a longer version of this powerpoint presentation, with more slides showing the illiad client and...

A longer version of this Powerpoint A longer version of this Powerpoint presentation, with more slides showing presentation, with more slides showing the ILLiad client and workflow, can be the ILLiad client and workflow, can be

viewed at:viewed at:

http://balder.lis.wwu.edu/services/ill/files/http://balder.lis.wwu.edu/services/ill/files/OLA-WLA_files/frame.htmOLA-WLA_files/frame.htm

ILLiad @ ILLiad @ Western Western Washington Washington University University

Presented by Frank HaulgrenPresented by Frank Haulgren

Northwest Interlibrary LoanNorthwest Interlibrary Loan& &

Resource Sharing ConferenceResource Sharing ConferenceSeptember 19 & 20, 2002September 19 & 20, 2002

““Celebrating the future”Celebrating the future”

ILL @ WesternILL @ Western

Requests processed in 2001:Requests processed in 2001: ILL BorrowingILL Borrowing 14,00014,000 ILL LendingILL Lending 12,00012,000 Campus Doc DelCampus Doc Del 1,500 1,500 Cascade / INNReach Cascade / INNReach 13,50013,500 Total RequestsTotal Requests 41,00041,000

ILLiad in use since November 1999ILLiad in use since November 1999

Decentralized OperationDecentralized OperationILL office is not a public service deskILL office is not a public service deskMaterials picked up at CircMaterials picked up at CircPrimary contact for ILL clients is Reference & InformationPrimary contact for ILL clients is Reference & InformationCopying done by staff and student’s at the Media DeskCopying done by staff and student’s at the Media Desk

Staffing & OrganizationStaffing & Organization

Before ILLiadBefore ILLiad

Homegrown db.Homegrown db. Saveit. Aviso. Clio.Saveit. Aviso. Clio.

Borrowing - Borrowing - 2.75 FTE staff2.75 FTE staff Lending -Lending - 1.0 FTE staff1.0 FTE staff Support -Support - 0.5 FTE staff0.5 FTE staff

+/- 1.0 FTE students+/- 1.0 FTE students

Total ILL Staffing 5.25 FTETotal ILL Staffing 5.25 FTE

ILL @ WesternILL @ Western

What we wanted from software.What we wanted from software. A tool to create efficiencies and allow us to A tool to create efficiencies and allow us to

better manage requests.better manage requests. To get rid of the paper!To get rid of the paper! To be able to limit undergraduate ILL To be able to limit undergraduate ILL

requests.requests. Enable the supervisor to remotely manage Enable the supervisor to remotely manage

the operation, at least some of the time.the operation, at least some of the time.

We looked at ILLiad, III ILL module and We looked at ILLiad, III ILL module and re-evaluated CLIO. re-evaluated CLIO.

Staffing & Organization.Staffing & Organization.

After ILLiadAfter ILLiad We got everything we wanted, We got everything we wanted, PLUSPLUS a a

huge savings in staff devoted to ILL.huge savings in staff devoted to ILL.

Current ILL staffing:Current ILL staffing: 2+ FTE2+ FTE 5 hours of student help per week to assist 5 hours of student help per week to assist

with stacks searching.with stacks searching.

Change in Staffing to Change in Staffing to Request RatioRequest Ratio

1999:1999:Last Year Before ILLiadLast Year Before ILLiad 5.25 FTE staff processed 28, 756 requests5.25 FTE staff processed 28, 756 requests or 5,777 requests per FTEor 5,777 requests per FTE

2001:2001:Second Year of ILLiadSecond Year of ILLiad 2.25 FTE staff processed 41,000 requests2.25 FTE staff processed 41,000 requests

or 18,222 requests per FTEor 18,222 requests per FTE

Figures include Cascade requests.Figures include Cascade requests.

How Has ILLiad Helped?How Has ILLiad Helped? Data Transfer Directly Into OCLC & From Data Transfer Directly Into OCLC & From

Our Catalog.Our Catalog. Eliminated Nearly All Paper Record Keeping & Eliminated Nearly All Paper Record Keeping &

Files.Files. Increased Speed and Efficiency When Receiving, Increased Speed and Efficiency When Receiving,

Processing and Returning.Processing and Returning. Saves Time Troubleshooting Requests and Saves Time Troubleshooting Requests and

Communicating with Clients.Communicating with Clients. Allows Clients to Monitor the Progress and Status Allows Clients to Monitor the Progress and Status

of Their Own Requests. of Their Own Requests. Desktop Delivery Options.Desktop Delivery Options. Reports: Out of the Box & Customized.Reports: Out of the Box & Customized. Scheduled OCLC Borrowing and Lending Updates. Scheduled OCLC Borrowing and Lending Updates.

