Technical Services Division Program Review, Focused Discussion

||| Technical Services Division

Working Group - Ordering
February 2, 2001 (rev. 2/19/01)

What can be done now?

Develop a pilot program to test the online MRF and ERRF forms with a small number of selectors. Finish putting the forms on the web page. Leaders: Carlen Ruschoff and Jan Siar to consult with Carole Bell. Carole Bell and Karla Hahn will identify the selectors to participate in the pilot.
Clarify and document the University and State procedures for selectors' signatures. Verify the use of electronic forms. Leaders: Carole Bell and Carlen Ruschoff
Set up an interim database track electronic resources orders. Begin investigating what tracking mechanisms are available with the new ILS. Leader: Gwen
Review the Acquisitions web page to determine what information needs to be clarified. Write documentation on 'who does what.' Leader: Jan Siar
Develop a plan and process to integrate the searching and ordering into one process. Ordering should be done at time of searching. Leader: Carole Bell and Jan Siar

Which recommendations should be considered in long term planning?

define what "rush" means; clarify the various meanings of this term and how to best communicate these definitions
faxing or emailing orders to speed up process
increased numbers of selectors and the impact on workload. Even though the number of selectors has increased, the amount of funds available to purchase materials has not increased significantly.
identify what statistics are needed and eliminate those not needed
revision of procedures about pre-order searching - what should be or does not need to be searched
purchasing copies of microfilm for brittle copies through other libraries. There is a need to understand what the general procedures are for this activity.

What library policies have been identified which need to be discussed beyond TSD?

What activities are well suited for Process Improvement?

integrating the searching and ordering processes into one workflow, selectors role in searching, what is searched, who searches it, when is an item searched, is searching done again if an order is held over to following year
when and how sort coding is done

Horizontal Rule