1. YBP Gobi and Coutts OASIS Integration at AUS
8th Annual MENA-IUG Conference
Doha, Qatar
Add slides for ebook purchasing
PDA plan
Acquisitions Integration | American University of Sharjah |

2. Background
AUS issues RFP/RFQ every 2 years for new materials contracts
AUS issues blanket PO’s to YBP and Coutts each year
Current division of funds is 60/40 YBP/Coutts
Orders are placed on an ongoing basis against these PO’s
PO’s account for most of the materials budget
Materials includes print and electronic books, media items
Acquisitions is a difficult subject to talk about as it tend to go around and around
I will come at if from several different points of view and try to follow an orderly workflow model, but this doesn’t happen in practice all of the time.
Will also talk about odds and ends we do to make things more efficient.
Acquisitions Integration | American University of Sharjah |

3. Background Both YBP and Coutts provide brief MARC records with Orders
Both supply Full MARC records with Items and Invoice data
Different Cataloging levels are available from each vendor
Vendors supply various reports – order status, invoicing, etc
Acquisitions Integration | American University of Sharjah |

4. III Products in Use at AUS
Acquisitions Module
Extended Approval Plan Interface
Electronic Ordering (Edifact) Ordering via FTS
Electronic Serials Invoicing
Load Profiling Workshop (very useful)
EDIFact Ordering and Serials Invoicing, bundled in to Acquisitions on newer systems
Status updates are included in Electronic Ordering (Edifact), but we’re just looking at implementing
We don’t have Monographic Invoicing, may be included in newer systems,
Acquisitions Integration | American University of Sharjah |

5. Selection
Acquisitions Integration | American University of Sharjah |

6. Selection Sources : Librarians
YBP Slips ( )
Choice Online
Catalogs, LJ, etc.
Selectors/
Librarians
GOBI Selection Cart
list
Paper Request,
Manual Handling
Majority of selection is done from YBP slips, which is why we spend most of our money there.
Choice Online reviews come as s, copy and paste isn’t bad, but if we could send as data to YBP or Coutts it would be better
The acquisitions list is central to our workflow. Everyone who work on Acq is on it. 2 key Tech Services staff are in charge of filing all requests, which include purchase requests, hold, notification requests, corresponsdence from vendors, etc.
Vendor correspondence includes status updates, answers to inquiries, reports, etc.
----- Meeting Notes (11/17/13 10:48) -----
Librarians only do selection, Tech Services staff are the ratifiers/orderers
Acquisitions Integration | American University of Sharjah |

7. Gobi Notification Setup
Most subjects/LC Class ranges get slips only
Collection Librarian uses Gobi to assign areas to individual Librarians
Architecture and Design has an actual approval plan
Approval Plan has a slightly different workflow which I’ll cover briefly
Acquisitions Integration | American University of Sharjah |

8. Gobi Slips
Acquisitions Integration | American University of Sharjah |

9. Choice Reviews Online
This information is from Choice Reviews Online, an ALA/ACRL publication, available by subscription at
QA  CIP
Science & Technology \ Information & Computer Science
Collins, Karen.  Playing with sound: a theory of interacting with sound and music in video games.  MIT,  185p bibl index afp; ISBN , $30.00; ISBN e-book, contact publisher for price. Reviewed in 2013sep CHOICE.
Playing with Sound is a concise and densely researched study of game audio. It approaches sound from an active player-centric view and positions it apart from passively consumed audio. Collins (Canada Research Chair in Interactive Audio, Univ. of Waterloo; Game Sound, CH, Mar'09, ) highlights and explains the myriad opportunities for interactions presented through audio, such as dialogue, sound effects, ambience, and music. While not a history of video games, the work examines audio throughout gaming history and highlights its major contributions to interactive player experiences. The book closes with ruminations on the future of game audio study and the potential applications and influences it may have. Those interested in the book should note that the accompanying hyperlinks might be more useful in the e-book format. Overall, this is a significant step forward in game audio and game studies. Summing Up: Highly recommended. All levels of undergraduate and graduate students in game design and audio programs, researchers/faculty, and professionals/practitioners. -- A. Chen, Cogswell College
© American Library Association. Contact for permission to reproduce or redistribute.
----- Meeting Notes (11/17/13 10:48) -----
We would rather have as data
Acquisitions Integration | American University of Sharjah |

10. Selection Sources : Patron Requests
(faculty, students)
Website form to
Collection Librarian
Selection Librarians to
List
Acquisitions Integration | American University of Sharjah |

