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GETTING IT
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2011 IDS Project Conference Albany, NY 1 2 Getting It System Toolkit GIST Institute Workbook Created by: GIST Team, SUNY Geneseo Tim Bowersox Cyril Oberlander Kate Pitcher Mark Sullivan For updates & all documentation available online at: http://gist.idsproject.org 3 This work is licensed under the Creative Commons Attribution 3.0 Unported License. To view a copy of this license, visit http://creativecommons.org/licenses/by/3.0/ or send a letter to Creative Commons, 444 Castro Street, Suite 900, Mountain View, California, 94041, USA. 4 Table of Contents Chapter 1 -­‐ Just-­‐In-­‐Time Tools for Managing Acquisitions & Purchase Requests ...................... 7 Brief GIST for ILLiad Tour ...................................................................................................................................................... 8 GIST ILLiad Web, Addon, Toolkit, & Acquisitions Manager Components ......................................................... 9 Just-­‐in-­‐Time Tools Follow-­‐up Work: .............................................................................................................................. 12 Chapter 2 -­‐ GIST ILLiad Web Pages ........................................................................................ 13 Activity: Custom Status GIST ILLiad webpages ......................................................................................................... 15 Follow-­‐up Work ....................................................................................................................................................................... 16 Chapter 3 -­‐ Addons ............................................................................................................... 17 Activity: Adding Web Services into your Workflow ................................................................................................ 18 Follow-­‐up Work with Addons ........................................................................................................................................... 19 Chapter 4 – Cataloging Addon & Workflow ........................................................................... 20 ACTIVITY A, part 1: Cataloging data sources .............................................................................................................. 21 ACTIVITY B: When to attach your holdings… ............................................................................................................. 22 Chapter 5 -­‐ Budget & Funds in the Acquisitions Manager ...................................................... 25 Activity: Procurement Workflow ..................................................................................................................................... 26 Follow-­‐up Work: Planning migrating budgets in ILLiad ........................................................................................ 27 Chapter 6 – Conspectus ........................................................................................................ 30 Customizing your Conspectus ........................................................................................................................................... 31 Planning Work: ........................................................................................................................................................................ 36 Chapter 7 -­‐ Efficient Gift Management Using Gift & Deselection Manager ............................ 37 Activity A: Profiling Criteria ............................................................................................................................................... 38 Activity B: Do you Agree with GDM’s Recommendation? ...................................................................................... 39 Activity C: Practice building your collection building profile ............................................................................. 40 Follow-­‐up Work: ...................................................................................................................................................................... 41 Chapter 8 -­‐ Collection Management and Evaluation Using GDM ........................................... 43 Activity A: Deselection Criteria Setting ......................................................................................................................... 45 Activity B: Practice analyzing a GIST GDM Deslection Report ........................................................................... 46 Chapter 9 -­‐ Planning Your Transformation ............................................................................ 49 a. Initiating the Project ..................................................................................................................................................... 50 b. Plan the Project – or – How should you go about it? ....................................................................................... 54 c. Control the project during implementation: ...................................................................................................... 56 d. Close the Project ............................................................................................................................................................. 57 Appendix B -­‐ Customizing the GIST GDM Conspectus ............................................................ 65 5 6 Chapter 1 -­‐ Just-­‐In-­‐Time Tools for Managing Acquisitions & Purchase Requests Overview: Getting It System Toolkit Project consists of several projects. The GIST Acquisitions Manager, GIST Addons, Webpages and Workflow tools (labeled in blue) provide a variety of ways to streamline and enhance your ILL and/or Acquisitions workflow and services. Selecting GIST components that fit your needs -­‐ sample of your options: a. GIST ILLiad Web to enhance the user request interface with discovery widgets; Amazon API, Google Books, Hathi Trust, Index Data (Open Content Alliance, Gutenberg Project, Internet Archive), and Worldcat API b. GIST ILLiad Addons & Workflow to automatically integrate web services (OCLC Connexion, Purchasing, CCC Get It Now, etc.) into the purchase on demand, patron driven acquisitions, or request workflow of ILL and/or Acquisitions staff. c. GIST Acquisitions Manager to utilize ILLiad to streamline the acquisitions and collection development workflow in a request management system shared by ILL – connecting buy and borrow strategies. d. GIST GDM to streamline your library’s gift management processing, automating donor letters and selection evaluation. e. GIST GDM to analyze your library collection for weeding, or to digitize or move to special collections; streamline batch deselection processing. Objective(s): • Participants will learn about GIST Project and specifically the GIST Acquisitions Manager & ILL Workflow. • Participants will brainstorm solutions to common purchase/borrowing request situations. • Participants will prepare to implement their shared workflow. Outcome(s): • Participants will understand the benefits of using ILLiad for acquisitions at their institutions. • Participants will have a toolkit to apply in discussions and planning with their colleagues at their library. 