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Goals/Challenges

1995/1996

1. Develop a written policy and procedures for arranging for demonstrations, licensing, payments and purchasing options for electronic products. Time line: Write the policy in July for presentation in Sept.

 2. Investigate expanding our approval plan services, particularly with respect to education and chemistry. Research the feasibility of offering the service and availability of potential suppliers in the fall; develop pros and cons for the extended service in Jan. including recommendation.

 3. Resolve the 'missing/on order' status on all periodical issues older than 1989 by presenting individual resource coordinators with remaining titles for decision-making. Coordinate with any periodical withdraw/relocation project by scheduling in spring after all work with periodicals is completed.

 4. Fine tune certain acquisitions procedures specifically related to: renewal notice checking, bindery guidelines for gift material, multiple reviews of gift material, and relationship between claims and missing issues, including frequency of claims and placement of issues into the missing/on order status. Time line: Choose one of these four areas to address each quarter of the year.

1996/1997

1. Manual revision - We need to look at all of our pages in the manual to make sure they are up to date and correct. We will write any new procedures that are needed and make any corrections to the existing pages that are needed. Timeline - every three months we will revise two or three pages or procedures.

2. Government Publications Cheerleaders - We will participate in and lend support to all groups involved in the check-in/barcoding of Gov. Pubs. We will plan quarterly recognition activities to help with morale. Timeline - every three months plan an activity.

3. Withdrawn PER disposition - We would like to lend ourselves to QC to help with this project if they could use us. In doing this we could help with union list searching, letter writing, and the boxing up and shipping of materials. Timeline - Depends on QC (June through November 1996)

4. E journals (electronic journals) - We can research the mechanics of getting E Journals on campus. We need to know where to store them, how to receive them and how to use them. We will need to obtain copyright clearance for any of these materials selected. Timeline - Study in September/October, produce report of findings and procedures by January 1997. Implement the procedures starting March 1997.

1997/1998

1. Faced with the reality of receiving 7,000 gift items a year, determine what the "normal" workload for a level 2 assignment should be; determine who should be back-up; determine what is an acceptable amount of back-log; set bench marks for adding additional staff to reduce back-log to the acceptable level. During the process, also need to determine acceptable backlogs in gift receiving/acknowledgment step. Plan in June/July; implement as soon as guidelines accepted.

2. Following Coordinations lead, look at all jobs with back-ups and determine what conditions sets the back-up in place. Plan in Sept; implement as soon as guidelines accepted.

3. Explore with QC the possibility of moving continuations check-in into QC. Consider staffing, workflow, need for consistency in coding and processing steps, etc. Begin exploration in Oct/Nov; Prepare report/recommendations for coordination by Feb.

4. Develop a subject list and search for electronic journal titles within each broad subject. Submit the lists for review by the appropriate resource coordinator prior to mounting the pages on the web. Plan in Jan; begin implementation in Feb.; Pages designed and available on the web by June.

5. Maintain and/or create pages for the Acquisitions manual with a quarterly goal of revising or creating at least 2 pages/topics each quarter. 

1998/1999

1. Continue to update the Acquisitions section of the manual. Work on one topic every month.

2. Start a gift project that will consist of listing and presearching to reduce or eliminate backlog. Aug.-Oct. 1998.

3. Research approval plans of different vendors to find the best that would meet our needs. Members of User Services and the Library Committee would be invited to work with the team collectively to find the best alternatives. Nov. 1998-Jan. 1999.

4. Continue working with E-journals. Update, maintain and add to the page to provide for the needs of the NSU community as well as remote patrons that access the page through the Web. Spring 1999. 

1999/2000

1. Direct team efforts toward full participation in a gift project to get more current in receiving, searching, and routing through the resource coordinators the gifts which have been received since late fall. Especially insure that the music gifts from OU have been searched, retention decisions made, t-slips typed, and the materials sorted to storage in time for a count of the material in April 2000.

2. Re-examine the database collection of invoice information, focusing on a replacement software for Open Access and for a redesign of both the information being collected and the point of data entry.

3. In light of the Blackwell approval plan, re-examine pre-order searching procedures and use of the Blackwell forms. Do all book orders with 1999/2000 publication dates need to be searched through the Collection Manager? Can the Blackwell forms be used for orders sent to other vendors without copying information into yellow cards?

