coordinator/presenter: kelly shook kentlink coordinator kent state university libraries and media...

Coordinator/Presenter:

Kelly Shook

KentLINK CoordinatorKent State University

Libraries and Media Services

Presenter:

Margaret MaurerAssistant Professor

Cataloging ManagerKent State University

Libraries and Media Services

Collaborating with III, Yankee Book Peddler and OCLC PromptCat to Maximize Technical Services Efficiencies at Record Load

12th IUG Conference, April 3, 2004

2

Where we plan to go today

What is PromptCat Typical workflow for our new process PromptCat / III / YBP and data loading What the process can’t handle Cost / benefit analysis What we have gained? Other options Final words of advice


5

YBP / PromptCat at KSU Libraries and Media Services

Fall 1999 - Started planning process

August 2000 - First firm order sent to YBP

October 2000 - Approval slip plan began at

YBP. PromptCat service started

March 2001 - Approval plan up and running

April 2002 – Successfully added our 7

regional libraries


7

Basic Ordering Workflow

After faculty and liaisons send order requests to Acquisitions department, Acquisitions staff:

Select bibliographic citations in GOBI and fill out GOBI Smart screen

Process the selections on the GOBI website and create a file of GOBISelect records for export to YBP’s ftp site


8

Basic Ordering Workflow (continued)

Pick up file from the ftp site and load into III.• Brief bib records and full order records

created• Check for duplication Order transmitted to YBP via BISAC email

Item is only now “on order” YBP sends order acknowledgement


9

Basic Ordering Workflow (continued)

When order is ready to ship to library, YBP sends an electronic manifest of titles to PromptCat


10

De-Duplication at Load of GOBISelect records

Normal order record status = “o” [on order] Loader de-duplicates using a Title Key match If suspected duplicate order status = “1” [on

hold]


13

OCLC PromptCat

OCLC product to streamline cataloging and/or pre-order searching

Cooperatively implemented by OCLC and library materials vendors

A completely automated process requiring up-front planning and, once running, little human intervention


14

MARC Record Selection

How Bibliographic Matches are made at PromptCat: Match is made in advance in a separate

process Based on ISBN or Publisher Number (from

028) The vendor control number and OCLC number

are recorded in a matching database


15

You can limit the records you receive based on

Encoding Levels Cataloging Source Record Type WorldCat Holdings Set

Any record you don’t receive you can elect to receive a PromptCat Data Record (PDR) in place of


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PromptCat Data Records (PDRs)

Used to deliver vendor data when you do not receive a full record

Delivered when there is no match OR multiple matches in WorldCat, or there is a match but our holdings are up on it, or there is a match but it doesn’t fit our profile

Can only be delivered when you receive your records on tape or through an EDX account (FTP or Product Services Web)


18

PromptCat Site IDs

Used to determine processing options You may use:

Location Subaccount number Account number, or Fund code

Use as many as individual Site IDs you need, but you can only use one type for each account.


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Current PromptCat Profiles

KSUFM Direct and slip orders

KSUAP Approval AutoShip books

OCK Stark Regional direct orders

OWK Trumbull Regional direct orders

KREG Other KSU Regional direct orders


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Basic Receiving Workflow

YBP ships books to the library Library picks up file of PromptCat records

from OCLC’s ftp site and loads into III, matching off of order record number. Items, invoice lines (and maybe) order records are loaded as bibliographic record is overlaid

Acquisitions staff check / validate bib records and associated records


21

Basic Receiving Workflow (continued)

Check titles against invoice Add received date to order record Add barcode to book and scan into item

record Print labels


22

Basic Receiving Workflow (continued)

For no matches (PDR received) search OCLC again

Remaining non-matches routed to OCLC TechPro

Once all titles have been checked the electronic invoice is posted


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PromptCat / III & Data Loading

III defines how we load records in batch III requires item record and order record

information to be in certain 9xx fields and subfields in order to “map” them to their proper places in item, order and invoice


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PromptCat / III & Data Loading

Some of the information used to build the item, order and invoice records is default data provided by the loader

