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!