4. Continue progress on writing & re-writing sections of the manual. Set monthly assignments to help us stay on target.

5. Review web pages under Acquisitions control for corrections and additions.

2000/2001

1. Re-examine invoice routines to identify changes which would help Diane in the processing of invoices. Plan in June and have changes in place for start of fiscal year in July.

2. Gale InfoTrac Fulltext project. Check Academic ASAP fulltext title list against the database and make additions and corrections as needed. Schedule 2-3 hours a week until list is completed.

*When Academic is completed, begin rechecking Business ASAP, Health Reference, General Reference, LegalTrac, and Predicasts Promt. Begin in June, continue until all the databases are checked.

3. Relook at presearching procedures in the order process to determine if a change in searching would make a difference in the possible overlap between the approval and firm order processes. Begin in July to discuss options; test in September. (or when ordering resumes) and make final recommendations by October.

4. Implications caused by Broken Arrow campus. Examine various scenarios for both approval and firm orders and have continguency plans developed. Begin in September and have initial planning completed by December.

5. Manual pages. Relook at our outline for additions and then select pages to be prepared for each month's meeting. Check the outline in July and begin preparing pages (September 2000-April 2001)

6. Annual examination of web pages. Check all links and review content on all Acquisition web pages. Begin in April and have pages edited by May 10, 2001. 

2001/2002

1. Fulltext project. With the addition of the Wilson Omnifile and the change in the state contract from InfoTrac to Ebscohost, we need to identify which titles are common to all three services and which are unique (add First Search also). We also need to be able to identify titles which will no longer be available after June 30th. Begin database comparison in June by matching ISSN numbers when possible between the various fulltext lists (use excel lists if possible). Schedule 1-3 hours a week until all data is collected. Build a master database for use in future projects and the annual serial review.

2. Implications caused by Broken Arrow campus. Since no funding will be received for Broken Arrow until July, orders will need to be placed quickly when funds are available. To prepare, presearch all firm orders beginning in April, identifying prices and editions. Begin order preparation on periodicals and other subscription based services in June. Also in June, check with all web based subscription services to determine if changes will be needed in either our contract or our fees because of the addition of the BA campus. Schedule 1-2 hours a week until actual ordering for Broken Arrow begins.

3. Finalize any changes in procedures required by ordering and receiving for Broken Arrow. Fine tune any changes in procedures needed for either firm orders or approval material. Revise any manual pages or forms which would be affected by Broken Arrow. Begin in July and continue to adjust as needed to meet changing requirements.

4. Implications caused by no increase in funding for main campus. If the main campus budget does not increase, there will be very little firm ordering for this campus. Once the Broken Arrow push is over, the Acquisitions Technician will need additional project to fill his day. If this occurs, either the fulltext project which impacts both Acquisitions and Quality Control or some other project could be used to fill the missing work load. By October, we should have some plan in place. [How does this affect our request for one additional staff person in Technical Services?]

5. Manual pages. Relook at our outline in light of Broken Arrow, make additions as needed. Once the outline is reviewed, begin working through the outline and determine which pages are missing or need revision. Begin in July with the outline review, and assign pages for each month.

6. Annual examination of web pages. Check all links and review content on all Acquisitions web pages. Begin in April and have pages edited by May 10.

2002/03

1. Research replacement of MATSS computer. Contact Midwest in April 2002 to request information on specific hardware/software requirements necessary for a replacement for the computer which is currently running the MATSS ordering system. Have specifications in hand by June so equipment request can be made. (2001/2002 time period)

2. Multiple receiving sites (Tahlequah & BA). Explore with vendors if multiple receiving sites can be established. Look at what processes would be involved. What effect would that have on MATSS funds control. Begin exploring options in August and continue throughout the year.

3. Begin a schedule of backup & cross training within the team. Develop a schedule of who needs what additional training to add depth to the team in September and begin implementing the additional training in October and continue throughout the year.

