future plans
• Liaison with suppliers and supplier engagement with Ex Libris
• Testing, testing and more testing• Use other institutions experiences
Top tips!