11. Workflow Overviews

12. Ordering : YBP Workflow Overview
Retrieve
order file
Millennium Acq
“Import Invoices”->
“Data Exchange”
Submit
YBP FTP Server
/select
Gobi Export Cart
De-dupe
Check/Update Details
Catalog check
Move to
Load Bib & Orders
w/pcat profile
Check for on-hold records
Orders sent
As Edifact, processed immediately
Millennium Acq
“Send”->”Send orders via FTP”
Gobi: Load Librarian Selections or Enter /Paper Orders
YBP FTP Server
/dropoff
YBP sends Orders
After load of orders, we add Local PO #, Change to live order on Order Load
Individual eBooks are selected and ordered in exactly the same way
PDA Plan is with Coutts
Millennium Acq
“Import Invoices”->
“Data Exchange”
YBP FTP Server /
Retrieve Full
Bibs w/items
when received
Receive, Invoice
,Load Bibs & Items
w/bta profile
Acquisitions Integration | American University of Sharjah |

13. Ordering : Coutts Workflow Overview
Retrieve
order file
Save to PC,
Get Local File
Oasis Enter Orders
Manually or via
Z39.50
Millennium Acq
“Import Invoices”->
“Data Exchange”
Submit
Coutts FTP Server
/pick-up
Load Bib & Orders
w/pcat profile
Check for on-hold records
Orders sent
As Edifact
Millennium Acq
“Send”->”Send orders via FTP”
Coutts FTP Server
/drop-off
YBP Places Orders
Librarian/Selectors don’t usually work in Coutts, but they do have accounts if they want to check or use it
Workflow is otherwise much the same, one difference in “Download MARC & Clear”
Millennium Acq
“Import Invoices”->
“Data Exchange”
Coutts FTP Server
/pick-up
Retrieve Full
Bibs w/items
when received
Load Bibs & Items
w/bta profile, Receive,
Invoice
Acquisitions Integration | American University of Sharjah |

14. Moving Records from YBP to Coutts
Retrieve
order file
Millennium Acq
“Import Invoices”->
“Data Exchange”
Submit
YBP FTP Server
/select
Gobi Export Cart
Load Bib & Orders
w/pcat profile
Check for on-hold records
De-dupe
Check Details
Move to
Change Vendor code to Coutts
Orders sent
As Edifact
Millennium Acq
“Send”->”Send orders via FTP”
Gobi: Load Librarian Selections or Enter /Paper Orders
Coutts FTP Server
/drop-off
YBP Places Orders
Since we have PO’s with both vendors but most orders start in YBP, we sometimes need to move orders from YBP->Coutts to balance the spending
This is quite easy with III’s processing model
Millennium Acq
“Import Invoices”->
“Data Exchange”
Coutts FTP Server
/pick-up
Retrieve Full
Bibs w/items
when received
Load Bibs & Items
w/bta profile, Receive,
Invoice
Acquisitions Integration | American University of Sharjah |

15. YBP Approval Plan Workflow
Retrieve
order file
Millennium Acq
“Import Invoices”->
“Data Exchange”
YBP FTP Server
/select
Check if correct
# of items, etc
Includes orders,invoice, items
Millennium Acq
“Import Invoices”->
“Import Invoices”
Import as Approval form invoice
Add vendor details, select option
For bib and orders, process,
Do approvals, etc.
This is quite simple. Boxes arrive in most YBP shipments. Order/Item/Invoice/Bib records are pused to YBP FTP server at the same time.
Millennium Acq
“Import Invoices”->
“Data Exchange”
Load full bibs and items
w/bta load profile
Acquisitions Integration | American University of Sharjah |

16. Ordering

17. YBP Selecting Orders

18. YBP Moving Orders to Export Cart

19. YBP / Coutts – Checking Holdings
YBP & Coutts offer OpenURL or custom links to search your WebPAC to see if you own it
Coutts only outputs an ISBN for OpenURL setup
Coutts does offer Z39.50, so if you’re clever enough you can overcome this – AUS script
One thing we do to minimize duplicates is check the catalog to see if we already own any version of the title.
We use the custom script for both Coutts and YBP, since we plan to get rid of the WebBridge LR functionality
Acquisitions Integration | American University of Sharjah |

20. Coutts – Checking Holdings
Acquisitions Integration | American University of Sharjah |

21. Holdings Check Script Script on local server Coutts’ Z39.50 Server
Script on local server
Coutts’ Z39.50 Server
Acquisitions Integration | American University of Sharjah |

22. Vendor Record Setup for EDI
Before placing orders you need to set vendor records up for EDI, covered in Manual – 3 fields
Acquisitions Integration | American University of Sharjah |

23. Send Process for EDI
When we go to Send, we select “Purchase orders to FTP” option. We usually limit by vendors and note the number or records to check against the response.
Acquisitions Integration | American University of Sharjah |

24. Loading Records

25. Order Records are sent as 960/961’s, sent back as Edifact
Load Profiles
Order Records are sent as 960/961’s, sent back as Edifact
Bib/Order records normally load as new
Item Records are sent as 949’s
Invoice Records are sent as 980/981’s
Items and Invoices are on same records
Bib/Item/Order records match on 935|a – order number
Background – how data gets into Millennium. MARC options require overlay of records.
EDIFact invoicing products are direct.
This is where the load profiling course can come in handy when you need to make various changes.
Acquisitions Integration | American University of Sharjah |