4. Distribution of jobs & streamlining of processes. Study backups for team tasks (August 2002). Examine each job or task in coordination with the rest of Technical Services (Sept. 2002) Select one to four tasks for improvement. Explore new ideas for streamlining tasks. (Sept./Oct. 2002) Plan for implement changes and training, revise job descriptions. (Nov. 2002)

5. Manual pages. Continue to create and edit manual pages as procedures are revised or expanded. September-April.

2003/2004

1. Integrated library system planning. With the possibility of a new online catalog in the near future, review current acquisitions procedures and identify areas of change or improvement which are not system dependent. If a system is purchased, more specific changes may be identified. Examine one or more modules or tasks on the third Friday of each month at a meeting devoted to this goal. Begin in June and continue through out the year.

2. Manual pages. As procedures and processes are examined in goal one, review current manual pages and document current procedures so a good base exists for any redesign of the Acquisition workflow caused by the introduction of an integrated library system. Bring revised pages into the regular meeting (first Friday) for approval. Begin in July and continue as needed through out the year.

3. Room wide projects sponsored by other teams. Willingly support other team projects as needed.

2004/2005

Plan and carry out training needs for new employees in Technical Services along with additional training needs due to our new library system Millennium from Innovative Interfaces.

Increase electronic access to resources in the new library Web OPAC.

Streamline workflow to expedite material delivery to the three libraries we serve.

2005/2006

1. Train Samantha to post subscription invoices. Begin in July with the 05/06 invoices.

2. Develop additional constant data records in Connexion to use to create order records automatically. Begin in August as new orders are received.

3. Explore the requirements with EBSCO to turn on electronic claiming and possibly electronic invoicing. Begin conversations in May/June as we start working with the renewal list.

4. Explore electronic transmission of monographic orders to Midwest in place of using InterACQ. Begin transition in Oct/Nov when orders begin to pick up.

5. Organize and respond to "click-through" electronic licenses required to activate online subscriptions received as part of print subscriptions. Begin work in September when cancellations have been posted.

6. Continue to revise Acquisitions Manual pages to reflect the changes created in processes by the use of Millennium. Pages should be revised throughout the year.

2006/2007

1. Explore electronic transmission of monographic orders to Midwest.

Although the software was purchased, we did not change our two-step order process in the middle of the year. This will be a challenge for fy07.

2. Organize and respond to Aclick-through@ electronic licenses

Harriett Hobbs made a small amount of progress with registration of these titles, but far too many of these titles still remain. This will continue to be a challenge for fy07.

3. Revise Acquisitions Manual pages.

Samantha Clifford has been doing some revision on some pages, but many of our pages need to be totally rewritten and unfortunately not much was done in fy06, partly because we are still tinkering with our procedures ... and mostly because no one likes to write the pages. However, we still need to document our new procedures.

2007/2008

Since the Acquisitions Department did not have a great deal of success with our 2006/07 goals, we are trying them again with some better time lines and benchmarks to keep us on track.

1. Develop a procedure for registering the periodicals requiring click-through licenses on EJS in June and begin implementation by July. Our goal is to complete 10 licenses a week until we are finished. Currently there are about 350 titles which may need work.

2. Implement electronic ordering with Midwest beginning with testing, procedure development and placing of small orders beginning in July with full implementation by October.

3. Begin review and revision of manual pages by re-examining our table of contents to identify out-dated sections and to create new sections. Begin review and re-writing in January after two new procedures have been tested.

2008/2009

1. During the fall semester (Sept/Oct) focus on the licenses for the electronic magazines available through EBSCO's EJS service. Aim for 30 titles enabled each month. Team members involved: Harriett (with some student help)

2. During the spring semester (Feb/Mar) focus on the periodicals missing issues file, by either finding replacements or making final decisions as to continued retention. Team members involved: Harriett, Elizabeth, and some student help.

2009/2010

The Acquisitions Department objectives for 2009/2010 continue to focus on eliminating backlogs:

1. Electronic journals project.
a. Beginning in the summer (June/July), focus on the licenses for the electronic magazines available through EBSCO's EJS service. In the first round, verify all titles which are currently enabled and identify any titles which have been cancelled. Prepare a list of active titles for submission to Serials Solutions by August. Team members involved: Harriett and Samantha.

b. After the first round is completed, in September/October begin activation of titles which require additional licensing work. Continue with this activity in April/May. Goal of 10 titles a month during this phase. Team members involved: Harriett, and Samantha, with some student help.

