2CUL work on POOF! (Pre-Order Online Form)

Matthew PavlickHead, Monographic Acquisitions, Columbia University Library

Boaz Nadav-ManesDirector, Acquisitions and Automated Technical Services, Cornell University Library

Charleston Conference in South Carolina. November 2011

From OOF to POOF!• In 2007 Columbia

launched the Online Order Form (OOF)

• In 5 years we’ve received and processed over 7,400 submitted requests for all formats and levels of priority

• Created a prelim record and p.o. with location and fund code• Full record from

OCLC was overlaid• Review form for de-

duping

CUL X 2=2CUL

The Andrew W. Mellon Foundation has awarded a grant to the two libraries to support the development of this innovative partnership. The specific goals during the two-year proposal period include:

•Improve the quality of collections and services and expertise available to key constituencies through joint innovative activities and the redirection of resources.•Lay the foundation for a permanent selective integration between the Columbia University Libraries and the Cornell University Library.•Achieve significant integration of operations, services, collections, and resources within three years, and establish a fiscal and governance framework for managing integration, initially between Columbia and Cornell. •Achieve significant cost savings through shared services, joint collections, and the elimination of redundancy, to respond to budget reductions and the need to invest in emerging priorities.•Collaborate in the pursuit of generating new resources.•Co-invest in critical under-supported areas and innovative new services for the universities.•Build understanding and support for the 2CUL collaboration among stakeholders at both universities, including library staff, university administration, faculty and students, and other university divisions. •Share experiences and findings from this initiative with the broader higher education and library communities. Provide a blueprint or example for other such collaborations.

TECHNICAL SERVICES•POOF!•COORDINATED APPROVAL PLANS FOR GLOBAL STUDIES

• SLAVIC• CHINESE • SHARED

CATALOGING• KOREAN and others• RDA TRAINING• ELECTRONIC

RESOURCES• EBOOKS• SUMMON

How are we handling firm orders? SLOWLY…

Some numbers:

• Total print monographic Firm orders placed at Cornell:2008/09 2009/10 2010/1131,751 29,274 27,657

• Total print monographic Firm orders placed at Columbia:2008/09 2009/10 2010/11

22,432 21,325 21,125

Product description• POOF! is an online tool built with Drupal, • Uses queries that acquire bibliographic metadata from WorldCat • Presents the data in a user friendly fashion. • Subject specialists in both Columbia and Cornell can review the

bibliographical information and discover if an item is already held by the other 2CUL partner,

• The specialist will be also able to reject or defer an item for additional review.

• A preset matrix determines where the purchase will be made from (based on variables within the metadata associated with the material to be purchased.)

• Various scripts would enact the decisions in the appropriate system that will create the acquisitions record and purchase order in Voyager.

• The tool provides avenues for subject specialists to interact across institutions with each other (and with contributing vendors) regarding the value of the items reviewed, ranking them in terms of their usefulness, and adding comments.

POOF! broad outline

Records loaded into WCS stream

Records are matched in a matrix with vendors

Is there a matching vendor?

Pending PO’s are created

Is it a non-book format?

MS Access reports identify notes which are added to line items

Is there an existing record

in Voyager?

Scores, Documents, Visual material are kicked out and

assigned vendor by specialists

Order specialists assign vendor and add fund, price

and location taken from WCS records

Is it an exact

duplicate?

POOF Titled are selected

Records are rejected and

emails are sent to selectors

PO’s approved and sent to vendors via EDIs or mailed

to vendors

YES

YES

YESYES

NO

NO

NONO

POOF more detailed Workflow:

Who are the users of POOF!?

• Subject specialists • Library patrons (faculty, students, staff) • Acquisitions processing staff • Materials vendors

A “sprint plan” for developmentNum Weeks Sprint description

0 2 Planning

1 4

Create model in Drupal, basic data entry, basic forms (no AJAX). Client/tester: Adam Chandler

2 4

Queue management, facilities for switchboard. Client/tester: Adam Chandler, Boaz

3a 4

OCLC search, -Search-Search-Search-Search-Search-Search-Search-Zotero harvest and improve interface interactivity-------- Client/tester: Adam Chandler, Boaz, other?

