HIGHLIGHTS
COLLECTION MANAGERS' FORUM
July 20, 2005
122 Main Library, 10:30-12:00
Handouts distributed:
Introduction (Jim Bracken)
- Today's meeting addresses the continuation of changes put in place as a response to the Materials Budget Adjustment Strategy, first presented at the January 21, 2004 Collection Managers' Forum. For reference, see presentation from that meeting and/or notes and presentations from subsequent meetings at http://library.osu.edu/staff/techservices/collmgr.htm#cmf.
- The CMF on August 17 will hear reports from the committee charged to review funding formulas.
- Changing to Millennium:
- Millennium Acquisitions - after the new Millennium update (due out this summer) is implemented the old menu driven system will no longer be available (training will be prepared for ORTs, etc. before the switch)
- Millennium Serials - S/ER is currently migrating all serial titles over to Millennium. Collection managers will not be able to see checkin card box notes for these records until they are given access to Mill Ser. Unsure when IT plans to provide that.
Changes in Monographs (Marsha Hamilton)
For the content of Marsha presentation please see the PowerPoint file at: FY05-06Monographs.ppt
Some notes on using GOBI2:
- remember to key in your own fund code
- only include notes that are useful/necessary, as MOD staff are keying all such notes into the order records
- vendor code box - Don't put data in this box. MOD will need to use that box in order to bring in the bib records.
Changes in Continuations (Trisha Davis, Tschera Connell, Diane Sliemers)
See PowerPoint presentation for Changes in Continuation Fund Structure Activity Reports:
- important to look over the bi-weekly activity reports, and ask questions as they come up (don't wait until the end of the fiscal year!)
- keep the activity reports for the full fiscal year in order to track activity
- a financial transaction (payment, new order, cancel) appears only during the time frame which it occurs
- cumulative activity cannot currently be stored in system because of file size limitations (other options will be explored, including whether file size restrictions will be reduced in the new Millennium module)
- activity reports not available electronically (the file must be purged every two weeks as it only holds 10,000 records)
- no one started out in the red this year; everyone has 7% available to cover inflation
- every available penny is now in the funds! no resources available for rescuing anyone
- collection managers are to monitor their funds-
- evaluate new purchases and renewals to determine what can be afforded (just like with one's home budget)
- request cancellations as needed in order to keep sufficient funds available to cover future inflation for high priority titles(will probably need to delete a few low priority titles every year in order to stay ahead)
- remember that some titles are not renewed/paid annually, but might not come due for 3 years
- money freed by ceased titles will not show up in reports as available until end of fiscal year (another good reason to keep those reports)
- e-prices can not be updated in the system because this will distort the encumbrances (plan for inflation); however, SER will create srpeadsheets and place in the group server space for consultation
- SER will not provide any warnings until 95% of the funds are encumbered
- can not transfer $$ from -1 funds to -3 funds without special negotiations with Jim Bracken
OhioLINK Titles:
- all payments for OhioLINK titles lumped together in Jim's LRN fund
- J. Bracken wil monitor and cover for inflation
- assigned to -3 funds so that CMs can pull lists that include the OhioLINK titles
- these titles will appear on your spreadsheets with an amount of "0"