strategic borrowing: optimizing custom holdings to reduce turnaround time for loans

STRATEGIC BORROWING

Optimizing Custom Holdings to Reduce

Turnaround Time for Loans

Alison Johnson, Assistant Library Directory

Lewis A. Jackson Library

April 25, 2014 - Discovery To Delivery VImage courtesy of KROMKRATHOG / FreeDigitalPhotos.net

GAME PLAN

Custom Holdings Basics

Our Story

Our Strategy

Our Process

Assessment

Further Considerations

CUSTOM HOLDINGS BASICS

What are Custom Holdings?

CUSTOM HOLDINGS BASICS

CUSTOM HOLDINGS BASICS

Indiana Libraries

Out-of-State Free

Out-of-State $10

Out-of-State $15

Out-of-State $20

GROUPS

PATH

CUSTOM HOLDINGS BASICS

Indiana Libraries (I3U,IBS,IDU,IE0,IEC,IEP,IFC…)

Out-of-State Free (ZRV,ZRW,ZS#,ZS6,ZSV,ZSX…)

Out-of-State $10 (EPY,EQ$,EQQ,ERR,ESJ,EU2…)

Out-of-State $15 (ROL,ROZ,RRB,RRO,RS3,RTI…)

Out-of-State $20 (JAT,JAW,JAX,JAY,JAZ,JB4…)

PATH

GR

OU

PS

CUSTOM HOLDINGS BASICS

Indiana Libraries

Out-of-State Free

Out-of-State $10

Out-of-State $15

Out-of-State $20

Free & Electronic Delivery

Free & Fax/Mail

$10 & Electronic Delivery

$15 & Electronic Delivery

$10 & Fax/Mail

BOOKS ARTICLES

CUSTOM HOLDINGS BASICS

Where do I set up my Custom Holdings?

3 Options

WorldCat Services Administrative Module

OCLC Service Configuration – WorldShare ILL

ILLiad Client

WorldCat Services Administrative Module – Resource Sharingfirstsearch.oclc.org/admin

Step 1: Search Policies Directory

WorldCat Services Administrative Module – Resource Sharingfirstsearch.oclc.org/admin

OR

OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config

OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config

OR

ILLiad Client – Resource Sharing Settings

CUSTOM HOLDINGS BASICS

How do I edit/create my

Custom Holdings?Create Custom Holdings Groups

Edit Custom Holdings Groups

Create Custom Holdings Paths

Edit Custom Holdings Paths

OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config

Step 1: Click…

Step 2: Enter Group Name and Description

Step 3: Click…

To CREATE a new Custom Holdings Group:

To EDIT a Custom Holdings Group:

Step 1: Select a group to edit

Step 2: Remove symbols by clicking the red X

Step 3: To add symbols, click…

To EDIT a Custom Holdings Group:

Step 4: Add symbols to the group or overwrite the entire group

Step 5:Click…

Step 6: Click “Save” on the next screen.

Special Feature!

Select “Display Groups by symbol”…

You can search across all your Custom Holdings Groups to find when a particular symbol occurs

OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config

Step 1: Click…

Step 2: Enter Path Name and Description

Step 3: Click…

To CREATE a new Custom Holdings Path:

Step 3: Click…

To EDIT a Custom Holdings Path:

Step 1: Select a group to edit

Step 2: Drag groups into the path

Step 3: Click…

CUSTOM HOLDINGS BASICS

How do Custom Holdings work?

Step 1: Click…

Select the Path you want to use

Lenders will display in order of your Custom Holdings

Lenders will display in order of your Custom Holdings

Select the Path you want to use

OUR STORY

Why Re-Strategize?

Holdings updated sporadically

Needed a complete overhaul

Desired a faster turnaround time

OUR STRATEGY

Start with LOANS

Why? Fewer factors to consider

Start with IN-STATE Lenders

Why? Affects 80% of requests

Create groups that are EASY TO UPDATE

Why? REALITY!

OUR STRATEGYATTNLOAN

INDFAST

INDSLOW

COURIER5

COURIER4

COURIER3

COURIER2

COURIER1

INDFREE

PREFZ123

PREFZ45

PREFZ678

ZONE123

ZONE45

ZONE678

UNDER 11

OVER 12

OUR STRATEGYATTNLOAN

INDFAST

INDSLOW

COURIER5

COURIER4

COURIER3

COURIER2

COURIER1

INDFREE

PREFZ123

PREFZ45

PREFZ678

ZONE123

ZONE45

ZONE678

UNDER 11

OVER 12

FACTORS CONSIDERED:

Cost of Shipping:

Free in-state courier or USPS/UPS/etc.

Speed of Shipping:

Days of pickup for in-state libraries or

USPS Postal Zone

Lender Affiliations: (LVIS, etc.)

Affects cost and service expectations

Lender Charges:

Free, $10, $20, etc.

