ILLiad International Conference Cayce Michael LSU Libraries, Middleton Library Head of Interlibrary Loan

Transcription

1 ILLiad International Conference 2013 Cayce Michael LSU Libraries, Middleton Library Head of Interlibrary Loan

2 Virginia Beach, Virginia

3 Sessions Attended Atlas Systems Update (on ILLiad) OCLC Update Keynote Strategies for Sustainability Routing Rules for Workflow Streamlining The Right TxT ILLiad Web Reports ILLiad Tune-up Top Ten Not Covered Today Making the Most of you ILLiad Web Interface Dynamic Student Training Using PowerPoint

4 Atlas Systems Update (on ILLiad) Genie Powell Atlas blog: Facebook: Suite/ SQL 2000 no longer supported with arriving May 2013

5 ILLiad 8.4 Features More synced with OCLC Support for 15 lenders in string, coming with OCLC Worldshare (note: lender will only see their symbol and after) Days to respond replaced with # times symbol entered PD & can see while building lending string add step to Custom Holdings Remain aware of deadline, could expire while in long string Get it now Addon will support IFM

6 More ILLiad 8.4 Features Overdues Automatic, self-controlled option will return 4 Levels: due soon & 3 OD s Can select and Can select for printing Article Exchange upload and download Lending no need for addon, send alert OCLC, compatible with BSCAN (summer 2013) Borrowing can see alert, grab, download & deliver Can still receive take URL & password into ILLiad record & system does rest

7 Additional ILLiad Resources LOUIS: Knowledge Base Footprints Atlas: Documentation (free) Classes (fee) Video Training Library ($999- available through LOUIS, how to access???)

8 OCLC Update Katie Birch, Atlas Systems WorldShare ILL launch March 12, 2013 ILLiad users access this summer (late May?) First Search no longer available Dec 2013 OCLC & Atlas will end customer support for ILLiad on June 30, 2013

9 Do Now in Prep for WorldShare (WS) Subscribe to Sharing-1 and firstsearch-1 Update your constant data and PD info No slashes in address, fill in as stated Must use # s in # fields (no words, like free)(ex ) Days to respond field Update library browser to support WS Request WSKey = Web Services Key (every institution will have unique URL) in preparation for ILLiad (this is the replacement location for the OCLC Admin Module)

10 Helpful OCLC Resources Migration sources: Must set-up new username and password before using WS, current 9-digit First Search authos will not work (look for announcement) OCLC WorldShare Interlibrary Loan: OCLC Policies Directory: WorldCat Services Admin Module: firstsearch.oclc.org/admin/ OCLC Customer Support: or

11 New IFM Report Coming Soon IFM payment for IFLA Vouchers ordered through OCLC - $12/$6 (no shipping charged) Currently, OCLC monthly billing GEBAY Ask GEBAY for an activation link To place request: add MyBib el to Ship Via field, include address in field, you will receive a delivery note via .

12 Keynote Strategies for Sustainability: Resource Sharing in the Digital World, Liz Bishoff Europeana multi-heritage shared database: Digital Library of America (DPLA) Launched April 2013 by Boston Public Library Hathi Trust public domain digitized material, ILL step before ordering (Google Books)

13 Routing Rules for Workflow Streamlining, John Brunswick and Shawn Styer - Atlas Systems Take the mystery out of ILLiad routing and make ILLiad do the work by automating tasks and skipping unneeded steps in your workflow! Learn about routing rules and match strings, routing, routing addon possibilities, article exchange routing, borrower status routing, and copyright routing. Via PPT:

14 Custom Queues To add a Custom Queue Open the Customization Manager (CM) Go to System, Custom Queues Click on the Custom Queues table Click on New Record Queue Name = What you want to call the queue Process Type = Borrowing, Lending, Doc Del NVTGC = Your site code, should be filled in

15 Objective & Popular Routing Uses Move request outside of standard workflow automatically. Step-by-step directions via PPT, but LOUIS would make the changes in CM. Move to custom queue Skip step in processing, i.e. article in lending Go back step in processing Filter printing Change process type Borrowing to Doc Del and vice versa

