Re-Engineering%20Processes

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Re-Engineering Processes

• Vendor-Assisted Collection Development At The
  University Of Calgary Library

Presented to the Ontario Library Association,
February 3, 2005 Ada-Marie Atkins Nechka,
Associate Director, Collections Technical
Services
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University of Calgary Library2003-2004

• Environment
• 28,869 Students
• 15 Faculties
• 42 Librarians
• 165 Support Staff

• Collection
• 2,432,946 Volumes
• 20,237 Serials
• 30,574 Monographs
• 52,222 Catalogued

Collection Expenditure 9,435,804
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Mandated Change

• 1993 25 staffing cutLibrary Plan mandated the
  formation of Collections and Technical Services
• 1994/95 consultant recommended approval plans
  and the outsourcing of the cataloguing of trade
  publications
• Mandated to increase approval plans did not
  happen due to frozen Collections Budget

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Implementing Change

• 2003 - challenged staff to increase approval
  plans by 10 -- 30 50 in subsequent years
• Team tasked with reviewing vendor services

Team Members Monographs Librarian
Chair Manager, Acquisitions Manager, Monographs
Cataloguing System Administrator SIRSI
Unicorn Liaison Librarian Representative
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Team Recommendations

• Trial of shelf-ready from Yankee Book Peddler
• Applied to publisher approval plan
• Use of ILS functionality for processing

• Requires support from Administration, Information
  Technology Services, Public Services

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Choosing Shelf Ready

• Pluses
• Faster turn-around time
• Relief for remaining staff
• Core or full cataloguing records received
• Shelf ready goes straight to the stacks less
  handling

• Limitations
• Loss of local adaptations
• Different titles may have identical call numbers
• Specific floor locations removed
• Canadian material goes to be catalogued

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Reasons for Using Vendor Services

• Literature suggests following drivers
• Increased Service to Users
• Loss of staff
• Increases in Budget
• Emphasis on Building Monographic Collections
• Expanded and Enhanced Vendor Services

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Calgary Experience

• Staff Loss
• Budget Increases
• Collections Analysis
• Priorities
• Vendor Support
• ITS Support
• Other Initiatives

• Acquisitions - lost 5
• Cataloguing- lost 3
• Budget increased 20
• Analysis indicated need to increase books
• Positive trial
• Cataloguing staff involved with new metadata
  initiatives

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Vendor Services
Many of the major book vendors have developed
their services and systems to provide enhanced
and expanded services to assist all areas of
technical services.

• Collections Services
• Automated development/selection
• Duplicate checking
• Comparative other libraries/consortia
• Comprehensive info statistics, retrospective
  lists

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Vendor Services

• Acquisitions
• - Less checking
• - On-line searching
• Importing records
• Overlaying records
• Direct ordering
• Electronic invoicing

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Vendor Services

• Bibliographic Services
• Cataloguing FTP/MARC Records, various levels
  to select
• Shelf Ready Processing stamps, labels, bar
  codes, tattle-tape, etc.

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Processes and Standards

• Review team tasked with identifying and
  documenting technical processes of Information
  Resources
• Recommendations
• Core technical processes ? centralized
• Other technical processes ? coordinated
• Technology/Vendor solutions ? investigated
• Organizational Structure ?? redesigned

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Results

• Established Technical Processes Coordinating
  Group
• Reviews policy, makes recommendations
• Sets priorities
• Facilitates communication
• Identifies expertise
• Manages change
• Reports to Assistant Director

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Next Steps

• Sponsors Working Groups/Teams
• Medical processing to CTS Complete
• Budget Officer to CTS Complete
• Electronic Resources Management System Selection
  In process
• Out-sourcing to OCLC In process
• SIRSI/SIRSI Compatible Software Selection In
  process
• Binding Software Selection To be established

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Requirements for Success

• Staff dedicated to project
• Establish clear area/departmental goals
• Area goals become personal goals
• Representation from other areas
• Appropriate equipment
• Plan ahead for software expenditures
• Administrative support
• Keep senior management informed
• Ensure that you have support of technology group
• Vendor support
• Establish excellent communications with vendors

COMMUNICATE!
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Selected Readings

• Prepared for the Ontario Library Association
  Super Conference 2005 by Ada-Marie Atkins Nechka
  and Kit Wilson
•  
• Session 405 MANAGING THE ACQUISITION OF PRINT
  RESOURCES IN AN ELECTRONIC ENVIRONMENT
  REDESIGNING COLLECTION MANAGEMENT/ACQUISITION
  WORK TO DELIVER PRIORITY SERVICES
•  
• Branton, Ann and Tracy Englert. Mandate for
  change merging acquisitions and cataloguing
  functions into a single workflow. Library
  Collections, Acquisitions, and Technical
  Services, 26 (4), 2002, pp. 345-354. 
• Calhoun, Karen. Technology, productivity and
  change in library technical services. Library
  Collections, Acquisitions, and Technical
  Services, 27 (3), 2003, pp. 281-289. 
• Crump, Michele. Shelf Ready Summary Report,
  April-December, 1996. University of Florida,
  March 10, 1997. Accessed March 17, 2004 at
  http//web.uflib.ufl.edu/rs/rsd/shelfrpt.html 
• Coats, Jacqueline and Joseph Kiegel. Automating
  the nexus of book selection, acquisitions and
  rapid copy cataloguing. Library Collections,
  Acquisitions, and Technical Services, 27 (3),
  2003, pp. 33-44. 
• Cornell Technical Services Web Site Planning Task
  Force. Executive Summary. Final Report,
  December 9, 2002. Accessed January 2, 2005 at
  http//www.library.cornell.edu/staffweb/TSEG/TSweb
  siteplan.html 

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Selected Readings
Flowers, Janet L. and Scott Perry.
Vendor-assisted e-selection and online ordering
optimal conditions. Library Collections,
Acquisitions, and Technical Services, 26 (4),
2002, pp. 395-407. Grahame, Vicki and Tim McAdam.
Managing electronic resources, SPEC Kit 282.
Washington, D.C. Association of Research
Libraries, Office of Leadership and Management
Services, 2004. Hounshell, JoAnn. Electronic
Ordering of Monographs Part 1 Blackwells
Collection Manager. Technical Services Law
Librarian, 24 (3), 1999. Accessed January 3, 2005
at http//www.aallnet.org/sis/tssis/tsll/24-03/ac
q.htm LaCava, Lydia, Jan Rothhaar, and Thom
Saudargas. Outsourcing Technical Services
Broward Community College and Davie Campus
Library. College Center for Library Automation,
November, 1999, pp. 1-15. Accessed January 2,
2005 athttp//www.ccla.lib.fl.us/docs/reports/out
sourcing.pdf Lee, Lauren K. Five Levels of
Vendor Assisted Collection Development. The
Acquisitions Librarian, 20, 1998,
p.41.  Schwartz, Marla. Electronic Ordering of
Monographs Part II Yankee Book Peddlers GOBI.
Technical Services Law Librarian, 24, (4), 1999.
Accessed January 3, 2005 at http//www.aallnet.or
g/sis/tssis/tsll/24-04/acq.htm   Zhang, Sha Li.
Allocating the technology dividend in technical
services through using vendor services. Library
Collections, Acquisitions, and Technical
Services, 26 (4), 2002, pp. 379-393.    
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Credits

• University of Calgary Carol Baker, David Brown,
  Helen Clarke, Heather DAmour, Christine Hayward,
  Mary McConnell, Frits Pannekoek, Christine
  Slater,
• Wanda Rottenfusser, Peggy White.
• Others Pam Jacobs, Yankee Book Peddler Kit
  Wilson, University of Alberta.