7 Brief GIST for ILLiad Tour All three components may be selectively utilized in ILLiad, for instance, ILLiad web pages may be applied to enhance the end-­‐user request interface to add full-­‐text discovery, or an ILLiad Addon can help ILL’s purchase on demand program discover the best way to purchase items difficult to borrow. By combining all three and customizing these components for your library, you achieve significant benefits and optimize the combination of Acquisitions and ILL services. 8 GIST ILLiad Web, Addon, Toolkit, & Acquisitions Manager Components 1. GIST ILLiad Web enhanced request interface User has more to discover and evaluate about the item they want: •
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Amazon reviews and stars Google Book Preview & Full-­‐Text Full-­‐Text options from Hathi, Internet Archive, Gutenberg, and Open Content Alliance Purchase price and links to buy User feedback options; recommend purchase to the library And more… 2. GIST Toolkit customizes ILLiad to: • Automatically route purchase requests to Acquisitions queues & workflows • Automatically route acquisitions requests to special queues; too widely held, available free full-­‐text, and more. • Send ILL requests to Acquisitions or vice versa with ONE CLICK • Send customized Acquisitions & Collection Development emails – WITH ONE CLICK -­‐ to users or reviewers that incorporate request and GIST details. (ILLiad records emails sent, and can automatically route requests into next processing queue/status) • And more… 3. ILLiad Addons Link any web services that can be automatically searched within your ILLiad workflow: •
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Add OCLC Connexion as a tab in your workflow Add your favorite article or book sellers Add Resources for College Libraries and other evaluation tools Arrange the Addons and the ILLiad Client the way you want; one view for Acquisitions, the other for ILL Customize your workflow with the web service you want to. And more… 9 4. Acquisitions Manager Maximize having all the useful data you need to process requests in seconds. •
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Various cost to purchase data – and easily compare with the cost to borrow. All the necessary budget and fund information automatically associated by departments, usernames, etc. Configure your collection building profile (Conspectus) to automatically detect when items match materials you want in your collection – or are too widely held and out of scope. And more… Because GIST ILLiad components enhance ILL and/or Acquisitions workflows, developing communication and building relationships to share the ILLiad platform is part of the GIST strategy for streamlining and effectively processing requests and user-­‐driven selection. The only way to build an effective workflow is by working together to leverage systems and data that optimize our services. A shared Acquisitions & ILL framework that leverages ILLiad and web services to enhance buy and borrow strategies. Notes: 10 Activity A: Shared Benefits What you do with the following request situations and why? Possible options: • Borrow • Buy • Buy, w/special conditions • Route to Acquisitions/CD for review • Place limits: (no ILL) • Cancel request • Other… If a patron request is… Then you would… Note: Use from above, or add your own… Too new to borrow Not held in state and costs $25 to borrow or $45 to buy Popular fiction Audiovisual Textbooks To purchase a book held by many libraries in your local consortia Free, full-­‐text available Available as an eBook from your collection 11 Documentation: http://gettingitsystemtoolkit.wordpress.com/ Just-­‐in-­‐Time Tools Follow-­‐up Work: 1. Take a Workflow Tour @ Your Library – If you haven’t already had a chance to see the Acquisitions workflow or Interlibrary Loan workflows at your institution, it’s time to have a cross-­‐functional workflow tour (or open houses) between staff in Acquisitions and Interlibrary Loan. Getting to know each other from workflow is a good start – but be prepared* (plan ahead, and make sure to celebrate with fun food, keep it informal but do make sure people see how addons and email routing work in ILLiad). □ Start with an informal agenda for information sharing or open house(s) □ Welcome everyone – bring cookies, keep it simple, and enjoy getting to know each other □ Tour Acquisitions Workflow: briefly cover steps, view interactions between systems, note various groups of processes (check budget, vendor, etc.), cataloging, and final prep steps. □ Tour ILLiad Workflow: briefly cover steps in borrowing, OCLC & custom holdings, email routing, routing between queues, and share stories of challenging requests to borrow. *Because tours can raise fears or politics – be aware of the possibility, but determined and prepare to overcome them, the economy and systems are enabling us to share a better and long-­‐overdue workflow. 2. Be aware of the Patron Driven Acquisitions models at your library and available generally. a. Do you have an ILL Purchase on Demand program (POD) and/or Acquisitions eBook and/or Print Patron Driven Acquisitions program (PDA) at your institution? ILL POD Yes / No eBook PDA Yes / No Print PDA Yes / No b. If you have both a POD & PDA programs, why? 12 Chapter 2 -­‐ GIST ILLiad Web Pages Overview: GIST incorporates many great capabilities of the ILLiad request management software, including its powerful web request forms. These customizable webpages allow users to place, track, and manage their interlibrary loan requests online. With GIST, users can now do the same thing for their purchase requests. Figure 1. GIST web widgets as implemented by SUNY Geneseo. By utilizing the APIs of various discovery tools, including WorldCat, Google Books, and Amazon, users are presented with valuable information that allow them to make informed decisions—