Search & Order.Search & Order.

Editing the WorkformEditing the Workform

How Has ILLiad Helped?How Has ILLiad Helped? Data Transfer Directly Into OCLC & From Our Data Transfer Directly Into OCLC & From Our

Catalog. Catalog. Eliminated Paper Record Keeping & Files.Eliminated Paper Record Keeping & Files. Increased Speed and Efficiency When Receiving, Increased Speed and Efficiency When Receiving,


Communicating with Clients.Communicating with Clients. Allows Clients to Monitor the Progress of Their Allows Clients to Monitor the Progress of Their

Own Requests. Own Requests. Desktop Delivery Options.Desktop Delivery Options. Reports: Out of the Box & Customized.Reports: Out of the Box & Customized. Scheduled OCLC Borrowing and Lending Updates. Scheduled OCLC Borrowing and Lending Updates.


Catalog. Catalog. Eliminated Paper Record Keeping & Files.Eliminated Paper Record Keeping & Files. Increased Speed and Efficiency When Increased Speed and Efficiency When

Receiving, Processing and Returning.Receiving, Processing and Returning. Saves Time Troubleshooting Requests and Saves Time Troubleshooting Requests and



Labels & BandsLabels & Bands

Labels or BandsLabels or Bands

Canceling A Borrowing RequestCanceling A Borrowing Request

Communicating With Others About Communicating With Others About A Request By Email.A Request By Email.




Communicating with Clients.Communicating with Clients. Allows Clients to Monitor the Progress of Allows Clients to Monitor the Progress of

Their Own Requests.Their Own Requests. Desktop Delivery Options. Desktop Delivery Options. Reports: Out of the Box & Customized.Reports: Out of the Box & Customized. Scheduled OCLC Borrowing and Lending Updates. Scheduled OCLC Borrowing and Lending Updates.

Patron’s Main MenuPatron’s Main Menu

ILLiad Request FormILLiad Request Form

Request Status ScreenRequest Status Screen





Own Requests. Own Requests. Desktop Delivery Options for Users.Desktop Delivery Options for Users. Reports: Out of the Box & Customized.Reports: Out of the Box & Customized. Scheduled OCLC Borrowing and Lending Updates. Scheduled OCLC Borrowing and Lending Updates.

Electronic Delivery of ArticlesElectronic Delivery of Articles





Own Requests. Own Requests. Desktop Delivery Options.Desktop Delivery Options. Reports: Out of the Box & Customized.Reports: Out of the Box & Customized. Scheduled OCLC Borrowing and Lending Updates.Scheduled OCLC Borrowing and Lending Updates.

Reports to help assess workflow.Reports to help assess workflow.How many requests received?How many requests received?

Reports to help assess what’s happening.Reports to help assess what’s happening.Why requests are cancelledWhy requests are cancelled

Collection Development.Collection Development.Detailed Journal AnalysisDetailed Journal Analysis

Fine Report – Created Using Fine Report – Created Using MS-Access & ExcelMS-Access & Excel





Own Requests. Own Requests. Desktop Delivery Options.Desktop Delivery Options. Reports: Out of the Box & Customized.Reports: Out of the Box & Customized. Scheduled OCLC Borrowing and Lending Scheduled OCLC Borrowing and Lending

Updates. Updates.

Recent Enhancements!Recent Enhancements! The Connector:The Connector: Scheduled interaction with Scheduled interaction with

OCLC to perform unattended updating and OCLC to perform unattended updating and downloading.downloading.

Downloads insert due dates and lender symbols Downloads insert due dates and lender symbols into ILLiad for requests at “shipped” status.into ILLiad for requests at “shipped” status.

ILLiad and ILLiad and OpenURLOpenURL links to databases. links to databases.

In the works!In the works! Real-time automated interaction Real-time automated interaction with the CCC to retrieve copyright information with the CCC to retrieve copyright information and “order”.and “order”.

Recent Enhancements!Recent Enhancements!

Thanks! Please visit our pages.Thanks! Please visit our pages. Browse WWU’s ILL pages at: Browse WWU’s ILL pages at:

www.library.wwu.edu/services/ill/ill-www.library.wwu.edu/services/ill/ill-home.shtmlhome.shtml

View and run WWU’s canned reports by View and run WWU’s canned reports by going to: going to: www.illiad.library.wwu.eduwww.illiad.library.wwu.edu/ILLiad/ /ILLiad/ webreports/default.htmlwebreports/default.html

Also feel free to login as a guest and see Also feel free to login as a guest and see the Patron Side of ILLiad:the Patron Side of ILLiad:

User Name: OurGuestUser Name: OurGuestPassword: illiadPassword: illiad

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