16 Types of Routing Rules 3 Types 1. System Addon

17 Accessing System Routing CM Routing Rules are set up using a Routing Table in the CM Open the Customization Manager Go to System, Routing, RoutingOn Make sure RoutingOn is set to Yes Go to System, Routing Double click on the Routing table Click on New Record in the upper left corner Could also use Copy Record Make your entries Click on Save when done Restart the ILLiad Client for rule to take effect *Directly from PPT:

18 Routing Syntax Explained Field Name RuleNo RuleActive ProcessType MatchString NewProcessType Description This is a unique rule number that you assign to the rules. The first rule that applies to a given transaction based on the rule definition is applied to the transaction. This is set to Yes or No, activating or deactivating this rule. A rule with a RuleActive value of No will be ignored by the system. This specifies the ProcessType (Borrowing, Lending or Doc Del) to which a given rule applies. A transaction must have a matching ProcessType value before the rule will be applied. TransactionStatus This specifies the TransactionStatus to which a given rule applies. A transaction must have a matching TransactionStatus value before the rule will be applied. This value may be any legitimate ILLiad status, including any existing Custom Queues. This specifies the remainder of the query string that must be matched by a transaction before the rule is applied. For Borrowing, this query string should only reference the Users(ALL) and Transactions tables, unless a compound routing rule is used. For Lending, this query string should only reference the LenderAddresses(ALL) and Transactions tables, unless a compound routing rule is used. See further explanation below. This specifies the new process type to which the transaction will be routed when the rule is applied. This value does not usually need to change. It is possible to route transactions back and forth between Borrowing and Doc Del. Lending transactions cannot change RequestType. NewTransactionStatus This specifies the new Transaction Status to which the transaction will be routed when the rule is applied. This value may be any legitimate ILLiad status, including any existing Custom Queues. RuleDescription This describes what the rule is intended to do. * Information taken directly from PPT

19 System Routing Table Explained Rule No = a unique number, identifies the rule Rule Active = Yes or No Process Type = Borrowing, Lending, Doc Del Transaction Status = the request status where the rule starts Match String = the parameters for the rule New Process Type = Borrowing, Lending, Doc Del New Transaction Status = the status we want to move the request to, could be a Custom Queue Rule Description = free text describing the rule *Directly from PPT:

20 System Routing Example Skip article shipping labels in Lending Process Type = Lending Transaction Status = Awaiting Shipping Label Printing Match String = t.requesttype = Article New Process Type = Lending New Transaction Status = Request Finished *Directly from PPT:

21 Language/Coding Explained SQL language: =,>,<, NOT IN, IN, (<>,!=), LIKE Table Aliases: T = Transactions; U = Users; L = Lender Addresses Single quotes: Used instead of double in SQL to denote text string User status equals faculty: u.status ex. Faculty User status does not equal faculty ex. U.status<> Faculty IN is used to list multiple values ex. u.status in ( Faculty, Staff ) NOT IN use if list of items to be included is long, and you just want to name the item(s) that will not be included ex. u.status not in ( Faculty, Staff ) LIKE uses % as a wildcard ex. u.status like %Faculty% (Faculty, Adjunct Faculty )

22 Continue SQL, Table, Single Quotes AND/OR used for combing terms, ex. u.status = Faculty and department = Geology (will choose any hits with both) ex. u.status = Faculty or department = Geology (will pull any hits with either or both) (parentheses) group related terms ex. u.status = Faculty or (u.status = Staff and department = Geology ) You can route based on Notes or History entries ex. t.username = OCD and t.transactionnumber IN (select distinct TransactionNumber from Notes where Note like %SHIP IN BOX% )

23 Popular System Routing Rules Lending Skip article shipping labels Skip loan shipping labels for courier loans Borrowing Skip Copyright Clearance if older than 5 yrs Route faculty requests to custom queue Checkout loans after notifying patrons *Details for all of these in PPT, contact me for specifics

24 IMPORTANT ROUTING NOTICE Routing rules are listed from least to greatest in the Routing Table by Rule No. Once ILLiad finds a match from the Routing Table, the route process with stop once the request is moved to the new status Order your routing rules from most to least specific

25 Routing Used in conjunction with custom s 2 main components routing rule template static message max of 225 characters Ex: Automatic overdue notices for 3 rd stage route to Extremely Overdue.

