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The Odyssey of ILLiadThe Odyssey of ILLiad
Billing OperationsBilling Operations
OHSU LibraryOHSU Library
Cindy CunninghamCindy Cunningham
Western ILLiad Users Group MeetingWestern ILLiad Users Group Meeting
May 20, 2004May 20, 2004
May 20 - 21, 2004 Western ILLiad Users Group
Request TypesRequest Types
ILL subsystemsILL subsystems– OCLCOCLC
– DOCLINEDOCLINE®, Loansome Doc®®, Loansome Doc® Ovid document delivery module (email output)Ovid document delivery module (email output) Paper forms (patron-initiated, fax) - $3 surchargePaper forms (patron-initiated, fax) - $3 surcharge
Web forms (email output)Web forms (email output) E-mail requestsE-mail requests ALA formsALA forms
May 20 - 21, 2004 Western ILLiad Users Group
Payment OptionsPayment Options
Cash, Visa/MCCash, Visa/MC Charge to (no direct Library billing):Charge to (no direct Library billing):
– Internal accounts (Internal accounts (Internal billing system Oracle)Internal billing system Oracle)
» University/hospital operating fundsUniversity/hospital operating funds
» GrantsGrants
– Deposit accountsDeposit accounts– External accounts (External accounts (Accounts Receivable BannerAccounts Receivable Banner))
May 20 - 21, 2004 Western ILLiad Users Group
1 B. I.1 B. I.(Before ILLiad)(Before ILLiad)
Internal accountsInternal accounts– Customer and billing data manually logged; manually Customer and billing data manually logged; manually
entered into IBSentered into IBS– Automated upload from IBS into OracleAutomated upload from IBS into Oracle
Deposit AccountsDeposit Accounts– Customer and billing data manually logged; entered Customer and billing data manually logged; entered
into IBSinto IBS– JE transferJE transfer
May 20 - 21, 2004 Western ILLiad Users Group
Deposit AccountsDeposit Accounts
Borrowing, Photocopy Borrowing, Photocopy ServiceService– Data manually entered Data manually entered
into IBSinto IBS
– Generate invoices Generate invoices within IBSwithin IBS
– JE monies from JE monies from suspense account to suspense account to operating accountoperating account
LendingLending– Count paper requestsCount paper requests
– Manually enter data Manually enter data into spreadsheetsinto spreadsheets
– Generate invoices Generate invoices using Wordusing Word
– JE monies from JE monies from suspense account to suspense account to operating accountoperating account
May 20 - 21, 2004 Western ILLiad Users Group
1 B.I. 1 B.I. (cont.)(cont.)
External AccountsExternal Accounts– Paper requests hand countedPaper requests hand counted– Billing data entered into Excel spreadsheetBilling data entered into Excel spreadsheet– Monthly report, copies of requests forwarded to Monthly report, copies of requests forwarded to
Accounts ReceivableAccounts Receivable– Customer and financial information manually Customer and financial information manually
entered into Bannerentered into Banner– Banner statements and request copies sent to Banner statements and request copies sent to
requesting libraryrequesting library
May 20 - 21, 2004 Western ILLiad Users Group
1 A.I.1 A.I.(After ILLiad)(After ILLiad)
Internal AccountsInternal Accounts– Customized, automated upload from ILLiad Customized, automated upload from ILLiad
into IBS (specific file structure)into IBS (specific file structure)– Automated upload into OracleAutomated upload into Oracle
Deposit AccountsDeposit Accounts– Customized report generated from ILLiad as Customized report generated from ILLiad as
backup for JE transferring funds from suspense backup for JE transferring funds from suspense accountaccount
May 20 - 21, 2004 Western ILLiad Users Group
1 A.I. 1 A.I. (cont.)(cont.)
External accountsExternal accounts– Customized invoices Customized invoices generatedgenerated from ILLiad from ILLiad
» Includes customer information, IL number, TN, citation Includes customer information, IL number, TN, citation information, costinformation, cost
» Replaces copies of requests for backupReplaces copies of requests for backup
– Monthly report forwarded to Accounts ReceivableMonthly report forwarded to Accounts Receivable
– Customer and financial information manually entered Customer and financial information manually entered into Bannerinto Banner
– Banner statements and summary reports mailed to Banner statements and summary reports mailed to requesting libraryrequesting library
May 20 - 21, 2004 Western ILLiad Users Group
Access DatabaseAccess Database
Access installed on illiad1 (PC Anywhere)Access installed on illiad1 (PC Anywhere) Access used to link tables via ODBC connection Access used to link tables via ODBC connection
for custom reportsfor custom reports Billing FunctionsBilling Functions
– Correct billing errors (ILL borrowing & lending, Correct billing errors (ILL borrowing & lending, document delivery)document delivery)
– Extract billing data from ILLiad, format for importing Extract billing data from ILLiad, format for importing into IBS (date based)into IBS (date based)
– Backup documentation - JE transfer/deposit accountsBackup documentation - JE transfer/deposit accounts
May 20 - 21, 2004 Western ILLiad Users Group
Access Database Access Database (cont.)(cont.)
May 20 - 21, 2004 Western ILLiad Users Group
Access Database Access Database (cont.)(cont.)
Other reportsOther reports– Customer receiptsCustomer receipts– Check credit card expiration datesCheck credit card expiration dates– Account number, alias checkingAccount number, alias checking– Find duplicate user accountsFind duplicate user accounts– List invalid aliasesList invalid aliases– Import aliases from IBSImport aliases from IBS
May 20 - 21, 2004 Western ILLiad Users Group
Access Database Access Database (cont.)(cont.)
May 20 - 21, 2004 Western ILLiad Users Group
Access Database Access Database (cont.)(cont.)
May 20 - 21, 2004 Western ILLiad Users Group
Access Database Access Database (cont.)(cont.)
May 20 - 21, 2004 Western ILLiad Users Group
ILLiad AdvantagesILLiad Advantages
Better customer serviceBetter customer service Eliminates (most) paper formsEliminates (most) paper forms All billing (statistics, copyright) data can be All billing (statistics, copyright) data can be
extracted from ILLiadextracted from ILLiad Eliminates need to maintain complex, memory-Eliminates need to maintain complex, memory-
intensive A/R spreadsheetsintensive A/R spreadsheets Summary reports replace copies of individual Summary reports replace copies of individual
requests for A/Rrequests for A/R Time to reconcile accounts against Oracle, BannerTime to reconcile accounts against Oracle, Banner
May 20 - 21, 2004 Western ILLiad Users Group
Next StepsNext Steps
Automate Banner feedAutomate Banner feed Possible elimination of deposit accounts; all Possible elimination of deposit accounts; all
feeds into financials automatedfeeds into financials automated Evaluate Billing ManagerEvaluate Billing Manager
May 20 - 21, 2004 Western ILLiad Users Group
Contact InformationContact Information
Document Delivery: Judith Norton, Document Delivery: Judith Norton, [email protected]@ohsu.eduedu Systems: Linh Le, Systems: Linh Le, [email protected]@ohsu.edu Billing: Cindy Cunningham, Billing: Cindy Cunningham, [email protected]@ohsu.edu
Patrick Kearns, Patrick Kearns, [email protected]@ohsu.edu
OHSU ILL Express: OHSU ILL Express: http://www.ohsu.edu/library/illiad/http://www.ohsu.edu/library/illiad/
May 20 - 21, 2004 Western ILLiad Users Group
It’s the journey…It’s the journey…
