Macros in the Judaica Division of the Harvard College Library

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Macros in the Judaica Division of the Harvard
College Library

• Leveraging ALEPH Acquisitions Module Capabilities
  with Macro Express
• Elizabeth Vernon
• Judaica Technical Services Librarian
• Judaica Division, Harvard College Library,
  Harvard University
• vernon_at_fas.harvard.edu

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Why Macros?

• Macros dramatically leverage ALEPHs capabilities
• Macros improve
• Productivity
• Ergonomics
• Accuracy
• Macros allow customization of ALEPH

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What Macros?

• Created using Macro Express
• Macros used for
• Acquisitions
• Cataloging
• Barcoding

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Why Acquisitions Macros?

• Most Judaica Division acquisitions done via
  approval plans
• In old online system, ordering and payment could
  be done simultaneously

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Why Acquisitions Macros? (cont.)

• In Aleph, ordering and payment must be done as
  two separate processes
• More time-consuming
• Order numbers must be written down and re-keyed
  in to pay
• Judaica Division has many different funds - Aleph
  system for selecting and inputting a fund is
  cumbersome

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Not Just Macros,A New Acquisitions Solution

• Workflow Redesign
• Software
• ALEPH
• Macro Express
• FileMaker Developer

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Workflow Redesign

• What stayed the same
• Cataloging on Receipt
• What changed
• student assistants now do payment and
  end-processing instead of catalogers
• all cataloging and acquisition statistics are
  automated

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Software

• Aleph
• Macro Express
• FileMaker Developer

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Demo
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Pre-Order/Statistics Macro Begins
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Pre-Order/Statistics Macro Ends
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Order Macro Begins
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Order Macro Ends
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Payment Macro Begins
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Payment Macro Ends
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Compiling Statistics

• Done monthly for cataloging and acquisitions
• Cataloging
• Count by cataloging type, broken down by format
  and language
• Acquisition
• Count of titles and pieces, broken down by format
  and language

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Results

• The acquisitions processing of one book (order,
  payment, statistics)
• Without macros approximately 46-58 keystrokes
  and mouse-clicks, plus writing down of order
  number, plus manual recording of statistics
• With macros approximately 10-19 keystrokes and
  mouse-clicks

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Results (cont.)

• Able to maintain and improve on pre-Aleph
  productivity
• In FY2003 to date (mid-July to end of May)
• fully processed (cataloging, acquisitions,
  barcoding) over 15,000 titles and over 19,000
  pieces (not including paper serials and
  photographs)
• Statistics are fully automated