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Implementing Predictive Check-in at UCLA

A Case History

April 28, 2007EndUser 2007 ConferenceSchaumburg, IL

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Presentation Team

Lola Willoughby – Chair of the Voyager Acquisitions Implementation Team

and the Voyager Predictive Serials Check-in Implementation Team

Reynaldo Quitos– Check-in & Bindery Section Head of the UCLA Library Print

Acquisitions Department Adam Benítez

– Acquisitions Coordinator for the UCLA Law Library and will obtain his MLIS from UCLA in June 2007

Jeff King– Serials Claiming, Invoicing & E-Resources Specialist

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UCLA’s Library Systems Orion

– Early 80’s up to 1998– Included predictive check-in

17 patterns DRA Taos & DRA Classic

– Taos for OPAC, Circulation & Cataloging– Classic for Acquisitions– From 1998 to 2004

Endeavor Voyager– 2004 to present

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The UCLA Library

http://www2.library.ucla.edu/libraries/533.cfm

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30,000 Serials

Difficult to determine exact number due to: – Multiple migrations– Backlogs– Cancellations/ceased

titles– Cataloging & Acquisitions

practices

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UCLA Serials Predictive Check-in Team

Expand use of Voyager features:– Check-in– Claiming– Bindery

Training & Documentation

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Implementation timeline

August 2005 - Social Sciences, Humanities, & Arts Print Acquisitions (SSHAPA) begins

October 2005 – additional training for SSHAPA staff November 2005 – Sciences Acquisitions begins January 2006 – Law Acquisitions begins April 2007 – 7,510 titles coded for predictive check-in

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Learning what to do

Yale and Cornell Cornell’s patterns Voyager’s patterns

– 400+ available “out of the box”– Deleted these types:

Non-English enumeration Non-UCLA labeled descriptions

– Currently use 346 patterns

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Current Pattern Count

Currently using 346 publication patterns– 160 “out-of-the-box” supplied by Endeavor– 186 original created by UCLA

107 basic patterns 79 complex patterns

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Things we are not predicting

Titles with irregular publication schedules Complex patterns Newspapers Monographic series Titles with bimonthly and semi-weekly

patterns

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Training & Documentation

Need highly skilled staff– Pattern assignment is complex & detailed

Unit specific processes– Larger units not using claiming function– Not all units adding components for supplements

and indexes– Some units will never code for prediction

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Implementation

Reynaldo QuitosUCLA Library Print AcquisitionsCheck-in/Bindery Section Head

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Preparation for UCLA’s Implementation of Predictive Check-in

Re-linking projects

Recruitment of temporary contract employees

Training

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UCLA’s major Acquisitions Depts.

Research Library– Social Sciences, Humanities, & Arts Print

Acquisitions

Law Acquisitions

Sciences Acquisitions

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Other UCLA Library Acquisitions

Special Collections

East Asian Library

Management Library

Music Library

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UCLA Research Library Acquisitions

Social Sciences, Humanities, & Arts Print Acquisitions (SSHAPA)– Arts Library– College Library– Research Library

Began implementation August 2005

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Research Library’s Plan

Hire 4 full-time temporary contract employees Delegate re-linking to career staff Delegate current work to contract employees

– Back-up for tasks done by career staff– Back up for predictive check-in

Assign patterns while doing check-in Set-up components for 3 libraries with multiple

shelving locations

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Law Library’s Plan

Began implementation January 2006

No extra staffing Re-linking work finished in advance Neat & Clean cut-off of holdings displayed in

OPAC Patterns assigned during check-in and

binding

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Implementation Process for Sciences Acquisitions

Project plan Data gathering, set-up Timeline Statistics Training Quality Control Voyager Predictive Check-in

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Sciences Acquisitions’ Plan

Recruitment of one temporary contract employee for 6 months

4 major unbound periodicals locations– Science & Engineering Library (3 locations)

Geology, Chemistry, EMS– Biomedical Library

Set-up in advance of check-in of 1st issue Review of ca. 3,500 titles

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Data gathered to assign pattern and claim interval

Publication schedule from verso Total number of issues per volume Total number of volumes per year Total number of issues per year Anomalies to regular prediction

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Compare to Voyager Cat. holdings

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Edit Voyager Cat. holdings to end “866”

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Assigning a predictive component

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Testing the prediction

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Adjusting “expected date”

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OPAC display before prediction

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OPAC display after Predictive Check-in

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What One Person Can Do!

Pilot project for Geology Collection’s 160 titles– November 2005– 106 titles out of 160 predicted (66%)

Projection of Workload:– One contract employee could review approximately 4,000

titles in 5 months, or 800 titles per month– Approximately 2,400-2,500 (about 60%) could be set-up for

prediction in 5 mos., or 480-500 per month

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Sciences Acquisitions’ Timeline

February 2006– Meg Rodriguez begins with Chemistry’s 180 titles

March-April 2006– Engineering & Math Sciences’ 850 titles

April-July 2006– Biomedical Library’s 2,200 titles

August 2006– “real-world” stats:

95/150 titles per week, or 380/600 titles predicted per month (63%)

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UCLA’s Statistics: August 1, 2006

Sciences Acquisitions’ statistics:Total # of titles predicted: 2,200Total # of titles reviewed: 3,415

(Sciences Acquisitions entered 33% of all predicted titles for the UCLA Library & re-linked nearly 6,500 records after review of about 7,600 purchase orders)

Statistics for all UCLA Library (Social Sciences, Humanities, & Arts Print Acq., Law Acq., Sciences Acq.):

Total # of titles predicted: 6,731

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Sciences’ Statistics

2235

843

176

161

1330

643

121

106

0 500 1000 1500 2000 2500

Biomed (59.5%)

EMS (76.3%)

Chemistry(68.7%)

Geology (65.8%)

Reviewed Total (3,415) Predicted Total (2,200)

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Results from Sciences’ Implementation

Title is predictable- Use basic pattern- Create original basic pattern

if no existing pattern or has bugs

Title is canceled or ceased- No efforts made toward

setting up prediction Title is too irregular to

predict- Option to use “complex”

patterns in Voyager- Option to use “non-predictive

component” for irregulars

Complex or Irregular 25%

Canceled or Ceased 10% Predictable 65%

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Training

How to Check-in Predicted Issues

Location-by-location basis

Quality Control– Pattern Changes– Fixing Problems– Clean-up Project

Bind canceled/ceased titles

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15 Voyager Frequency Groups

An (annual, 1 piece/yr.) Be (biennial, 1 every 2 yrs.) Bm (bimonthly, 6/yr.) Bw (biweekly, 26/yr.) Da (daily, 365/yr.) Mo (monthly, 12/yr.) Qr (quarterly, 4/yr.) Sa (semiannual, 2/yr.) Sm (semimonthly, 24/yr.) Sw (semiweekly, 104/yr.) 3xWk (three times a week, 144/yr.) 3xMo (three times a month, 36/yr.) 3xYr (three times a year, 3/yr.) Tr (triennial, 1 every 3 yrs.) Wk (weekly, 52/yr.)

Each frequency is manipulated by using a combination of enumeration & chronology patterns, to create as many patterns as needed

Match patterns with publication schedules

UCLA currently uses about 350 patterns, each of which is based on one of these 15 frequencies

1st segment of Pattern Structure

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Pattern Structure

1 2 3

Qr-v,4no|yr

1 2 3

{frequency}-{enumeration}|{chronology}

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Pattern Structure: Enumeration

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Qr-v,4no+|yr 2nd segment

{ 1st level cap.},{max# for 2nd level cap.}{2nd level cap.}{“+” if needed for cont.} v 4 no +

(does not Restart)

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Using “year” as primary enumeration

18 issues per year– 3 volumes per year– 6 issues per volume

Mo=12/year, Sm=24/year Use “semi-monthly”

Sm-yr,3v,6no

Semi-monthly frequency = Sm

1st level = yr Max # for 2nd = 3 2nd level = v Max # for 3rd = 6 3rd level = no

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How it works

1 2 3 1 2

Qr-v,4no|yr Sm-yr,3v,6no

Segment 1 is the frequency, followed by “-“{frequency group}-

Segment 2 is the enumeration, followed by “|”{1st level cap.},{max# for 2nd level cap.}{2nd level cap.}{“+” if needed for cont.}|

– Level captions are separated by commas– 1st level caption cannot repeat.

