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Acquisitions: Academic Libraries

Acquisitions: Academic Libraries. Lianne Johns 3 rd September 2004. Outline. Acquisition Goals at UWE UWE Acquisitions Configuration Functionality Used Future Enchancements. Acquisition Goals: LMS Specification 1997.

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Acquisitions: Academic Libraries

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  1. Acquisitions:Academic Libraries Lianne Johns 3rd September 2004

  2. Outline • Acquisition Goals at UWE • UWE Acquisitions Configuration • Functionality Used • Future Enchancements

  3. Acquisition Goals: LMS Specification 1997 • 20.1 The system must be a fully integrated multi-site service, in which acquisition processes can be carried out on a wholly or partly site specific basis. • 20.2 The system must handle all the routines of ordering, chasing, and receipting monographs, non-book materials, and standing orders by purchase or donation. • 20.9 The system should allow notification e.g. to requesters of item arrival by e-mail. • 20.11 There must be a data repeat facility for a suppliers file. • 20.17 The system must claim for items on order via EDI. • 20.20 The system must be able to pass authorised invoices electronically to the universities finance systems. • 20.21 Suppliers must indicate how they support on-line ordering using established EDI standards.

  4. Acquisitions Goals: UWE Collection Management Policy • 70% of book stock & journal stock to be obtained from one or more suppliers in the Southern Universities Purchasing Consortium (SUPC). • EDI preferred method of ordering, claiming and invoicing • Introduce a uniform approach to Acquisitions across campus.

  5. Fund Configuration Example Fund ID: FR CEMS B ENG = Frenchay Computing Engineering Maths Book Engineering

  6. UWE Acquisitions: stats & facts Number of Fund Codes 2005 Example Fund Code: FR CEMS J MAT FR - Frenchay CEMS - Computing Engineering Mathematics J - Journals MAT - Mathematics

  7. UWE Acquisitions: stats & facts continued … Number of active vendors 2005 Vendor ID: FR DAWURG BK FR - Frenchay DAW - Dawson URG - Urgent BK - Book

  8. UWE Acquisitions: stats & facts continued ... Items Ordered In 2004 Example Order ID FR-1123 FR- Frenchay Auto number 1123

  9. UWE Acquisitions: typical toolbar Fund Information & Maintenance Wizards Vendors Information & Display Wizards Order Information & Maintenance Wizards Invoice Information & Maintenance Wizards

  10. Functionality: Acquisitions Reports • Electronic Data Interchange (EDI) • Custom reports - EDIFACT Purchase Order (EDIFACTPO) selects orders that are ready but not yet mailed. • EDI reports - EDI File Transmission (EDISend) looks for vendors with X12 capability and transmits an ASCII file of orders. [by campus] • Acquisitions reports – EDI not made ready. This picks up items that have not been transmitted by EDI.

  11. Functionality: Acquisitions reports Claiming: Claim notice (acqclaim) Retrieves open orders with a status of late or short. These are run on a quarterly basis. Throughput stats: Orderline List (orderlinellist) looks for items ordered by a maintenance library in a fiscal year that have been received and loaded >0 Rollover: Rollover Fund Cycles (rolloverfund) Rollover Vendor Cycles (rollovervend), Rollover Basic Order (rollsingleord), Rollover Dated Orders (rolldateord) Purge Orders (purgeorderlins) Month end reports: List Funded Orderlines (fundorderlst), Funded User Requests (fundreqlst). By each fund code, order type, and user requested.

  12. UWE Future Goals • Begin using the new Acquisitions wizards before 2004 upgrade. • Orderline Search Source using Z39.50 – UWE firewall. • OPAC Note fields • Smartport – BDZ – UWE firewall. • Use EDI to receive update order information from suppliers. • Management of multi-part volumes: recurring order wizard.

  13. Unicorn System Enhancements • Introduce an administrator level that can add funds for all libraries from one login. • Introduce multi-currency vendors. • Stock moves: records with orders attached. • Receive order & Create invoice.

  14. Questions lianne.johns@uwe.ac.uk 0117 3283691

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