WMS Acquisitions Module Why use it? & Best Practices. Laurie Baumgardner Acquisitions Librarian

Transcription

1 WMS Acquisitions Module Why use it? & Best Practices Laurie Baumgardner Acquisitions Librarian

2 Before we talk about me let s talk about you What kind of library are you from? --Academic --Public --Special Who here is currently using the WMS Acquisitions Module? Where are you in the process? 1. Toe on edge of ocean 2. Knee deep 3. Up to chin in water 4. Paddling for your life

3 Gardner-Webb University Boiling Springs, North Carolina Private Nonprofit Baptist University striving for excellence in academics and service Founded in 1905

4 Gardner-Webb University Stats 4,000 students and 180 full-time faculty Award winning Schools of Business, Health Sciences, Education, Divinity and Psychology and Counseling NCAA Division I; Big South Conference Nine Professional Librarians

5 Once upon a time Before WMS Gardner-Webb University Innovative Users for eighteen years Yes, I said 18 years Migrated to WMS Worldshare July 2015 Went live with WMS Acquisitions Module simultaneously We are still working out our Serials process

6 So, Let s talk about WMS Acquisitions A brief disclaimer Overall we are happy At the end of the day. it works

7 What Works well in WMS Acquisitions? Daily Routines - Entering Orders - Receiving & Cataloging [same step] - Processing Invoices in WMS - Handling Multipart Sets - 4 th grade math textbook, - 5 DVD video sets - 3 volume encyclopedias

8 What Works well in WMS Acquisitions? Weekly Routines - Adding Gifts - Handling ebook orders

9 What Works well (if less often) Monthly Routines - Standing orders - Periodical Renewals

10 What Works well (if less often) Annual Routines - Fiscal close - Budget Management - Vendor Maintenance

11 What functions need improvement? Daily Tasks - Spine Label Printing - WMS does not support spine label printers - There is no way to bold labels in WMS National Geographic

12 What functions need improvement? Daily Tasks - Serials Check-in / withdrawal - Each issue must be added manually - & withdrawn individually

13 What functions need improvement? Daily Tasks - Discovery / Handling of editions = FRBR - Same edition same record? - Which edition displays first? - Upgrading records / adding URLs

14 What other functions are lacking? Less Frequent Tasks Patron notifications (not possible in WMS) Faculty submit title requests Requester Name entered in order record Not possible to notify faculty that materials are available from WMS Acquisitions

15 What other functions are lacking? Less Frequent Tasks Notes fields (awkward to use) Public note or Staff note But no flexibility of when it shows

16 What other functions are lacking? Less Frequent Tasks Statistics Only Acquisitions Dashboard No customizable statistics Reports No search by vendor invoice number Payment Activity by Fund does not work Fund Balance Report provides no transaction info Serials Received Report number of issues only

17 Bottom Line Why use the Acquisitions Module? 1. ILS Less Expensive than Innovative 2. Positive UX 3. Significantly faster turnaround FTE Position Repurposed 5. Googlized discovery 6. Edifact shared invoicing /ordering 7. Growing number of partners

18 Sample Workflow

19 What does this process look like?

20 Search for title and create order

21 Add titles to order

22 Look up ebook titles in Knowledge Base

23 Fill in information for each title

24 Add Pricing info then save

25 Place Order

26 Receive Book

27 Create Invoice

28 Receive book and create invoice simultaneously

29 Process and Pay Invoice

30 Generating Labels click on barcode

31 Generating Labels Send to print list

32 Select Label and Export Lists

33 List of Spine Labels to print

34 Each label is checked for accuracy

35 Add Location codes to Spine Labels

36 Select Print or Print Test

37 Creates labels in PDF format

38 Convert PDF to Word doc and bold

39 Discussion of successes and failures How have you optimized your process? Share tips & tricks Gather round the easel Let s talk!

40 Problem Children Where are the trouble spots? How are you handling them? Stay around the easel and share!

41 Next steps sharing our victories Please fill out the Google Form Share any work arounds that you have developed If you fill out the form I will a summary document

42 Further comments Please send comments to: Laurie Baumgardner Gardner-Webb University Dover Library Acquisitions Librarian

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