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Steps to Shelf Ready

Steps to Shelf Ready. Stella To, Acquisitions Office Jenny McNally, Digital Librarian . Acquisitions at Salford . Aim to automate acquisitions and metadata import where possible. Acquisitions Team Structure 0.5 FTE Cataloguer Main suppliers Coutts and Dawsons. July 2013 - Alma Go Live.

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Steps to Shelf Ready

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  1. Steps to Shelf Ready Stella To, Acquisitions Office Jenny McNally, Digital Librarian

  2. Acquisitions at Salford • Aim to automate acquisitions and metadata import where possible. • Acquisitions Team Structure • 0.5 FTE Cataloguer • Main suppliers Coutts and Dawsons

  3. July 2013 - Alma Go Live Oct 2013 – MARC Import (not inventory) Jan 2014 – Coutts Shelf Ready Timeline Sept 2013 – EDI orders Dec 2013 – EDI Invoices

  4. ALMA Order manually 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 MARC record created including inventory information Supplier receives EDI Order EDI invoice created SUPPLIER

  5. Ordering • EDI codes and what they’re used for • No flag • E** • *classmark* • E*classmark* • x**  • s**

  6. Training for acquisitions staff on choosing MARC record • Use identifier field to specify ebooketc • Outstanding problems: • Including item policy in POL summary screen • Adding copies doesn’t update quantity • Sending more than one ebook on a record

  7. MARC and inventory import Two update profiles for different scenarios:

  8. Import profile – File info and FTP

  9. Import profile – Normalisation

  10. Import profile – Match Profile

  11. Import profile – Inventory

  12. Import profile – PO Line

  13. Problems …. • 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)

  14. Receipting • Quality checking - still checking item policy matching • Item policy not on receiving screen – more clicks!

  15. Invoicing • 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

  16. Future plans • Proposed orders • Automatic receipting? • EDI reports / acknowledgements • Linking invoicing to Finance System (Agresso)

  17. Top tips! • Liaison with suppliers and supplier engagement with Ex Libris • Testing, testing and more testing • Use other institutions experiences

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