2. Missing issues project.
a. During the fall (October/December), focus on the periodicals missing issues file, by either finding replacements or making final decisions as to continued retention for issues missing in 1998-2000. Team members involved: Harriett, Elizabeth, with some student help.

b. If time and bindery budget allows, continue with 2001 issues in April/May. Team members involved: Harriett, Elizabeth, with some student help.

2010/2011

1. Electronic journals project.

a. Beginning in the summer (June/July), focus on the licenses for the electronic magazines available through EBSCO's EJS service. In the first round, verify all titles which are currently enabled and identify any titles which have been cancelled. Prepare a list of active titles for submission to Serials Solutions by August. Team members involved: Harriett and Samantha.

b. After the first round is completed, in February/April begin activation of titles which require additional licensing work. Goal of 40 titles during this phase. Team members involved: Harriett, and Samantha, with some student help.

2. Missing issues project.

a. During the fall (September/October), focus on the periodicals missing issues file, by either finding replacements or making final decisions as to continued retention for issues missing in 2001-2003. Team members involved: Harriett, Elizabeth, with some student help.

b. If time and bindery budget allows, continue with 2004 issues in April/May. Team members involved: Harriett, Elizabeth, with some student help.

2011/12

1. Electronic journals project.

a. Beginning in the summer (June/July), focus on the licenses for the electronic magazines available through EBSCO's EJS service. There are 329 titles in EJS linked to our account as of April 2011. In the first round, verify all titles which are currently enabled and identify any titles which have been cancelled. Prepare a list of active titles for submission to Serials Solutions by August. Team members involved: Harriett, Samantha and Elizabeth.

b. After the first round is completed, in August begin activation of titles which require additional licensing work. As of April 2011, 60 titles do not have active access. Confirm subscription status. For those titles remaining, determine license requirements to activate and complete activation process. Activate 10 titles a month until all possible titles are activated. This should eliminate the backlog of activation problems and in years to come only regular annual maintenance should be required. Team members involved: Harriett, and Samantha, with some student help.

c. In January, following ECO renewal, check access to those titles and prepare a list of changes for submission to Serials Solutions by February. Team members involved: Harriett and Samantha.

2. Missing issues project.

a. During the fall (August/December), focus on the periodicals missing issues file, by either finding replacements or making final decisions as to continued retention for issues missing in 2005-2008. Once these years are completed, the backlog will be eliminated and normal workload will be to make final decisions on one old year each year. Team members involved: Harriett, Elizabeth, with some student help.

3. Respond to any procedural changes required in invoice handling and other financial concerns caused by the switch to the Banner financial software in the University Business Office. Team members involved: All members of Technical Services who handle invoicing.

2012/2013

Although we were successful to some extent in reducing the backlogs in electronic journal licensing and in missing issues, we still did not completely make the progress we were hoping for.

1. Electronic journals projects

a. Beginning in August, check access on all EJS titles, identifying problems relating to access, coverage, etc. Compile a spreadsheet that specifies if there are differences between EJS and Serials Solutions in coverage or access. Report changes to Serials Solutions on a regular basis. Staff involved: Harriett.

b. Beginning in September, check access on all ECO titles to determine differences in access between ECO and Serials Solutions. Compile a spreadsheet that specifies if there are differences between ECO and Serials Solutions in coverage or access. Report changes to Serials Solutions when list is completed. Staff involved: Elizabeth and Samantha.

c. As titles are identified in EJS as having no access, begin determining whether it is a due to cancellation of the print title or a registration issue. Work with each publisher to gain access, beginning in September. Attempt to activate the titles identified the previous month before checking new titles for access. Staff involved: Harriett.

2. Missing issues project.

a. During the fall (August/December), focus on the periodicals missing issues file, by either finding replacements or making final decisions as to continued retention for issues missing in 2008-2009. Staff involved: Harriett, Elizabeth, with some student help.

3. Create brief records on Millennium for telephone books so that invoices can be posted against individual titles and editions can be checked in. Begin with telephone books received in July and continue as new editions are received. Staff involved: Harriett and Samantha.

Page maintained by: Linda West.
Last update: January 7, 2014