charleston 2012 - let it flow: effectiveness of unified and intelligent workflows in the library
DESCRIPTION
Libraries today frequently struggle with identifying the best strategy to maximize resources, systems and staff. As collections shift from print to electronic resources, the need for new ways to manage workflows becomes more critical. With the introduction of new web-scale management systems and the looming question of when to migrate away from the traditional ILS, librarians must determine how much automation is desired vs. required – and how to balance the value of technology and human interaction.TRANSCRIPT
Charleston 2012 #Charleston12 Anne Prestamo, Oklahoma State University Cyril Oberlander, SUNY Geneseo Phyllis Kaiden, Serials Solutions
Let It Flow: Effectiveness of Unified and Intelligent Workflows in the Library
Introduction
OSU: Today’s Reality, Tomorrow’s Ideal
Geneseo: Let Recommendations & Work Flow
Unified intelligent workflows
Imagine! What else is possible?
Outline
The Pain
Workflows
System Maintenance
Assessment
• How can library systems
transform decision making?
• What are libraries doing
today?
• Conversations with 60
libraries.
Posing the question:
Cyril Oberlander, Director, SUNY Geneseo –
Let Recommendations and
Work Flow
Intelligent Workflows at 2 Libraries
Anne Prestamo, Associate Dean, Oklahoma
State University – Today’s
Reality, Tomorrow’s Ideal
Buy vs. Borrow
Today’s Reality
Tomorrow’s Ideal
Oklahoma State University
Guidelines Buy books requested via ILL, UNLESS:
• Items already owned by the OSU Libraries
• Publication date is older than the current fiscal year & the 4 previous
years
• Items priced at $150.00 or more
• Blocked publishers/plans - standing orders or other plans as identified
by ACQ staff (i.e. best seller plan)
• Excluded formats o Audio-visual materials such as DVD's, CD's, audio books, etc.
o Non-English language books
o Textbooks as designated by OCLC or Barnes & Noble
o Workbooks, or manuals, e.g. lab manuals or solution manuals
o Software manuals
o Music scores
o Journal or serial volumes
o Dissertations or theses
o Conference proceedings
ILL Request via ILLIAD
Buy vs Borrow Workflow
ILL Staff search ILS
Patron request
Owned?
Notify Patron (ILLiad)
Borrow
YBP ebook?
Amazon book?
Meets Buy criteria?
YBP Purchase Process
Amazon Purchase Process
Receive ebook link and send
to ILL
Catalog Book and send to
ILL Yes
No
Yes
No
No
No
Yes
Yes
Let recommendations and work flow
Getting It System Toolkit (GIST) & Decision Making Streamlining
GIST Team, SUNY Geneseo Tim Bowersox, [email protected]
Cyril Oberlander, [email protected] Kate Pitcher, [email protected]
Mark Sullivan, [email protected]
GISTLIBRARY.ORG
Economic Transformations Monograph Spending/Sharing & ILL
2009 over 11 Million ILL requests (ALA) 2010 ~ 9.6M OCLC ILL requests (OCLC)
Association of Research Libraries 2008-2009
ILL Cost
# Titles / Student
Purchased
# Titles With ILL
rights
Decision Engines are key to innovation = Collection Building Profiles + Automation
Workflow must understand our profiles & criteria, gather & incorporate valued
data to help us make decisions quickly – so we can innovate services.
• What criteria are most important to you for determining collection decisions?
• How do you leverage data & services to make workflow streamlined & automated?
Buy or Borrow
?
Accept this Gift
?
Evaluate this Book
?
GIST uses Conspectus
as your customizable collection building profile
The OCLC Conspectus is a subject hierarchy consisting of divisions, categories, and subjects.
Factors you profile to make a Decision Engine
Consortia & Regional Holdings
Collecting Level
Range 0-5
Subject Division
LC & Dewey
Decision Engine using Conspectus
Yes/No or If/Then
What matters?
Getting It System Toolkit
GIST for ILLiad – buy & borrow workflow in 1 platform
GIST for ILLiad Webpages
GIST allows ILLiad to route patron requests automatically
using your buy vs. borrow criteria.
Acquisitions
Interlibrary
Loan
Au
tom
ated
&/o
r M
anu
al
Tran
sfer
Acquisitions Manager
Order, encumber, and fulfill—
all within ILLiad.
GIST ILLiad tables
View availability and price data
in one place.
GIST Webpage End user sees data that matters and helps our decisions…
Features • Amazon Reviews • Discovers full-text from
Google Books, Hathi Trust, Internet Archive & more
• Discovers Local holdings & links to local catalog
• Pricing options for end-users • Custom user questions • Worldcat group holdings
data
Automation & Strategies… • Route requests with Full-Text
to special queues • Route requests with no
consortia holdings to purchasing evaluation queues
• User (status specific) purchase requests
• Other ideas…
GIST ILLIAD Addons – staff open request & opens service + auto-searches Acq + ILL Staff access any web services for purchasing, cataloging, downloading, etc.
