SPAM: Re: [OPEN-ILS-DEV] acq timeline

[Don McMorris]

I did a little bit of acquisitions in my old library system.  As many 
libraries were small, most would order through a central system account 
and the consortium headquarters would receive.

Actor: Member library staff
Create a purchase order.  Add Purchase Order Line Items by locating a 
bibliographic record (if there isn't one, an e-mail is sent to staff to 
request a new record).  Release the purchase order, and submit it to 
vendor via EDI.  When records are released, new item/holding records are 
created.

Actor: Consortium HQ's Acquisitions staff
Supplier would box and ship items to consortium HQ.  Staff would sort 
items onto book trucks by PO number, and verify contents on packing 
slips.  Other staff would then take this book truck, receive the item on 
the purchase order, stamp and label the item, box the items up, and send 
them (via courier) to the library that ordered them.

Actor: Member library staff
Staff gets the items in the delivery.  They pull up the Purchase Order, 
and link from the line item to the item record.  They will apply a 
barcode to the book, and attach the barcode to the item record.  The 
item would then be checked in (in terms of circulation) to trap any hold 
requests and to automatically move the status from "in-process" to "in" 
(or "held", "transferred", or other applicable status).  The item would 
then be shelved.

Actor: EDI agent
Throughout the process, the EDI will handle some functions 
automatically.  The order is generally placed through EDI (although it's 
in the library's name, the SAN is for the system so it's received at the 
HQ).  When he vendor issues an invoice via EDI, the item will be changed 
from "On-Order" to "In-Process" (this /may/ be configurable, but I'm not 
sure).

Well, meeting time! Any questions, let me know.

--Don

Dan Scott wrote:
> Next in a continuing series of problem scenarios...
>
> Receiving monographs
>
> Actor: Roche, mail & printing support
> Actor: Chantal, technician
>
> Each morning, if the Library receives one or more shipments from a
> vendor, Roche places the received books on a cart. An invoice comes
> with each shipment, and Roche places that invoice on the cart along
> with the books, then delivers the book cart to the technical services
> area.
>
> For each shipment, Chantal compares the invoice (using it as a packing
> list) with the books on the cart, checking off each book as she finds
> it.
>
> For each book, Chantal:
> 1. Retrieves the order record (based on order ID recorded on invoice,
> and/or title, author, etc.). This changes the location of the item
> from ON ORDER to IN PROCESS so that patrons will know what state the
> book is in if they do a search.
>
> 2. Checks the vendor on the order record to ensure it corresponds with
> the invoice.
>
> 3. Checks the NOTE fields in the order record for any special
> instructions (typically RUSH or "Requested by patron X", in which case
> she would place a hold on that patron's behalf).
>
> 4. Adds a barcode to the order record (at this point, the order is
> said to have been "loaded".)
>
> 5. Catalogues the item by retrieving a good MARC record through Z39.50
> copy cataloging, then cleans up the MARC record with the following
> steps:
>
>    a. Check the publication date and ISBN
>
>    b. Convert 856 |3 subfields to |z. **Aside: this could probably be
> avoided if we changed the display policy in our current library
> system.**
>
>    c. Add spaces to call number.
>
> 6. Changes the location from IN PROCESS to the real home location.
>
> 7. Prints label and completes physical processing.
>
> 8. Places the book onto the book cart for shelving.
>
>   

-- 

Don McMorris Jr., Technical Support Specialist
Equinox Software Inc.
Lawrenceville, GA 30049-1418
1-877-Open-ILS (673-6457) x709
http://www.esilibrary.com
dmcmorris at esilibrary.com