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Monographic Acquisitions Workflow Integration: YBP and Alma

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Presentation on theme: "Monographic Acquisitions Workflow Integration: YBP and Alma"— Presentation transcript:

1 Monographic Acquisitions Workflow Integration: YBP and Alma
Diane Baden Head of Monographic Services O’Neill Library, Boston College IGeLU September 9, 2013

2 Outline About BC Alma Development Workflows Import Profiles
Challenges and Wishes IGeLU 2013

3 BC Facts and Figures Research university 13,500 FTE (9,000 undergrad)
O’Neill Library 2.2 million volumes (ARL definition): FY12 $8.5 million materials budget ($1.5 million monographs): FY13 436,000 e-books (incl. large packages like EEBO and ECCO) IGeLU 2013

4 Alma Development Partner
Go live (first in world) – July 2, 2012 Worked early on integration with YBP to support workflows BC was testing the import profiling on existing workflows, so made few changes YBP very responsive to changes in technical specs to support Alma We load EODs from other vendors: Harrassowitz, Aux Amateurs, etc. IGeLU 2013

5 Workflow Basics We place orders directly in GOBI and receive EOCRs (Electronic Order Confirmation Record - brief bibs with embedded order data) Similar process with Harrassowitz and Aux Amateurs: orders placed in their systems, files of records sent We use the Vendor Reference Number to match orders and invoices Most YBP materials come shelf-ready, fully processed Shelf-ready shipments are sorted by presence or absence of spine labels to determine workflow IGeLU 2013

6 Import Profiles and Normalization
Many import profiles Multiple libraries, vendors, material types Easy to configure and manage Many files picked up and loaded via automated FTP Some picked up and loaded manually Normalization routines modify MARC records as desired IGeLU 2013

7 Import Profiles IGeLU 2013

8 YBP Tech Specs Print Books E-Books Notify maps to Interested User
Field Subfield Data Description 020 $a ISBN 035 $b YBP order key 049 Location 100 Author 245 Title 250 Edition 260 Place Publisher $c Year 490 Series 980 Date ordered (yymmdd ) List price (no explicit decimal) $f $g Quantity 981 Fund code $d Local data 1 [Notify] $e Initials $h Local data 2 [Library Note] 993 Volume Field Subfield Data Description 020 $a ISBN 035 $b YBP order key 049 Location 100 Author 245 Title 250 Edition 260 Place Publisher $c Year 490 Series 980 Date ordered (yymmdd ) List price (no explicit decimal) $f $g Quantity 981 Fund code $d Local data 1 [Notify] $e Initials $h Vendor option code 993 Volume Notify maps to Interested User Vendor option code maps to Note, shows e-book vendor and purchasing model IGeLU 2013

9 Workflow: Print Title Selection
GOBI selection Selectors add titles to selection cart Acquisitions staff place order in GOBI EOCRs loaded daily: creates order record Books shipped OCLC PromptCat record overlays bib Item updated with barcode, call number added to holdings Student workers receive titles in Alma EDI invoicing IGeLU 2013

10 MARC EOCR =LDR nam z 4500 = n\\\\\\\\xx\|\\\\\\\\\u|||\||und\u =020 \\$a =035 \\$b =049 \\$aBXMM =100 \\$aMATEI-CHESNOIU, MONICA, 1954- =245 \\$aRE-IMAGINING WESTERN EUROPEAN GEOGRAPHY IN ENGLISH RENAISSANCE DRAMA. =260 \\$aBASINGSTOKE$bPALGRAVE MACMILLAN$c2012 =490 \\$aEARLY MODERN LITERATURE IN HISTORY. =980 \\$a120912$b8000$f $g1 =981 \\$bENM$eMM IGeLU 2013

11 Shows description of profile and
EOCR Import Profile Shows description of profile and FTP instructions IGeLU 2013

12 Normalization rules in MD Editor
This one is a legacy from our migration, not necessary if set up YBP tech specs properly IGeLU 2013

