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Lessons Learned in Library Budget Management and Acquisitions Process

The project budget totaled $30,450, with a $22,850 request from GIF and contributions from various sources. Initial budgeting issues revealed challenges in tracking expenses and communication, leading to an overspend of approximately $1,400. Key takeaways include starting the acquisition process early, ensuring effective communication across departments, and defining success criteria beforehand. Planning workflows flexibly is essential due to differing schedules between the bookstore and library. Overall, the project emphasizes the importance of adapting strategies for sustainable use and efficient processing in academic libraries.

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Lessons Learned in Library Budget Management and Acquisitions Process

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  1. Budget • Total Project Cost: $30,450 • Library In-kind Contribution 2,600 • Pledge from Cascade President/DOI 5,000 • Total request from GIF $22,850.

  2. Initial Budget Request

  3. 2-Hour Reserves Use, Sept

  4. 2-Hour Reserves Use, October

  5. 2-Hour Reserves, November

  6. 2-Hour Reserves, Dec

  7. 2-Hour Reserves, Fall Quarter

  8. Circulation per Title- Grant texts only

  9. “Sustainable” use, adjusted for errors

  10. All Reserve Use at all Campuses rose

  11. E-Books that were Required Texts

  12. Lessons learned in Purchasing • 85% of titles were known by the bookstore by the federal deadline of June. • Money was difficult to track and transfer from ASPCC to Library to Bookstore. • Poor communication led to overspending by about $1400 • Underestimated time to process- let acquisitions do it next time.

  13. Physical Processing • Hard to plan workflows- be flexible • Start as early as possible • Bookstore schedule and workflow doesn’t always jibe with library schedule and workflow • Library errors complicated bookstore staff’s life • Bookstore errors complicated library staff’s life • Finding temporary labor with reserves processing skills could be a problem

  14. Things Learned the Hard Way • Start as early as possible • Keep everyone informed (silos came into play) • Have acquisitions done by acquisitions • Define exclusions beforehand • DEFINE SUCCESS BEFOREHAND

  15. Success or Failure?

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