Acq/Serials Congress Sept 1, 2000 Closing dates for Notis and what it means for Acq and Serials staff on all campuses

October Deadlines October 2, 2000 –Last day for faculty to submit order requests to individual selectors –Includes all requests for reserves for Spring semester –Includes all formats: book, serial, video, paper, micro,electronic

October Deadlines, p. 2 October 6 –Bloomington acquisitions guarantees that all orders RECEIVED IN OUR OFFICE by 5:00 P.M. will be ordered before we shut down 10/20. –Each individual library or campus which does not order through Bloomington must set own deadline. –Orders rec’d after this date may be ordered, but there is no guarantee.

October deadlines, p. 3 October 20, 2000 –NO FURTHER CHANGES TO THE DATABASE –Until we go live with Unicorn, Bloomington will not be accepting gifts or other previously owned titles for cataloging or recataloging. –This includes changing, adding or deleting to ANY or ALL of the following types of NOTIS records: –Bibs, Items, Marc Holdings, Copy Holdings, or Authorities –You can continue limited work on the OPR, but only if it does not affect any other record.

October 20 clarification This means: No new orders No cancels of any orders. No title changes. No location changes, sublocation changes, transfers or withdrawals. Do nothing that changes the status code in the OPR.

Further Clarification Of Oct. 20 stoppages No receiving of monographs. No reordering. No reinstatements or cancellations. No approval plan receipts, slip or book. No orders downloaded from Academic, Ingram, Blackwell, etc. (You must place these orders the day before.)

Yet more stoppages Stop marking items to send to ALF. Stop creating item records for items going to bindery. No new OPR creation (paid, gratis, exchange, or anything else) No new bibs added, even for gifts or rush items. No cataloging.

What can you do after Oct. 20? Create and Pay Invoices—but you can not change the order status on the OPR. Check in serial issues–but not create new OPRs or receive back issue orders, etc. PRACTICE WITH UNICORN!!!!!

Nov. 13, 2000 Fiscal year roll over done at 12:01 A.M. on Nov. 14. Stop invoice creation and payment at 5:00 on Nov. 13. Invoices handled by Bloomington must be received by Nov. 8 at 5:00 PM. After the roll over is done and you receive the reports, you should very carefully do all clean up work, but do NOT do anything that affects allocations or payments. You can change encumbrances.

December 1, 2000 STOP ALL TECHNICAL SERVICES RELATED ACTIVITIES. SAY “GOODBYE” TO NOTIS FRANTICALLY PRACTICE UNICORN.

January 3, 2001 GO LIVE WITH UNICORN!!!

Possible Workarounds— Bloomington ideas, not dictates Paying for Monographs and Serials between 10/20 and 11/14. –Enter payment on “P” lines and on NOTIS invoice records. –Do not change the order status field on the OPR (AN or BN or AB or BB or CN or DN or CB or AR or DB or anything else). –Keep a manual file for monographs and close the orders once Unicorn is live.

More Workarounds RUSH Ordering and Receiving –Bloomington will process as few as possible. –Use local bookstores as sources. –If not available there, use only one vendor (perhaps Ingrams) so we can identify boxes to receive. –Keep manual records (or possibly in a Unicorn test environment) of receipt and invoices. –Input in Unicorn after we go live.