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EFTS The Electronic Fund Transfer System The University of Connecticut Health Center A History of the Program 1995-2005.

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Presentation on theme: "EFTS The Electronic Fund Transfer System The University of Connecticut Health Center A History of the Program 1995-2005."— Presentation transcript:

1 EFTS The Electronic Fund Transfer System The University of Connecticut Health Center A History of the Program

2 T he Electronic Fund Transfer System, more commonly called EFTS, is a transaction-based electronic billing system. It is used to charge for interlibrary-loan and document delivery services. In 1995, the Lyman Maynard Stowe Library at the University of Connecticut Health Center was serving as the Regional Medical Library for New England. Director of the library, Ralph Arcari, envisioned an electronic billing system to replace the paper coupon system in use at the time. The conceived benefits of the new system would include cost reduction, improved cash flow, increased efficiency, monthly detailed reports and flexibility in billing. 1995

3 A University computer science student, Lito Dino, was enlisted to design the new system. He utilized Microsoft Access and created processing modules and reporting functions. The system was conceived and built for use by the health science library community as it was based on the DOCLINE transaction. In late 1995 twenty libraries were chosen to beta- test the new system. Development was closely coordinated with Jay Daly, developer of the QuickDOC ILL management program. This meant a familiar tool could be used to quickly create the transactional files. 1995

4 20 Participants 1995

5 1996 T he EFTS became officially operational in the six New England states (Connecticut, Massachusetts, New Hampshire, Rhode Island, Vermont and Maine - NN/LM Region 8) in early The 250 active DOCLINE libraries were given accounts. Libraries would then create files, either with QuickDOC or manually, and upload them via FTP to a server in the RML office. Once a month, Lito Dino, would come in after business hours. He collected the files from the server and moved them to a PC (not on the network thus providing security). He then processed the files and printed out paper statements. This was done anytime after the 10 th of the month to provide libraries time to create, review and upload their file.

6 Participants EFTS becomes operational replacing coupon system in Region

7 T he RML staff was able to manage the minimal time needed to operate the EFTS in addition to their regular duties. Associate Director John Stey coordinated the fledgling program with Administrative Assistants Elizabeth Clark handling the finances, and Cheryl Sinkler mailing statements. Network Coordinator Ed Donnald worked with the medical libraries on interface issues and Technical Coordinator Vince Boiselle provided technical support. As the concept proved successful, more libraries signed up, with 223 participants by the end of

8 Participants EFTS becomes operational replacing coupon system in Region

9 T he Mid-Atlantic Region 1, (New York, Pennsylvania, New Jersey, Delaware) had been running its own version, the Electronic Payment System. Although the EPS was also a billing system, it differed from the EFTS in that it used quarterly DOCLINE data (provided by the NLM) instead of individually uploaded files and all charges were assumed to be $10 (the National maximum). In 1998, Region 1 stopped using the EPS and migrated their 300 participants to the EFTS system. This doubled the number of participants but more importantly allowed EFTS to act as a common billing mechanism crossing over the traditional Regional barrier and expanding resource sharing partners. 1998

10 T o improve administrative functions, PCC, Inc. was chosen to do the development for EFTS version 2.0. New, user friendly screens were created and modifications made to the database structure in preparation for the NLM change of LIBID. 1998

11 Participants EFTS becomes operational replacing coupon system in Region 8 EFTS replaces coupon system in Region

12 I n 1999, the South Central Academic Medical Libraries (SCAMeL) in Region 5 (Texas, Arkansas, Louisiana, Oklahoma, and New Mexico) licensed (for free) the EFTS software and implemented it within their region only. There were 114 participants. At this point, the two systems (Region 5 and Regions 1 & 8) were completely independent of each other and transactions could not be billed between systems. The number of participants in the Northeast continued to grow slowly. 1999

13 Participants EFTS becomes operational replacing coupon system in Region 8 EFTS replaces coupon system in Region

14 I n 2000, a system was worked out where intra- regional 5 transactions stayed within the SCAMeL system for processing, but any inter-regional transactions between Region 5 and Region 1/8 libraries would be filtered out and sent to New England for processing. Although this meant two statements for the participants in Region 5, it was another step towards removing billing barriers and again increasing resource sharing partners. The web-based DOCLINE was released in July and EFTS made the switch to using the new LIBIDs. 2000

