Standing Orders/Cntinuatins in Vyager The primary issue f using the Vyager acquisitins client t rder and receive standing rders is the difficulty with the subscriptin pattern. Many standing rder vlumes have captins, enumeratin, chrnlgy and frequencies that are nt accurately r easily captured by Vyager's standard publicatin patterns. The results are mixed, with sme simple patterns easily generated Annual, yr; Annual, vl., yr and thers needing substantial editing as vlumes are received 8-10 vlumes/year, 2 parts/vlume; Annual, yr/yr. Sme vlumes may have n enumeratin r chrnlgy, therefre n subscriptin pattern, but a library may still want t track its rdering, payment and receipt histry with the acquisitins client (fr example, a publisher's series where each vlume is catalged separately as a unique title). Starting in versin 6.1 the acquisitins client intrduced a new publicatin pattern functinality in the frm f Cmplex Publicatin Patterns. This feature allws greater flexibility in creating difficult-t-describe publicatin patterns and can reduce the amunt f editing necessary as individual vlumes are received. See the Vyager Acquisitins User s Guide pages 8-68 8-92 fr mre infrmatin n this feature. This dcument is intended t suggest guidelines fr sme appraches t these issues. It is nt intended as a cmplete set f slutins fr all libraries. Acquisitins/serials wrk is in many ways a lcal prcess and libraries may chse t implement whatever apprach(es) best suits their staff and patrns. It shuld be nted, hwever, that the display f hldings infrmatin is a cnsrtial cncern and the adherence t natinal standards is strngly recmmended. Definitin f Standing Order/Cntinuatin Fr the purpses f this dcument the terms standing rders and cntinuatins are interchangeable. They are meant t define a type f serial, mngraphic series r mngraphic set, by its general frequency and payment structure. Standing rders r cntinuatins are titles issued in successive parts, received annually r less frequently, and paid fr as they are received. This is clearly a brad definitin as there are many titles that are much mre frequent, r paid fr as a "subscriptin", that a library may want t treat as a standing rder r cntinuatin. Fur ptins: 1. Use Vyager acquisitins client fr rdering and receiving standing rders, display checked-in issues in WebVyage. 2. Use Vyager acquisitins client fr rdering and receiving standing rders, suppress issues frm WebVyage and use the MFHD in the Catalging client fr generating yur hldings display in WebVyage. 3. Use Vyager acquisitins client fr rdering standing rders and use the MFHD in the Catalging client fr receiving and fr generating yur hldings display in WebVyage. 4. Order and receive standing rders utside f Vyager and use the MFHD t reflect hldings and generating yur hldings display in WebVyage. Sme libraries may have started t use the Vyager acquisitins client fr rdering and receiving standing rders (Optin 1 r 2) and are nw chsing t use the Vyager acquisitins client fr rdering nly and using the MFHD fr check-in (Optin 3). There are specific issues related t changing prcesses which will als be discussed belw. revised 6/2008 1
Optin 1 Use Vyager acquisitins client fr rdering and receiving standing rders, display checked-in issues in WebVyage. Prs Optimized use f integrated library system Vlumes/issues can be immediately displayed as they are checked in Checking in vlumes/issues via the acquisitins client will generate a "received" date and detailed receipt histry Claiming is facilitated by being integrated with check-in functins Acquisitins staff need little, if any, additinal training in the Catalging client r MFHD Staff use nly ne client fr rdering and receiving, pssibly simplifying acquisitins/serials wrkflw Cns Difficulty in generating crrect frequencies, captins and subscriptin patterns Substantial editing f vlumes/issues may be needed as they are checked in r additinal wrk may als need t be dne in the MFHD Nature f material may cmplicate wrkflws (are these types f materials "different" than regular subscriptins fr peridicals and invlve different staff?) Sample pattern prblems with pssible slutins Year/year r Vlume (Year/yr), e.g., 2003/2004 r v. 1 (2003/2004) Use a frequency f Annual, yr. r Annual, v., yr. and start yur predictin Change the first vlume t yr/yr. When vlume is checked in, change the next expected vlume t yr/yr. Vlume and/r year issued in multiple parts: 2004, v.1; 2004, v. 2; 2004, v. 3 Use a predictin pattern f Annual, yr. D nt use Annual v., yr. Start yur predicatin and add v.1 t the first issue Add issues fr the ther vlumes Repeat fr the next expected vlumes v.1 (2004), pt. 1; v.1 (2004), pt. 2 Use a frequency f Annual, yr. Things t cnsider Are the hldings as they are generated frm the Vyager acquisitins client acceptable t yur patrns and staff? Are serial/mngraphic set hldings als being added r edited directly in the MFHD frm the catalging client? If s, are they cnsistent with each ther? D yu want t cllapse vlumes t generate hldings? If yes, then yu need t check-in using the Vyager acquisitins client. Is the wrk needed t manually edit vlumes at check-in fr a percentage f yur standing rders reasnable fr yur staff as cmpared fr the wrk needed t manually edit a MFHD? Are serials staff trained (and authrized) t edit MFHDs? revised 6/2008 2
