1. Monograph acquisitions after the end of the WAGUL consortial agreement
20 April 2016
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2. Collection Principles 2013
Curtin Monograph Acquisitions processes on average over 300 recommendations a month, our staffing levels are one library officer who orders, receives and invoices the majority of the resources, and a library technician who deals with the complex ordering, video streaming ordering, problem solving and ensuring payment of invoices through the finance system.
During the WAGUL Joint Purchasing agreement , in 2013 a new section was added to the Collection Principles document which stated that we would be ‘e’ preferred. As electronic preferences were limited in Coutts we negotiated purchasing eBooks with publishers as appropriate. With the end of the agreement we looked for vendors that were able to supply us with as many electronic preferences as possible which led us to YBP.
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3. Why YBP? Services required by chosen vendor
Single vendor capability – supply of both International & Australian titles
Database & System Integration
Selection and collection development
Price
Ordering & order maintenance
EDI Invoicing
MARC record services
Shelf ready services
Management information and reporting
So why YBP? Firstly YBP covered all the essential services that we were require from a vendor.
Curtin University is a trademark of Curtin University of Technology
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4. Why YBP? Publisher Platforms
Both Resources & Liaison Librarians wanted eBooks purchased on Publisher Platforms as a first option.
--No Digital Rights Management!—
To purchase these books directly from the publisher was slow and cumbersome, YBP gave us the opportunity to purchase eBooks on the publishers platform with the same ease as purchasing from an aggregator.
YBP offers us the greatest choice of purchasing eBooks from Publisher platforms.
Having eBooks on publisher platforms allow our customers to access the eBooks without having to negotiate any digital rights management.
The problem was that liaising directly with the publishers for these purchases was slow and cumbersome.
We are currently purchasing eBooks on Cambridge, Elselvier, Gale, Oxford and Wiley platforms through YBP and it now as easy as buying from an aggregator platform.
We are now looking at expanding our options in this area.
Curtin University is a trademark of Curtin University of Technology
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5. Why YBP? EBL EBSCOhost ebrary ProQuest Ebook Central
Aggregator Platforms
EBL EBSCOhost ebrary ProQuest Ebook Central
YBP offered us the best selection of eBook aggregators.
Curtin University is a trademark of Curtin University of Technology
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6. Why YBP? Discount!! Improved PDAs. Ex Libris release of Alma-Gobi API
David provided an annual estimated spend to YBP which secured us a discount for hardcopy books ordered.
Improved PDAs.
Any Patron Driven Acquisition plans are able to be put through profiles set up with vendor.
Ex Libris release of Alma-Gobi API
Real-time acquisitions to streamline acquisitions workflows. It incorporates standard ordering and loading technologies with APIs to speed the availability of resources, increase the efficiency of integrating records, and enhance data enrichment.
David was able to negotiate a discount for our hardcopy titles and we would be able to put any patron driven plans through the profiles we had set up on YBP.
In June 2014 Ex Libris Group, announced a new collaboration with YBP Library Services (YBP) to offer a new, streamlined acquisition process to academic and research libraries that use the Ex Libris Alma and YBP GOBI3 platforms. Leveraging Alma’s open architecture, the API will automatically update Alma in real time with all print and electronic orders placed via the GOBI platform.
Curtin University is a trademark of Curtin University of Technology
CRICOS Provider code J

7. Acquisition Process at Curtin University Library
Patrons submit a recommendation for a resource through the library website…
Now to our acquisition process at Curtin.
Recommendations for resources are submitted through an online form on the website.
There are multiple access points however main access is on our homepage.
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8. We receive an email notification
We receive this information in an .
Curtin University is a trademark of Curtin University of Technology
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9. After verification and duplication checking…
Although our holdings are in YBP Gobi, there is still a verification and duplication check done on Alma.
In this example, we already hold a hard copy book and the eBook is required for Reserve.
So the book is located on Gobi, the blue side bar is activated and we use the Gobi Express functionality. We chose to use this method of purchase as it allowed the most streamlined purchasing option. We select GobiExpress-Order.
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10. Chose a template This prompts us to fill out the order details.
We have set up a variety of templates which covers about 95% of the orders that are done.
Templates do not need to be used, but we find that using templates reduces errors.
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11. eBook platform & lending model options selected
The use of a template populates the Subaccount, Fund code, Library, Location and Reporting code.
The Default quantity is one and any notes added at this stage will transfer to the order.
When you click on eBook Purchase Options, a drop down list will appear of the options available for this eBook. We select the option according to our eBook selection grid.
Once selected the order button is selected.
Curtin University is a trademark of Curtin University of Technology
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12. Duplication notification
As we already hold a hardcopy of this title, it notifies us that there is a duplicate and we are required to authorise again to acknowledge that we are aware that a duplicate is being ordered.
Once we submit this, Gobi will accept the order, communicate this order into Alma, Alma will then reply to Gobi with the order number generated in the system.
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13. Refreshed screen on YBP Gobi
Order sent to Alma with order details
When we refresh the Gobi page, the order number will display, we then go to Alma and do a few housekeeping jobs. – Interested User
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14. ‘Add copy’ different format has a new Bib record created
Lastly, I just want to show what happens with the bib records when add copy items are ordered.
In this example, as we already hold a hardcopy of this title, and since we do not put different formats on the same bib record, Gobi will create a new bib and place the order on a new bib.
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15. ‘Added copy’ order is put onto the original Bib
However if we order an additional title in the same format, Gobi will place the order on the original bib.
Curtin University is a trademark of Curtin University of Technology
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16. Problems
We have had a few instances that a hardcopy order has overlaid onto an eBook Bib record
Still experiencing problems with the ordering & receiving of Multi-volume resources
Interested user details cannot be transferred from Gobi to Alma, so this information needs to be added in Alma
When adding templates in Gobi, all users must create individually
Advantages
Streamline
Easy to use
Less errors made = Less s from vendors in regards to errors made
Disadvantages
We have had a few instances that a hardcopy order has overlaid onto an eBook Bib record. This is under investigation as to why it is happening and in the meantime we have a series of checks that happen on the arrival of items to check records are correct.
We have had one example of ordering multi volume works and it did need some intervention on our part. The ordering and receiving of multi volume works has always had difficulties and the API has not solved them for me.
All our orders have an interested user added to them, so the inability of not being able to input this information into Gobi to be transferred to Alma means that we need to do this when the order has transferred. We will be putting in a service desk request for the feature to be added.
When we set up the templates, we thought that if we did them in the administrator login, that the templates would appear to all institution users, however we found that all users needed to add them individually.
Advantages
Ordering using Gobi is streamline and very easy to use. Overall the error rate in ordering has been reduced which means that we are receiving very few follow up s from YBP thus reducing time problem solving.
Curtin University is a trademark of Curtin University of Technology
CRICOS Provider code J