• Amazon • GOBI • OCLC Connexion • & 20+ more…
GIST Acquisitions Manager Conspectus built into ILL & Acquisitions workflow
Purchase Addon
Acquisitions Addon
Automated customizable
collection building profile for Acquisitions
& ILL
GIST Acquisitions Manager: adds funds, conspectus, and more…
Service Delivery
GIST Toolkit
GIST Gift & Deselection Manager It’s FREE! open source standalone system for Gifts & Collection Evaluation
Gift Automation @ 3 second processing
OCLC Connexion (auto-searched)
Donor Letter (automated)
Features Included: • Auto-Wish list
detection (default Caldecott & Newbery Awards)
• Recommendation automated by your Conspectus
• Detects Hathi & Google Books full-view
• Review by subject, email, print
• & much more…
GIST Deselection Manager: evaluate item by item
GDM: Batch Collection Evaluation or Deselection 1. Import ISBN &/or OCLC# using an ILS report (e.g. 0 or low use
report as a simple delimited file)
2. Run Batch Processing – GIST exports Excel file.
3. Review GDM data: Free full text, price, accepted by Better World
Books, regional holdings, & more.
4. Sort by values, make decisions, then…
5. Batch remove from OCLC using Connexion
(or convert records for full-text holdings?)
Practical Uses
• Batch collection evaluation for weeding, what is rare,
digitized, regional holdings, etc.?
• Book and journal duplication analysis
• Identifying works to digitize
• Identifying materials for special collections
Conspectus + Recommendation + Automation
Your profile + Item/Request + Data
Buy or Borrow
Accept this Gift
Evaluate this Book
Decision Making Engine: Automate your recommendation work flow
GISTLIBRARY.ORG Why? To empower us for our future… by unlocking the talent and time of people in our libraries
We/Libraries need… • Strategic options • Platforms that enable us to focus our time and talent to transform and provide
new services to help the future of higher education; • Publishing Services – academic content distribution models • Digital Scholarship & Digital Projects – academic R & D, & distribution • Data Management – academic content distribution models • Project Management - academic R & D, & knowledge management • Instructional Design – transforming learning environments & assessment • and more
We/Libraries need to make every decision count… • SUNY Geneseo and other development partner libraries are working with Serials Solutions
and applying our expertise to help develop a new library system. • SUNY Geneseo & IDS Project also works with Atlas Systems, Copyright Clearance Center,
OCLC, other vendors and other libraries to develop library systems and solutions.
imagine…
What else could you be doing with your time, money & resources?
A Unique Solution
Unified, intelligent workflows
Knowledgebase
Assessment
Interoperable
Developed and supported by Serials Solutions
New KB
KnowledgeWorks (all)
Ulrich’s
(all)
Metadata for New Content
Types (e.g. A/V)
Rules, Normalization,
Standardization, Cataloging
Industry Authority Data
(e.g. LCNA, LCSA)
Business metadata (e.g.
standard licenses)
Serials Solutions Knowledgebase
Assessment
30
Intota Collection Analysis
Accreditation
COUNTER
KB
Hathi Trust
Print Usage Print
Holdings Recommend -
acquire
Reporting/Dashboards
Recommend - deselect
Impact Factor
BIP/RCL/ Ulrich’s
PubTrack
ILL
Intota Vendors
PDA
Campus systems
Consortia
Discovery
Interoperability
Rule: If <condition> then <action>
If database cancel-date = today then deactivate titles
and alert Collection Development
Decision Support Engine
Components
Conditions Actions Rules
OSU Buy vs Borrow Workflow - Current
ILL Staff search ILS
Patron request
Owned?
Notify Patron (ILLiad)
Borrow
YBP ebook?
Amazon book?
Meets Buy criteria?
YBP Purchase Process
Amazon Purchase Process
Receive ebook link and send
to ILL
Catalog Book and send to
ILL Yes
No
Yes
No
No
No
Yes
Yes
Automatically check for
ownership?
Automatically know if a
request meets Buy Criteria?
Automatically place the order
with preferred vendor?
Automatically add record to
our catalog?
Automatically notify patron of
availability?
What if your
system
could:
Buy vs Borrow rule
If requested item not owned by library and
Publication date > (current year minus 5) and
Cost < $150 and
Format = (allowed formats) and
available from preferred vendor
Then place order with vendor and
Notify selector and patron
Else borrow and notify ILL and patron
Data + Actions + Rules = Intelligent
OSU Buy vs Borrow Workflow - Future
ILL Staff search ILS
Patron request
Owned?
Notify Patron (ILLiad)
Borrow
YBP ebook?
Amazon book?
Meets Buy criteria?
YBP Purchase Process
Amazon Purchase Process
Receive ebook link and send
to ILL
Catalog Book and send to
ILL Yes
No
Yes
No
No
No
Yes
Yes
System receives
request and assesses buy
vs borrow
System acquires material,
mediated or unmediated
workflow
System adds to catalog;
interoperates with vendor
and ILL to fulfill patron
request
Survey of ideas
What have you done?
What else is possible?
Enjoy the chocolate! • Anne Prestamo, Oklahoma State University, [email protected]
• Cyril Oberlander, SUNY Geneseo, [email protected]
• Phyllis Kaiden, Serials Solutions, [email protected]
What can you imagine?