acquisitions 101: tools & processes roberta schenewerk – acquisitions manager fort worth...

Acquisitions 101: Tools & Acquisitions 101: Tools & ProcessesProcesses

Roberta Schenewerk – Acquisitions ManagerRoberta Schenewerk – Acquisitions Manager

Fort Worth Public LibraryFort Worth Public Library

2April 11, 2007

Texas Library Association

Changes Over the Last 10 Changes Over the Last 10 YearsYears Gone from printed to electronic purchase orders It is much easier to tell immediately if a vendor

can supply item Philosophical change – from the books get here

whenever to getting the books to patrons by street date

Internet orders are somewhat more complicated in that every vendor’s database is different

Purchase orders are released continuously instead of only being sent once a week

3April 11, 2007


Changes Over the Last 10 Changes Over the Last 10 Years Years (continued)(continued)

Less data entry – now we bring in vendor bib records

Contracts have moved from low bid to “best value”

Purchasing more circulating materials and fewer reference materials

Spanish materials are a lot easier to identify and obtain

While genealogy materials are still among the hardest to identify and obtain, it is much easier than it was with more of them using the Internet

4April 11, 2007


FWPL BackgroundFWPL Background

Serves a population of about 662,000 15 libraries including a main/downtown

branch, 10 neighborhood branches, 2 regional libraries, & 2 satellite branches

One branch will be relocating to a new facility in the next year

Construction will start on a new branch in about a year

Fort Worth is also the anchor member of a 7 library consortium called MetrOPAC

5April 11, 2007


FWPL Background FWPL Background (continued)(continued)

Use the SirsiDynix Horizon acquisitions module

FY07 materials budget is a little over $2.4 million

The rough breakdown is 50% books 35% AV 10% online resources 5% magazines

6April 11, 2007


Collection Management DivisionCollection Management Division

Consists of ….. Collection Management Administrator Materials Selection ( 3 selectors) Acquisitions (7 staff) Cataloging (3 staff) Processing (6 staff) Digital Resources Librarian

7April 11, 2007


FWPL Acquisitions OrganizationFWPL Acquisitions Organization

Acquisitions Manager/Librarian Supervisor

Assistant Manager/Library Assistant Senior Account Clerk Ordering Clerk Receiving Clerk Mail/Periodical Clerk Page

8April 11, 2007


Allocating the Materials Allocating the Materials BudgetBudget

9April 11, 2007


Materials Budget: Who Gets How Materials Budget: Who Gets How MuchMuch

1. Allocate “Off the Top” funds– Standing orders– Periodicals– Online Databases– Encyclopedias– Large Print– Teen– Graphic Novels– E-books– Professional Collection

10April 11, 2007


Materials Budget: Who Gets How Materials Budget: Who Gets How MuchMuch

2. Allocate what’s left among the units based on:

– Circulation Performance Indicators • FY07 = goal is to have a 2% across-the-board increase

over FY06 circulation (3.8 million circs) • How much do we need to spend in each area to

increase circ by 2%?

– Shelf capacity and unit size– Special collection development projects and service

priorities– Percentage each category had of the total unit

circulation

WORKFLOWSWORKFLOWS

Fort Worth Public Fort Worth Public LibraryLibrary

April 11, 2007

Texas Library Association12

FWPL Collection Management FWPL Collection Management PrioritiesPriorities

The Library’s priorities are determined by – The annual Library Business Plan– The Long Range Services Plan which makes “current topics and

titles” & “lifelong learning” driving forces in collection development

Collection Management priorities are also based on– Demand and anticipated usage– Age and accuracy– Aesthetics– Collection management from a system-wide perspective

Speed and Efficiency– Having materials available quickly– Spending time and money wisely

April 11, 2007


Cataloging & Processing Cataloging & Processing PrioritiesPriorities

Customer waiting at Central Library Bestsellers, rushes, & reserves Time-sensitive continuations Newly-placed holds (run reports to

identify items placed on hold since received)

Everything else (including gifts) done on a first in, first out basis

April 11, 2007


The Acquisitions ProcessThe Acquisitions Process

1. Ordering2. Receiving3. Paying

And when bad things happen to good orders… Claiming Reordering Cancelling (30 – 60 days after order/pub date) Returning damaged stuff (time limits, use

limits) Returning stuff not ordered

April 11, 2007


Where Do I Send an Order?Where Do I Send an Order? Is there enough money to cover the order?

