Transcript Telnet to Millennium: Collaborating with PromptCat and Vendors at Record Load

Telnet to Millennium:
Collaborating with PromptCat and Vendors
to Maximize Technical Services Efficiencies
at Record Load
Kelly Shook
Margaret Maurer
KentLINK Coordinator
Assistant Professor, Head of
Catalog & Metadata
Kent State University Libraries and Media Services
IUG 2005 – San Francisco, California
May 2, 2005
May 2, 2005 IUG,
San Francisco, California
Kent State University Libraries &
Media Services
1
YBP / PromptCat at KSU
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The PromptCat process at KSU
PromptCat / III / YBP and data
loading
What the process can’t handle
Cost/benefit analysis
Moving the process to Millennium
Other maintenance issues
Final words of advice
May 2, 2005 IUG,
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Media Services
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YBP / PromptCat at KSU Libraries
and Media Services
Fall 1999
August 2000
October 2000
March 2001
April 2002
September 2002
Summer 2003
March 2005
????????
May 2, 2005 IUG,
San Francisco, California
Started planning process
First firm order sent to YBP
Approval slip plan began at
YBP. PromptCat service started
Approval plan up and running
Successfully added our 7 regional
libraries
Began accepting much more member
cataloging copy
GOBI2
Moved batch load process to
Millennium
Edifact? (ISBN-13)
Kent State University Libraries &
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YBP / PromptCat Overview
KSU
YBP
De-Duplication at Load of
GOBISelect records
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Normal order record status = “o”
[on order]
Loader de-duplicates using a Title
Key match
If suspected duplicate order status
= “1” [on hold]
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OCLC PromptCat
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OCLC product to streamline
cataloging and/or pre-order
searching
Cooperatively implemented by OCLC
and library materials vendors
A completely automated process
requiring up-front planning and,
once running, little human
intervention
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MARC Record Selection
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How Bibliographic Matches are
made at PromptCat:
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
Match is made in advance in a separate
process
Based on ISBN or Publisher Number
(from 028)
The vendor control number and OCLC
number are recorded in a matching
database
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You can limit the records you
receive based on
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Encoding Levels
Cataloging Source
Record Type
WorldCat Holdings Set
Any record you don’t receive you
can elect to receive a PromptCat
Data Record (PDR) in place of
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Bibliographic Record Evaluation at
Record Receipt
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Is it a match?
Cataloging source (DLC)
Member copy guidelines
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PromptCat Data Records (PDRs)
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Used to deliver vendor data when
you do not receive a full record
Delivered when there is no match
OR multiple matches in WorldCat, or
there is a match but our holdings
are up on it, or there is a match but
it doesn’t fit our profile
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PromptCat Site IDs
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Used to determine processing
options
You may use:
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Location
Sub account number
Account number,
or
Fund code
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PromptCat / III & Data Loading
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III defines how we load records in
batch
III requires item record and order
record information to be in certain
9xx fields and subfields in order to
“map” them to their proper places in
item, order and invoice
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PromptCat / III & Data Loading
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Some of the information used to build the
item, order and invoice records is default
data provided by the loader
Some of the information is imported at load
Some of the information is imported at load
if available. In the absence of data the
loader will provide default data
Some of the information is system
generated at load
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KSUAP Profile Data mapping
through PromptCat
980
980
980
980
980
981
$
$
$
$
$
$
a –Invoice Date
b –List Price
e –Net Price
f –Invoice #
g –Quantity > 1
b –Fund Code
May 2, 2005 IUG,
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981 $ o –Sub account #
981 $ c –Order Location
945 $ L –Item Location
945 $ s –Item Status
945 $ t –Item IType
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http://www.library.kent.edu/~mmaurer
KSU’s Extended Approval Plan
Interface
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Unique in that we use one loader to:
Create a brief bibliographic and order
record for direct orders made on
GOBISmart
Overlay brief bibs with PromptCat records
that load with associated item records and
electronic invoice lines
Load PromptCat approval records with
associated item records, order records and
invoice lines - all loading in a single load
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Extended Approval Plan Interface –
Key Points

