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Using YBP and GOBIto “freshen” your daily processes:
The Quest Experience MOBIUS 2008 : June 4, 1:45pm
Shirley Bergeson, Library AssistantState Fair Community College
Les Lynam, Director of Technical Services University of Central Missouri
Using GOBIHow GOBI has changed our work flow. . .
at SFCC.
Using GOBIHow GOBI has changed our work flow. . .
at UCM.
Facts about SFCC Library
Approximately 38,000 booksFY 07-08 book budget - $22,000Four full-time staff members
Facts about UCM Library
Approximately 450,000 booksFY 07-08 book budget - $378,000Five Librarians in Tech. ServicesTen full-time TS staff members15 Subject Selectors (all librarians)
The old way to select books…
Director looked through catalogsFound reviews in Choice and LJChecked Quest catalog to see who else
owns it Marked books in catalogs with sticky
notesHoped nothing got lost in the process!
The old way to select books…
Selectors looked through catalogs, other sources (BIP, BNA/YBP/Choice slips, teaching faculty requests, etc.)
Found reviews Choice, LJ, online sources
Marked in catalogs for student assistants to fill out cards
Hoped nothing got lost in the process!
Selecting Books with GOBI
Can search GOBI by title, author, ISBN, LC Classification, or content level
Selecting Books with GOBI
Full view shows which other MOBIUS libraries purchased the book.
Selecting Books with GOBI
Many records include 1-click reviews from Pub Weekly, LJ and Booklist
Selecting Books with GOBI
Can create electronic lists that are order-ready, which saves staff time.
Many Hats
Being a smaller library, our staff wear many hats.
Ordering Process
GOBI has made the ordering process more time efficient.
Finalizing an Order
Since I also manage the budget, I finalize all orders with our Director’s approval.
Finalizing an Order Once the template is applied I can view the status of the books as well as
the discounted price.
Finalizing an Order
One click sends off the order.
Finance Transaction
GOBI has helped to simplify our financial reporting.
Prior, the Business Office
would do all of our ordering.
GOBI Saves Us $$
DiscountsBook SearchesGOBI CommunicationVendor Accounts
Simplified Millennium Order Records
GOBI saves time by giving us all the information needed to create a more detailed and correct order record.
We do not Edifact our orders but we do create an order record in Millennium for each book once it is ordered.
Many Whistles and Bells
Last year was our first experience with GOBI. GOBI software has been very easy to work
with and self-explanatory. If a problem occurs, our representative is just
a phone call away and always willing to assist. Support with GOBI is a big plus. The software offers other tools and ideas
which we hope to utilize in the future as we become more acquainted with GOBI.
GOBI Records a Plus
By doing a search for library activity, I always have available a complete history of all orders.
Orders can easily be separated into cancelled, open and completed.
More time efficient to double check and update order records in Millennium.
Flexibility
The GOBI software is very flexible and user friendly.
Templates
Shipments
Our books have always arrived in a timely fashion.
Notice of cancelled books are provided quickly.
Shipments are sent separate by account.Returns are no hassle.No shipping charges, processing fees are
reasonable.
GOBI
In closing, GOBI has provided us with an above average selection process.
Above average software package to order books from.
Above average tracking system, and order records history.
Above average support system.This has saved our small library both time and dollars in our selection and processing of orders.
Selection, etc.
Back to UCM.
Selecting / Ordering Process
GOBI has removed some redundant steps
No more selector to cards to Acq to retype to order
Selector puts in cart, Acq opens cart, reviews and exports selected records
Export file goes to MCO for loading into Millennium
S / O Process, Continued
Acquisitions tests record for duplicationRemove dups of own titles from order
and Millennium, order record moved to matching bib, canceled.
Move orders for dups of cluster-mate titles onto full bib, delete brief bib and retain order, changing Vendor Code from YANKE (process) to YBP08 (no process)
S / O Process, Continued
EDIFACT order file to YBPSeparate files if both Vendor CodesEDIFACT shows as “ordered” in GOBI the
next dayAn average of about 600 monographs
ordered each month
The PromptCat equation
UCM contracted with OCLC/YBP for the PromptCat service.
YBP VERY helpful in getting this set up.Wrote most of “best practices” document
from the YBP/UCM experienceWorking out the “bumps” takes several
orders.80% of YBP orders are PCat Matches
The Shelf-Ready equation
UCM contracted with YBP for physical processing of PromptCat orders.
YBP Creates a processing template, we altered as needed, and have added to it over time.
Processing “package” includes property stamps, bookplates, spine labels and barcode (including scanning to item).
Shipments / Receiving
Our books have always arrived in a timely fashion.
Notice of cancelled books, OP, NYP come electronically.
Shipments are sent separate by account.Returns of non-processed books are no
hassle.Tracking UPS shipments (Quantum?)
The PCat Invoice / Records
OCLC emails UCM when a “batch” is completed.
We pick up the file from their Website.File held until order is received.When received, full bibs and item
records as well as electronic invoice loaded in single process.
The Payoff
Shelf-Ready books ready to use within a day of arrival.
Total order to shelf time averages down from 90 days to about 30 days.
Much time saved in invoice processing.Initial headaches worth the payoff.