whether that’s to borrow or buy the book. By also promoting the discovery of full text and locally held materials, users benefit from a full-­‐featured system for just-­‐in-­‐time access. In addition to these API widgets, GIST also allows libraries to gather valuable feedback from their users. They can indicate how important the item is to them, whether they can accept alternate formats, how they would like the item delivered, and of course if they recommend purchasing the item. This can also help library staff make the best decisions for their users. Libraries have many options for customizing the GIST web widgets. Because ILLiad allows for status-­‐specific webpages, undergraduate users can see different options than faculty users. 13 Not only can staff turn widgets on and off, they can also customize the user feedback options. This is great if, for example, you want faculty to have the option of placing a purchased item right on course reserve. Much of the data displayed to users is saved in the ILLiad request, providing ILL and acquisitions staff with important information for making sound decisions. Local holdings, online availability, purchase price, and regional/consortia holdings allow staff to easily to determine if it’s better to buy or borrow a requested item. Objective(s): 1. You will learn how to implement and customize the widgets in your own ILLiad webpages. 2. You will learn how the various APIs display information to users and staff. 3. You will learn how ILLiad can use the API data to automate workflows. Outcome(s): 1. Obtain necessary API keys and configure the GIST widgets. 2. Customize ILLiad webpages with the desired GIST widgets. 3. Utilize the API data in ILL and/or acquisitions workflow. Documentation: •
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Notes: Installing the GIST API Widgets: http://wp.me/P10aYk-­‐2r Implementing the Customized Web Forms: http://wp.me/P10aYk-­‐3e Google Books Search branding guidelines: http://code.google.com/apis/books/branding.html 14 Activity: Custom Status GIST ILLiad webpages For each of the following types of user, circle or highlight the service options and GIST widgets you would like to provide via the ILLiad webpages. Undergraduates Widgets Amazon Description Google Books WorldCat Holdings Find My Item Index Data Vendor Prices Service Level ILL Acquisitions Both Find My Item Index Data Vendor Prices Service Level ILL Acquisitions Both Delivery Type Hold for Pickup Shelve in Collection Place on Reserve Mail to Address Other: ____________________________________ Grad Students Librarians Find My Item Index Data Vendor Prices Service Level ILL Acquisitions Widgets Amazon Description Google Books WorldCat Holdings Delivery Type Hold for Pickup Shelve in Collection Place on Reserve Mail to Address Other: ___________________________________ Widgets Amazon Description Google Books WorldCat Holdings Faculty/Staff Both Widgets Amazon Description Google Books WorldCat Holdings Find My Item Index Data Vendor Prices Service Level ILL Acquisitions Both Delivery Type Hold for Pickup Shelve in Collection Place on Reserve Mail to Address Other: ___________________________________ Delivery Type Hold for Pickup Shelve in Collection Place on Reserve Mail to Address Other: ____________________________________ 15 Follow-­‐up Work 1. Obtain your API keys Before you implement any of the API widgets you must first obtain their authorization keys. Once you have obtained the following keys, record them below for your reference. Amazon Web Services: http://aws.amazon.com/ _______________________________________________________________________ Amazon Secret Key: (same website) _______________________________________________________________________ WorldCat Search API: http://www.worldcat.org/affiliate/tools?atype=wcapi _______________________________________________________________________ 2. Pilot test your webpages Once you have your API keys you are ready to enhance your webpages with the GIST widgets. The best (and safest) way to try them out is by creating a status-­‐specific request form. This allows you to test the functionality of your webpages without impacting your end users. Proceed through the checklist below to create your test pages. þ Task Install the GIST scripts and configuration files on your ILLiad web server. Configure the GIST.config file on your web server. Change the ILLiad user status of your pilot testers to “GIST Tester” in ILLiad. Create a copy of your LoanRequest.html (or custom form) as: LoanRequest-­‐GIST_Tester.html Insert the widget HTML code into the new LoanRequest-­‐GIST_Tester page. Log into ILLiad to test the page (using either the “Find My Item” widget if enabled or utilizing OpenURL if this is a modification of your default loan request form). 16 Chapter 3 -­‐ Addons Overview GIST is a customizable suite of tools to leverage systems and is ideally suited to streamline any institution’s acquisitions and ILL workflow, working within ILLiad. In addition, ILLiad Addons are very flexible and allow you to designate your own tabs on a request form to perform actions, like a web search, based on information in the ILLiad request. These easy to use features are displayed as a tab within the ILLiad client allowing you to easily view online information without having to open your web browser (see Figure 1). Services in GIST Purchase Addon Use drop-­‐down menu to select web service Abe Books Absolute Backorder Service Action! Library Media Service Addall Alibris Amazon Barnes and Noble Better World Books Book House Bookmooch BUSCA Cassalini FirstSearch GOBI Hulu IMDb Ingram Midwest Tape Oaister Paperbackswap SwapaCD SwapADVD Title Source 3 Figure 1: GIST Purchase addon featuring web service for Better World Books Objective(s): During this session, participants will… •
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Be aware of the various addons available in ILLiad. Determine which addons they want to use in their acquisitions workflow. Outcome(s): After meeting session objectives, participants will… •
