Monograph Acquisitions: PDA ILB Workflow

(Last Revised 9/11/14 C. Follett)

I. Overview

ILB PDA Pilot Team:  Maggie Bartley (Sponsor), Charlene Follett, Pat Page, Dan Pribble.
Summer 2011 Pilot to test Rush ordering of ILL requests that meet the following criteria:

• English only
• Print monographs only
• Under $100.00 to purchase
• Imprint date: Latest 5 years prior to current year
• User is connected with one of these schools:  SLOAN, STS, ECON, PS, DUSP
• Does not duplicate a copy already in our collections
• Stock is available for purchase at time we receive the request; RUSH shipping is our default.  Our goal is to be able to fill the order in one week or less.  (This will be monitored during the pilot; C. Moulen has written a BrioReport that we can run.)

            Note:

• All requests via ILLiad should be treated as RUSH at point of order and receipt and then when the book is returned for cataloging and end-processing by Preservation Services.
• For the duration of the pilot, all books meeting above criteria and purchased for our collection will be cataloged for DEWEY. 
• All books purchased for this pilot should be charged to M-CSM-PDAI-2012.  Budget for this pilot is $25,000.00.

A routing rule was created to filter requests by publication date (within the last 5 years) and from the selected departments chosen for the pilot (see above) into the “PDA: Awaiting Processing” queue in ILLiad.  Monograph Acquisitions Staff will check this queue daily and RUSH order (GOBI 1010-17 account if they have stock, otherwise Amazon, Barnes and Noble, direct with publisher or alternate vendors) those requests that fit the criteria above.  If we cannot find a copy available for purchase (no stock or not yet published), or there is an issue with not matching the criteria or incomplete information, or we already own a copy, the ILB Request will be moved to the “Awaiting Unfilled Processing” queue for ILB Staff to handle.  

Upon receipt, the book will get arrived/invoiced in Aleph; a removable label, identifying the book as part of this pilot, will be applied to the front cover, and a survey card will be placed inside the book, along with the arrival slip, which will include a Library Note with the patron’s name, email and the patron’s preferred pickup location, which is found on the Requestor record in ILLiad.

After these processing steps, the book will be sent directly to the patron’s preferred pickup location, as noted in the Library Note; an Order Log entry will be created to note where the book was sent.  Circ staff will notify the patron that the book is available for pickup and is available for a 30 day loan.

When the patron returns the book to the Service desk, the book should be returned to “Monograph Acquisitions Rm.14E-201A.”   A more detailed workflow for each step follows.

II. Workflow

MonoAcq Staff - Ordering

• In ILLiad:

Check ILLiad daily to see if there are any requests in the “PDA: Awaiting Processing” queue.  These get RUSH priority.

• To see details of a request, double click on it.
• Check the details to be sure the request matches the criteria above.
• If it matches criteria, follow regular procedures for ordering in GOBI or in Aleph, and vendor web site as appropriate.
• If stock is available: follow regular procedures for ordering in GOBI or in Aleph and vendor’s web site.
• Print out copy of ILB request for our daily backup files/audit trail; Note the Requestor’s preferred pickup location.
• On ILB Request note “Ordered GOBI” or “Ordered <vendor name> and PO#” as appropriate.
• Move the ILB Request from “PDA: Awaiting Processing” queue to “PDA: Ordered” by clicking the “Route” button.
• In Aleph:
• Create 2 patron holds:
• Patron whose name is on the ILB request (Patron gets 30 days/NO renewal; this is noted on the label.  Access Services staff will have to over-ride the loan period from 2 weeks to 30 days at point of loan.)  
• Update the pickup location in the [H] Hold Requests node of Patron tab in the circ client to the Preferred Pickup location that the requestor indicated in ILLiad.
• MonoAcq (so book gets returned to MonoAcq to get put in the cataloging queue after the requestor is done with the book.) 
• Update the Pickup location to OFFIC.
• Change the Recall Type from 01 to 03.
• Pickup locations should be updated in the Circulation module on the [H] Hold Requests node of the Patron tab in the Circulation Client:

• For the duration of the pilot, all books are to be cataloged for DEWEY.
• Add a Library Note: patron name, email, PDA/ILB. Send book to ____ (fill in Patron’s Preferred Pickup location from Requestor record in ILLiad.)
• Mark the order RUSH; use the 1010-17 account for GOBI orders. (we are still evaluating whether to pay for RUSH shipping from Amazon/B&N.)
• Set the Delivery Date out 5 BUSINESS DAYS.
• Fund code = M-CSM-PDAI-2012.