Interface de-duplicates on Title Key.
 A Title Key is a 7 character code that is
created from the Title or Series field of
the record you create
 The Title Key uses the first letter of each
of the first seven words of the field
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Extended Approval Plan Interface
(Continued)
Interface de-duplicates on Title Key
(Continued)
 When creating the Title Key, subtitles and
series numbering are eliminated from the
title key by stopping at colons ( : ),
semicolons ( ; ) and space-slash ( / )
 Only the first 49 alphabetic characters of
the field are used in the creation of the
Title Key
 Ampersands ( & ) are treated as the word
"and"
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Extended Approval Plan Interface
(Continued)
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KSU’s Extended Approval Plan
interface overlays on order record
number (.o#)
We have also established settings
for comparing the encoding level of
the incoming record and the target
record as another check
The creation of an item record is
based on the presence of a 945 field
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Millennium Implementation

March 2005 KSU decided to move
loads into Millennium.
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
Loading Approval Records from YBP
and OCLC PromptCat.
Loading Firm Orders from YBP, and
then overlaying them with PromptCat
bibliographic records.
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Millennium Implementation

Loading Approval Records from YBP
and OCLC PromptCat was the first
load we tackled.

Used documentation we created for
load process in telnet and compared to
III documentation provided via III User
Manual for loading these records via
Millennium client.
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation

Loading Approval Records from YBP
and OCLC PromptCat was the first
load we tackled.


A lot of trial and error went into this
process.
Documented and produced screen
shots as we went through the process.
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation

Pros for Loading Approval Records
from YBP and OCLC PromptCat via
Millennium.


Process for loading records has been
decreased in time and number of steps.
A review file can be created at the time
of record load.
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation
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San Francisco, California
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Media Services
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Millennium Implementation

Pros for Loading Approval Records
from YBP and OCLC PromptCat via
Millennium.

All steps can be done via the
Millennium Acquisitions module.
May 2, 2005 IUG,
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Millennium Implementation
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Millennium Implementation

Pros for Loading Approval Records
from YBP and OCLC PromptCat via
Millennium.

No longer have to change directories to
retrieve files from OCLC.
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Millennium Implementation
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation

Pros for Loading Approval Records
from YBP and OCLC PromptCat via
Millennium.


Prompted to delete files as part of the
process rather than an option.
Ability to view record specifics, edit
certain fields, change currency,
accept/reject records and process order
records from one screen.
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Millennium Implementation
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation
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San Francisco, California
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Media Services
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Millennium Implementation
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation
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San Francisco, California
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Media Services
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Millennium Implementation

Cons for Loading Approval Records
from YBP and OCLC PromptCat via
Millennium.

Currently we do not see any cons with
this process being done in Millennium
May 2, 2005 IUG,
San Francisco, California
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Media Services
42
Millennium Implementation

Loading Firm Records from YBP was
the next load we tackled.


Used documentation we created for
load process in telnet and compared to
III documentation provided via III User
Manual for loading these records via
Millennium client.
A lot of trial and error went into this
process.
May 2, 2005 IUG,
San Francisco, California
Kent State University Libraries &
Media Services
43
Millennium Implementation

Pros for Loading Firm Records from
YBP via Millennium.



Documented and produced screen
shots as we went through the process.
Process for loading records has been
decreased in time and number of steps.
All steps can be done via the
Millennium Cataloging module.
May 2, 2005 IUG,
San Francisco, California
Kent State University Libraries &
Media Services
44
Millennium Implementation
May 2, 2005 IUG,
San Francisco, California
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Media Services
45
Millennium Implementation

Pros for Loading Firm Records from
YBP via Millennium.

Via the login manager you can
designate the load profile to be used
for the load.
May 2, 2005 IUG,
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Media Services
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Millennium Implementation
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San Francisco, California
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Millennium Implementation

Pros for Loading Firm Records from
YBP via Millennium.

