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The Odyssey of ILLiad. Billing Operations OHSU Library Cindy Cunningham Western ILLiad Users Group Meeting May 20, 2004. Request Types. ILL subsystems OCLC DOCLINE ®, Loansome Doc® Ovid document delivery module (email output) Paper forms (patron-initiated, fax) - $3 surcharge

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the odyssey of illiad

The Odyssey of ILLiad

Billing Operations

OHSU Library

Cindy Cunningham

Western ILLiad Users Group Meeting

May 20, 2004

request types
Request Types
  • ILL subsystems
    • OCLC
    • DOCLINE®, Loansome Doc®
  • Ovid document delivery module (email output)
  • Paper forms (patron-initiated, fax) - $3 surcharge
  • Web forms (email output)
  • E-mail requests
  • ALA forms

Western ILLiad Users Group

payment options
Payment Options
  • Cash, Visa/MC
  • Charge to (no direct Library billing):
    • Internal accounts (Internal billing system Oracle)
      • University/hospital operating funds
      • Grants
    • Deposit accounts
    • External accounts (Accounts Receivable Banner)

Western ILLiad Users Group

1 b i before illiad
1 B. I.(Before ILLiad)
  • Internal accounts
    • Customer and billing data manually logged; manually entered into IBS
    • Automated upload from IBS into Oracle
  • Deposit Accounts
    • Customer and billing data manually logged; entered into IBS
    • JE transfer

Western ILLiad Users Group

deposit accounts
Borrowing, Photocopy Service

Data manually entered into IBS

Generate invoices within IBS

JE monies from suspense account to operating account

Lending

Count paper requests

Manually enter data into spreadsheets

Generate invoices using Word

JE monies from suspense account to operating account

Deposit Accounts

Western ILLiad Users Group

1 b i cont
1 B.I. (cont.)
  • External Accounts
    • Paper requests hand counted
    • Billing data entered into Excel spreadsheet
    • Monthly report, copies of requests forwarded to Accounts Receivable
    • Customer and financial information manually entered into Banner
    • Banner statements and request copies sent to requesting library

Western ILLiad Users Group

1 a i after illiad
1 A.I.(After ILLiad)
  • Internal Accounts
    • Customized, automated upload from ILLiad into IBS (specific file structure)
    • Automated upload into Oracle
  • Deposit Accounts
    • Customized report generated from ILLiad as backup for JE transferring funds from suspense account

Western ILLiad Users Group

1 a i cont
1 A.I. (cont.)
  • External accounts
    • Customized invoices generated from ILLiad
      • Includes customer information, IL number, TN, citation information, cost
      • Replaces copies of requests for backup
    • Monthly report forwarded to Accounts Receivable
    • Customer and financial information manually entered into Banner
    • Banner statements and summary reports mailed to requesting library

Western ILLiad Users Group

access database
Access Database
  • Access installed on illiad1 (PC Anywhere)
  • Access used to link tables via ODBC connection for custom reports
  • Billing Functions
    • Correct billing errors (ILL borrowing & lending, document delivery)
    • Extract billing data from ILLiad, format for importing into IBS (date based)
    • Backup documentation - JE transfer/deposit accounts

Western ILLiad Users Group

access database cont
Access Database (cont.)

Western ILLiad Users Group

access database cont11
Access Database (cont.)
  • Other reports
    • Customer receipts
    • Check credit card expiration dates
    • Account number, alias checking
    • Find duplicate user accounts
    • List invalid aliases
    • Import aliases from IBS

Western ILLiad Users Group

access database cont12
Access Database (cont.)

Western ILLiad Users Group

access database cont13
Access Database (cont.)

Western ILLiad Users Group

access database cont14
Access Database (cont.)

Western ILLiad Users Group

illiad advantages
ILLiad Advantages
  • Better customer service
  • Eliminates (most) paper forms
  • All billing (statistics, copyright) data can be extracted from ILLiad
  • Eliminates need to maintain complex, memory-intensive A/R spreadsheets
  • Summary reports replace copies of individual requests for A/R
  • Time to reconcile accounts against Oracle, Banner

Western ILLiad Users Group

next steps
Next Steps
  • Automate Banner feed
  • Possible elimination of deposit accounts; all feeds into financials automated
  • Evaluate Billing Manager

Western ILLiad Users Group

contact information
Contact Information

Patrick Kearns, [email protected]

OHSU ILL Express: http://www.ohsu.edu/library/illiad/

Western ILLiad Users Group

it s the journey
It’s the journey…

Western ILLiad Users Group

ad