In the fund and/or in the contract How quickly do we need it?

Is our rush account fast enough or do we need to go to the bookstore

Which vendors can provide it? Can one of our primary vendors provide it? Can a secondary vendor provide it? If not, should we go elsewhere?

• Stock Availability?• Urgency/turnaround time (how close to year-end are we?)• Sole-source?• New or first-time vendor?• Can we charge it? • Discounts?• Can they provide the quantity we need?

April 11, 2007


From Order to ShelfFrom Order to ShelfIn a perfect world….1. Order lists are compiled from various vendor

databases and imported into Horizon to create purchase orders. (Materials Selectors)

2. Funds are encumbered in Horizon as the orders are approved. (Materials Selectors or Ordering Clerk)

3. Orders are sent to vendors electronically, or via mail, phone, or fax. (Materials Selectors or Ordering Clerk)

4. Vendors send order confirmations and or cancellation notices either electronically or via mail. (Ordering Clerk)

April 11, 2007


From Order to Shelf From Order to Shelf (continued)(continued)5. Materials are shipped.

- In stock unprocessed materials arrive in 3 to 10 days.

- “Shelf ready” materials arrive in 3 to 4 weeks. 6. Materials are received centrally and invoiced in Horizon. - “Self ready” materials ship out to branches in less

than a week. - Unprocessed materials will be sent to Cataloging

and/or Processing before being distributed to the branches. (Receiving Clerk)7. Invoices are input in City’s accounting system and sent

to the City’s Accounts Payable Department for payment. (Account Clerk)

April 11, 2007


Mommy, Where Does Mommy, Where Does Cataloging Come From?Cataloging Come From?

Flatulence—FictionFlatulence—Fiction

April 11, 2007


Why Use L.C. Cataloging?Why Use L.C. Cataloging? Provides consistent access for users Horizon database and indexes based on LC

standards Helps us create better statistical reports Less garbage than if everyone did his own

thing Standards are also used by other libraries Libraries can more easily use and share MARC

records Reduces cataloging costs Improves tech services turn-around-time Promotes interlibrary lending

April 11, 2007


Where Where Does Does Fort Worth’s Fort Worth’s Cataloging Come From?Cataloging Come From?

Abbreviated MARC on-order records are brought in from vendor databases or created in-house

In-house cataloging (OCLC and Z39.50) is done for– Hot new DVD releases– Bestselling books– Genealogy– Paperbacks and graphic novels– Standing orders/serials records

Outsourced cataloging (Brodart, OCLC, and BWI)– Adult books– Juvenile books– Vietnamese books– Audio books and music CDs (in the process of setting this up)

Authority records purchased from LSSI Use and update MetrOPAC (consortium libraries) records

April 11, 2007


Economies of ScaleEconomies of Scale It costs as much to catalog one copy as it does

50 copies.

If it’s a good title, why are we getting just one copy?

April 11, 2007


Cataloging and Processing CostsCataloging and Processing Costs

Cataloging (incl’d OCLC)

Processing

First Copy

Add’l Copies

Books In-House

≈ $3.50 ≈ $1.12 ≈ $4.62 ≈ $1.12

Vendor Vendor Books Books

≈ ≈ $1.99$1.99 = $3.00 = $3.00 ≈ ≈ $4.99 $4.99 = $3.00= $3.00

Videos In-House

≈ $4.00 ≈ $1.58 ≈ $5.58 ≈ $1.58

CDs In-House ≈ $4.40 ≈ $0.96 ≈ $5.36 ≈ $0.96

Audio books In-House

≈ $4.75 ≈ $3.48 ≈ $8.23 ≈ $3.48

April 11, 2007


FWPL Standing OrdersFWPL Standing Orders

Standing order programs save you work Fort Worth’s standing orders include

– Mass-market paperbacks – Graphic novels– Audio books – Award winners & nominees - Caldecott,

Newbery, Lone Star, Bluebonnet, and others– Vietnamese language sets– Fotonovelas– Continuations

April 11, 2007


How Fast Do Patrons Get How Fast Do Patrons Get It?It?

Approximately 32% of our materials arrive already cataloged and processed. Everything else is done in-house.

About one-third of the titles that come in have holds on them so they receive a rush/priority status.

