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smartsmTM
Fast Track to EBSMTM
Presentation Overview
Implementation
Timescales
TechnicalOverview
Product Features
Configuringfor your
Authority
ProductUnderstanding
Features Menu
Experimental
Purchase
Experimental
Purchase
Delivering Relevant
Stock
Delivering Relevant
Stock
SourcingStock
Internally
SourcingStock
Internally
Stock Checking
Stock Checking
AnalysingStockUse
AnalysingStockUse
InformedPurchasingDecisions
InformedPurchasingDecisions
Supplier Selection
Specification
Supplier Selection
Specification
SupplierSelectionOverview
SupplierSelectionOverview
SupplierSelectionProfiling
SupplierSelectionProfiling
TargetDriven
Framework
TargetDriven
Framework
StockQualityStock
QualityMonitoring
Stock Manageme
nt Performanc
e
MonitoringStock
Management
Performance
Centraltechnicalstructure
Centraltechnicalstructure
MeasuringSupplier
Performance
MeasuringSupplier
Performance
MonitoringAgainstContract
MonitoringAgainstContract
Web
S m artS M S erver
Monthly Upload
Technical
Library M anagem entS ystem (LM S )
S erver
Access SmartSM from your browser:<yourauthority>.bridgeallsmartsm.com
SmartSM LMSAdapter
DataExtracts
Configuration
• Simple screens for flexible administration of:– Authority structure, libraries and Groupings – Users and Roles.– Fiction Collections and Groupings.– Categories
• Groupings of Class Ranges (e.g. Soc&Rec)
• Loading datasets from your LMS– SmartSM LMS adapter runs once per month on your LMS
server– Produces a dataset in a standard format (CSV file)– Simple file upload screen
North (8)Barmulloch, Drumchapel, Milton, Possilpark,
Royston, Sighthill, Springburn, Woodside
South (6)Castlemilk, PollokshawsPollokshields
… etc.
West (12)
AnderstonAnnieslandCardonald
… etc.
East (8)
BailliestonBridgeton
EasterhouseParkhead
… etc
Configuration Scenario - GlasgowEach Authority can configure the
structure grouped by geographical region as per this
Glasgow model
Implementation Activities & Timescales
Bridgeall Effort (Days)
Pre-Implementation Review 1.0
Kick Off Meeting 1.0
Install & Test LMS Adapter 3.0
Configure SmartSM 0.5
Initial Runs & Tuning 2.0
Baseline Health Checks 2.0
Configure Local Targets 0.5
Training 2.0
Total 12.0
Delivering Relevant Stock
“It takes us so long to work out whether we’re providing stock that
customers want that we can only afford to do it once a year”
…. is that enough?
What if ….
When trying to work out whether you’re providing stock that customers
want, you could quickly tell, per library:
• How well used the books are!
• Plus set a target for availability.
• See what exactly you need to do to reach target!
…. Would this
help?
What if?
What if ….
“When coming in to look for favourite authors, customers could
always choose from a fully stocked range of bestsellers”
…. Would that help?
SMARTSM can produce a Popular Author report which
Identifies most popular authors in each library facilitating
targeted spend or transfers
What if?
What if ….
When trying to trying to get best
value out of a tight book fund:
Stock is Targeted towards local
demand and sourced internally
where possible to avoid waste!
….Would that help?
SmartSM - Under represented author reportIdentify under represented authors and suggest quantity to purchase or transfer from other libraries
“I can’t believe we spent that much on Grisham
novels at Drumchapel when there’s loads of
underused stock lying in Pollokshields. If we don’t do
something soon we’ll continue to burn money!”
How can I do this? …
Analysing Stock Use
“We don't really have a quick and easy way of telling
what stock is moving and what isn't ! ”
What if ….
When trying to perform detailed
stock profiling, you could run a
report which clearly shows the %
of stock on loan, identifies over
and under-stocked ranges, as well
as high and low usage,
…would that help?