A virtual review file can be created at
the time of record load.
May 2, 2005 IUG,
San Francisco, California
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Media Services
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Millennium Implementation
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San Francisco, California
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Media Services
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Millennium Implementation
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San Francisco, California
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Millennium Implementation

Pros for Loading Firm Records from
YBP via Millennium.

Load statistics now include every
transaction that happened during the
load.
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Millennium Implementation
Encumbrance will be posted to fund histm = $40.00
25 70 JEWS AND GENDER IN LIBERATION F INSERT b30144462 MAT = 0 INSERT o257679x
P.O. printed No disencumbering
RECORD LOADING STATISTICS
Input file - 52660316.mrc.vmarc
Start date - March 16 06:29PM Error file - 52660316.mrc.errlog
End date - March 16 06:29PM
m2btab file - m2btab.pcat
Number of input records - 25 Number of linked order records –25
Number of errors - 0
NEW EXISTING INPUT TOTAL RECORDS REC #S ASSIGNED RECORDS RECORDS RECORDS
CREATED START STOP OVERLAYED REJECTED READ BIBLIOGRAPHIC
25
b3014422x b30144462 0 0
25 ORDER 25 o2576557 o257679x 0
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Millennium Implementation

Cons for Loading Firm Records from
YBP via Millennium.

Currently we do not see any cons with
this process being done in Millennium
May 2, 2005 IUG,
San Francisco, California
Kent State University Libraries &
Media Services
53
Millennium Implementation

Observations made during the
transition between Telnet and
Millennium

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Moving the load processes from telnet
to Millennium was relatively painless.
Providing step by step documentation
with screen shots eased staff fear and
anxiety.
The added functionality and ease sold
the idea of moving to Millennium.
May 2, 2005 IUG,
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54
Millennium Implementation

Documentation for both the telnet
and Millennium load processes can
be located at the following url:
http://www.library.kent.edu/~mmaurer
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This process can not handle
everything
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Oversize books
Multiple copies
Non-circulating items in the Main
Tower
(Only one status and itype is
transmitted for each title)
Cat dates for brief records
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Problems
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Very dependable automated process
When problems happen to the
process they happen to lots and lots
and lots of records
Dependable customer service at
YBP and at PromptCat
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On-going Maintenance

It’s a complex process that requires
maintenance and periodic
examination – and a sense of
humor
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Missing item records
De-duplication at load
Connexion changes
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Cost Per Record for Outsourced
Cataloging
$12.00
$10.00
$8.00
$6.00
$4.00
$2.00
November 2000
$0.00
July 1998 to December 2004
Annual Costs for Outsourced Cataloging
Total Cost
# of Records
Cost per
Record
$76,824.60
$66,433.59
$51,653.69
$50,714.09
$43,244.78
$36,698.05
$32,328.27
$14,582.33
8,857
8,050
6,316
10,117
11,650
13,650
12,289
5,661
$
$
$
$
$
$
$
$
Difference from
FY 1997 to FY 2004 -$44,496.33
3,432
FY 1997-98
FY 1998-99
FY 1999-00
FY 2000-01
FY 2001-02
FY 2002-03
FY 2003-04
FY 2004-05
(Through Dec 2004)
8.67
8.25
8.18
5.01
3.71
2.69
2.63
2.58
-$ 6.04
URLs of Interest
Yankee Book Peddler:
http://www.ybp.com
YBP Technical Services:
http://www.ybp.com/ybp/DomInde
x.html?tech_services.html&1
OCLC: PromptCat:
http://www.oclc.org/promptcat/
May 2, 2005 IUG,
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Library Collections, Acquisitions, and Technical Services. v. 27 no2
(Summer 2003) p. 155-64
Any Questions?
Kelly Shook (III & Loaders)
[email protected]
Margaret Maurer (PromptCat, overall process)
http://www.library.kent.edu/~mmaurer
[email protected]
Michele Hurst (Acquisitions)
[email protected]
May 2, 2005 IUG,
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63