POOF! Online Pre-Order Form for 2CUL Libraries
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The document summarizes the development and implementation of POOF (Pre-Order Online Form), a tool created by Columbia University Library and Cornell University Library to streamline the pre-order process. POOF allows subject specialists at both institutions to review bibliographic records, identify potential duplicates, and approve or reject item purchases in a shared cataloging system. The document outlines the goals, technical details, challenges, and statistics of the ongoing POOF collaboration between the two libraries.
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POOF! Online Pre-Order Form for 2CUL Libraries
- 1. 2CUL work on POOF! (Pre-Order Online Form) Matthew Pavlick Head, Monographic Acquisitions, Columbia University Library Boaz Nadav-Manes Director, Acquisitions and Automated Technical Services, Cornell University Library Charleston Conference in South Carolina . November 2011
- 4. How are we handling firm orders? SLOWLY…
- 8. Records loaded into WCS stream Records are matched in a matrix with vendors Is there a matching vendor? Pending PO’s are created Is it a non-book format? MS Access reports identify notes which are added to line items Is there an existing record in Voyager? Scores, Documents, Visual material are kicked out and assigned vendor by specialists Order specialists assign vendor and add fund, price and location taken from WCS records Is it an exact duplicate? POOF Titled are selected Records are rejected and emails are sent to selectors PO’s approved and sent to vendors via EDIs or mailed to vendors YES YES YES YES NO NO NO NO POOF more detailed Workflow:
- 10. A “sprint plan” for development Num Weeks Sprint description 0 2 Planning 1 4 Create model in Drupal , basic data entry, basic forms (no AJAX). Client/tester: Adam Chandler 2 4 Queue management , facilities for switchboard. Client/tester: Adam Chandler, Boaz 3a 4 OCLC search, - Search - Search - Search - Search - Search - Search - Search - Zotero harvest and improve interface interactivity -------- Client/tester: Adam Chandler, Boaz, other? 3b parallel Vendor matrix extensions to support Columbia by Pete Hoyt with help from Boaz . Client/tester: Boaz, Columbia representative 4a 4 Authentication add-on either via CUWebAuth or Shibboleth, account management. Client/tester: Adam Chandler, Columbia representative 4b parallel Usability Tests with Boaz and a group of selectors 5 4 Fix key issues from usability testing, deploy. Client tester: Adam Chandler, Boaz, selectors? na na Future Enhancements
- 12. So how does it work?
- 13. Matrix: At 8:30am a script designed by local programmer picks up a new POOF! file and runs it against our WCS “brain”. It is aimed to recognize specific elements in the marc records mostly taken from 260, the 008 and the Leader fields encoded in the file we downloaded Approval publishers Monographs Year of publication Chosen vendor
- 14. It also recognizes different formats and channels the records to specific paths Printed music Projected medium
- 16. Exceptions of any kind (no country information, no vendor etc.) are moved to a specific folder and are called “kick-outs”. These records are funneled to specific folders according to vendors or formats
- 17. The “Kick-out” records are kept in their Marc format and need to be imported manually into our system and verified against our existing records. Each of them still retains the WCS selection information provided like funds, notes etc. Price Vendor Location
- 19. Vendor code mapped into PO Country code triggers Matrix rule Selector/vendor choose country code In List of Vendors? Vendor code? OCLC records? PO created Valid Country code? Choose POOF Sent to poof folder Sent to POOF folder Valid Country code? Sent to POOF folder Country code triggers Matrix rule PO created POOF MATRIX Columbia case 11/21 PO created YES NO NO YES YES NO YES NO NO YES eBook format selected in POOF? Send email to cule-book@libraries.cul.columbia.edu YES NO eBook format? YES NO Send email to cule-book@libraries.cul.columbia.edu
- 21. POOF! 2CUL teams Columbia Matthew Pavlick (lead) Mark Wilson Evelyn Ocken Cornell Boaz Nadav-Manes (lead) Adam Chandler Adam Smith Chris Manly Steve Rokitka Enrico Silterra Pete Hoyt For more details contact: Matthew Pavlick [email_address] Boaz Nadav-Manes btn3@cornell.edu
Notas del editor
- Based on the source code of the Internet Resource Cataloging Request form, MAS and CUL’s systems librarians developed the OOF to replace paper submissions and automate the creation of a record and p.o. in Voyager
- Much of the cost incurred to acquire new materials for libraries happens as a result of the number of hand-offs of data between the person first deciding what to buy and the system used to execute the purchase order request. The diagram below illustrates the complexities and number of steps involved in the title-level acquisitions activity.
