Using the CORAL ERMS to manage the monograph firm order process
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1. Christee Pascale, Associate Head,Acquisitions &
Discovery, NCSU LibrariesBen Heet, TRLN Program Officer,
TriangleResearch Libraries NetworkOutcomes:Benefits: Using an ERMS
improvedthe workflow in several ways- Single point of entry for all
non-Gobi orders- Staff receive personal queue ofwaiting orders-
Automated email alerts- Single point of investigation whentracking
orders- Standard format for orderrequests- All identified workflow
weaknessesfixed- Comprehensive oversight for allnon-Gobi orders at
all stages ofthe workflow- Overall transparency of processPitfalls:
Using an ERMS did includesome hurdles- Need to train staff on new
system- Adding another system to theworkflow- ERMS designed for
other purposesand required a creativeapproach for monograph use-
Additional work required of theunit manager to route requestsinto
the systemNext Steps:- Identify enhancements for futuredevelopment-
Prepare for shared use by bothserials and monograph units- Direct
entry of order requests intosystem by
selectorsImplementation:CORAL: Installed software andbegan short
term pilot- Group and individual staff training- Monitor process
and staff use ofsystem- Solicit feedback and
identifyenhancementsNew Workflow:Incorporates both print
andelectronic; both basic and priorityorders- Order requests from
all sourcesrouted to unit manager- Requests transposed into
coraland assigned to staff- Staff member receives email alertand
request enters personalqueue- Staff member processes orderand marks
completed workflowsteps in coral- Staff member adds order to ILS-
Unit manager periodically reviewsopen and completed ordersProblems
& Background:The Problem: Firm order requestsstarting outside
Gobi are difficult tomanage and track.- Order requests received
viamultiple avenues and formats- Selectors lack ability to look
uporder status at given moment- Paper & emailed order
requestsare easily lost or misplaced- Missed patron holds,
failedcommunication back to patrons- Failed ebook activations, lack
ofpatron access- Difficult for unit manager toreview
open/problematic ordersWorkflow Analysis: Evaluated ouracquisitions
process for both printand electronic materials- Evaluated process
from point oforder intake to resource delivery- Identified points
of weaknesswith current system and tools- Compared and
contrastedserials and monograph orderworkflowsExploration:
Considered andevaluated different system options- Other
university-wide ticketingsystems; JIRA and Remedy- Google forms
with Drivespreadsheet for data storage- CORAL electronic
resourcemanagement systemUsing an ERMS to Facilitate theMonograph
Firm Order Workflow