Optin 2 Use Vyager acquisitins client fr rdering and receiving standing rders, suppress issues frm WebVyage and use the MFHD in the Catalging client fr display Prs Optimized use f integrated library system Checking in vlumes/issues via the acquisitins client will generate a "received" date and detailed receipt histry Claiming is facilitated by being integrated with check-in functins Cns Prcesses are duplicated as substantial editing f vlumes/issues may still need t be dne in the acquisitins client and the MFHD. Nature f material may cmplicate wrkflws (are these types f materials "different" than regular subscriptins fr peridicals and invlve different staff? That is, is editing MFHDs a "catalging" functin at yur institutin as ppsed t an "acquisitins" functin?) Things t cnsider Is a detailed receipt histry in the check-in mdule critical t yur staff? Wuld Payment Histry give yu an adequate receipt histry? revised 6/2008 3
Optin 3 Use the Vyager Acquisitins client fr rdering and paying standing rders and use the MFHD in the Catalging client fr receiving Prs Mre flexibility with hldings variables frequency, captins, enumeratin, chrnlgy. Cnsequently hldings can be mre accurately represented in many cases. Hldings can be very detailed (853/863) r summarized (866). Hldings wuld need t be very detailed (853/863) t replicate the receipt histry in the acquisitins client. Yu can cntrl the rder f the vlumes (reverse chrnlgy) Cns Ordering and receiving functins are nt cnnected (require separate wrkflw, maybe different staff) Hldings must be manually entered in the MFHD using the Catalging client. Additinal wrk is required t "replicate" level f detail in the acquisitins client. If Items are als created, item recrds will als have t be manually created. Need separate wrkflw fr claiming. Claiming prcess may invlve ther variables utside f the Vyager acquisitins client, e.g., shipping reprts frm vendrs. Claiming histry will need t be manually added t the acquisitins client. Staff wrkflw may need t be mdified t accmmdate wrking with the Catalging client. Additinal training related t the MFHD may als be needed. N "received" date in MFHD Prblems w/ slutins Claiming Wrk very clsely with yur vendr t regularly receive shipping reprts and publicatin schedules OR Develp MS Access reprts t pull invice infrmatin (with vlume infrmatin) frm purchase rders OR Other methds fr generating pssible claims utside Vyager check-in? Any methd f generating pssible claims als requires Develping schedule fr reviewing reprts and claiming Develping prcesses fr tracking claims If tracking is dne in the Line Item Ntes, develp input standards (Access reprts using "Ntes" criteria are ptimized if ntes are standardized.) N "received" date in the MFHD Use "received" infrmatin frm invice invice date r paid date Things t cnsider D yu have staff that is experienced with wrking with the MFHD and hldings data standards? If nt, additinal training is required. D yu wish t replicate the hldings level yu get frm the client (hldings level 4, pssibly frequency and pattern fields in 853/863)? If s, additinal MFHD wrk is required. revised 6/2008 4
Optin 4 Order and receive standing rders utside f Vyager and use the MFHD t reflect hldings Prs Mre flexibility with hldings variables frequency, captins, enumeratin, chrnlgy. Cnsequently, hldings can be mre accurately represented in many cases. Hldings can be very detailed (853/863) r summarized (866). Hldings wuld need t be very detailed (853/863 and fixed fields) t replicate the receipt histry in the acquisitins client. Yu can cntrl the rder f the vlumes (reverse chrnlgy) Cns N acquisitins/serials prcesses are integrated with ther clients r OPAC Must maintain a separate system and acquisitins/check-in recrds fr acquisitins/serials functins N additinal check-in functins in Vyager, i.e., cllapsing, binding, All hldings must be manually entered in the MFHD Other things t cnsider Yu may be replicating prcesses by receiving material in sme ther system. Claiming - Same cnsideratins as Optin 3 abve. Changing frm Optin 1 r 2 t Optin 3 Prcess Have a clear understanding f when the prcess changes (wrkflw, exact date, etc.) s that yu knw where and hw t get a cmplete picture f yur hldings. Verify that yur prcesses are replicating the level f detail frm the acquisitins client that yu wish t maintain. Decide and dcument the cding level yu are using in the MFHD t replicate hldings infrmatin yu wuld have in the acquisitins client. Transfer the vlumes yu have received via the client t the MFHD Cllapse issues in client and edit the MFHD OR Enter issues/vlumes directly in MFHD Delete issues frm Acquisitins client after MFHD is cmplete s that hldings are nt duplicated in WebVyage OR Suppress issues if yu wish t keep the existing receipt histry in the acquisitins client. Things t cnsider D yu wish t transfer all issues t the MFHD at nce r d yu want t d it title by title as yu receive new issues? Use a cmbinatin f bth methds, that is, start title by title and then finish the prcess when a percentage f the titles are cmpleted? revised 6/2008 5
Standing rders fr unnumbered series r series that are catalged separately All ptins abve can apply but if vlumes are catalged separately there will be n single MFHD with hldings. Checking in vlumes/issues in Acquisitins client may be best methd fr tracking receipt histry (Optin 2 abve). Usually irregular (and in sme cases, n enumeratin r chrnlgy, e.g., Wrld f Art (publishers' series)) s there will be a need fr a nn-predictive pattern in the acquisitins title. Claiming may need t invlve sme f the claiming prcesses described in Optin 3 abve if vlumes/issues are irregular r have n enumeratin r chrnlgy. revised 6/2008 6