1. SUMMIT Sharing 2011 Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs ‎ "Cutting libraries during a recession is like cutting hospitals during a plague.” ~Eleanor Crumblehulme, library assistant, University of British Columbia "If past history was all there was to the game, the richest people would be librarians.“ ~Warren Buffet "In the nonstop tsunami of global information, librarians provide us with floaties and teach us how to swim." ~Linton Weeks, Washington Post

2. Agenda for this Morning Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  To Rota, or Not to Rota  Statistics:  What to Collect  What we want to know  How do we Share  Year in Review  Staff Platform  Discovery Platform

3. Agenda for this Morning Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  Peek into the Future  OCLC Update  Policies, Outreach, and Discussion  Distant Education and Summit  Communications Push Pull Just in Time  Wrap up

4. To Rota, or Not to Rota Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs A fundamental principle of Summit is for members to lend as many materials as they borrow. The objective of the Rota is to balance the number of requests each library’s patrons place with the number of loans the library ships. Load leveling sorts out the obligations to each member library to every other member.

5. To Rota, or Not to Rota Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  Option 1: Abandon the notion of maintaining a one- to-one ratio, and have the Rota be a modified random, with the request not going to the last used lender.  We are the only OCLC consortium that does not use this method  No balance

6. To Rota, or Not to Rota Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  Option 2: Ask Alliance members if they are willing to lend at a high level or at a moderate level. The libraries willing to lend more would receive more requests and the requests would hit the moderate level only when the high level list is spent or there are no available holdings in the high level. This could also be set up to not go to the “last lender used”.  No Balance

7. To Rota, or Not to Rota Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  Option 3: Leave the current calculation the same but have a list of libraries that should never be in the first position. If those libraries ratio puts them at the top of the list they will not bear the burden of being first.  Balance  Load swings

8. To Rota, or Not to Rota Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  Option 4: Manually set the Rota and then look at it every 6 to 12 months to adjust for equability.  Blast from the past  Not taking advantaged for the machine automated balance  No swings  System stability

9. To Rota, or Not to Rota Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  Option 5: Leave the Rota the same as it is now and for the duration until a better option is discovered.  Drastic swings  Workload shifts  Balanced daily

10. To Rota, or Not to Rota Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  Outcome  SPOT wrote a ReportReport  Chose Option 4  Current: Rota, 2011 July 5 -2011 July 5  Questions?

11. Statistics Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs

12. Statistics Collected… Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  For FY11  334,776 items where requested  285,354 items where shipped  85% Fill-rate  49,422 items where not filled through NRE*  For FY10  341,991 items where requested  282,006 items where shipped  82% Fill-rate  59,985 items where not filled through NRE*

13. Statistics Collected… Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  Jasper Jasper  Fill Rate  Borrower to loan Ratio  Received to Shipped Ratio  Borrower Stats  Lender Stats  Any Editions  Turn Around times*  OCLC OCLC  Borrower Report  Lender Report  Borrower Activity Report  Lender Activity Report  Group Borrower Detail Report  Group Lender Detail Report  Group Summary  Group Detail

14. Statistics…Future Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  Soon all Stats will be moved to www.stats.oclc.orgwww.stats.oclc.org  Jasper reports will be retired, with the exception of configuration reports  No date on its retirement  Library to Library Report  # of requests from Library A to Library B  Monthly Data OCLC wants to know if we want YTD or configurable

15. Statistics…Future Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  Most requested titles by institution  Title, OCLC number, Count OCLC wants to know : If there should be a group report? YTD? Configurable timespan  A report illustrating the number of requests the move from NRE to WCRS

16. Statistics… How do we SHARE what we know? Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  Time span  Format  Data Do we need an interest group?

17. Interesting Factoid Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs  The total cost of a transaction (lending, borrowing, courier both ways, Alliance) =$1.45* *Need to add to it library staff time

18. Year in review: Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs

19. Processes, Work Queues and Reports Staff Changes Over Last Year: Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs

20. Forms and Processes  Paging slip changes – volume placement  Only lender barcodes printed on paging slips  NRE paging slips updated to look like Summit  Staff requesting on behalf of patrons changed  New reasons for Non-Supply fit consortium @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

21. New Reports and Statistics  Borrower - Checked in but not returned  Jasper - NRE Any Editions Report @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

22. New Work Ques  Lender : Shipped > 1 week & > 2 weeks  Borrower: Returned > 1 week & > 2 weeks  When a Public Note is added to a request in NRE, the request appears in a Messages queue @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

23. NRE 5.2 Staff Upgrade  Staff friendly text regarding circulation errors messages  Expanding Supported Genres and Media types: movies, games, sound recordings @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

