The Odyssey of ILLiad Billing Operations OHSU Library Cindy Cunningham Western ILLiad Users Group Meeting May 20, 2004

May , 2004Western ILLiad Users Group Request Types ILL subsystems ILL subsystems –OCLC –DOCLINE®, Loansome Doc® Ovid document delivery module ( output) Ovid document delivery module ( output) Paper forms (patron-initiated, fax) - $3 surcharge Paper forms (patron-initiated, fax) - $3 surcharge Web forms ( output) Web forms ( output) requests requests ALA forms ALA forms

May , 2004Western ILLiad Users Group Payment Options Cash, Visa/MC Cash, Visa/MC Charge to (no direct Library billing): Charge to (no direct Library billing): –Internal accounts ( Internal billing system Oracle) »University/hospital operating funds »Grants –Deposit accounts –External accounts ( Accounts Receivable Banner )

May , 2004Western ILLiad Users Group 1 B. I. (Before ILLiad) Internal accounts Internal accounts –Customer and billing data manually logged; manually entered into IBS –Automated upload from IBS into Oracle Deposit Accounts Deposit Accounts –Customer and billing data manually logged; entered into IBS –JE transfer

May , 2004Western ILLiad Users Group Deposit Accounts Borrowing, Photocopy Service Borrowing, Photocopy Service –Data manually entered into IBS –Generate invoices within IBS –JE monies from suspense account to operating account Lending –Count paper requests –Manually enter data into spreadsheets –Generate invoices using Word –JE monies from suspense account to operating account

May , 2004Western ILLiad Users Group 1 B.I. (cont.) External Accounts External Accounts –Paper requests hand counted –Billing data entered into Excel spreadsheet –Monthly report, copies of requests forwarded to Accounts Receivable –Customer and financial information manually entered into Banner –Banner statements and request copies sent to requesting library

May , 2004Western ILLiad Users Group 1 A.I. (After ILLiad) Internal Accounts Internal Accounts –Customized, automated upload from ILLiad into IBS (specific file structure) –Automated upload into Oracle Deposit Accounts Deposit Accounts –Customized report generated from ILLiad as backup for JE transferring funds from suspense account

May , 2004Western ILLiad Users Group 1 A.I. (cont.) External accounts External accounts –Customized invoices generated from ILLiad »Includes customer information, IL number, TN, citation information, cost »Replaces copies of requests for backup –Monthly report forwarded to Accounts Receivable –Customer and financial information manually entered into Banner –Banner statements and summary reports mailed to requesting library

May , 2004Western ILLiad Users Group Access Database Access installed on illiad1 (PC Anywhere) Access installed on illiad1 (PC Anywhere) Access used to link tables via ODBC connection for custom reports Access used to link tables via ODBC connection for custom reports Billing Functions Billing Functions –Correct billing errors (ILL borrowing & lending, document delivery) –Extract billing data from ILLiad, format for importing into IBS (date based) –Backup documentation - JE transfer/deposit accounts

May , 2004Western ILLiad Users Group Access Database (cont.)

May , 2004Western ILLiad Users Group Access Database (cont.) Other reports Other reports –Customer receipts –Check credit card expiration dates –Account number, alias checking –Find duplicate user accounts –List invalid aliases –Import aliases from IBS

May , 2004Western ILLiad Users Group Access Database (cont.)

May , 2004Western ILLiad Users Group Access Database (cont.)

May , 2004Western ILLiad Users Group Access Database (cont.)

May , 2004Western ILLiad Users Group ILLiad Advantages Better customer service Better customer service Eliminates (most) paper forms Eliminates (most) paper forms All billing (statistics, copyright) data can be extracted from ILLiad All billing (statistics, copyright) data can be extracted from ILLiad Eliminates need to maintain complex, memory- intensive A/R spreadsheets Eliminates need to maintain complex, memory- intensive A/R spreadsheets Summary reports replace copies of individual requests for A/R Summary reports replace copies of individual requests for A/R Time to reconcile accounts against Oracle, Banner Time to reconcile accounts against Oracle, Banner

May , 2004Western ILLiad Users Group Next Steps Automate Banner feed Automate Banner feed Possible elimination of deposit accounts; all feeds into financials automated Possible elimination of deposit accounts; all feeds into financials automated Evaluate Billing Manager Evaluate Billing Manager

May , 2004Western ILLiad Users Group Contact Information Document Delivery: Judith Norton, Document Delivery: Judith Norton, Systems: Linh Le, Systems: Linh Le, Billing: Cindy Cunningham, Billing: Cindy Cunningham, Patrick Kearns, Patrick Kearns, OHSU ILL Express:

May , 2004Western ILLiad Users Group It’s the journey…