SmartSM can produce a General Stock use Summary report
How can I do this? …
Results OrientedResults Oriented
Non Fiction – General Stock Use Summary
(4) Identifies over/under stocked ranges
(1) Summarises your NF Stock Position
(5) Target parameters for high/low use (settable through Administration screens)
(2) %age of stock on loan
(3) Target parameters for over and under stock (settable through Administration screens)
(6) Identifies high or low usage
(7) Indicates shelf saturation
General
Stock Use
Summary
Report
Informed Purchasing
“There aren't many measurements in place and it's difficult to get
the data we need to make informed choices, so many of our stock
purchasing decisions are based on intuition rather than fact”
What if…
when placing orders for new stock, you could reduce waste by
following clear guidance on what and how much to buy / move,
where previously they had to use guesswork,
…would that help?
SmartSM Non-Fiction Stock Use Advice report
Non Fiction - Stock Use Advice
(2) Saturated subjects have recommended withdrawals identified
(1) Total to purchase by class and library
Stock Use
Summary
Report
Supplier Selection
SpecifySpecify
Fine TuneFine Tune
MonitorMonitor
AssessPerformance
AssessPerformance
General Requirements
Library Requirements
Library Requirements
Assess
Performance
Supplier Selection Profiling
“As part of our contract for Supplier Selection I have to specify
profiles across Fiction and Non-Fiction!”
What if ….
when specifying profiles across Fiction and Non-Fiction, you could
produce a detailed specification, eliminating the need for continuous
meetings to fine-tune the contract
…would that help?
Supplier Selection – Specify General Requirements report
Supplier Selection – SPECIFY General Requirements
(4) Calculates apportioned spend for supplier
(3) Based on actual use
(2) Split by class ranges
(1) Amount to spend
Stock Use
Summary
Report
When running this report an amount to spend is entered and based on current usage analysis this apportions that spend pro-rata. This helps to ensure that money is spent in
proportion to demand.
When running this report an amount to spend is entered and based on current usage analysis this apportions that spend pro-rata. This helps to ensure that money is spent in
proportion to demand.
Supplier Selection Specification
“Specifications are often very vague and subjective, so we end up
having endless meetings involving high level staff, to fine tune the
contract”
What if…
When producing specifications for Supplier Selection, you could
ensure they are detailed and targeted towards local demand,
eliminating the need for continuous meetings to fine-tune the
contract
…would that help?
Supplier Selection – Specify Library Requirements Report
Supplier Selection – SPECIFY Library Requirements
(3) Also identifies purchases to be made due to high use
(2) Identifies number to purchase due to under-stocking
(1) Analyses class ranges for each library
Library
Stock Use
Advice
Report
This report can be provided to the book supplier.Operates at Library Level..
This report can be provided to the book supplier.Operates at Library Level..
Monitoring The Contract
“We're entering into a Supplier Selection contract but I'm afraid
of losing control over what's being supplied to us and when “
What if…
when trying to gain control over what is supplied and when, you
could always know exactly what has been received so far,
…would that help?
Supplier Selection – Monitor Library Requirements report
Supplier Selection - MONITOR Library Requirements
(2) Identifies no. of books received to date
(1) Monitors a particular contract code
Library
Stock Use
Advice
Report
Experimental Purchasing
“We have various ways of customers and staff suggesting new
material but we don't really know how well it works - it's all a bit
hit and miss really”
What if …
When trying to encourage experimental purchases and ensure
their success, staff could monitor how well their selected subject is
performing to give them confidence in their decisions, would that
help?
…Would that help
SmartSM Experimental Purchase report
Fiction – Experimental Purchase
(1) Library requesting experimental purchase?
(2) Subject Groupings
(3) Under performing subjects highlighted
Library
Stock Use
Advice
Report
SmartSM provides a few screens to enable the capture of suggestions and, when purchases have been made, the tracking of Experimental
stock use
SmartSM provides a few screens to enable the capture of suggestions and, when purchases have been made, the tracking of Experimental
stock use
Measuring Supplier Performance
“It's going to take a lot of resources and effort to measure
how well our Suppliers are performing. We don't have that
resource so how am I going to cope?”