24. NRE 5.2 Staff Upgrade  Searching for requests made easier @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

25. NRE 5.2 Staff Upgrade  Searching for requests made easier (customization) @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

26. NRE 5.2 Staff Upgrade  Ability to select which searches appear on advanced search form  Improved Due Date handling  Updated OCLC Documentation and Training @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

27. NRE 5.2 Staff Upgrade  Ability to disable circulation action @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

28. NRE 5.2 Staff Upgrade  Visual Cues for Unread/Read in brief request list @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

29. NRE 5.2 Staff Upgrade  Improved Circulation Interoperability – New Queues @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

30. Coming later this year  Ability to trap requests exceeding a preset patron request limit at the time the request is submitted  Pickup Anywhere  Patron ability to cancel requests  Patron ability to view non-returnable items in Illiad  Increased circulation interoperability @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

31. A better platform, a stronger Alliance Changes to the WorldCat discovery platform

32. WorldCat Discovery Platform Some of us may call it a discovery platform, but to many users it’s the library catalog... and it doesn’t function like it used to.

33. “We’re not sure if it works.”

34. "Because Google and Amazon can do it..." is a reasonable user expectation for WorldCat Local.

35. Alliance libraries have used WorldCat Local/Group view for over two years. A lot has changed…

36. 2010 2011

37. 2010

38. 2011

42. OCLC Update Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs

43. Policies, Outreach, and Discussion Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs

44. Distant Education and Summit @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

45. WORLDCAT LOCAL AT PORTLAND STATE UNIVERSITY: THE DISTANCE USER EXPERIENCE Amy Hofer, Distance Learning Librarian Molly Blalock-Koral, Access Services Manager Alliance Summer Meeting, July 13, 2011

51. NRE solution Hook into Summit request queue so that home delivery requests are diverted to ILLiad Pro: requests are sent directly to ILL for automated workflow Pro: ILLiad is better at handling requests in error (non-distance users who try to use distance services) BIG Unknown: Is this possible to do through configuration of the existing system? Unknown: Is it possible to automate bouncebacks by having NRE check home lib code in Millenium? Unknown: staffing needs, mailing costs, volume of materials

52. Paging solution When Summit home delivery items arrive at PSU, they are brought over to ILL for processing Pro: can be implemented as a pilot find out how much this service would be used Con: labor intensive Con: complicates automatic email sent when items arrive in Summit Con: requests in error wind up on hold shelf, patron has to be notified to come pick up Con: requires custom Jasper report in order to track stats Unknown: Can we change the paging slip used in Summit to facilitate HD sorting?

53. THE ALLIANCE!

54. Seeking advice!  How can we change WCL item records so that distance students will know their options for available items?  How can we change WCL item records, or the Summit request process, so that distance students will know their options for home delivery?

55. THANK YOU! ahofer@pdx.edu blalockk@pdx.edu

56. Policy Changes @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

57. Summit Polices Changed!!! Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Was: Generally circulating monograph Now: Generally circulating materials Was: Maximum # items combined for all institutions, including requests and items checked out: 200. Now: Maximum number of items that an individual patron can have out on loan is 200.

58. Summit Polices Changed!!! Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Was: Materials may be returned to any Alliance member library Now: Summit Materials may be returned to any Alliance member library. Was: No recall for individual patrons; recall if needed for reserve reading, due 7 days after notification. Now: No direct recall for individual patrons; staff may recall when necessary.

59. Summit Polices Changed!!! Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Was: Member libraries may have individual policies directing use of Summit borrowing instead of ILL when the material is available through Summit borrowing. Summit borrowing may be used by staff to request materials for in- house library use such as photocopying replacement pages, but may not be used to request materials for course reserve reading. Now: 1. Loan Sequence: Summit borrowing is preferred before an item is handled through ILL 2. Course Reserves: Books and other original source material may not be requested for course reserves by another library.

60. Summit Polices Changed!!! Alliance Summer Meeting: SUMMIT SHARING @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Addition: Patrons eligible for Summit borrowing may check out materials on site from another member library. To see all policies visit : http://orbiscascade.org/index/sharing-materials- policies http://orbiscascade.org/index/sharing-materials- policies

61. Communications @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING

62. Wrap Up @OrbisCascade @AnyaNArnold #AllianceSummer #SummitLibs Alliance Summer Meeting: SUMMIT SHARING Hello New SPOT Bye Old SPOT Summer Meeting Evaluation link http://tinyurl.com/SummerMeetingEval