Embedded Order Data

1
Embedded Order Data

• Voyagers EOD
• at
• Queens University
• Kingston, Ontario, Canada
• Sam Kalb
• Coordinator of Technical Services
• Kalbs_at_post.queensu.ca

2
EOD Objective

• Streamline, expedite order processing
• Increase accuracy of data input
• Make better use of staffing

3
What is EOD?

• Generate POs automatically
• Component of Bulk Import
• Bulk Import Profile
• BIB -gt MFHD -gt Item -gt PO
• Bib record from supplier with order data embedded
  in a variable field

4
Background - 1

• EOD appears in Voyager 2000.1
• Unheralded feature buried in SysAdmin manual
• Sketchy documentation
• Where to find EOD in the Manuals?
• SysAdmin Manual, 2001.2 Appendix C p. 4-42 to
  4-45 (Bulk Import Rule order options)

5
Background - 2

• Queens goes live with Voyager 2000.1 in Jan.
  2001.
• Attended presentation on EOD at VUGM 2001.
• 1st EOD trial with Coutts in late 2002.
• Ongoing since January 2003

6
Planning for successful EOD

• Careful planning of
• Duplicate Detection Profile
• Bulk Import Rule Options
• Field used by vendor for EOD
• Fund Codes
• Vendor Accounts

7
Planning for successful EOD

• Careful planning of
• Duplicate Detection Profile
• Bulk Import Rule Options
• Field used by vendor for EOD
• Fund Codes
• Vendor Accounts

8
Dup Detection Profiles

• Bib Dup Detection profile will depend on
• Dedupping prior to ordering
• Existing records to be replaced or merged

9
Bulk Import Rule -Options

• Bibs, MFHDs, POs
• or
• Bibs, MFHDs, POs, Items

10
Bulk Import Rule - Details

• EOD allows more than one line item type to be
  added to a single PO,
• e.g. Approval Standing order Firm Order.

11
Limiting Size of Files -1

• Why?
• Keep files manageable (_at_100 records)
• Bulk Import will load all records in a file onto
  one PO

12
Limiting Size of Files -2

• How?
• Ask vendor to keep files to a certain maximum and
  send multiple files.
• Break file into chunks by running Bulk Import
  Rule more than once with beginning and ending
  parameters (-b -e)
• Run a script (Perl, etc.) to break the file into
  chunks before running Bulk Import.

13
Basic EOD Process -1

• Retrieve the source files containing the embedded
  order data (ftp)
• Run Bulk Import program from the server
• Check for any errors in the Bulk import logs

14
Basic EOD Process -2

• In Acquisition Module, review check the
  imported POs
• NOTE Bulk Import generates pending POs
• Approve POs complete the process

15
Why Coutts?

• Main Approval Plan supplier and major firm order
  supplier
• New management very interested in
  developing/expanding service innovations
• Long history of close, cooperative relations with
  Queens

16
Approvals Queens

• Added unconditionally to the database dup
  checking by supplier
• Fund Codes
• Phase 1 - single approval plan fund entered as
  default in Bulk Import Rule
• Phase 2 39 subject funds based on LC class
  embedded by vendor in BIB record EOD field at
  cataloging stage, e.g. BF - psychology

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Approval Specs -1

• To each complete MARC bib record generated by the
  vendor, vendor adds acquisition data in a 949
  field
• Subfield b fund code. The fund code should
  correspond to the general LC class number
  assigned to the volume, according to the chart
  supplied by Queens.
• If the class number assigned to a title is not
  listed in the chart, assign the Interdisciplinary
  fund code inte.
• Subfield c invoiced price in Canadian dollars.
• e.g. 949 b hist c 24.95 -gt book on French
  history, classed in DC, costing 24.95 Can.  
  

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Fund Assignment Chart
19
Approval Specs -2

• 1 file 1 invoice (30 titles)
• Weekly shipment -gt 100 titles
• or
• 3-4 files

20
Approval Specs 2 Variant

• Weekly shipment -gt 100 titles in one file
• Vendor embeds vendor name invoice number in 035
  p
• e.g. 035 pcoutts47856
• Use a VB or PERL script to break file into
  separate files for each invoice before Bulk
  Import The Getty Research Institute uses this
  process

21
Bulk Import Rule Approval
22
Bulk Import Rule Present Unconditional
23
Bulk Import Rule Mapping
24
Bulk Import Rule Items
25
Bulk Import Rule Order
26
Bulk Import Rule Order
27
Bulk Import Rule Planned Overlay
28
Approval Process -1

• Records FTPed to Queens server every Friday.
• Each FTPed file has unique name to ensure files
  not overwritten. The file name structure
• couttsyy.nnn-ss
• 2nd segment last 2 numbers of year
• 3rd segment 3-digit sequential number from 001
• 4th segment 2-digit sequential number (for
  each file generated in same shipment)
• e.g. coutts03.016-01, coutts03.017-01,
  coutts03.017-02 (2nd file in same week)

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Approval Process -2

• Following Monday Tuesday, VB program checks for
  new files
• Found files are moved to Voyager server to await
  Bulk Import email goes to Mono. Acq listserv
  with confirmation of receipt or error report.