26 Popular Routing Renewal approved/denied Recall Request from remote storage Request for purchase

27 Routing Rules Explained In CM: Go to System, Double click on the Routing table Click on New Record Or Copy Record Process Type = Borrowing, Lending, or Doc Del Name = Name of this rule Default To Address = Where will be sent Blank in Borrowing or Doc Del sends to patron Blank in Lending sends to borrowing library Could be fixed address, like in-library contact Default to Name = Specify To name in Default CC Address = To copy to another

28 More on Routing Explained Default Subject = Subject line of the Default From Address = Where is coming from Blank will use value in FromAddress key in Customization Manager Default From Name = Name of the sender Blank will use value in FromName key in CM Default Status = Status of where you want request routed to upon sending Blank field = Status will not change File Name Loan = Name of template to use for loans File Name Article = Name of the template to use for articles NVTGC = Your site code, should be filled in Save system changes

29 Addon Routing Addons can be used to route requests to another status When matchstings exceed 255 characters Routing occurs based on a time condition Routing of requests not touched by staff Routing is combined with other process Example: Adding a request note

30 Additional Information ILLiad System Routing Documentation ILLiad Routing Documentation

31 The Right Txt, Ohio University, Derek Malone, Stats from research: 75% teenagers text; 47% teens have smartphones Summer 2012 Ohio Univ started texting Biggest hurdle text & message must be same (for now) & previous messages too long, can add link to more info on web page, links occasionally dead Most messages revised to be text friendly (OD, delivery, renewals, cleared), but some still aren t Text # could be manually taken out in longer messages Maximum character limit 140 Patron cannot respond to ILL received text

32 New Patron Registration Ex. Subject: ILLiad Registration Notification Body: Thank you for registering with Ohio University Libraries ILLiad. We will notify you by when an item is received. Sign up for text message notification: Contact us:

33 Key Factors for Ohio Patrons sign up for text through Survey Monkey. No option to sign-up when creating ILLiad account, because have to add provider info. Sign-ups checked daily slow, now 1-4 daily # is added at end of patron last name Patrons who get texts continue to receive s: Provider #@text address, address (no sp) Offer most popular providers - OSU offers T-Mobile, Boost, Sprint, Verizon, Bell South Don t have unlimited text, prob for patron (notify) PPT:

34 Error with E-article Delivery Derek says this: Any electronically delivered article (doc del or borrowing) will run into a notification issue. You ll see the outgoing error, so you can click that, open the transaction itself, and send a notice manually from there. It will work that way just fine. Then, delete that error, and you re done. Those are the only errors though, and they ll tell you when it happens.

35 ILLiad Web Reports Kevin Ford, Atlas Systems Home/System/Web Reports/Login

36 Settings If web reports option is not showing, it needs to turned on in CM Naturally set up for all to have access, but can limit access through CM

37

38 Types of Web Reports Borrowing Lending Doc Del Admin

39 About Web Reports ILLiad vs OCLC sometimes differ because counting different things Open see listing and explanation End Date does not include entered date, so enter day after when applicable (FY) Can export to Excel (multiple tabs)

40 OCLC Stat Terms Explained OCLC Borrower Overview Request Initiated ILL requests created and sent to lender. From WorldCat The requests were made from an OCLC Bib record. Cancelled Borrower cancelled the request. (They can only do this if the request is still pending or in process.) Filled When lender says Yes and updates to Shipped. Loan Shipped record has a valid date in the DueDate field. Copy Shipped record has a N/A in the DueDate filed. Unfilled Request goes to a status of Unfilled. Avg Turnaround From the day/hour/minute the request was created by the borrower to the day/hour/minute the Borrower updated request to Received. Avg Turnaround un From the day/hour/minute the request was created by the borrower to the day/hour/minute the request went to Unfilled.

41 Custom Searching Method to run additional stats not offered with Web Reports Searches can be saved & shared If getting multiple hits of same record, get more specific with search Saving right click to remove files or group files Load to pull up saved reports

42 ILLiad Tune-up Top Ten Heather Black Rent an Atlas Expert - approx $4,000 Workflow revisions and best practices Problem solving Explain & enhance ILLiad use Project approach & guidance

43 Printing Routing Rules Routing Training Workflow Efficiencies Top Jobs Addons (search free internet sources), Odyssey, OCLC ILL Service Function, Non-Routing Processing Web Editing Database Maintenance

44 Printing Sorting & filtering print jobs Sort by call number Eliminate return labels for couriers Suppressing print prompts Storing templates on shared drive Updating print export Customize print templates Add courier Add special instructions, ex. No renewals

45 ? s To Ask Yourself About Printing Would an enhancement help to make pull slips or loan labels more understandable or helpful? Is there printed material that I don t use? Is there material that I manually delete before printing? Do I add info to print material manually?

