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

[Don McMorris]

I created a couple simple web pages to help visualize what I'm thinking 
about.  The start URL is 
http://www.esilibrary.com/dmcmorris/acqflow1/newpo.html .  The pages are 
purely visual right now... the buttons aren't set up to do anything and 
all the data is static.

There are 4 basic screens.  The first allows you to choose your supplier 
and your order profile.  The left column would be the supplier 
information (all from 1 supplier record), and the right would be the 
order profile (from an order profile record of some kind... basically an 
order template).  By clicking the appropriate button, you would get a 
pop-up prompting you to choose a supplier or profile (again, they do 
nothing at the moment).

The next screen is purchase order line items.  This is just an overview 
of the items... To see details of a specific line, click the line number 
(line 1 does have a sample... although it's a general popup and not a 
customized/sized one like it would/should be).  Basically, the fields 
are static and populated when you choose a bibliographic record to 
order.  Some fields (like the ISBN) may have multiple items, so a 
dropdown may be needed (or even free-text, as the ISBN may not be 
entered on the bib or may be incorrect).  I didn't finish it, but you'd 
go on to edit prices (list price, adjusted discount, fees, etc.).  The 
actual line item (on the overview) should show the purchase price, not 
the list price.  Also, on this screen should be item record options (if 
you create item records automatically upon release).

Next is "Processing Instructions".  I didn't put much on here, but you 
would use this to request non-standard processing (such as "No spine 
labels" or "archival processing"), instructions to the vendor, and 
possibly instructions for catalogers/receivers.

Last is Release and Submit.  It also has no content.  Here, you would 
see an overview of the PO (order qty, price total, etc.).  You can then 
release the PO, which will check it (errors, duplicates, etc), lock it 
against future editing (although you could probably "unrelease" it; 
status changes wouldn't be locked.... just the ability to change the 
items/quantities/etc), and all that.  You can then download a PDF for 
printing, download a PDF for faxing (which would include a cover sheet), 
E-Mail, or transmit via EDI.  This screen would also show data like date 
of submission, date of release, etc.

This is a very quick and dirty thing in an attempt to help put my ideas 
down into a more visual format.  If you have any questions about it, 
don't hesitate to ask.

--Don

Don McMorris wrote:
> 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 Specialist
Equinox Software Inc.
Lawrenceville, GA 30049-1418
(770) 339-7803 / 1-877-OPEN-ILS x709
http://www.esilibrary.com
dmcmorris at esilibrary.com