- https://confluence.cornell.edu/display/poof/POOF+Requirements+Gathering%2C+Planning http://poof.test1.library.cornell.edu/ http://productsearch.barnesandnoble.com/search/results.aspx?WRD=basil+dearden+london+underground&box=basil%20de&pos=1&ugrp=0
- Subject specialists would use POOF! as a starting point to initiate a purchase request. Tools currently employed include scrawls on paper, publisher blurbs, screen shots, and e-mail messages. The functionality described in the sample schematics for POOF! would save this user significant time by allowing her to copy/paste an OCLC record number or ISBN. POOF! will query WorldCat and harvest appropriate metadata to fill in the required bibliographic fields associated with the title to be ordered. Other features will allow for a template of default values for fund codes, holding library locations, price, and currency. Once the subject specialist completes the form, she may simply submit the order request to her respective ordering processing center for final action. In the case of 2CUL, shared subject specialists will be able to submit purchase requests for both Cornell and Columbia from the same system. A consequence of submitting the purchase request is the log of transactions. Subject specialists would have a concise history of their purchase requests. Library patrons (faculty, students, staff) would use POOF! to initiate an order request. Their request would be reviewed by a library staff user who would forward the bibliographic and requestor metadata along to the subject specialist user. Acquisitions processing staff may use the POOF! to enter order requests for those subject specialists who choose to use other means to transmit their requests to their respective processing center. But the major benefit for this user is that all of the steps illustrated in the diagram above would be performed by machine when POOF! has been used as the order metadata ingest tool. POOF! , the one-by-one transactions would be done automatically. Specialist materials vendor staff may use POOF! as a tool to create MARC records they wish to forward to specific subject specialists for purchase decisions. The costs for entering the ordering metadata will have been shifted from the Library to the vendor, thus achieving another source of savings for the Library. The vendor benefits by not having to invest in an infrastructure to create and transmit MARC records. The Library benefits by receiving MARC records—records in a format that can be manipulated through exiting acquisitions processing systems such as Voyager.
- The majority of our “kick-outs” are records that were deduped by Voyager when we tried to bulk-save them into our system in order to create new purchase orders. We need to make sure that these records are essential duplicates that are truly needed for our collections. If they are mere duplicates they need to be rejected. Unless indicated by our selectors that these are “intentional duplicates” we treat them as unwanted orders.
- Columbia doesn’t use World Cat Select. Selectors assign vendors. Matrix attached to POOF assigns vendors when enough bib info with country code is available
- Add Shibboleth authentication. Write requirements for emailing patrons at each point of the request processing. Treat Atlas ILL emails for unfulfilled requests like another vendor filter. Add facility to get bibliographic data from vendor's web sites. Selector or other user will copy information from vendor sites and paste items into the appropriate queue in POOF. Amazon.com routing in vendor matrix? Add book covers to interface? Get from Google? Consider transitioning to Zotero based on the following considerations: selector adoption usability updates to Zotero or our ability to customize the source. Create a POOF interface for handheld devices - maybe potential for future developments? It will be really nice to have the option for a selector to pick a catalog or even a book at a store scan the barcode add fund and location information and stream it through poof to Acquisitions. (Consider for a possible Phase 3?) Make the "stripped down" form on the CUL Web site interactive, more like the "deluxe" form. Create functionality to automatically email patrons who have made suggestions that were ultimately rejected. Consider adjustments that may be necessary to accommodate vendors inputing requests in POOF, such as for foreign language materials, Korean, Hebrew, etc. Create a "smart router" to have a seamless interaction with POOF (Ada handles POOF records and not emails) from the online order request form to the "Switchboard operator" and from her to selectors. Build in time in phase two to address bug reports, enhancement requests, etc. of phase 1 work, as more people will be using it. Consider internal promotion, outreach, in meetings at each organization, possibly screencasts, etc. External promotions, reports, articles, conference presentations. Consider creating an open source project (use Drupal.org's facilities for documentation, issue tracking, etc?): refactoring, packaging code project site, with documentation, bug tracking features, etc. plan building a community around project, promoting through articles, conferences seek contributed input filters what will our support/maintenance commitment be?