46 Routing Rules Skip label printing (Non-Odyssey article del) Skip copyright for article over 5 yrs old Routing requests for alternate pick-up local or home del Routing new requests to special queues Patron Type Format Type

47 ? s To Ask Yourself about Routing Rules Is there a patron type that you would like to serve differently? Are you taking unnecessary steps during processing? Do some requests need more attention than others?

48 Routing Query other depts concerning ILL Correspond with patron concerning requests Citation clarification Recalls Overdues

49 ? s To Ask Yourself About Routing Do you request queries outside of ILLiad? Do you need to communicate with other departments or patrons concerning requests?

50 Training Clarification to passed down info New employees New workflows Specific problem solving

51 ? s To Ask Yourself Concerning Training Are you confident in all areas concerning ILLiad? Are there employees in your department who need more training?

52 Workflow Efficiencies Non-Routine Processing Conditionals Unfilled Special Messages Connection Manager Errors OCLC ILL Service Functions Deflections (PD, local holdings record) Custom Holdings Direct Request Odyssey Implementation/Electronic Delivery Trusted Sender Odyssey Helper Converting pdf docs to tif docs with Odyssey Addons Catalog Searching Serials A-Z List OCLC Article Exchange

53 ? s To Ask Yourself Concerning Workflow Efficiency Do you search outside of ILLiad? Do you check holdings info in more than one place? Do you supply patron access to internet available resources? If so, how streamlined is that process? Is ILL process efficient? Could you improve article turnaround time? Deleting lending requests often? Manually creating lending strings? Do you like your renewal process? Are you monitoring stop sign? Do you want to delete/add fields for patron accounts?

54 Database Maintenance Merging sites Moving from self-hosted to hosted Username changes Patron authentication changes

55 ? s To Ask Yourself Concerning Database Maintenance Do you need to make a big change concerning ILLiad?

56 Making the Most of your ILLiad Web Interface, Kerry Keegan and Stephanie Spires - Atlas Systems Studies show attention to F shaped pattern (top, lefthand corner) 2012 session PPT recommended: Beyond Out of the Box, Specific SQL Codes to ILLiad see PPT LOUIS HTML? Remember most of what you see can be changed and/or added to fit your needs, ex. adding check boxes (tag as lender note & they will see it), changing words, changing colors & shapes, add patron search box

57 Tools for Editing Notepad ++ (source code editor) W3C Schools (online tutorials CSS, HTML,...) Rsizr (resizes images) Molio (CSS Resource) Pixlr (similar to Photoshop, but free) Remember to check HTML, CSS, Javascript in all browsers (IE, Mozilla) Don t directly edit on production web pages, use Testweb

58 Ideas & Notes Item info fields can be renamed to fit site needs, ex. help with stats. Individual ILLiad clients: rt click & choose custom layout; right click on field to rename & choose rename; type in new name & choose save. LOUIS change on request forms. Note field choose Lender to show lender note; also can designate additional fields to be added in OCLC Constant Data for lender to see

59 More Ideas & Notes Specific pages can be made for specific patrons Status lines constant message in s, ILLiad headers (by default), elsewhere on web pages RSS Feeds and Alerts can be set-up to directly to a feeder or inbox

60 Dynamic Student Training Using PowerPoint, Bethany Ketting & JoAnn Marvel, Western Carolina University Students ¼ of staff in US Academic Libraries Students juggling many responsibilities PPT easy way to visually explain ILL operations Breakdown ILL workflow & create PPT for each process Chance for collaboration with other depts (stack searching, etc) Ask students for feedback to cont to improve See PPT for specifics on making slides

61 Team Building Library Lock-in w/ team building and training Twice semester group meetings and/or team building

62 Resources EducationPlanner.org Learning- Styles-Online.com

63 Closing Remarks 2014 ILLiad Conference scheduled for March th

64 Contact Info Cayce Michael LSU Libraries, Middleton Library Head of Interlibrary Loan