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Know how to use the ILLIad Addons. Select, customize and manage the ILLiad Addons in the ILLiad client. 17 Activity: Adding Web Services into your Workflow Think about how would you use addons in your workflow? Which ones would you use and where? Which addon would be your default in each step of the workflow? Please select from the table below or write in a new one. Workflow Possible addons to use: Evaluation Purchasing Availability Receipt/Delivery Some selected addons to use in your workflow (for more, go to the ILLiad Addons Directory at https://prometheus.atlas-­‐sys.com/display/ILLiadAddons/Addons+Directory): ILLiad Addons Amazon Aquatic Commons Search CCC GetItNow Service GIST Google Combined Internet Archive OpenURL Linker RCL Web SpringerLink ALEPH Catalog Alibris Book Searches Barnes & Noble Better World Books Connexion GIST Purchase Hathi Trust Catalog Kirtas Book Search Powell’s Serials Solutions Citation Linker Voyager Catalog EBSCO A to Z List GOBI (YBP) Innovative Catalog Netflix ProQuest Dissertation Search What vendor/website/web service is missing? Workflow Toolkit SFX Linker with ALIAS VuFind Catalog Which ones would you create? 18 Documentation ILLiad Addons and GIST workflow documentation available at: http://gettingitsystemtoolkit.wordpress.com/gist-­‐for-­‐illiad-­‐webpages/using-­‐illiad-­‐addons/ ILLiad Addons Directory: https://prometheus.atlas-­‐sys.com/display/ILLiadAddons/Addons+Directory ILLiad Addons documentation is available at: https://prometheus.atlas-­‐sys.com/display/ILLiadAddons/ILLiad+Addons Follow-­‐up Work with Addons 1. Customize addons for your department’s workflow: To customize the settings for an addon, you must have given yourself permissions to Manage Addons in the ILLiad Staff Manager. This permission only controls who can customize addons settings–every staff member is still able to use an installed addon without that permission. Once you have the proper permission, open the System ribbon in the ILLiad client and click on Manage Addons. Browse the list of your installed addons and select the one you want to customize. Then enter and save your changes. When finished, click the Reset Cache button for the changes to take effect. 2. Select addons and install in your ILLiad client. 3. Create an addon and share with other libraries through the ILLiad Addons Directory. Instructions for developing and submitting addons may be found on the ILLiad Addons webpage at: https://prometheus.atlas-­‐sys.com/display/ILLiadAddons/ILLiad+Addons Notes: 19 Chapter 4 – Cataloging Addon & Workflow Overview The OCLC Connexion addon is available through the ILLiad client, enabling an automatic log in to an OCLC cataloging account and the OCLC record is automatically retrieved, using the OCLC number (if provided in the ILLiad request). With Connexion Addon in ILLiad, you can download records and attach your symbol to the holdings in WorldCat. Figure 1: Screenshot of the OCLC Connexion addon in the ILLiad client. Objective(s): During this session, participants will… •
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Become aware of the Connexion addon and describe its function. Discuss alternative means of cataloging workflow. Outcome(s): After meeting session objectives, participants will… •
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Be able to install the Connexion addon in ILLiad when returning to library. Initiate discussions with library colleagues about workflow and cataloging best practices. 20 ACTIVITY A, part 1: Cataloging data sources What bibliographic utility does your library use? What other types of records do you obtain? Are you using an approval plan? With which vendor(s)? 1. 2. Do you download and use vendor MARC records? Which source? The above data is useful in planning how to implement cataloging within the GIST ILLiad client and develop a shared understanding the workflow environment. 21 ACTIVITY B: When to attach your holdings… Describe the benefits of when a library attaches their symbol to the OCLC holdings? And identify what your library practices. Do you attach your holdings symbol at… PROS Point of order? CONS After purchasing, before receipt? Upon receipt, in Acquisitions? Upon receipt, in Cataloging? My Library attaches holdings at: The above activity will help place where the cataloging addon tab is placed within ILLiad and how the function is integrated into the GIST workflow. 22 Documentation: “Using ILLiad Addons” http://gettingitsystemtoolkit.wordpress.com/gist-­‐for-­‐illiad-­‐webpages/using-­‐illiad-­‐
addons/ Scroll down to “Connexion Addon” See the ACRL Value of Academic Libraries report on cataloging throughput… Follow-­‐up Work: GIST Cataloging 1. Conduct a time study of your library’s actual cataloging throughput. Study how long it takes from point of user request to finished, cataloged item on the hold shelf awaiting customer. How long is it taking your department to get the material to the patron? How long should it take? Compare your time study to your library’s ILL department; how long does it take ILL to get material into the hands of a patron? 2. Benchmark similar libraries. Find out if similar studies have been undertaken at peer institutions and what average turnaround times are for acquisitions, cataloging and ILL. Compare your data and set a benchmark if you haven’t already. See Karen Calhoun report to LOC on the changing nature of cataloging, as well as her panel discussion at ALA Midwinter 2009… 3. Discuss with library colleagues what is “good enough” when it comes to a catalog record for an item. If Acquisitions or ILL are cataloging items, when does a local note matter? 23 Reference List: Association of College and Research Libraries. “Value of Academic Libraries Comprehensive Research Review and Report. “ Researched by Megan Oakleaf. Chicago: Association of College and Research Libraries, 2010. Published online at www.acrl.ala.org/value. Retrieved July 25, 2011. Calhoun, Karen. “The Changing Nature of the Catalog and its Integration with Other Discovery Tools: final report prepared for the Library of Congress.” (2006). Published online at: http://www.loc.gov/catdir/calhoun-­‐report-­‐final.pdf . Retrieved July 25, 2011. Calhoun, Karen, et.al. “Redefining Technical Services Workflows with OCLC,” (2009). Panel discussion at American Library Association (ALA) Midwinter, Denver, CO, January 23-­‐28, 2009. Presentation online at: http://www.oclc.org/us/en/multimedia/2009/ALA_MW_Redefining_Technical_Services.htm . Retrieved July 29, 2011. Notes: 24 Chapter 5 -­‐ Budget & Funds in the Acquisitions Manager Overview The GIST Acquisitions Manager tool is designed to manage and administer budgeting and financial information in the ILLiad client. Along with the Acquisitions Manager, the GIST Acquisitions Addon and the GIST Purchase Addon are two new features which give acquisitions and ILL more data to drive decision-­‐making when deciding whether to buy or borrow a requested item. Figure 1: Schematic of the new GIST Tables in ILLiad Objective(s): During this session, participants will… •
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Learn which fields are available in the GIST Tables to empower workflow. Review current budget management workflow design. Review fund structure of current budgeting procedures.. Outcome(s): After meeting session objectives, participants will… •