Some of the information is imported at load Some of the information is imported at load if

available. In the absence of data the loader will provide default data

Some of the information is system generated at load


25

KSUAP Profile Data mapping through PromptCat

980 $ a – Invoice Date981 $ o – Sub account #

980 $ b – List Price 981 $ c = Order Location

980 $ e – Net Price 945 $ L – Item Location

980 $ f – Invoice # 945 $ s – Item Status

980 $ g – Quantity > 1 945 $ t – Item IType

981 $ b – Fund Code

http://www.library.kent.edu/~mmaurer/index.html


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KSU’s Extended Approval Plan Interface

Unique in that we use one loader to do the following:

Create a brief bibliographic and order record for direct orders made on GOBISmart

Load records for direct orders that are cataloged by PromptCat and that overlay on order record number, overlaying the brief bibliographic record with a full bibliographic record and creating an item record and an electronic invoice line

Load PromptCat approval records consisting of full bibliographic records with item records, order records and invoice lines all loading in a single load


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Key points about Kent State University’s Extended Approval Plan Interface

Interface de-duplicates on Title Key.

A Title Key is a 7 character code that is created from the Title or Series field of the record you create

The Title Key uses the first letter of each of the first seven words of the field


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Key points about Kent State University’s Extended Approval Plan Interface (Continued)

Interface de-duplicates on Title Key (Continued)

When creating the Title Key, subtitles and series numbering are eliminated from the title key by stopping at colons ( : ), semicolons ( ; ) and space-slash ( / )

Only the first 49 alphabetic characters of the field are used in the creation of the Title Key

Ampersands ( & ) are treated as the word "and"


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Key points about Kent State University’s Extended Approval Plan Interface (Continued)

KSU’s Extended Approval Plan interface overlays on order record number (.o#)

We have also established settings for comparing the encoding level of the incoming record and the target record as another check

The creation of an item record is based on the presence of a 945 field


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III Documentation

Refer to Record # 102901 for Processing Approval Records and Firm Orders

Refer to Record # 102852 for Invoice Processing

Preference Questionnaire from Innovative Interfaces must be completed


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Preferences Questionnaire from Innovative InterfacesPlease indicate your preferences for how your Extended Approval Plan Interface should operate. Where appropriate, default settings are noted. If you will be loading various combinations of data types from different vendors, please fill out a copy of this questionnaire for each vendor from whom you will receive data.

1. List the vendor(s) from which you will receive records to process with this load table.

Yankee Book Peddler and OCLC PromptCAT

2. Which of your current MARC load tables (M2BTABs) should be used to derive the MARC field profiling for this new loading table?

M2btab.b


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Preferences Questionnaire from Innovative Interfaces (Continued)3. Type of data to be loaded with this table (check all that apply):

X_ Bibliographic recordsX_ Order recordsX_ Invoice informationX_ Item records

4. Do you want Bibliographic records loaded via the table to overlay existing records?_X_ Yes __ No (If no, skip to question #8.)

5. When overlaying Bibliographic records, should INNOPAC protect any fields from being overlaid?__ Yes (default) _X_ No If yes, which fields?


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Preferences Questionnaire from Innovative Interfaces (Continued)6. Do you want the interface to use the standard OCLC encoding level

priority list (shown below) to determine record overlay?_X_ Yes (default) __ No

Standard OCLC Encoding Level Priority List (in order):

CODE Record Type<Space> Full LC (or other National Library) 1 Full Record I Full Record (OCLC) 2 Less than full K Less than full (OCLC) M Less than full from tape (OCLC)


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Preferences Questionnaire from Innovative Interfaces (Continued)

Standard OCLC Encoding Level Priority List (In order, Continued):

CODE Record Type

4 Core record5 Partial (preliminary) record7 Minimal level cataloging (NSDP)8 CIP (Cataloging in process)u unknownz not applicable


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Preferences Questionnaire from Innovative Interfaces (Continued)7. Based on your specified priority list, which incoming records should overlay existing records? Choose one.

____ a. Incoming records with lower priority ____ b. Incoming records with equal or lower priority ____ c. Incoming records with equal priority _X___ d. Incoming records with equal or greater priority ____ e. Incoming records with greater priority

8. Do you want to load call numbers? The default behavior should be the same as that specified by the main cataloging (m2btab) file. _X_ Yes __ No (default)

9. Do you want INNOPAC to automatically insert the system date in the CAT DATE field?_X_ Yes (default) __ No


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Preferences Questionnaire from Innovative Interfaces (Continued)10. Will you receive invoices in a currency other than the system's local currency?