OUR STRATEGYATTNLOAN

INDFAST

INDSLOW

COURIER5

COURIER4

COURIER3

COURIER2

COURIER1

INDFREE

PREFZ123

PREFZ45

PREFZ678

ZONE123

ZONE45

ZONE678

UNDER 11

OVER 12

Phase ONE:In-State Libraries

ATTNLOAN = To get our attention if held by our library or Google Books (includes only IMC and GOOGL)

COURIER5, COURIER4, etc. = Free Indiana libraries that use the State courier service. Numbers 1-5 indicate # of days of pickup.

INDFREE = Free Indiana libraries that DO NOT use State courier service.

OUR STRATEGYATTNLOAN

INDFAST

INDSLOW

COURIER5

COURIER4

COURIER3

COURIER2

COURIER1

INDFREE

PREFZ123

PREFZ45

PREFZ678

ZONE123

ZONE45

ZONE678

UNDER 11

OVER 12

Phase ONE:In-State Libraries

ATTNLOAN = To get our attention if held by our library or Google Books (includes only IMC and GOOGL)

COURIER5, COURIER4, etc. = Free Indiana libraries that use the State courier service. Numbers 1-5 indicate # of days of pickup.

INDFREE = Free Indiana libraries that DO NOT use State courier service.

Step 1: Search Policies Directory

Step 2: Display symbols

Step 3: Select symbols and copy

Step 4: Paste symbols into a document to organize into custom holdings groups

Step 5:Use the Policies Directory and Info Express website’s “Participants List” to organize into custom holdings groups based on days of pickup

ASSESSMENT

• Added 15 libraries to the Five Day Pickup group

(COURIER5)

• Requests filled doubled for 10 of these libraries

• Example:

INB (Bartholomew County Public Library)

moved from 2-day to 5-day.

Recently filled three requests

Faster than average turnaround time

Phase ONE:

In-State Libraries

ASSESSMENT

• Added 49 new symbols

• Example:

XXWBL (Ivy Tech Bloomington)

Loaned us a recently published book

Faster than average turnaround time

Phase ONE:

In-State Libraries

ASSESSMENT

0

1

2

3

4

5

6

7

8

9

10

Day

s (A

vera

ge)

Turnaround Time from Request Sent to Received for ILL Loans

In-State

In and Out State

Phase ONE:

In-State Libraries

ASSESSMENT

0

1

2

3

4

5

6

7

8

9

10

Day

s (A

vera

ge)

Turnaround Time from Request Sent to Received for ILL Loans

In-State

In and Out State

Phase ONE:

In-State Libraries

ASSESSMENT

In-State Loans(Avg. Turnaround Time)

All Loans(Avg. Turnaround Time)

Sept 2009-Mar 2013 7.7 days 8.3 days

Sept 2013 – Mar 2014 6.3 days 6.5 days

Improvement in Turnaround Time 1.4 days 1.8 days

Phase ONE:

In-State Libraries

OUR STRATEGYATTNLOAN

INDFAST

INDSLOW

COURIER5

COURIER4

COURIER3

COURIER2

COURIER1

INDFREE

PREFZ123

PREFZ45

PREFZ678

ZONE123

ZONE45

ZONE678

UNDER 11

OVER 12

Phase TWO:

Fast or Slow In-State Libraries

INDFAST = Libraries with exceptionally

fast turnaround time

INDSLOW = Libraries with

exceptionally slow turnaround time

(would avoid using this group)

OUR STRATEGYATTNLOAN

INDFAST

INDSLOW

COURIER5

COURIER4

COURIER3

COURIER2

COURIER1

INDFREE

PREFZ123

PREFZ45

PREFZ678

ZONE123

ZONE45

ZONE678

UNDER 11

OVER 12

Phase THREE:Out-of-State Libraries

ZONE123, ZONE45, etc. = Free, out-of-state libraries according to postal zones (1=Nearest, 5=Farthest)

PREFZ123, PREFZ45, etc. = Preferred,free, out-of-state libraries according to postal zones (Preferred = LVIS, CL@N, ATLA, etc.)

UNDER 11 = Libraries that charge $11 or less

OVER 12 = Libraries that charge $12 or more

OUR STRATEGYATTNLOAN

INDFAST

INDSLOW

COURIER5

COURIER4

COURIER3

COURIER2

COURIER1

INDFREE

PREFZ123

PREFZ45

PREFZ678

ZONE123

ZONE45

ZONE678

UNDER 11

OVER 12

Phase THREE:Out-of-State Libraries

Process (Repeat for each state):

• Create list of all the state’s “OCLC Supplier”

symbols from Policies Directory and paste into a

document

• Examine each library in the Policies Directory

(sorted by symbol)

• Leave free libraries on the list (in the doc)

• Cut and paste libraries that charge into

UNDER11 or OVER12 sections of the doc

• Create the preferred groups by searching

Policies Directory by group affiliations (LVIS, etc.)

FURTHER CONSIDERATIONS

Other Strategies for Loans Put regional libraries first (InfoExpress hubs)

Consider shipping method (UPS vs. USPS)

Invoicing method (IFM vs. Invoice)

Your ideas…

COMMENTS

AND

QUESTIONS