What if…
when trying to assess how well Suppliers are performing, Library
staff could quickly and simply analyse the performance of a
particular contract
… would that help?
SmartSM Supplier Selection – Assess Performance Report
Supplier Selection – ASSESS Performance
(2) Identifies over/under stocked ranges
(1) Analyses performance of a particular contract
(3) Identifies high/low use ranges
Assess
Supplier
Performance
Report
Data can be reported on an authority-wide basis or library basisThis provides an in-depth analysis of where the book supplier has
delivered to date
Stock Check
“We need to do a stock check but it's going to take forever
(because we have no existing reports/tools to help us)”
What if…
when trying to obtain a clean catalogue, library staff could quickly run a
'dead stock' report, take the list to the shelves and ascertain whether the
item is there or missing …would that help
SmartSM Fiction – Dead Stock Summary
SmartSM Fiction – Dead Stock Summary Graph
SmartSM Fiction – Dead Stock Summary List
Fiction – Dead Stock Summary
(1) Overview of Dead Stock performance per library
(2) Non compliance highlighted
(3) Targets can be modified
Dead Stock
summary
Report
Dead Stock
summary
Graph
Dead Stock
List
Report
(3) Graphical view
(1) Identifies what should be removed
(2) And whether this has been previously indicated (and not actioned)
Dead Stock summary presents the percentage
figures of Dead Stock and highlights those
below the desired targetADULT and JUNIOR stock can be reported
separately
Dead Stock summary presents the percentage
figures of Dead Stock and highlights those
below the desired targetADULT and JUNIOR stock can be reported
separately
Performance
• Target Driven Framework To reflect desired improvements
– Flexible target setting • Cross-authority• Cross region/group• Per library
– Historical & Future Targets are maintained
– All reports based on targets
Stock Quality
“We never seem to have the time nor the resource to check the
quality of our stock - there are loads of tattered books out there
- I feel hopeless! ”
What if …
When trying to meet stock quality standards, library
staff could quickly and easily run a report that lists
exactly what should be removed from shelves and why
… Would that help?
SmartSM Fiction – Grubby Stock Summary & Graph
SmartSM Fiction – Grubby Stock Summary List
Fiction – Grubby Stock Summary
(1) Summarises per library the stock that has had a high level of use (the level is settable)
Grubby
summary
Report
Grubby
Stock
List
(1) Shows the actual items referred to in the Summary report
(2) Indication given if stock has been recorded as grubby in a previous report
Target Driven Framework
“We have many libraries of differing size, history and with unique
or different characteristics – we can’t possibly set authority-wide
targets and hope for all libraries to meet the same targets”
What if …
When trying to set targets, you were able to set targets cross-
authority or for a specific library or for a grouping of libraries, so that
staff can see that targets are achievable in their environment and
remain motivated,
… would that help?
SmartSM User defined Target Setting parameters
Stock Management Performance
“From time-to-time we have various initiatives to improve stock
management but sometimes a lack of coordination and visibility of
measurements means that we don’t really know if our efforts have
improved things”
What if …
When trying to measure improvements staff could do so directly from
the data, quickly and easily, and compare any points in time against
each other to show progress,
… would that help?
SmartSM Performance – Fiction - Dead Stock
SmartSM Performance – Fiction - Grubby Stock
Performance – Fiction - Dead Stock
(1) Compare any 2 datasets from any point in time
(2) Performance highlighted where target is not met
Grubby
Stock
Performance
Report
Dead
Stock
Performance
Report
(1) Compare any 2 datasets from any point in time
(2) Performance highlighted where target is not met
Summary of Featured Reports
- Fiction - Non Fiction
- Performance
- Supplier Selection
End.
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