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Understand how GIST budget manager works. Decide how to use the GIST budget manager in their own purchasing and budget management workflow. Plan and outline a new fund structure. 25 Activity: Procurement Workflow What steps do you take when expending money from a budget? Sketch it out below: In each step of the process, what sources and important data are you capturing? Step 1 Step 2 Step 3 Step 4 Step 5 STEP 1: STEP 2: STEP 3: STEP 4: STEP 5: 26 Documentation: Available September 2011 at http://gist.idsproject.org Follow-­‐up Work: Planning migrating budgets in ILLiad Budget Planning, PART A: Consider your current budget management practices and who is authorized to make decisions about selection and purchasing. List funds: Affiliated funds: Affiliated users/usernames: Statuses (faculty, alumni, undergrad, etc.): 27 Notes: 28 Planning Homework, PART B: Streamline your budget management practices Are there any ways to eliminate some funds or budgets? (i.e., use one fund for ALL departments that fall within a broad discipline, rather than individual depts.) Could any new ones be added, depending on your request system? (i.e., adding a “GradStudent” fund to cover all graduate student purchase requests) Decide on a patron-­‐driven allocation model; what would it look like? (i.e. is your PDA allocation a separate fund itself or a percentage of each fund administered): Who is authorized to expend budgets? (ILL, Acquisitions, Selectors ) 29 Chapter 6 – Conspectus Overview: GIST Acquisitions Manager addon provides an automated customizable collection building profile, called the Conspectus, to enhance and streamline the evaluation of Acquisitions and ILL requested items. Conspectus in GIST Acquisitions & GIST Purchase Addons & Conspectus Recommendation Objective(s): •
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To understand and be able to edit the Conspectus collection building profile in the GIST Acquisitions Manager. To apply the Conspectus into the desired local workflow, i.e. Acquisitions, ILL, and/or Collection Development. Outcome(s): Develop your implementation plans for customizing and applying the Conspectus to your workflow. 30 Customizing your Conspectus The OCLC Conspectus is a subject hierarchy consisting of divisions, categories, and subjects. The conspectus provides a framework to describe library collections, and is mapped to Dewey Decimal, Library of Congress and National Library of Medicine classification schemes. The conspectus is structured in hierarchical order, from broad divisions to very specific subjects and each level is increasingly more detailed. Why customize the conspectus? Setting up the conspectus in GIST Acquisitions Manager allows for libraries to customize and automate the selection evaluation of requests for both an ILL and Acquisitions workflow using this ILLiad addon. Libraries may determine which areas of the conspectus they might want to collect and other subject areas that are out of scope. Making these decisions ahead of time and customizing the conspectus to your collection building profile automate much of the evaluation process. Libraries can decide what divisions and categories they wish to grow and then set up collecting levels and uniqueness factors to automate those decisions. Libraries can also set up strict guidelines for keeping or not keeping publications dependent on date limits. For example, if you wanted to collect comprehensively in Geography and Earth Sciences – Meterology, but only within the last 5 years of publication, you would want to set your collecting level to “5”, a uniqueness factor of “1″₺ (to avoid duplication in your collection), and set your “If Newer than” settings to 5 and click in the box for Strict. Weighting A number of factors make up the Weight score which effectively determines whether or not the Conspectus in the GIST Acquisitions Manager indicates a “Yes” or “No” to the purchase recommendation. Holdings, publication dates, uniqueness and collecting level are factors that affect the final weighting of an item. The higher the weight score, the recommendation will be to “Yes” Purchase this item, due to these factors. A lower weight indicates an item of less desirability than the higher weighted item. Weighting Logic The first step of the weighting logic is to determine if either of the strict date restrictions apply. If Newer Strict is checked and the item is older than the limit or if Older Strict is checked and the item is older than the limit, then the preliminary weight (pWeight) is automatically set to 500. Otherwise, the pWeight is based on the combination of the age of the item in relation to the Newer Than and Older Than settings and the number of libraries configured in the Group2 and Group3 settings that own the item. Once pWeight has been established, the formula to modify it has to be determined. Based on those results, pWeight is modified differently by the Unique and Collection Building numbers. After the final pWeight is determined, a check is made to determine if pWeight is less than 1. If it is, then it is set to 1. The final WeightingScore is determined by dividing 10000 by pWeight. 31 Collecting Level This indicates the depth of collecting, with 0 indicating no growth and 5 indicating a comprehensive collection, with maximum growth: 0 = OUT OF SCOPE – Library does not collect in this subject. 1 = MINIMAL INFORMATION LEVEL – Collections that support minimal inquiries about this subject and include a very limited collection of general resources, including monographs and reference works. 2 = BASIC INFORMATION LEVEL – Collections that introduce and define a subject, indicate the varieties of information available elsewhere, and support the needs of general library users through the first two years of college instruction. 3 = STUDY OR INSTRUCTIONAL SUPPORT LEVEL – Collections that provide information about a subject in a systematic way, but at a level of less than research intensity and support the needs of general library users through college and beginning graduate instruction. 4 = RESEARCH LEVEL – Collections that contain the major published source materials required for doctoral study and independent research. 5 = COMPREHENSIVE LEVEL – Collections in a specifically defined field of knowledge that strive to be exhaustive as far as is reasonably possible (i.e., “special collections”). Uniqueness This indicates your willingness to have duplicate copies of materials within this category or division, with 0 indicating no duplication and 5 indicating liberal duplication. This will have a lot to do with the average usage of items in a given subject area at your institution. Take into consideration whether a subject has commonly assigned textbooks, is a specialization of your institution, or has high circulation volume. Remember that this value is distinct from your group holdings and is specifically referring to duplicate copies within your own local collection, so weight accordingly. 32 Publication Dates You can specify collection limits for a subject based upon the age (in years) of an item. •