Turn-around-time studies show- 0.8 day average for bestselling books (uncataloged & unprocessed)- 3.3 day average for blockbuster DVDs (delay accounted for by the

fact that we often get these DVDs 1 to 5 days prior to street release date) (uncataloged & unprocessed)

- 4.5 day average for shelf-ready books (already cataloged & processed)

- 19.6 day average for non-rush AV materials (uncat & unproc)- 6.3 to 19.8 day range for uncataloged, unprocessed, non-rush

books

VENDORSVENDORS


April 11, 2007


FWPL’s Primary Contract FWPL’s Primary Contract VendorsVendors

BRODART CO. adult and children’s (English and Spanish) books with

cataloging and processing services (meaning books arrive to us “shelf-ready).”

INGRAM LIBRARY SERVICES Mass market paperbacks including standing order paperbacks

BOOK WHOLESALERS INC (BWI) Backlist DVDs (unprocessed) Bestsellers (books) (unprocessed) Music CDs (unprocessed) Audio books on CDs (cataloged & processed) Book & CD read-alongs (cataloged & processed)

EBSCO Magazines

BAKER & TAYLOR Continuation services (unprocessed) Feature film releases (unprocessed)

April 11, 2007


Secondary & Sole Source Secondary & Sole Source VendorsVendors Secondary

Vendors- Amazon- Midwest Tape- Barnes & Noble- Best Buy- BWI- Baker & Taylor- Ingram

Sole Source Vendors- BBC Audio- Ebsco Online- Learning Express- Overdrive- Recorded Books- World Book- Standard & Poors- InfoUSA- Proquest

April 11, 2007


Am I Demanding Something or Asking a Am I Demanding Something or Asking a Favor?Favor?

THINGS YOU CAN DEMAND….

BETWEEN A DEMAND & A

FAVOR

THINGS YOU CAN ASK FOR…

Professional service Better discount due to increased business

A specific day of shipment

Timely delivery Correcting a problem due to library, not vendor error

Properly packed & shipped materials

A specific customer service representative

Accurate fulfillment of orders

Ability to return defective or wrong materials

April 11, 2007


Basic Ground RulesBasic Ground Rules Identify yourself completely Be prepared with complete information Know the company lingo Assume good faith and human error over

treachery Return messages promptly Be assertive yet reasonable Avoid making unreasonable demands Be civil, not hostile Be consistent Keep your appointments

April 11, 2007


Switching Vendors BAD REASONS- Occasional

service problems- Problems that

aren’t the vendor’s fault

- Problems that are your own fault

- “Grass is Greener”syndrome

GOOD REASONS- Criminal or unethical

behavior- Patterns of bad

service that don’t get better

- Vendor can’t or won’t fix a problem

- Policy changes that make the vendor a bad fit for your library

- Chronic fiscal problems

RFPs & CONTRACTSRFPs & CONTRACTS


April 11, 2007


Contracts for MaterialsContracts for Materials The State of Texas and City of Fort Worth

Purchasing rules require that anything we spend more than $25,000 on must go out for competitive bid and/or be approved by the Mayor & City Council

Contracts allow us to purchase materials at a pre-determined discount for products and services during the term of the contract

Contracts give detailed instructions on cataloging and processing services

Contracts can guarantee free shipping Well written contracts assure that we get added

value through database services, collection development services, electronic ordering, and so forth

April 11, 2007


Contracts for Materials Contracts for Materials (continued)(continued) Contracts guarantee better customer service by

allowing us to establish a good working relationship with our vendors by giving us a primary contact with the vendor

We have more clout with a vendor knowing poor customer service could result in the loss of a large contract

RFPs (Request for Proposals) can can be written in such a way that we are not automatically required to go with the lowest bidder

City Purchasing helps keeps us legal by reviewing specifications, announcing bid openings, offering input on awarding the contract, and getting Mayor & Council’s blessing

Larger libraries may choose to go through the bid process themselves, but for many small public libraries this role is fulfilled by the regional library systems

April 11, 2007


Bids vs. RFPsBids vs. RFPs

Use simple bid specifications when you want vendors to supply products only

Use RFPs (Request for Proposals) when your final contract will include products with additional services such as cataloging and processing

April 11, 2007


RFPs & the Evaluation MatrixRFPs & the Evaluation Matrix Sample matrix for DVD RFP with cataloging &

processing services FACTORFACTOR MAX. MAX.

SCORESCOREVENDOVENDOR 1R 1

VENDOVENDOR 2R 2

VENDOR VENDOR 33

Street release date program

2525 25 20 25

Product discount 3030 25 30 20Cat/proc services 2020 20 10 15Cat/proc costs 2525 20 25 15

TOTAL

100100 90 85 75

April 11, 2007


Contract Monitoring & Contract Monitoring & ProblemsProblems

Contract monitoring is as important as time spent writing the contract

Determine if problems are being caused by ambiguities or unrealistic demands in the contract specifications

Document - record problems in writing Make an effort to work together to

resolve the issues with set deadlines before dropping a contract

ETHICAL ISSUESETHICAL ISSUES


April 11, 2007


Basic EthicsBasic Ethics

Be honestShow respect for peopleExhibit professional integrity

Use good business practices

April 11, 2007


Unethical ExamplesUnethical Examples

Contacting a vendor to tell them another vendor has promised a certain discount & asking if they can top it.

Promising vendors more orders than they will receive.

Deliberately delaying payments. Rejecting material due to personal beliefs. Deliberately writing bid specifications that

exclude fair competition. What about free lunches and other incentives?

April 11, 2007


ALCTS PRINCIPLES & ALCTS PRINCIPLES & STANDARDSSTANDARDS

In all acquisitions transactions, a librarian:1. Gives 1st consideration to the objectives &

policies of his or her institution;2. Strives to obtain the maximum ultimate value

of each dollar of expenditure;3. Grants all competing vendors equal

consideration insofar as the established policies of his or her library permit, & regards each transaction on its own merits;

4. Subscribes to and works for honesty, truth, & fairness in buying and selling, & denounces all forms and manifestations of bribery;

April 11, 2007


ALCTS PRINCIPLES & STANDARDSALCTS PRINCIPLES & STANDARDS(continued)(continued)

5. Declines personal gifts & gratuities; 6. Uses only by consent original ideas &

designs devised by one vendor for competitive purchasing purposes;

7. Accords a prompt & courteous reception insofar as conditions permit to all who call on legitimate business missions;

8. Fosters & promotes fair, ethical, & legal trade practices;

9. Avoids sharp practice;

April 11, 2007


ALCTS PRINCIPLES & STANDARDSALCTS PRINCIPLES & STANDARDS(continued)(continued)

10. Strives consistently for knowledge of the publishing & bookselling industry.

11. Strives to establish practical & efficient methods for the conduct of his/her office;

12. Counsels & assists fellow acquisitions librarians in the performance of their duties, whenever occasion permits.

JUST STARTING OUTJUST STARTING OUT


April 11, 2007


How to Learn the JobHow to Learn the Job

Is there someone at the library who can show you the ropes?

Contact the regional library system office and visit their web site.

Contact a local library of a similar size using the same library online system.

If your ILS has an acquisitions module use it. Find out your library’s (and City’s) priorities. Look for local library networks. Are you part of a consortium?

April 11, 2007


Who to Buy From?Who to Buy From?

Your regional system office will have a list of contracted vendors.

Determine which vendors your library has been using & contact the sales reps.

Attend library conventions to find potential vendors.

Ask your colleagues about successful vendor relationships.

Find out your City’s requirements for using new vendors.

April 11, 2007


Money MattersMoney Matters What’s the fiscal year cycle? What are my city’s purchasing & account payable rules? What’s my materials budget & how is it divvied up? When does the money need to be encumbered and/or

spent? Who pays the bills – library staff or someone at the City? What are the correct accounts payable procedures? What documentation do I need to keep & how long? Do I have a library credit card? If so, what are my

restrictions?

April 11, 2007


Money Matters (continued)Money Matters (continued) Are there limits on how much I can spend with

a vendor? Does the local bookstore give me a discount? What is my tax exempt number? Know where your money comes from – City,

State, grants. Does any carry over from one fiscal year to another?

Am I required to get competitive bids on materials?

April 11, 2007


Parting Thoughts….Parting Thoughts…. Don’t re-invent the wheel if you don’t

have to…. Don’t keep unnecessary paperwork. Look for ways to eliminate steps. Know and/or establish your priorities. Take advantage of vendor tools. Don’t assume vendors don’t have

something you can use.

acquisitions 101: tools & processes roberta schenewerk – acquisitions manager fort worth...

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