do approval plan purchases circulate more than firm orders?
DESCRIPTION
Kay Downey (speaker), Rob Kairis (speaker)TRANSCRIPT
Do Approval Plan Purchases Circulate More Than Firm Orders?
Friday November 8, 2013 2:15pm - 3:00pm Drayton Room, Francis Marion Hotel
33rd Annual Charleston ConferenceNovember 6 – 9, 2013
Issues in Book and Serial Acquisition“Too Much Is Not Enough!”
Kent State University
Definitions– Stark
• Firm orders are catalog orders or an order from any source other than slips produced by the approval profile
• Approval orders are all orders that result form slip notifications produced by the approval profile
– Kent (KSUL)• Approval books are books sent
automatically based on approval profile• Firms orders are any book ordered outside
of the approval book plan, i.e. approval profile slips, catalog orders, email requests…..
Acquisition Workflow Models
Stark• All order are through
YBP• Slips are distributed
via email to faculty and librarians
• Firm orders come from publisher catalogs, etc.
• All orders are logged in house database
• Added to the Catalog upon arrival
Kent• 60% are YBP orders
approval and slips• 30% of all orders are
Firm order via Amazon and other providers
• Slips are distributed via Gobi alerts
• Automated invoice and record loads from YBP
Data Collection
Stark• Item based • Includes internal use and checkouts and renewals • Exclude items in non-circulating collections• Cost per use based on the average cost per print
book
Kent• Bibliographic record based• Includes only checkouts and renewals • Cost per use based on average cost per print book
not on individual prices
Data Collection
Stark • Title • Location• Call Number• Usage
Kent • Title• Call Number • Usage • Fund Code• Vendor Code• Bib Number • Form
Usage Waiver …
It is dangerous to rely on usage as a measure of value, particularly for books.
Consider …
• Are all checkouts equal?
• Are renewals the result of not having enough time to read a book, or not getting around to reading it?
• Students get 6 week loans while faculty/staff get 17 week loans (still counted the same)
• What about in-house use?
Still … It’s all we got
KSUL Findings …
In General …• All Book purchasing is declining from year to year• Firm and Approval equal consistent use • Firm and Approval cost per use is the same• More than 60% of all print books purchased are used at
least once
Print books purchased by individual selectors circulate as well as those acquired via an approval plan
• With no statistical difference in usage, it seems to serve the needs of users as well as firm orders (both average 4.5 uses per book)
Should this influence acquisition behavior? • Have we struck a good balance or do we increase automated
approval purchases to streamline the process• Should we introduce purchase-on-demand models, which
typically have higher circulation compared with traditional acquisition models
• How will this impact how funds are allocated across disciplines.
KSUL Findings …Books Purchased …
• Average
Firm orders over five years = 4662 = 65%
Approval orders over five years = 2489 = 35%
• Overall books purchases declining over the past five years
• Firm purchases declining faster than Approval
• Shrinking budget, must compensate for
Annual journal cost increases
New demands on collection budget
New programs
Increased cost for state consortia resources
Books Purchased
Firm Approval
FY08/09 5624 2813
FY09/10 5473 2954
FY10/11 3670 2882
FY11/12 3600 2760
FY12/13 3694 2289
KSUL Findings …
Overall books purchases declining
FY08/09 FY09/10 FY10/11 FY11/12 FY12/130
1000
2000
3000
4000
5000
6000
Books Purchased, KSUL
Books Purchased FirmBooks Purchased Approval
KSUL Findings …Average Usage … No statistical difference
• Tracks consistently
• Expected, average use increases with time
• Overall four year period, Average use is about 4.5 Circs per book
• 39% of Firm orders, 36% of Approval Plan orders never used
Average Use
Firm ApprovalFY08/09 6 6
FY09/10 5 5
FY10/11 4 4
FY11/12 3 3
FY12/13 1 3
NO CIRC
Firm Approval
FY08/09 1449 26% 524 19%
FY09/10 1755 32% 707 24%
FY10/11 1323 36% 850 29%
FY11/12 1601 44% 1095 40%
FY12/13 2276 62% 1418 62%
Average 35% 28%
KSUL Findings …
FY08/09 FY09/10 FY10/11 FY11/12 FY12/130
1
2
3
4
5
6
7
Average Use, KSUL
Average Use FirmAverage Use Approval
Exception for FY12/13
Average Use - No statistical use difference between Firm and Approval Purchases
KSUL Findings …
• Average cost = $14.00 / per use – calculated at $59.00 per print book
Cost per Use Firm
Cost per Use Approval
FY08/09 $
9.23 $
9.61
FY09/10 $
12.36 $
11.74
FY10/11 $
14.69 $
13.39
FY11/12 $
20.26 $
18.89
FY12/13 $
41.57 $
18.89
Average $
14.14 $
13.41
FY11/12 FY10/11 FY09/10 FY08/09 $-
