Leabharlann UCD

An Coláiste Ollscoile, Baile

Átha Cliath,

Belfield, Baile Átha Cliath 4,

Eire

UCD Library

University College Dublin,

Belfield, Dublin 4, Ireland

Improving module support for

academics and students in UCD.

Joe Nankivell, Senior Library Assistant (Acquisitions)

Catherine Ryan, Collections Support Librarian

Acquisitions: the old days

Acquisitions has changed…

Internal processes improved over years due to:

• Structural changes (new roles necessitated doing

more with less).

• Improved LMS.

• Money to spend!

Total procedure revamp in 2012.

> 3 steps from request to order.

Total efficiency achieved… right?

But… there’s still a problem

• Less than 15% of active modules supported.

• Student requirements not always being met.

• Poor engagement from academics due to

communications / timing of processes.

Enter…

UCD

Agile

UCD Agile

• Focus on process improvement

• Data-driven

• Collaborative

New Reading List Process

• Make it easier for academics by simplifying the

book request process

• Allow academics to track how many books are

available to support their modules

• Improve communications between UCD Library

and academic staff

• Assist decision-making with Collection Services

by providing additional contextual information

Online Request Form

http://libguides.ucd.ie/collection_services/or

dering_books

UCD Connect login required to view

Request Spreadsheet

Components:

Formulas • Vlookup

Google Spreadsheet

Add-ons • CopyDown

• FormMule

(email merge)

Prioritising orders using Gmail inbox

Email communications: incoming mail

• Module info populates email

• Case number ties it to spreadsheet

Creating Selection List order on Sierra

Email communications – with built-in

order tracking

• Autotext here for speed and consistency.

• Reassuring message / managing expectations.

• Link to catalogue: gives current live status of title - on order - received - in processing - check shelves

Finalising order: two last steps

Module code goes in bibliographic record

Bib no. copied to build permalink

(Sierra Macros reduce this to three keystrokes)

Copy module code from order and shift across to Bib record:

%CTRL+c%%CTRL+SHIFT+e%%CTRL+i%

Insert module code into new 996 field: y%HOME%%SHIFT+RIGHT%%SHIFT+RIGHT%%SHIFT+RIGHT%996%

TAB%%CTRL+v%%ALT+o%%CTRL+s%

Navigate to Bib ID and copy relevant section: %CTRL+HOME%%SHIFT+TAB%%SHIFT+TAB%%HOME%

%CTRL+SHIFT+RIGHT%%SHIFT+LEFT%%SHIFT+LEFT%%SHIFT+LEFT%

%SHIFT+LEFT%%SHIFT+LEFT%%SHIFT+LEFT%%CTRL+c%

Sierra’s Selection List

Mini Reading List Application

Mini Reading List Application

Mini Reading List Application

Results

Project Launch

Results

Active modules supported

14% -> 18%

Increase of 200 active module codes

Nov 2016 4 months after launch

2 months into financial year

Feedback

“Your book purchasing team is top notch, really

helped me plan for the semester”

“I am delighted with the proactive/positive action

from the Library and am finding it very supportive

for the coming teaching semester plans.”

“This is a fantastic process! I really welcome it, it

makes book ordering significantly simpler and

easier.

“If this is what UCD Agile can do with partnerships,

then more please – across UCD!”

Future Developments

• Refining and improving the form, spreadsheet

• Book usage information for each module.

• Automatic notification that a book has arrived in

the library.

• Complete book reading list for modules?

Leabharlann UCD

An Coláiste Ollscoile, Baile

Átha Cliath,

Belfield, Baile Átha Cliath 4,

Eire

UCD Library

University College Dublin,

Belfield, Dublin 4, Ireland

Thank you!