• If it does NOT match the criteria or there is no stock available to purchase, note in ILB request under SPECIAL INSTRUCTIONS the reason for ineligibility:

  PDA: Price
  PDA: Imprint Date
  PDA: Language
  PDA: Format
  PDA: NYP
  PDA: No stock available for purchase
  PDA: Duplicate
  PDA: Incomplete information
  PDA:  Non Academic (ex: Dummies Handbooks, Feeding your baby.)

• Move request to “Awaiting Unfilled Processing” Queue for ILB Staff to handle.

MonoAcq Staff – Receiving

• These items should get RUSH processing as soon as it is identified that it is a PDA/ILB purchase either by the fund code (M-CSM-PDAI-2012) or the presence of the PDA/ILB note in the Library Note field.
• Receive and invoice the book in Aleph.
• Recycle the Dust Jacket
• Barcode the book and scan into Aleph
• Property Stamp the Book (Date stamp verso of title page; top edge location stamp)
• Affix the removable PDA label to the front of the book:

• Insert the Arrival Slip and the yellow Survey Card in the text block of the book.

• Add a note to the Order Log where you sent the book; this will be the Access Services Desk that the patron has indicated as their preferred pickup location in the ILLiad Requestor record.

• If location is HHS, deliver to Hayden Circ; otherwise put in an envelope marked RUSH/PDA to the appropriate CIRC desk using the PDA mailing label:

• Meghan and Amy will email eselect@mit.edu with the PO#.  Eselect Team will then move the request in ILLiad from “PDA: Ordered” to “PDA: Received.”   (Tracking of Delivery times for this pilot will be done via BrioQuery rather than ILLiad.)

Service Desk Staff

• Books will be routed to service desks from MonoAcq via delivery services. They will be easily identifiable with a bright red label that reads PDA Pilot.
• Before checking the book in to generate the email notification to the patron, staff will need to remove the Item Process Status (Received/Ask for assistance). The quickest way to do this is to click the Items heading to display Items options. Then click Change Item Process Status. A box will then pop up. Place the cursor in the barcode field and scan barcode. This will remove the Item Process Status and make the book available for circulation.
• Check-out: Because MonoAcq will have a hold on the book the item will only loan for 14 days. Please change the due date to give the patron 30 days with the book.
• If the patron fails to pick up the book within one week of notification, staff should mark the removable label on the front of the book with “NR” for “never retrieved.”
• After the book is returned by the patron or removed from the hold shelf, the book is then returned to MonoAcq for cataloging and shelf preparation.
• After the patron returns the book, Aleph will automatically loan the item to MonoAcq. Book should be mailed to MonoAcq, Rm.14E-210A.

MonoAcq Staff

• Update the IP Status to “IP” (Received/Ask for Assistance.)
• Delete the loan to “MonoAcq.”
• To delete a loan, open the MONOACQ account from the Aleph circulation module’s patron tab (yellow screen that has icon of a person’s head at top.)
• Select the item in the loan list and click the “Delete” button in the right hand menu:

• A message will pop up asking if you're sure you want to delete the loan. Click yes and you're all set.

• Remove the ILB/PDA label from cover of book
• If the label has been marked “NR,” note the PO# on the NR Tally Sheet
• Insert a blue Preservation routing flag and check the RUSH box.
• The flag template is attached to the Public Services wiki at https://wikis.mit.edu/confluence/x/5QrKAQ.  Click on link towards bottom of page

• Use the AMES/CPS flag (Print on Blue paper:)

• Add an Order Log note that book has been put on RUSH shelf in cataloging

 

Cataloging Staff
Cataloging staff will RUSH catalog the item and put on the Preservation Services truck.

Preservation Staff
Preservation will RUSH shelf-prep the item and send the book to Dewey, removing the AMES/CPS flag and replacing with a CPS/Dewey RUSH flag.

Service Desk Staff

• Staff will follow their normal procedures for processing a new book. Detailed documentation can be found at:

https://wikis.mit.edu/confluence/display/LIBPUBSVDOC/Sending+and+Receiving+from+Curation+and+Preservation+Services#SendingandReceivingfromCurationandPreservationServices-Howtoreceiverepairedornewlypurchaseditems

• Any patron requests will be handled in order of date received.

 

III. Random notes about working in ILLiad: 

See ILLiad training document prepared by D. Pribble for more detailed information.

• Double-click on a request to view the details
• Click on “Route” button to move a request from one queue to another
• Click in space under “Note” to add a note to a request
• Click on “History” to see dates and actions taken on a request
• To view patron’s preferred pickup location, click on “View”

   Then: