Customizing Routing & Other Workflows

1. Customizing Routing & Other Workflows • Basic goals for customizing routing and workflows • Less staff time • Less handling • More automation • Watch for any systemic fall out… • Basic goals for our discussion • Talk about how to modify routing. • Show examples of modified routing and workflows. • Discuss ideas people have implemented or dreamed up. • Cyril Oberlander, Portland State University oberlanderc@pdx.edu Tel: 503-725-3357

2. Basic Email Routing Lending Processing : Storage Request Paging Example… After email is Sent, the request Is in the next Status for paging Opens Email Dialog Box

3. How? System EMailRouting

4. How? Part II EMailRouting & txt

5. Resources for Routing • ILLiad Listserv • Atlas Systems, Inc. Information: Queues & Routing:http://portal.knowledgebase.net/article.asp?article=36551&p=1901 Table Fields:http://portal.knowledgebase.net/article.asp?article=51247&p=1901

6. Workflows Shipping Label Avoidance Lending Renewals & Due Dates; why bother with the ILS. Scripted Hot Keys or Macros Scanning with a Mobile Workstation Label Printing for book straps and more…

7. Lending Workflow: Shipping Label Avoidance Short cutting the process… Add shipping labels to the paging slips. Create Routing to move Awaiting Shipping Label Printing to Item Shipped (for Loans) and Request Finished (for Articles). Similar for Borrowing Return Slips Printing Shipping Labels in the Paging Slips. Avoid separate print and matching slips to books.

8. Workflow: Shipping Label Avoidance Routing “Item Shipped” for Loans, “Request Finished” for Articles

9. Workflow: Borrowing Loan Slips, Straps and Stickers… PSU is currently testing an industrial label printer that prints paper or label stock from large rolls. To reduce handling: Can ILLiad Print/Process as you go? Zebra Z4M Printer http://www.zebra.com/PA/Printers/product_Z4M.htm POS Data, Paul Crocker: crockerp@pos-data.com tel: 503-646-2955 Automate Receiving Process Hit Check Item In, Printer automatically prints book strap or label

10. Workflow: Borrowing Loan Slips, Straps & Stickers pt. II • Name of User • Due Date • TN Barcode • ------------------- • Item Info. • ILL Info. • ------------------- • Mail to User • Peel Off Sticker • ------------------- • Mail to Lending • Library Peel Off Sticker Sticks to itself

11. Workflow: Lending Renewals & Due Dates Simple workflow issue, if we know that lots of lending books are returned a bit overdue, and some borrowing libraries will ask for a renewal that requires updating both ILLiad and the ILS system. Why Not… Assume all books will be renewed in your ILS system by building a renewal date into the original due date. This reduces the number of overdue notices you send out, and speeds up processing lending renewal requests because you only have to update one system, ILLiad. Related question: Can we automate borrowing renewal requests?

12. Workflow: Scripted Hot Keys / Macros • Using software, such as Power Pro, enables you to script common commands and actions. Those hot keys are program and window specific. Examples of scripted commands: • Adding location to lending requests and executing Finished Searching with one hot key. • Issuing commands such as changing modules • For more information, see:http://web.pdx.edu/~sherryb/Windows%20Power%20Pro.htm • Contact: • Sherry BuchananInterlibrary Loan and Document Delivery TechnicianPortland State University, Branford P. Millar Library, Interlibrary LoanLIBW - ROOM ML 284PO BOX 1151 PORTLAND OR 97207p (503) 725-3877t (503) 725-4527a ariel.lib.pdx.edu

13. Workflow: Distance Education = Document Delivery Borrowing Requests From Distance Ed. Users Document Delivery Requests Auto-Route

14. Workflow: Distance Education & Remote Services Are we ready to send materials from the lending library directly to the borrowing library user? Details for one example found at Direct Delivery: http://www.lib.pdx.edu/services/ill/DE/DirectDelivery.html

15. Workflow: One idea for Direct Delivery uses ‘smart’ shipping systems (FedEx, UPS) Borrowing Library Request Sent to Lending Library with Direct Delivery Info. Lending Library Book sent to Borrowing Library User ILL# added as Tracking ID#. Ship Email Alert Active. Return Info. & Label included. Email “ILL#received” Update OCLC Check Out Item Borrowing Library User Book returned to Lending Library (same shipping details) Email ILL# “Returned” Update OCLC Check In Item Can ILLiad/OCLC adopt this method?

16. Workflow: Scanning with a Mobile Workstation Equipment Specifics • Laptop (Toshiba A10) • Wireless Card (D-Link DWL-650+) • Scanner (Canon LiDE50) • 2nd Scanner (Ricoh IS330) • Power pack (Xantrex X Powerpack 300 PLUS) • Software (Ariel®, Adobe Acrobat, ILLiad) • Cart with pneumatic wheels • Security cable to attach the Laptop to the cart http://www.lib.pdx.edu/services/ill/digitizingthestacks.html

17. Future with Mobile Workstations Next year will we page and scan materials with a phone, PDA or tablet? Latest adaptation of wireless phones is to ‘scan’ and distribute copies of tests. Technology continues to transform the workplace and communication in libraries, increasingly emphasizing work anywhere, including from home. How many tele-work? Personal & Mobile Technology evolves quickly because of consumer interest, so…How can we promote design elements that fit our needs?

18. What are your custom routings & workflows? What processes take a lot of time? (Receive preparation, scanning, etc.) Is there another way of looking at handling the process? Alternative processing such as baggage handling labels, etc. Are we handling when we should allow automation? Automate renewal requests & due dates, billing, etc. Can we tackle lending directly to the borrowing library user? Other examples to share or enhancement suggestions?

19. Comments / Questions Cyril Oberlander Head of Interlibrary Loan Portland State University PO BOX 1151 Portland, OR 97207 Tel: 503-725-3357 Fax: 503-725-4527 Ariel: 131.252.180.29 or ariel.lib.pdx.edu