3b parallel

Vendor matrix extensions to support Columbia by Pete Hoyt with help from Boaz . Client/tester: Boaz, Columbia representative

4a 4

Authentication add-on either via CUWebAuth or Shibboleth, account management. Client/tester: Adam Chandler, Columbia representative

4b parallel Usability Tests with Boaz and a group of selectors

5 4

Fix key issues from usability testing, deploy. Client tester: Adam Chandler, Boaz, selectors?

na na Future Enhancements

Some of the challenges…• ISBN Information• Gamification, aka: game layer• Institutional differences…• Vendor Matrix and Fund Code Information• Roles• MARC Templates• Zotero Information• Authentication Options• Book Covers• Use of OCLC’s API

So how does it work?

Matrix: At 8:30am a script designed by local programmer picks up a new POOF! file and runs it against our WCS “brain”. It is aimed to recognize specific elements in the marc records mostly taken from 260, the 008 and the Leader fields encoded in the file we downloaded

Approval publishers

Monographs Year of publication

Chosen vendor

It also recognizes different formats and channels the records to specific paths

Printed music

Projected medium

CORNELL POOF! STATS: FROM IMPLEMENATION TO TODAY, MAY 2011

through NOV 2011• 1730 Bibliographic Records with POOF 035s. • 1261 of these Bibs have been attached to 1283 line items that have been invoiced and paid for in

2011 (there are more line items than bibs because of multiple orders or copies on the same bib).• 451 Line items are still On Order, pending receipt and invoicing.• $85,916.21 has been spent for the 1261 Invoiced/Received line items in 2011, by• 43 DIFFERENT Selectors, using • 213 different FUNDS

Additional Information:• 1221 of the 1730 POOF Bibs were created automatically by the system, while 509 were processed

as “kick-outs” by staff members. (~29.4%) *• 54 Invoiced POOF titles are E-books. *• 7 Required the vendor to be changed by a staff person (non-Ebooks).*• 13 Were not ordered at all, for legitimate reasons (previously Cat. as Serials, already due to arrive

as Approval, etc.)*

*Relates to items requiring manual intervention by staff.

Exceptions of any kind (no country information, no vendor etc.) are moved to a specific folder and are called “kick-outs”. These records are funneled to specific folders according to vendors or formats

The “Kick-out” records are kept in their Marc format and need to be imported manually into our system and verified against our existing records. Each of them still retains the WCS selection information provided like funds, notes etc.

Price

Vendor

Location

POOF! AT COLUMBIA

• Selectors assign vendors• Retained Review Queue

and Review Page• Manual de-duping

process• Selections are approved

and load overnight with record and p.o.

• Selections with enough metadata to determine country of publication are assigned a vendor by matrix

Vendor code mapped into PO

Country code triggers Matrix

rule

Selector/vendor choose country code

In List of Vendors

?

Vendor code?

OCLC records? PO created

Valid Country code?

Choose POOF Sent to poof folder

Sent to POOF folder

Valid Country code?

Sent to POOF folder

Country code triggers Matrix rule PO created

POOF MATRIXColumbia case 11/21

PO created

YES

NO

NO

YES

YES NO YES

NO

NOYES

eBook format

selected in POOF?

Send email to cule-book@libraries.cul.columbia.ed

uYES

NO

eBook format?

YESNO

Send email to cule-book@libraries.cul.columbia.edu

Future Enhancements Enhancement items already on our list:

•Capability to allow vendors to input title offers to specific selectors. •Determining which Borrow Direct libraries own a title. •Redirecting ILL unfulfilled order requests to selector’s Inbox for consideration and decision making. •Missing or lost items will be forwarded automatically to the selectors’ new items queue. •Notifications of availability of alternate formats (electronic/print) of patron-driven order requests. •Refresh of deferred or pending requests against the WorldCat and Voyager data. •Control to configure preferences for showing/hiding fields will be managed at the individual institution. •Shibboleth authentication. •And more…

POOF! 2CUL teamsColumbia Matthew Pavlick (lead)Mark WilsonEvelyn Ocken

CornellBoaz Nadav-Manes (lead)Adam ChandlerAdam SmithChris ManlySteve RokitkaEnrico SilterraPete Hoyt

For more details contact: Matthew Pavlick mkp2106@columbia.eduBoaz Nadav-Manes btn3@cornell.edu