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If Newer Than: preference for items that are published in the past x years If Older Than: preference for items that published over x years ago Strict: This toggle means that no items can exceed the values you entered. For example: you prefer items published within the past 5 years, but will still consider items older than that. Set “If Newer Than” to 5. The result would be a higher weighting of items published within the past five years, with older items would receiving a diminishing weighting. But, if you wanted only items published within the past 5 years, you would select the Strict toggle for the “If Newer Than” value. Reviewers You can ignore the automation of the collection building profile by mediating the decision making using the Conspectus reviewer. Because the Conspectus reviewer service slows down the processing of end-­‐user requests by including a subject specialist or department liaison in the process, a print or email notification from within the ILLiad Acquisitions Manager will provide some streamlining to this mediated workflow. Notes: 33 Activity: Building your collection building Conspectus Briefly describe some criteria or factors that matter for selecting materials to purchase at your library Holdings Collection Profile Local & Format duplication LC or Dewey areas in scope (e.g. 2 copies max.? different format acceptable?) Other Cost to borrow* Consortial (e.g. held by more than 3 libraries)
Cost to buy* Region or State LC or Dewey areas out of scope Delivery Time* Full Text* (e.g. held free full-­‐text by Hathi) Publication Dates (newer than, older than) Other Other Other *Not currently an automated factor in Conspectus weighting; however, this data is part of the GIST data-­‐decision workflow. 34 Practice I: Convert sample decision factors to Conspectus settings for the examples below. Collecting Level: _____________ 0 = out of scope 1 = minimal information level 2 = basic information level 3 = study or instructional support level 4 = research level 5 = comprehensive level Uniqueness: ________________ 0 = no duplication 5 = liberal duplication If Newer Than: ______________ If Older Than: _______________ Reviewer: ____________________________ Collecting Level: _____________ 0 = out of scope 1 = minimal information level 2 = basic information level 3 = study or instructional support level 4 = research level 5 = comprehensive level Uniqueness: ________________ 0 = no duplication 5 = liberal duplication If Newer Than: ______________ If Older Than: _______________ Reviewer: ____________________________ Notes: 35 Planning Work: Convert your Consortial, Region, or State libraries into GIST Group 1, 2 & 3 configuration settings. Configuration Groups Group 1 your library symbol(s) Group 2 Your consortial or regional group of library symbols Group 3 Your other consortial/regional group or state library symbols OCLC Symbols Documentation: History of Conspectus: http://www.oclc.org/research/activities/past/rlg/conspectus.htm Notes: 36 Chapter 7 -­‐ Efficient Gift Management Using Gift & Deselection Manager Overview The GIST Gift & Deselection Manager is designed to manage and streamline library workflow for processing gifts and evaluating materials for weeding. It is standalone open-­‐source software that automates the gathering of data for evaluating donations; including holdings, edition comparisons, full-­‐text, and other data. It also recommends “keep or do not keep” according to your collection building conspectus file, and if you keep an item, GDM can open and search the work in OCLC Connexion so you may attach holdings and download a record. The Gift Manager also automates donor letters with lists of donated items – no more keying in title information for acknowledgments, with all the data now stored in GDM’s database for future reference. Figure 1: The Gift & Deselection Manager interface in the Gift Manager mode. Objective(s): During this session, participants will… • Understand the benefits of using the GIST GDM. • Review criteria for accepting and deselecting materials. • Navigate GIST GDM interface and adjust criteria to improve the GDM recommendation settings. • Review conspectus and determine which settings are most appropriate for their library. Outcome(s): After meeting session objectives, participants will… • Know how to implement GIST GDM Gift Manager. • Develop a workflow for Gift Management. • Know how to configure the conspectus for your library. 37 Some possible options… How many libraries own? Is this a duplicate item? How many copies do we need? Is it w ithin a part of the collection we want to grow? Is it an award winner? Is it a publisher we want to collect? Activity A: Profiling Criteria What criteria do you use when making a decision about keeping or deselecting an item in your collection (some options above) When accepting gifts…. When weeding items … Notes: How similar are the criteria for gift acceptance and weeding? 38 Activity B: Do you Agree with GDM’s Recommendation? Using the example below (& our profile), do you agree with the GDM recommendation? Why or why not? How would you adjust the settings or criteria? Notes 39 Activity C: Practice building your collection building profile Using the two examples below, practice configuring your collection building profile. Collecting Level: _________________ 0 = out of scope 1 = minimal information level 2 = basic information level 3 = study or instructional support level 4 = research level 5 = comprehensive level Uniqueness: ____________________ 0 = no duplication 5 = liberal duplication If Newer Than: _________________ If Older Than: __________________ Reviewer: _______________________ Collecting Level: _________________ 0 = out of scope 1 = minimal information level 2 = basic information level 3 = study or instructional support level 4 = research level 5 = comprehensive level Uniqueness: ____________________ 0 = no duplication 5 = liberal duplication If Newer Than: _________________ If Older Than: __________________ Reviewer: _______________________ 40 Documentation: http://gettingitsystemtoolkit.wordpress.com/gift-­‐deselection-­‐manager/ Installation: Step by step process for installing GDM: http://gettingitsystemtoolkit.wordpress.com/gift-­‐deselection-­‐manager/installation-­‐configuration/ Obtaining API Keys: You will need: •
•
•
•
Amazon API keys (regular and secret key) WorldCat API key OCLC symbol for your library OCLC symbols for libraries in your consortia Follow-­‐up Work: 1. Review and analyze your library’s current gifts workflow. (See Appendix A: Gift Management Workflow Using GDM for an example of workflow) a.
b.
c.
d.
e.
f.
g.