__ Yes _X_ No (default)

11. Do you want to use specific "new record defaults" for the records created using this table?_X_ Yes __ No

If so, please create these defaults and list their names:YBPB – YBP Bib DefaultYBPI – YBP Item DefaultYBPO – YBP Order Default


39

Other III Load Documentation

Other documentation available on our website:


Bringing YBP Firm Orders from YBP into KentLINK

Loading OCLCPromptCAT Records for Firm Orders into KentLINK

Loading OCLC PromptCAT Records for Approval Items into KentLINK


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Efficiencies

Eliminated pre-order searching When PromptCat records are loaded we

receive a full bibliographic record, invoice and item record. This reduces cataloging costs, eliminates the need to key item records and entering payments individually

Reduces the amount of time it takes to get items to the shelf


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More efficiencies

Eliminates the need to print purchase orders Reduces our postage cost because we are no

longer mailing printed purchase orders The more we order from YBP the better our

discount


42

Vendor Benefits

Vendor efficiencies Our efficiencies and cost savings reinforce

our desire to maximize our use of the process = more business for YBP / PromptCat

The more integrated workflow promotes a more stable economic relationship


43

This process can not handle everything

Oversize books Multiple copies Non-circulating items in the Main Tower

(Only one status and itype is transmitted for each title)

Cat dates for brief records


44

Problems

Very dependable automated process When problems happen to the process they

happen to lots and lots and lots of records Dependable customer service at YBP and at

PromptCat

Cost Per Record for Outsourced Cataloging

$0.00

$2.00

$4.00

$6.00

$8.00

$10.00

$12.00

July 1998 to December 2003

November 2000

February 2002

Annual Costs for Outsourced Cataloging

Cost perTotal Cost # of Records Record

FY 1997-98 $76,824.60 8,857 $ 8.67FY 1998-99 $66,433.59 8,050 $ 8.25 FY 1999-00 $51,653.69 6,316 $ 8.18FY 2000-01 $50,714.09 10,117 $ 5.01FY 2001-02 $43,244.78 11,650 $ 3.71FY 2002-03 $36,698.05 13,650 $ 2.69FY 2003-04 $16,327 5,659 $ 2.89 (Through 12/2003)

Difference from FY 1997 to FY 2002 -$40,126.55 4,793 -$ 5.98


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What have we Gained?

Productivity of load of associated records Many efficiencies Lowered record costs Re-professionalization of cataloging Promoted centralized cataloging


48

Options that we have chosen not to use:

PromptCat Cataloging Report Catalog cards Spine labels (electronic file) Physical processing Barcodes inserted in records / on items Non-book records PromptCat records from other vendors


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Final words of advice

Ask lots of questions Nothing is written in stone Keep an open mind Create a unique process that works for you


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URLs of Interest

Yankee Book Peddler:http://www.ybp.com

YBP Technical Services: http://www.ybp.com/ybp/DomIndex.html?tech_services.html&1

OCLC: PromptCat: http://www.oclc.org/promptcat/

http://www.ybp.com/

http://www.ybp.com/ybp/DomIndex.html?tech_services.html&1

http://www.ybp.com/ybp/DomIndex.html?tech_services.html&1

http://www.oclc.org/promptcat/

Library Collections, Acquisitions, and Technical Services. v. 27 no2 (Summer 2003) p. 155-64

http://olc5.ohiolink.edu/bin/gate.exe?f=toc&state=7koenh.2.1&expr=ALL&p_s_ALL=%28Library-Collections,-Acquisitions,-and-Technical-Services%29.JNBR.&p_op_ALL=ADJ&a_search=Search


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Any Questions?Kelly Shook - [email protected] – III & Loaders

Margaret Maurer - [email protected] – PromptCat, overall process

Michele Hurst - [email protected] - Acquisitions


coordinator/presenter: kelly shook kentlink coordinator kent state university libraries and media...

Documents

promptcat slide

th iug conference

order acknowledgement

order ybp

record load slide

order records

ybp promptcat

place of slide