15 Participants EFTS becomes operational replacing coupon system in Region 8 EFTS replaces coupon system in Region 1 EFTS licensed and implemented in Region

16 I n the spring of 2001, the NN/LM New England Region contract moved to the University of Massachusetts Medical Center. This left EFTS in a reorganization mode. John Stey, previously the RML Associate Director NN/LM NER, became Program Manager and continued to do the monthly processing and mailing out of printed statements. Now, without RML obligations, EFTS had more time for marketing. An Invitation to join the EFTS without any initial deposit of funds was sent out to all of the Resource Libraries in the NN/LM. 2001

17 Participants EFTS becomes operational replacing coupon system in Region 8 EFTS replaces coupon system in Region 1 EFTS licensed and implemented in Region

18 D uring the Spring of 2002, John Stey left the program. Ed Donnald, formerly responsible for network development in the RML program, came back on a part time basis to assist with the transition process. Formal discussions with the NLM took place asking for a 3 year support contract to take EFTS national. In addition, an RFP was written to migrate EFTS to the Web. In May, the National Library of Medicine announced its support of the EFTS as a national initiative and indicated it would eventually participate. 2002

19 C olleen Giblin was hired June 8 th as a full time Program Coordinator. Region 5 ceased its independent operations and folded into the New England system, thus creating the impetus for a unified National Program with one Business Office located at the UConn Health Center in Farmington, CT. On August 1 st, EFTS signed a 3 year support contract with the National Library of Medicine. The goals of the contract were to establish the EFTS program as a fully self sufficient operation with national participation as the primary means for ILL billing activity amongst the NN/LM. 2002

20 I n November, the web site was revised with assistance from the Network Office at NLM and the Network Coordinators at the RMLs. The RML Office at UMass agreed to provide the EFTS-L listserv. This provided an important communication component. Finally, as the year came to a close, the RFP was reviewed and revised in preparation of its issuance. 2002

21 Participants EFTS becomes operational replacing coupon system in Region 8 EFTS replaces coupon system in Region 1 EFTS licensed and implemented in Region 5 Regions 5 and 8 consolidate operations into single Business Office in CT 2002

22 A n article entitled You Submit Interlibrary Loan Requests Via Computer; Why Not Pay For Them That Way? was sent to all of the RMLs on February 6 th, It was submitted for consideration in their regional NN/LM newsletters. The RFP was formally issued on February 13 th. Seven proposals were received by the March 17 th deadline. Improved functionality would include secure online accounts, direct submission of transaction files, real- time balances and online reports. On February 27 th, the National Library of Medicine announced on DOCLINE-L that it was joining EFTS as of April

23 I n April, EFTS released a redesigned website. At the MLA annual conference in San Diego, CA on May 1 st -7 th, Ralph Arcari and Ed Donnald met with Bev Brown, CISTI and Re Mishra, SCR, about Canadian and Mexican participation. Ralph and Ed received the MLA ISI/Frank Bradway Rogers Information Advancement Award for their work on EFTS. The EFTS Advisory Committee was formed in June with a Resource Library, a Primary Access Library and an RML represented from each region. The NLM also had representation on the committee. Presentations were given from perspective software developers in June and July. 2003

24 O n August 1 st, Entegram was awarded the contract to develop the web-based EFTS system. The work was projected to be completed by December August 18 th was a landmark for EFTS. Firstly, the National Library of Medicine submitted its first file for processing by the system. The single file billed 16,365 transactions to 558 libraries. Secondly, this day represented the first International participation. McMaster University became the first Canadian library to use EFTS. Due to exchange rate issues, it was initially planned that they would be only billed by US libraries and not submit files themselves. The EFTS Office stopped accepting transaction files sent by on December 16 th. 2003

25 Middle Atlantic315 Southeastern Atlantic20 Greater Midwest27 Midcontinental32 South Central110 Pacific Northwest14 Pacific Southwest35 New England194 Total747 April

