Implementing 9XX in Symphony

1
Implementing 9XX in Symphony

• Kelly Donovan
• Maureen McLaughlin
• Buffalo Erie County Public Library
• SNRG - June 2009

2
BECPL Background

• Federated NYS public library system
• 1 Central library administration offices
• 8 City branches
• 28 Suburban and rural libraries
• 3 Institutional outlets
• Chartered to serve 1 million Erie County
  residents and some non-residents
• 300,000 registered borrowers

3
ILS History

• Migrated from DRA November 2004
• Upgraded to Symphony September 2008
• Java Client migration 95 complete
• Web2 testing e-Library

4
Centralized Technical Services

• Acquisitions Cataloging Processing Serials

5
Collection Development

• Individual library orders funded by each
  librarys materials budget or private
• RUSHlist Centralized selection allocation of
  high-demand titles system-funded
• Checklist System-generated selection lists
  funded by each librarys materials budget
• Materials budget 3,759,182

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Pre-9XX Flowchart
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Pre-9XX Ordering Workflow

• Paper, paper everywhere
• Labor-intensive
• Time-consuming
• Cumbersome
• Difficult to locate orders
• Confusing
• Inefficient
• Slow

http//www.flickr.com/photos/loty/326761635/
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Materials Vendors

• Materials vendor RFB issued in late 2007
• EDI required, but not 9XX
• 9XX potential revealed through references
• Midwest Tape awarded AV materials bid
• Baker Taylor awarded print audiobook
  materials bid
• Piloted 9XX/EDI with Midwest Tape

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Presentation Overview

• What is 9XX?
• What is EDI?
• Midwest Tape implementation
• Baker Taylor comparison
• Challenges along the way
• New and improved workflow!

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9XXWhat is it?

• Selection begins on a vendors website
• Order information is embedded in 9XX tags
• File of bibliographic records containing 9XX
  order tags is loaded into Symphony
• Order records are created and linked to
  bibliographic records
• Requires purchase of MARC Order Loader module

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EDIWhat is it?

• EDI (Electronic Data Interchange) is the process
  of using computers to exchange information
• X12 is the EDI file format standard that enables
  the transfer of orders and invoices between
  Symphony and vendors
• Requires purchase of EDI module

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9XX EDI X12

• 9XX can be implemented without EDI
• EDI can be implemented without 9XX
• When both 9XX and EDI are used
• 9XX loads bibliographic records with order
  information into Symphony
• EDI transmits order information from Symphony to
  the vendor and provides vendor invoices

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Midwest Implementation

• Midwest needed BECPL information
• Library names
• Fund IDs
• Holding codes
• HOLDING CODES???

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Holding Codes
Short codes that represents copy-level
information, such as item type and
location Pre-9XX holding code structure
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Holding Codes

• 80/20 rule of thumb (Lisa Witteman)
• Create enough specific holding codes to cover
  80 of the material that comes in, and use more
  generic holding codes for the remaining 20.
• Expanded from 45 to 1200 non-serial holding
  codes!
• Holdings codes were one of our biggest challenges!

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Holding Codes
New holding code structure
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Midwest Tape Website
Account identifies the Fund IDs and Holding Codes
available for each User
Alden Library has 2 Fund IDs and 9 AV Holding
Codes
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Midwest Tape Cart Name
Cart Name Fund ID Holding Code
BECAlden AV Fund (BEC-ALD-AV)
CDAlden Adult Music CD Holding Code (ALD-CD)
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Additional Order Information
Stock number
Quantity
Price
Notes
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Midwest Brief MARC Records

• Brief MARC Configuration Options
• Use OCLC if available (001)
• Capitalize title and publisher
• Include media in GMD (245 h)
• Include all patron-helpful details
• Physical description
• Contents/Notes
• Subject/Genre headings
• Additional tags programmed

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9XX Tag Information

• Any 9XX tag (except 999) can be used
• Fund ID, Holding Code, Quantity must be in same
  tag, separate subfields
• 947 fFund IDhHolding codepPriceqQuantity
• 945 aNotes
• 946 aMidwest Stock

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Midwest Tape Download
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9XX in Symphony

• 3-step process
• MARC Order Importuploads file to server
• Load Bibs with Order Info reportloads bib
  records and extracts order records
• Load Flat Order Records reportloads order
  records and links to bib records