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Approval Process -3

• When shipment arrives, Acq. Staff click icon
  select to start automatic Bulk Import process.

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Approval Process -4

• Bulk Import generates BibMFHDItemPO
• e.g. Pbulkimport fcoutts02.002.01 iCOUTTSAPP k
• Log File for each load
• Review for error reports
• Includes bib record nos. created, no. of MFHDs
  created, PO no. created, no. of line items
  processed

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Approval Process -5

• Auto. email to listserv OKs orders for completion

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Approval Process -6

• Assigned Acq. staff search for 1st title in PO
  search
• Retrieved PO is reviewed against shipment
• Missing items checked against Import Log for
  possible rejections
• Added charges are entered PO approved
• Invoice is generated from the PO approved
• NOTE Choose the Receive All on Approval
  option to update the order status to Received.

34
Shelf Ready Processing

• Barcoding
• Book plates
• Spine labels
• Tattle taping
• Exceptions items not catalogued, like added vols
  copies are still processed except for spine
  label.

35
Benefits for Approvals

• 1 week total processing with
• 1 Acq Tech 1 Cat Tech 1 Libr
• 1 hour total processing with
• 1 Acq Tech
• Shift from staffing to materials budget

Then (2001)
Now (2003)
Costs
36
Firm Orders EOD

• Placing orders online rekeying confirmation
  order into Voyager
• YBP Law Library test GOBI e-ordering EOD well
  established

37
Bulk Import Rule Firm Order

• Add conditionally to database.

38
Dup Detection Add Conditional
39
Bulk Import Rule Order
40
Firm Order Shelf-Ready Trial

• Used OCLC Canada (LTS) for firm order shelf-ready
• Books sent by Acq supplier to LTS
• LTS catalogues processes material
• LTS adds library code Voyager Bib ID from
  Queens OPAC
• e.g. 035 astauffer1663839

41
Dup Detection Merge -1
42
Dup Detection Merge -2
43
Bulk Import Overlay
44
Firm Order Overlay Trial Result

• Overlay process worked well
• Shelf-ready not pursued because not presently
  cost-effective
• With available staffing faster cheaper to
  retrieve complete records (90) from OCLC
  complete processing locally upon receipt.
• EDI invoice processing easier to coordinate
  directly with book supplier

45
Overlay Application Backlog Project

• Same overlay process Bulk Import Profiles used
  in very successful cataloguing backlog project
  with Coutts.
• Quick, efficient method to clear backlog of
  6,000 titles received since 1999 as firm orders.

46
Limitations to watch for

• Accommodating exceptions instructed suppliers to
  send questionable cases, possible added volumes,
  etc. to be processed manually.
• When records are imported using a Bulk Import
  Rule with EOD, the line items generated do not
  have a status date in the Copy Status field a
  reported bug.
• If there is a discount for a Vendor Account
  selected in the Order portion of a Bulk Import
  Rule, the discount is not applied to line items
  on the PO created by Bulk Import. Must be
  applied manually. Temp solution ask supplier to
  enter net price in price field.

47
Limitations to watch for

• When using EOD to create bibs, mfhds, items and
  POs, the copies received information on the
  Receive/Mark tab, for an unreceived line item,
  will read 1 instead of 0.
• The Copy Status screen in the Line Item Details
  will correctly display copies received" as "0.
  This is a reported bug.

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Issues to Consider

• Who will do what
• Timing of record loads related to shipments of
  material
• Exclusions from Bulk Import
• Items classed as set
• Multivolume sets (analyzed?)
• Added copies volumes
• Messy titles

49
Staffing Implications

• Accommodates loss through retirement of .5
  librarian, 1 cat. Tech., 1 acq. Tech.
• Systems staff have additional development work
  but ongoing tasks are mainly monitoring and
  troubleshooting. Processes are automated.

50
Staff reaction

• Hostility -gt Resigned acceptance
• All long-serving staff - feel jobs are being
  taken away
• Concern about quality of supplier work feeling
  less valued
• Public Service staff faculty happy confidence
  in TS increased.

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Next Steps

• Include added vols copies via EOD
• Continue to refine ongoing process
• Probable focus on expanded EDI ordering
• Focus on EDI invoicing for monographs when
  Financial Services no longer requires print
  invoices.
• Extend electronic ordering continue to review
  cost/benefits of EOD for firm orders

52
Questions?

• Sam Kalb
• Kalbs_at_post.queensu.ca