Segment 3 is the chronology{chronology for yr,mo,day as needed}

– Terms are separated by commas– note: do not use chronology if year is used in enumeration.

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Bindery, Claims and Work-Arounds

Adam BenítezUCLA Law LibraryAcquisitions Coordinator

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UCLA Bindery

4 sections:– Biomedical Library– Law Library– Young Research Library

Service point for Arts, College, East Asian, Management & Music libraries

– Science & Engineering Library University of California Bindery - Oakland, CA

– Services all 10 campuses

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LARS Bindery System

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Supplements & Indexes

Bound together with corresponding volume

Deleted from holdings– For predicted issues, undisplay from Serials

History

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Bindery using Voyager

Bindery Maintenance set-up Bindery shipment preparation Bindery returns

– Processed via Cataloging Client.

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Bindery Maintenance Set-up

Create volumes:– Set up 3-5 volumes

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Bindery Maintenance Set-up

Bindery Notes– Library Instructions field

Bib or Holdings ID = LARS internal ID Indicate supplements and indexes Special instructions

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Bindery Pull Slip

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Bindery Shipment Preparation Creating item record

– Indicate “at bindery” status

– Temporary barcode is the LARS job/piece#

– Edit item type, enumeration, chronology and copy as necessary

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Bindery Shipment Preparation Collapse in Bindery Maintenance

– Undisplay of unbound– Creates 85X/86X fields in holdings

Delete volume in Bindery Maintenance

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OPAC Display of Collapsed Volume with “At Bindery” Status

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Bindery returns

Processed in Cataloging client by students Add “real” barcode

– Keep temporary LARS job/piece barcode as inactive

Remove “At Bindery” status

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Alternate/Legacy Bindery Processing

No pull slips, pull by sight If no predictive check-in, edit 866 If predictive check-in

– No collapse– Undisplay unbound issues via Serials History– 866 to maintain bound volumes– Item created via Cataloging Client

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Claims

Address “problem”– Multiple shelving locations– Required custom programming to fix

Unwieldy problems list

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Workarounds – Pattern Manipulation

Year as primary – Label “yr.”– Requires clean up with item creation

Use of monthly for 2-12x/yr– Month must be included in pattern– Requires clean up during check-in

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Workarounds – Bindery

No volumes created in Bindery if title has index – Index acts as “pull slip”

Added issue deleted after collapse

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Workarounds – Customized Reports

Components Problems Marked issues

– Skipped & Overdue

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Workarounds – Skipped Issue Report

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Workarounds – Claiming

OLGA -- Since 1998– MS Access for monitoring serial claims, produce

claim letters Vendor website Email Phone Catch during

Bindery

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Workarounds – Claiming Impact

Increase in claiming

Still claiming on demand for non-predicted titles

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Conclusion

Lola WilloughbyVoyager Predictive Check-in Team Leader

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Future plans

Claiming EDI claiming Bindery

– New version of LARS to interface with bindery maintenance

Complex patterns Training of additional units

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Resources

http://lawlib.law.ucla.edu/techserv/benitez/enduser2007/resources.htm

Includes:– Procedural documentation– Quick reference guides– This presentation

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Implementing Predictive Check-in at UCLA

Adam Benítezbenitez@law.ucla.edu

Reynaldo Quitosrquitos@library.ucla.edu

Lola Willoughbylaw@library.ucla.edu