26 Participants EFTS becomes operational replacing coupon system in Region 8 EFTS replaces coupon system in Region 1 EFTS licensed and implemented in Region 5 NLM provides support contract to bring program national Regions 5 and 8 consolidate operations into single Business Office in CT Website revised, EFTS-L established 2003

27 O n January 12 th, 2004, EFTS version 3.0 was released on the web. It brought both improvements as well as challenges. Online access to account information was welcomed, but there was still a learning curve as participants made the transition. A change from the old system was that files now needed to be 100% process able before being accepted by the system. This meant that if a single transaction was in error (e.g. insufficient funds), the whole file was rejected and the library needed to edit the file and resubmit. This quickly became an issue for many participants who expressed their frustrations to the Office directly and on the EFTS listserv. 2004

28 O n February 19th, the EFTS operations became an official part of the Collections Access Department of the Lyman Maynard Stowe Library at the University of Connecticut Health Center. Colleen Giblin and Ed Donnald now reported to Jackie Lewis, Head of Collection Access. This brought the needed continual supervision the growing operation needed. 2004

29 I n March, discussions with Entegram took place as specifications for development of an online data entry tool were developed. This would take the place of the existing File Builder Program and would allow users to build a file online and then submit for processing when done. This project had been discussed for some time. Julie Kwan, Region 7 Network Coordinator, was involved in developing the prototype as this tool was being used by several of her members. 2004

30 I n June, Cristina Alegria was hired to assist with the growing demands of processing checks and account management. Colleen Giblin resigned her position shortly after Cristina started. A revised article was submitted to the JMLA for publication. This was the first professional publication EFTS sought to disseminate information about itself. [Electronic Fund Transfer System, J Med Libr Assoc October; 92(4): 493–495. ( )] An article was also published in the Network News. [EFTS Saves Time and Money for Hospitals, National Network /Medical Library Association, July, 2004, vol 29 no. 1, p. 17] 2004

31 J olanta Sliwinski joined the EFTS staff in July to assist with marketing and office management. On September 14 th, the Online Transaction Entry enhancement was released. The major milestone of EFTS accepting the 1000 th member was reached on December 7 th. Medcenter One Health Systems Inc. (NDUQRB)in Bismark, North Dakota pushed EFTS participation over this historic mark. The first issue of the EFTS Quarterly newsletter was published on the web in November. 2004

32 Middle Atlantic354 Southeastern Atlantic39 Greater Midwest60 Midcontinental47 South Central116 Pacific Northwest25 Pacific Southwest85 New England203 Canada1 Total April 2004

33 Participants EFTS becomes operational replacing coupon system in Region 8 EFTS replaces coupon system in Region 1 EFTS licensed and implemented in Region 5 NLM provides support contract to bring program national Regions 5 and 8 consolidate operations into single Business Office in CT Website revised, EFTS-L established National Advisory Committee established EFTS becomes International with first Canadian library NLM joins EFTS and uploads first file 2004

34 T he first quarter of 2005 was spent testing enhancements. Entegram implemented them in April and ended their development contract with EFTS. A major enhancement was that files no longer needed to be 100% process able. Transactions with an error were placed in an online file where they would be automatically looked at to see if they could be processed (either they were edited or a librarys status changed). This meant files only needed to be uploaded once, eliminating a lot of participant frustration. Bill Leslie was hired to provide technical support and begin developing version 4.0 (additional improvements and dealing with foreign currency conversion.) 2005

35 B oth Ralph Arcari and Ed Donnald left the program on June 30 th. Ralph retired as Director of the Library and Ed, having accomplished his goal of seeing the program through its period of transition, moved on to other endeavors. 2005

36 Participants EFTS becomes operational replacing coupon system in Region 8 EFTS replaces coupon system in Region 1 EFTS licensed and implemented in Region 5 NLM provides support contract to bring program national Regions 5 and 8 consolidate operations into single Business Office in CT Website revised, EFTS-L established EFTS releases web based system National Advisory Committee established EFTS becomes International with first Canadian library NLM joins EFTS and uploads first file EFTS staff expands and marketing effort begins 2005


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