In order to improve the workflow of EDI invoice processing, and as agreed with the Paying Unit and E-Resources staff, each fiscal year, the Serials Unit will create new order records in Aleph to post service charges from serial vendors.

At the end of each fiscal year, I will notify you and the vendors of the new orders records.

For FY 2009-2010, the orders have been created and are as follows:

As you notice, there are three order records created for EBSCO service charges. This will assist the Paying Unit (Jack) to keep track of service charges by material format.

I have notified EBSCO, HARR,and SWETS of these changes and have requested that they update the reference number for service charges on their paper and EDI invoices. This will assure that these charges  are posted on the right orders either through EDI or manual processing.

I have received confirmation from HARR and will issue an update when I hear back from EBSCO and SWETS.

Let me know if you have any questions.

Thanks, Raimonda

It’s time again for an Acquisitions get-together. Mark your calendars for next Tuesday, August 18, 10am-11am for an Acquisitions Department meeting in Smathers 200A. Agenda will be a round robin discussion, no set topics other than what you bring to the table.

But wait, that’s not all. Mark your calendar again, same day, 11:30 – 12:30-ish for the July-August-September Birthday-Bash this time brought to you by Paying Unit Productions. Bring a covered dish, brunch-lunch type food/snax or drink, or a cash donation to help provide them. Volunteers for setup/cleanup also greatly appreciated.

Look forward to seeing y’all. –Jack Waters for Paying Unit Productions

Student accounts must be renewed each semester.
Summer semester student accounts will expire on Thursday, August 13, 2009.

Please have someone in your department request account renewals through the GROVER system for any students currently working this summer who will be returning to work for you the Fall semester.

(note: in our dept. each Unit Manager or student supervisor can authorize this renewal)

All returning students from Fall 2008 or Spring 2009 will need to be rehired through Library HR.

Aleph accounts will expire at the same time for students. You can include this in the request by providing their Aleph User ID, and stating that Aleph needs to be renewed as well.

Folks, all the Managers are going to be out on the 31st: Raimonda is away on vacation; I’ll be working at home; Jack, Chris, and Paul will be attending a workshop in JAX. David has agreed to be manager for the day, so if any schedule problems or questions arise, please contact him at 3-2699. He’ll be here to 6 p.m. and will make sure room 200 is locked, lights off, etc. before he leaves. Thanks David.

Sonia will give HSCL invoices for electronic resources to Chris Poehlmann.

Dear Steve:

As per your request, I am inclosing the notes for handling invoices from HSCL that resulted from my meeting with Jack Waters and Cecilia Botero.

1.- As we agreed upon during the meeting with Jack Waters, Chris Poehlmann, serials print and you,  I will received and distribute invoices from HSCL accordingly.

2.- A basket h labeled “Invoices from HSCL” has been placed on the shelves next to my  desk for incoming HSCL’s invoices.

3.- Cecilia will make sure that the invoices arrive in acquisitions, either via email or she will bring them when she comes to LE.

4.- All invoices will be stamped “Health Science Center Library”

5.- Charges for invoices stamped “File Copy” will not be posted in Aleph.  I will deliver them to the Paying Unit.

6.- Jack is  activating a Budget to pay for Postage/Services Changes for HSCL’s Subscriptions.

7.- Bank Charges will be paid from the same budget the subscription is paid from.

8.- All subscriptions with Harrassowitz are prepaid. Charges will need to be posted in Aleph.

9.– One  invoice from Lyrasis is received each month.  It is pay as a whole in  their own record and from its assigned budget.

10.- For all Harrassowitz Depository invoices the code  DEP most be typed in the the “TYPE” field in aleph.

11.-Cecilia wants both print and electronic orders to be  paid for in the Serials Unit.

12.- Our Permissions are being updated  to allow us to access HSCL records.

13.-Jack is working in having the HSCL Budgets released.

14.- I will start processing HSCL’s  invoices upon Jack’s notification of HSCL Budgets availability.

I hope I covered everything.