Who is involved? What are the steps in the process? (Outline the steps or map it) How much time does it take? What are the benefits? What are the costs? How many libraries have a librarian review of gifts? (& Why)? How many allow staff to review? Identify the barriers to automating your workflow. 2. What book lists or society recommended readings do you use to evaluate gifts and deselection? Notes: 41 42 Chapter 8 -­‐ Collection Management and Evaluation Using GDM Overview: The GIST Gift & Deselection Manager enables collection managers to perform item-­‐by-­‐item deselection or use the batch analysis tool to create custom deselection reports for large weeding projects. Item-­‐by-­‐item deselection is done in the Deselection Manager interface, which looks much the same as the Gift Manager screen, although because you already own the item, the weighting is adjusted. The batch deselection report includes the following data: Title, Author, Publication Date, OCLC Call Number (050 or 090 field), # holdings in your groups, full text availability in Hathi Trust and Google Books, Better World Books Library discard acceptance, and a final conspectus recommendation. Figure 1: Example of item-­‐by-­‐item deselection in the GIST Gift & Deselection Manager. 43 Figure 2: Screenshot of the batch analysis interface above Figure 3: Example of a deselection report results list. Objective(s): During this session, participants will… •
•
Discuss weeding workflows. Review and analyze their criteria for deselecting materials from the collection. Outcome(s): After meeting session objectives, participants will… •
•
Implement and customize GIST GDM for Deselection workflow. Adapt the GDM Batch Analysis Tool for other evaluations, such as journal duplication, and identifying titles not yet digitized. 44 Activity A: Deselection Criteria Setting Consider the following table of criteria; which ones matter when deselecting materials? Why? Holdings Local & Format duplication Collection Profile LC or Dewey areas in scope Consortia (e.g. held by more than 3 libraries) LC or Dewey areas out of scope Region or State Publication Dates (newer than, older than) Full Text (e.g. held free full-­‐text by Hathi) Publisher Other? Other? Other? Other? Notes 45 Activity B: Practice analyzing a GIST GDM Deslection Report Analyzing Batch Deselection Report Would you weed… The poetical works of Henry Kendall / edited by T. T. Reed Why or why not? Hypatia; or, New foes with an old face. By Charles Kingsley Poems /by Charles Kingsley Notes 46 Documentation: http://gettingitsystemtoolkit.wordpress.com/gift-­‐deselection-­‐manager/ Batch Deselection Procedures for Removing your symbol from OCLC holdings: http://gettingitsystemtoolkit.wordpress.com/gift-­‐deselection-­‐manager/batch-­‐deselection-­‐
procedures/ See also Appendix B: Customizing the GDM Conspectus at the end of the workbook. Follow-­‐up Work: 1. Would you create a derivative record for the online/digitized version available through Hathi Trust or Google Books? Explore this option with your cataloging colleagues. Why or why not? 2. What other kinds of analysis might your library want to run? Value of special collections? Digitization of pre-­‐1923 imprints? Overlap analysis of journals with consortia members? For example, SUNY Geneseo ran an analysis of JSTOR holdings for the State of Ohio using the Batch Deselection Tool, which gathered results about how much overlap existed Others? Notes: 47 48 Chapter 9 -­‐ Planning Your Transformation Overview Participants will select a GIST component they would like to implement and develop a project plan. Selecting GIST components that fit your needs -­‐ sample of options: a. GIST ILLiad Web to enhance the user request interface with discovery widgets; Amazon API, Google Books, Hathi Trust, Index Data (Open Content Alliance, Gutenberg Project, Internet Archive), and Worldcat API b. GIST ILLiad Addons to automatically integrate web services (OCLC Connexion, Purchasing, CCC Get It Now, etc.) into the purchase on demand, patron driven acquisitions, or request workflow of ILL and/or Acquisitions staff. c. GIST Acquisitions Manager to utilize ILLiad to streamline the acquisitions and collection development workflow in a request management system shared by ILL – connecting buy and borrow strategies. d. GIST GDM to streamline your library’s gift management processing, automating donor letters and selection evaluation. e. GIST GDM to analyze your library collection for weeding, or to digitize or move to special collections; streamline batch deselection processing. Figure above: Description of GIST Components Objective(s): To determine what GIST components you want to implement. To develop a plan for implementing and customizing the GIST components for your library. Outcome(s): Develop a pilot project proposal or an implementation plan for GIST at your library. 49 Activity: Prepare GIST Pilot Proposal or Project Plan @ your library. a. Initiating the Project What is the Project? (What are you going to produce or deliver?) Who needs it? (Who is the customer?) Why? (What is the challenge or problem you are solving or opportunity you are pursuing? It may help to compare current functionality and what you are looking for) Who needs to be involved? {Who’s on your project team? (Key stakeholders who will use GIST) Who approves or pays for this? (Sponsor)} 50 Notes 51 What are your Objectives? Specific, Measurable, Agreed, Realistic, Time Constrained (SMART) What are the Assumptions? (List factors or situations you assume will or will not exist for this project) 52 Notes Page: 53 b. Plan the Project – or – How should you go about it? Briefly describe how you will form your GIST Team and how your GIST team might actively meet and work: Describe the Roles & their Responsibilities you see for your GIST team: 54 Another way to draw out the details of the last question is to briefly outline in say 10 steps or tasks (use notes if you have more) to implement your GIST – please include dates and who is assigned particular tasks. (The Project Management term is to create a Work Breakdown Structure (WBS) which usually has dates and who’s assigned the task to steps, estimated hours for each task – and can all be represented on a Gantt chart). Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 55 c. Control the project during implementation: How will you know you are on track? – This is a fundamental part of making a project successful. Communicating achievements and project status are as important as when to meet individually (project manager with team member) and as a team. Practice designing your own GIST Project meeting agenda plan or weekly status report that states the purpose of the meeting/report, includes activities expected to be accomplished by the meeting, and objectives or milestones for next meeting, and change requests: 56 d. Close the Project Finish the job, celebrate, and assess the project and lessons learned. Check off list for closing your project Project Personnel (Internal) o Adequate feedback, review, usability in the o Project celebration? implementation? o Lesson’s learned discussed and o Any outstanding deliverables? documented? o Any internal outstanding commitments? o Special acknowledgement of o All milestone/tasks completed? high-­‐performing project team o All stakeholders notified completion? members? o Project plan, meeting notes, lessons learned archived? Adapted from Just Enough Project Management, by Curtis Cook, 2005. Also see: Making Things Happen by Scott Berkun, 2008. Follow-­‐up Work Follow-­‐up Activity #1: Thoroughly Read GIST documentation Please thoroughly read GIST documentation: http://gettingitsystemtoolkit.wordpress.com/ and the ILLiad documentation linked from the GIST documentation. Most of the questions we frequently encounter relate to missing steps that are documented, however, if you have any suggestions for documentation; please send us your suggestions. 57 Follow-­‐up work #2 -­‐ Pre-­‐Planning Environmental Scan Gathering Data & reading literature that may help you in your collaborations and successful implementation plans. GIST Data to Gather Documentation & Literature Review Project ILLiad Web ILLiad Addon Acquisitions Manager • # ILL & PDA/year • ILLiad CitedIn stats Other: • Distribution of procurement sources • List of favorite websites used by acquisitions, selectors, & ILL Other: • Budget for ILL & Acquisitions (PDA, Selectors, Librarians) • Avg. cost of ILL & Acquisitions Other: # gifts / year Lib. of Congress distribution of gifts accepted last year – for Conspectus customizing. Gift Management • Workflow map of existing process, include avg. time processing Other: • # deselected / year • LC’s distribution of deselection for Conspectus Deselection customizing. & • Workflow map of existing Collection process, include avg. time Analysis processing. Other: •
•
Anderson, Rick, “The Crisis in Research Librarianship,” from The Journal of Academic Librarianship 2011: http://bit.ly/puXBY3 Atkinson, Ross, “Six Key Challenges for the Future of Collection Development,” Library Resources & Technical Services 50(4), Oct. 2006: 244-­‐251. http://tinyurl.com/sixkey Holley, Robert & Kalyani Ankem, “The Effect of the Internet on the Out-­‐of-­‐print Book Market: Implications for Libraries”: originally appearing in Library Collections, Acquisitions, & Technical Services. Vol. 29, 2005, pp. 118-­‐139 http://digitalcommons.wayne.edu/slisfrp/32/ Levine-­‐Clark, Michael, “An analysis of used-­‐book availability on the Internet,” Library Collections, Acquisitions, and Technical Services 28(3), 2004 p. 283-­‐297: http://www.sciencedirect.com/science/article/pii/S1464905504000521 Pitcher, K., Bowersox, T., Oberlander, C., & Sullivan, M. (July 01, 2010). Point-­‐of-­‐Need Collection Development: The Getting It System Toolkit (GIST) and a New System for Acquisitions and Interlibrary Loan Integrated Workflow and Collection Development.Collection Management, 35, 3, 222-­‐236 ILLiad Web: http://tinyurl.com/ILLiadweb Addons: http://tinyurl.com/ILLiadAddons Other: Chadwell, F. A. (2010). What's Next for Collection Management and Managers?. Collection Management, 35(2), 59-­‐68. doi:10.1080/01462671003620199 Tinker Massey. (2005). Management of gift materials in an academic library. Collection Building, 24(3), 80-­‐82. Other: Cornell’s Print Circulation in Context Report: http://staffweb.library.cornell.edu/node/1939 Lugg, Rick, Ruth Fischer, “The Disapproval Plan: Rules-­‐Based Weeding & Storage Decisions,” Against the Grain, 2009: http://www.ebookmap.net/pdfs/Disapproval%20Plan.pdf Other: 58 Follow-­‐up Work #3: Convert Workbook into Project Management Plan Finish the workbook by converting into a Project Management plan – you can use the template we adopted, or create your own. To help each other, we would like you to send a copy of your plan to [email protected] for follow up assessment process; you will get an email survey later about this. Notes 59 GIST Project Plan Template (adapted from: http://its.ucsc.edu/pmg/project_templates.php) GIST Project Title:
Prepared By:
Date:
Situation/Problem/Opportunity:
Briefly summarize the problem or opportunity you propose to address. This statement provides a basis for the rest of the document.
Write this in terms of the organizational problem discovered, not in terms of the solution needed.
Purpose Statement (Goals):
This is what you intend to do to address the problem or opportunity identified above. This is the solution you propose. A project has
one goal that gives purpose and direction to the project. This will be used as a continual point of reference for any questions that
arise regarding scope or purpose. This section should be written in language that is easy for everyone to understand. It describes
what will be implemented, corrected, installed, replaced or otherwise addressed to solve the problem.
Objectives/Deliverables (if known):
Objectives and deliverables are a more detailed version of the purpose (goals) statement. They outline what will be accomplished in
this project. Objective statements will clarify the boundaries of the purpose statement and define boundaries of the scope of the
project. Every objective must be accomplished in order to reach the goal and accomplish the purpose of this project.
Methods/Approach:
How will you complete this project? What is your strategy for completion?
What tools will you use? Will you procure or otherwise acquire hardware, software or people services?
60 Success Criteria:
§
This is the measurable business value resulting from doing this project.
§
What state must exist for the client to say the project was a success?
§
Address quantitative and tangible business benefits in terms of what will be improved, what problems will be reduced or what
benefit will this be to the organization.
Risks and Dependencies:
Identify any factors that can affect the outcome of the project including major dependencies on other events or actions.
These factors can affect deliverables, success, and completion of the project.
Record anything that can go wrong during this project and the probability.
Resources:
§
People – project staff, participants and those impacted (general classifications OK)
§
Time - what is the time frame for this project? How long will it take?
§
Dollars - direct and indirect costs, e.g., out of pocket expenses and absorbed overhead
§
Other – software, expertise, procured items, outside expertise, etc.
Project Duration (est):
Project Budget (est):
To Be Completed by Appropriate Manager - Proposals will be reviewed by the Sponsor and Project Manager and forwarded to
appropriate reports.
If known, enter the project sponsorʼs name.
If known, enter the managerʼs name.
61 62