$5.00
$10.00
$15.00
$20.00
$25.00
KSUL Cost per Use
Cost per Use FirmCost per Use Approval
EXCLUDED FROM AVERAGE
KSUL Findings …
80/20 Rule does not apply over the four year period…
Excluded from
average
80/20 RULE - 80% of the
Collection total use for X % of the time
Firm Approval
FY08/09 32% 38%
FY09/10 30% 36%
FY10/11 28% 32%
FY11/12 25% 28%
FY12/13 17% 24%
Average 29% 34%
KSUL Findings …
0500
10001500200025003000
LC DISTRIBUTION
APPROVALAPPROVAL
02468
101214161820
APPROVALFIRM
KSUL Findings …
USE DISTRIBUTION BY LC CLASSIFICATION
Stark Findings …
In General …
• Consistency (Firm = Approval)
• Approval is more predictable
• 2010/2011 Fiscal Year (July-June) an Anomaly
• Books are being used! (Still a good investment)
Stark Findings …Books Purchased …
• Nearly equal numbers
Firm = 1,274
Approval = 1,299
Difference = 25 (1%)• Approval purchasing is consistent
from year to year
• Firm purchasing, not so much
• Explanation:
Faculty firm orders can change from year to year (new
faculty)
New programs (Music Tech)
Accreditation
08/09 09/10 10/11 11/120
100
200
300
400
500
600
Books Purchased
FirmLinear (Firm)ApprovalLinear (Approval)
Stark Findings …Average Usage …
• Tracks consistently
• (Except for 2010/11)
• Expect average use to go downeach year
• (Less time in collection to circulate)
• No statistical difference
• Average use is about 4.5 per book
• 28% of Firm orders, 23% of Approval Plan orders never used
• 80/20 rule is not in effect:
08/09 09/10 10/11 11/120
1
2
3
4
5
6
Ave. Usage
FirmLinear (Firm)ApprovalLinear (Approval)
Firm ApprovalMean 4.68 4.57
SD 5.97 8.68SEM 0.17 0.24
N 1274 1299
80% of Use is by
Firm 33%
Approval 35%
Stark Findings …Average Cost/Book …
• Fairly consistent across years
• Based on average costs
Firm = $52.04
Approval = $34.82
• Firm Orders cost 50% morethan Approval Plan orders
• Explanation:
Approval Plan profile is mostlyrestricted to General Academictitles (which tend to cost less)
(Believe it or not) Stark facultytend to be more price conscious than librarian selectors (anecdotally speaking)
08/09 09/10 10/11 11/12 $-
$10.00
$20.00
$30.00
$40.00
$50.00
$60.00
Ave. Cost/Book
FirmApproval
Stark Findings …Average Cost/Use …
• Average cost =
Firm = $12.40
Approval = $7.82
• Difference is a result of thedifference is the cost/book(approximately the same ratio;firm orders cost 150% of approvals,cost per use for firm orders is 158%of approvals)
• Goes up proportionally year-by-year as newer books had less time to circulate
• 2010/11 breaks the pattern (those books more heavily used)
• Average cost/use for print serials during same time period: $364.53
08/09 09/10 10/11 11/12 $-
$5.00
$10.00
$15.00
$20.00
$25.00
Ave. Cost/Use
FirmLinear (Firm)ApprovalLinear (Approval)
Stark Findings …Subject Breakdown of Books Ordered …
0
100
200
300
400
500
600
FirmApproval
Stark Findings …Subject Breakdown of Books Used …
A -- G
ENERAL WORKS
B -- P
HIL. P
SYCH. RELIG
ION
C -- A
UXILIA
RY SCIE
NCES O
F HIS
TORY
D -- W
ORLD H
ISTO
RY AND H
ISTORY O
F EUROPE
E -- H
ISTORY O
F THE A
MERIC
AS
F -- H
ISTORY O
F THE A
MERIC
AS
G -- G
EOGRAPHY. ANTHROPOLO
GY. RECREATIO
N
H -- S
OCIAL S
CIENCES
J -- P
OLIT
ICAL S
CIENCE
K -- L
AW
L -- E
DUCATION
M --
MUSIC
AND B
OOKS O
N MUSIC
N -- F
INE A
RTS
P -- L
ANGUAGE A
ND L
ITERATURE
Q -- S
CIENCE
R -- M
EDICIN
E
S -- A
GRICULTU
RE
T -- T
ECHNOLOGY
U -- M
ILIT
ARY SCIE
NCE
V -- N
AVAL SCIE
NCE
Z -- B
IBLIO
GRAPHY. LIB
RARY SCIE
NCE
0
500
1000
1500
2000
2500
3000
FirmApproval
Stark Findings …
Subject Breakdown Statistically Speaking…
Books ordered by subject:
No Statistical difference between Firm and Approval
Books used by subject:
No Statistical difference between Firm and Approval
Firm ApprovalMean 60.67 61.86
SD 69.54 114.42SEM 15.18 24.97
N 21 21
Firm ApprovalMean 283.86 282.67
SD 381.79 544.7SEM 83.31 118.86
N 21 21
Stark Conclusions …
Firm Orders:
Not very consistent in ordering from year-to-year (due to factors already discussed (new faculty encouraged to build collections in their discipline; new program development; accreditation)
Approval Plan
If this were a test of the effectiveness of the campus Approval Plan, it seems to be well profiled in that:
• It replicates firm orders in terms books ordered (no statistical differences)• Is cost effective (1/3 the cost of firm orders)• Subject coverage matches firm orders (again, no statistical difference)• With no statistical difference in usage, it seems to serve the needs of users
as well as firm orders (both average 4.5 uses per book)
Questions …
Presenters:
Kay Downey, Collection Management Librarian Kent State University, University Libraries
Rob Kairis, Library Director Kent State University at Stark
Kent State University