Have a good day

sonia

Whole lotta moving and shaking going on:
=== today Blackwell’s new CM v.7 is implemented at UF. Last week Paul Lightcap offered training to the Selectors and did an outstanding job. He also has created loads of templates for everybody, including Health who are now part of our ordering workflow. Thanks big time to Paul.
=== Jack has revised his materials budget report to include the nine new Budget Centers, one being Health. The early provisional was sent to Judy & John Ingram for ok; when we are given the go ahead, we’ll announce the loading of the early budget and ordering can commence (officially).
=== Sonia and Jack met with Cecilia to work out the procedures for invoicing and payment workflows – that document will be posted soon. Paul & I met with Cecilia to discuss ordering of books, including e-books in the Blackwell system. E-Resources workflow is already established between Smathers Acq and Health via Serials Solutions and shared resources management. Obviously, we’ll have to fine tune these procedures as we move foreward. Jack & I met with Cecilia a few times to discuss budgets and management of the funds. It’s complicated folks, as someone mentioned to the whiteboard we used to sketch out their PeopleSoft budget system: looks like a chemistry exam!
=== The cancellation project for 09/10 is going forward; Angie & Sonia are busy canceling serials and soon Paul & Chris will move in to cancel standing orders and e-resources. When the smoke clears, we’ll have cut almost 400k in materials, which technically won’t be removed from the budget – just switched over to a holding area to cover shortages during the FY. I know, it doesn’t make much sense when you look at it that way, but what can we say? It’s loss of buying power cuts, which is an estimate only. It’ll be interesting to see how close the estimate is to reality at the end of the FY.

more later, Steve

Here’s where Laydene will be in Acquisitions on a weekly basis:
Electronic Resources Unit 9:30-11:30 Monday
Paying Unit 9:30-11:30 Tuesday-Friday
Serials Unit 3:00-5:00 Monday-Thursday

Welcome Laydene!

Hope everyone is having a great 4th Holidaze weekend. Everybody has been so busy the past few weeks, it’s been crazy hasn’t it? The Paying Unit with end of the year rush, budget cuts, new budget centers, and now incorporating HSCL funds; the Monos Unit. with Replacements, Course Reserves, and gearing up for CM v.7; the E-Res Unit with vendors switches, dealing with MyiLibrary, and working on Serials Solutions; and Serials, busy as ever getting ready for serial cancellations and keeping up with the flow of serials and training Laydene. I thought to use this ‘down’ time to update folks on all that’s going on in the dept.:
– Health’s ordering and invoice payments have moved to our dept. starting July 1. What this means is extra work for all the Units but especially to Chris & Co. Thanks to Sonia for volunteering to handle HSCL print invoices as they are sent our way.
– Paul, Jason, and I met with the Circ. people in LibWest to pound out details on the Lost Items/Replacements initiative to start in Aug. Meanwhile, Monos Staff are ordering from the backlog and handling this extra work very efficiently.
– Cancellation Project has begun: we’ve received cuts to be made from selectors and have created folders on the server to coordinate the work between Units. This is a big project and we had a very productive meeting this week to organize the workflow: thanks go to Jack, Angie, Sonia, and Chris.
– According to Jason the Aleph migration will happen in early Aug., and I believe Acq. is being asked to review the data over the weekend. More on that later.. The end of the FY rollover happens this next week. Jack will announce the date if he hasn’t already.
– Meanwhile, Chris, Paul, and I are preparing for ALA next week. Chris & I will meet with Serials Solutions, Harrassowitz, and EBSCO on matters including the switch of our 4 largest packages from EB to Harr and getting acq. data loaded from Harr. into Serials Solutions.
– Paul is going to be point man in offering training this week on CM V.7, although I’ll do my best to assist him in teaching selectors how to run reports and set up their bookshelves. Thanks Paul for handling this training and setting the schedules.
– Our OPS budget is set and I’ll send out the final numbers soon. The provisional materials budget will be loaded sometime soon and that means orders will start to come in – Jack & I will keep you posted on the date that happens.
– Mark is still working part time in ILL and we are all hoping that they’ll hire someone permanent so we can get him back full-time. Meanwhile, Bruce is helping out with the mail and that deserves a mention.

That’s it for now. I know I’ve forgotten stuff so please remind us what else is going on.. a lot obviously.

take care, Steve