13 If finds match, adds the order to existing bib record
Do publish in Primo; don’t send to OCLC IGeLU 2013

14 Create location and item
IGeLU 2013

15 Create PO line IGeLU 2013

16 Map locations (049 codes) IGeLU 2013

17 PromptCat Firm Overlay
We remove 092 and 096 in our Connexion exports IGeLU 2013

18 Looking for a match with the EOCR
IGeLU 2013

19 Add barcode to item, update holdings with call no. from bib record
IGeLU 2013

20 Workflow: E-Book Title Selection
GOBI selection Selectors choose e-book and provider, add to selection cart Acquisitions staff place order in GOBI EOCRs loaded daily, creates order record Titles activated by provider YBP catalog record overlays and adds URL Alma activates and exposes via Primo EDI invoicing IGeLU 2013

21 E-Book EOCR Don’t have URL yet IGeLU 2013

22 IGeLU 2013

23 Normalization routine for e-book EOCRS
rule "Copy 035 subfield b to 035 subfield a if it doesnt exist, prefix with (YBP)" when (TRUE) then prefix "035.b" with "(YBP)" if ( not exists "035.b.*YBP*" ) changeSubField "035.b" to "a" if ( not exists "035.a" ) end rule "Add subfield h to field 245 with text [electronic resource]" addSubField "245.h.[electronic resource]" end rule "add data field 655" addField "655.{-,0}.a.Electronic books. " Normalization routine for e-book EOCRS IGeLU 2013

24 YBP E-Book Catalog Record
YBP catalog record contains URL; add note for ebrary SUPO default; field 940 local collection. PO line updating the same as for print books. IGeLU 2013

25 Workflow: Approval Shipments
GOBI auto-ship OCLC PromptCat records loaded Creates order records, holdings, items Similar process for other approval vendors supplying brief bibs and order records: Harrassowitz, Aux Amateurs, etc. Books arrive Student workers receive titles in Alma EDI invoicing IGeLU 2013

26 Barcode mapped into item record
PromptCat Approvals Add PO line if record already exists Barcode mapped into item record IGeLU 2013

27 IGeLU 2013

28 Workflow: ebrary DDA DDA profiling from YBP slip plans
Discovery records loaded from YBP Alma creates inventory Alma activates and exposes Titles triggered YBP catalog record overlays with order creation EDI invoicing IGeLU 2013

29 Take free YBP discovery records, not customized
rule "Copy 035 subfield b to 035 subfield a if it doesnt exist, prefix with (YBP)" when (TRUE) then prefix "035.b" with "(YBP)" if ( not exists "035.b.*YBP*" ) changeSubField "035.b" to "a" if ( not exists "035.a" ) end rule "remove - 533" RemoveField "533" rule "add subfield y to field 856" addSubField "856.y.(Limited to one user at a time)" rule "Add field 940 with 1st indicator =1, second indicator empty, sub field a with text YBPDDA" addField "940.{1,-}.a.YBPDDA" Take free YBP discovery records, not customized Triggered titles send new YBP Cataloging Record and order information as in firm ordered e-books IGeLU 2013

30 Workflow: ebrary BLC DDA
Consortial DDA profiling based on participating publishers Discovery records loaded from YBP Alma creates inventory Alma activates and exposes Titles triggered by any member YBP catalog record overlays with order creation (technical) Manually associate order with deposit PO line IGeLU 2013

31 Technical means no money involved
Technical means no money involved. We manually add the associated PO line for the original deposit payment. IGeLU 2013

32 Challenges Normalization rule needed to copy a field for order updating (PromptCat issue) Consortial DDA manual PO line addition Purchase titles in DDA pool: have to manually delete discovery records E-books not linked to CKB IGeLU 2013

33 Wishes Reduce record loading – GOBI talk directly to Alma
Records update completely and correctly Reduce (eliminate) manual interventions Full e-book records in CKB linked to vendor-supplied order data Automated profiling to weed DDA records (remove from GOBI, ebrary, and Alma) IGeLU 2013

34 Thank you! diane.baden@bc.edu
Questions? Thank you! IGeLU 2013


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