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Step 1 MARC Order Import
Uploads file of bibliographic records to server
Source Downloaded filename
Destination User-supplied server filename
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Step 1 MARC Order Import
945, 946, 947 tags
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Step 2 Load Bibs with Order Info
Load tab of Report
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Step 2 Load Bibs with Order Info
Load tab, continued
Select uploaded file
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Step 2 Load Bibs with Order Info
Load tab, continued
A bib record will load if a match isnt found.
9XX tags ONLY will be added to a matching bib
record.
Assign OCLC as title control number for
incoming record. If no OCLC , assign ISBN as the
title control number. If no ISBN, assign
auto-generated title control number.
Use ISBN (in 020) as a match point if incoming
records title control number doesnt match an
existing title control number. If no ISBN in 020,
try UPC in 024.
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Step 2 Load Bibs with Order Info
Load tab, continued
Default record format is applied only if format
of incoming record cannot be determined
Subject headings with various 2nd indicator
values can be removed from bibliographic record,
such as National Library of Medicine, National
Agricultural Library, National Library of Canada,
Répertoire de vedettes-matière
Tags listed in junktag file can be removed from
bib record
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Step 2 Load Bibs with Order Info
Load tab, continued
Call number will always be unique and
auto-generated XX(123456.7) Do not create copies
BECPL enabled On-Order Holds
Created local class scheme (MUSICCD) to display
auto-generated call number in opac as MUSIC CD
ON ORDER
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Step 2 Load Bibs with Order Info
Order Options tab of Report
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Step 2 Load Bibs with Order Info

• Order Options tab, continued

Auto-generated order ID
Vendor
Price stored in 947 p of uploaded bib record
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Step 2 Load Bibs with Order Info
Order Options tab, continued
Midwest Stock from bib record 946 tag mapped to
CATALOG field in Orderline
Midwest Internal Notes from bib record 945 tag
mapped to Comment field in Orderline
Do not check if using EDI
947_at_FUND_IDf/FUND_COPIESq/HOLDING_CODEh/DIST_CO
PIESq
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Step 2 Load Bibs with Order Info

• Report log snippets

Read 10 records Matched 4 bib records (unchanged,
except for addition/replacement of 9XX
tags) Loaded 6 unmatched bib records Order
information extracted, but orders not yet loaded
10 marc record(s) processed. 10 marc record(s)
output. 4 catalog record(s) matched. 6 ALDEN
ALD-CD item(s) created. 6 bib record(s)
loaded. UNICORN extract MARC orders finished on
Tuesday, March 3, 2009, 324 PM


Flat
order records have been written to
/software/sirsi/Unicorn/Marcordimp/Orde rs/2009030
30057012o



Flat order file name
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Step 2 Load Bibs with Order Info
Report log snippet
1 of 6 loaded bib records
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Step 2 Load Bibs with Order Info

• Report log snippet

Flat Order Record
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Step 3 Load Flat Orders
Order File Selection tab

• Order File Selection tab

Select flat order file to load
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Step 3 Load Flat Orders

• Report log snippet

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Loaded Order
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Loaded Orderlines
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Single Orderline
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Segments
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Bib Record in Workflows
Loaded bib record
Call number
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Public View of Record
Title is holdable without copies because of
holding code location
Local class scheme displays text in place of XX
call number in OPAC only
45
Baker Taylor Title Source 3
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Baker Taylor Grid-enabled Cart
Local note
Quantity
Format (Holding Code)
Fund Code
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Baker Taylor MARC Profile
MARC Tag Customization
Capitalize title
Add 099/500 tags to record
Map Note to 945 a
Map ISBN to 973 b
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Baker Taylor MARC Profile
Agency Code (Fund ID) mapped to 947 f
Collection Code (Holding code) mapped to 947 h
Grid Quantity mapped to 947 q
Price mapped to 947 p
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Baker Taylor MARC Record
Local tags
Baker Taylor MARC Download
Note (945)
Multiple orderlines (947)
ISBN (973)
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ISBN Workaround until 3.3
First ISBN listed in matching Workflows bib record
Desired ISBN mapped from Title Source 3 (973 tag)
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9XX Vendor Comparison

• Midwest Tape
• Cart name drives Holding codes Fund IDs
• More information programmed
• Fewer Holding codes (AV materials)
• OCLC present in many downloaded records
• Baker Taylor
• Selector chooses Holding codes and Fund IDs
• More customization options
• Many Holding codes (print materials)
• OCLC available if purchased

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Pre-9XX Flowchart
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Post-9XX Flowchart
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Benefits of 9XX

• Streamlines workflow
• Faster turnaround time
• Eliminates order backlog
• Efficient use of staff
• Greenvirtually paperless
• Funds are encumbered immediately (EDI)
• Vendor tools check for duplicates

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9XX Considerations

• Time involved in planning/preparation
• Workflow changes
• Ripple effect of workflow changes
• On-Order Holds feature
• Shifting decision-making to selectors
• Cross-training of Acquisitions staff
• Purchase OCLC records from vendors

http//www.flickr.com/photos/powderruns/1368776706
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Questions?

• Kelly Donovan
• donovank_at_buffalolib.org
• Maureen McLaughlin
• mclaughlinm_at_buffalolib.org