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Using Alma Analytics to support standing order management

eCAUGMeeting 2023

08/31/23

Selena Chau

Library

10-12 min lightning talk

Presentation Description:

Coming out of a library reorganization and a pandemic provided an opportunity to assess the monographic standing orders at our library. UC Santa Barbara’s standing orders project highlights the close collaboration between staff in the newly formed departments of Collection Strategies and Resource Acquisition & Discovery Services, and some new ways we use Alma in the assessment of our monographic series on standing orders. Alma Analytics reports featuring payment history and publication status helpfully visualized payment and publication gaps for easier identification of lapsed titles. Tags added to order fields in Alma aid review by staff. This presentation will describe the data exploration, and initial proposals that have come out of this ongoing work.

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What is a monographic series on standing order (SSO)?

Our local, UCSB definition:

Monographic titles published in multiple parts until the series completes or ceases.
Payment is made after receipt (versus serials which are paid for in advance).

Or, books that may or may not arrive some years, and for which we don’t have a good budgeting plan

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Why did we do this work?

Monographic standing orders are messy!

Price and publication schedule may not be known in advance which makes budgeting difficult
When a series ends, there’s no trigger to close the Alma records
Standing orders are not all classified neatly in one group in Alma - difficult to create a comprehensive report
Staff turnover allowed some titles to fall through the cracks
Standing orders can be treated like monographs or serials: physically shelved together or separate. The subsequent cataloging practices can impact space management.

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Form a cross-departmental committee

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Selectors

Research & Engagement Department

Curators from Special Research Collections

Strategists

Collection Strategies Department

Acquisitions, Cataloging, ERM, Ordering, Receiving

ReADS: Resource Acquisition and Discovery Services

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Overview of the committee work

Form a cross-departmental committee
Understand local definitions and past practices, including system migrations
Incorporated new roles from a library reorganization
Got our hands dirty - explore Alma data and Alma Analytics!
Modeled workflows and created recommendations
Learn from the wider library community

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A cross-departmental committee was needed

No standard policy for how series on standing order have been paid, classified, or ordered at UCSB Library

Example: The policy at one time was standing orders should be put on monograph funds, and at a different time that they should be put on serial funds. This caused monographic standing orders to be across all funds.

No procedure for reviewing standing orders or what decisions are needed prior to starting a new standing order.

Note: UCSB Library is not a library of record and does not have a mandate to acquire general collection resources with permanent access.

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Get the hands dirty - explore Alma data and Alma Analytics

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Alma Analytics

Alma Analytics reports featuring payment history

Pivot report by order type, shows transaction expenditure per year and historic shifts in publisher, vendor, or associated fund code.

Selector name tags added to order fields in Alma can aid report creation and document decisions

Alma report that highlights publication status and end date.

Publication status helps visualize payment and publication gaps for easier identification of lapsed titles.

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Alma Analytics (1)

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Alma Analytics (2)

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Alma Analytics (3)

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Model workflows and create recommendations

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What we learned

Cataloging preferences allow smoother processing workflows

Needed: regular review, knowledge of publications schedule, and standardized process for starting new standing orders

Other ways to acquire materials: preferred vendor or series on approval, other approval plans.

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What we did

Reviewed and closed 150+ standing orders on a small set of funds

Review process: What might we already get through consortium so they can be closed? What series are completed? Not needed? What titles need new formats or can ordered through preferred vendors?

Noted qualities of preferred SSO vendors to create a short list
Writing draft workflows and testing Alma reports
Learning from each other in this joint process

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In progress and Not started

Titles on other funds need to be reviewed
Discuss options of encumbrances, managing funds, and selection of fund codes for series on standing orders.
Make recommendations for the definition and use of key Alma terms related to standing orders (Order Type and Material Type)
Submit and implement proposals

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Learn from the wider library community: YOU!

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Knowledge sharing for improved SSO workflows

How does your library manage SSOs? What department(s) initiate actions?

How is SSO data defined in Alma?

What Alma Analytics reports do you use?

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Questions for us?

Selena Chau - selenachau@ucsb.edu

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