26. Load Profiles in ssh
We load new orders from Gobi and OASIS with pcat (Load bibs and orders)
And received orders/Full Marc/ with bta (Load Bibs and Items, match on order number)
Invoices are “loaded” in Import Invoices. Suspect there is a load profile of sorts there, we notice when we do approval plan books.
Acquisitions Integration | American University of Sharjah |

27. Load Profiles in Data Exchange
Normal staff-facing view for people who don’t look at load profiles.
Acquisitions Integration | American University of Sharjah |

28. Improves ability to use same profile with both YBP and Coutts
Translation Tables
Translation tables are useful to change YBP/Coutts values to III values
Improves ability to use same profile with both YBP and Coutts
Particularly handy if you display Orders that are eligible for holds/reserves
Vendor values are useful for multiple things
YBP and Coutts may output slightly different values – different names for things we call “Books” for instance, or Video or DVD.
Acquisitions Integration | American University of Sharjah |

29. Tables for Format, Location and Material
@stop_on_map=true
Cloth|b
PLB|b
Spiral|b
Cassette|h
DVD|v
Compact Disc|a
Online Access Only|e
e-book|e
ebook|e
eBook|e
book|b
CD-Rom|r
Maps|d
Kits|k
Paper|b
Reinforced|b |b
@stop_on_map=true
VIDEO|media
STD|gen
SPC|specc
RES|resrv
REF|ref
MUSIC|music
CD|media
AUD|media
@stop_on_map=true
Cloth|a
PLB|a
Spiral|a
Cassette|g
DVD|v
Compact Disc|j
Online Access Only|n
ebook|n
e-book|n
eBook|n
CD-Rom|m
Maps|e
Kits|o
Paper|a
Reinforced|a |a
These are the 3 translation tables we use. Notice Format and Material are almost identical on the left, but map to different things on the right
One is for orders, the 2nd is for Bibs
Location is for Items/Bibs
Acquisitions Integration | American University of Sharjah |

30. Order: Load Table and MARC
/^961||n|0|0|b| |30|n|N|1|%map=("m2bmap.mat")
|||0|0| | …
/^961||n|0|0|o| |11|n|N|1|%map=("m2bmap.frm")
LEADER 00385nam z 4500
DIRECTORY
TAGS
nam z
n xx | u||| ||und
3 020
4 024
5 035
|aSURI,
|aAGE OF SHIVA:|bA
|aNEW YORK|bW W
9 960
Short bit of a load table pact that shows how the translation table is referenced. First line is for bib, 2nd for Orders
Having records correctly maps helps patrons with holds, staff with processing, create listing
Acquisitions Integration | American University of Sharjah |

31. Mapping at YBP and Coutts
Pay attention to your technical specifications
Spec documents define what will be output where
We spent a lot of time with the vendors and their output values a few years ago.
Acquisitions Integration | American University of Sharjah |

32. YBP Record
Acquisitions Integration | American University of Sharjah |

33. Order Records : YBP Specification
Acquisitions Integration | American University of Sharjah |

34. Invoices: YBP Mapping
Acquisitions Integration | American University of Sharjah |

35. Status Updates
Acquisitions Integration | American University of Sharjah |

36. Order status updates come with Edifact Ordering Product
Enables the ability to download a file with updated order statuses and insert as note
AUS is just implementing this function, previously did manually
Doing this manually from /reports is labor intensive
Edifact updates should improve efficiency, but still some individual handling required - cancellations
Acquisitions Integration | American University of Sharjah |

37. Order Status Updates in Millennium
Acquisitions Integration | American University of Sharjah |

38. Invoicing
Acquisitions Integration | American University of Sharjah |

39. Millennium can accept Electronic Invoices in MARC Format - 980/981’s
Invoicing
Millennium can accept Electronic Invoices in MARC Format - 980/981’s
Also accepts EDIFACT monographic and serials invoices
Much faster than manual invoicing
Invoices come with Full MARC records that include item info as well
AUS uses MARC Format invoices for monographs
Has the Serials EDIFACT invoice product, just getting around to implementing
With Coutts, AUS just went from manual to electronic invoicing, it saved a lot of time
Acquisitions Integration | American University of Sharjah |

40. Invoicing
Acquisitions Integration | American University of Sharjah |

41. Making Invoices is possible but a little tricky
MARCEdit is sometimes useful, but AUS uses a Perl script
Needs exported MARC file, plus export of Bib and Order Numbers
We did this for a large ebook order where price was divided evenly
Bib export has bib number, but not order number, so it must be looked up in a separate file
Acquisitions Integration | American University of Sharjah |

42. Thank you Thomas Hodge thodge@aus.edu
Acquisitions Integration | American University of Sharjah |