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Demand-Driven Success:
Designing Your PDA Experiment


    Charles Hillen, Head of Acquisitions & Serials
Glenn Johnson-Grau, Head of Collection Development



       Loyola Marymount University, Los Angeles, CA
Research Environment
 LMU
   5800 undergrad
     Liberal arts and pre-professional
   2000 grad
     Largest are Education (M.A. and small Ed.D.) and MBA

 Library
   Historically modest print collections
     650,000+ volumes
   Substantial budgetary growth in electronic era
Administrative Support
 Dean supportive of move to e-books
   Strategic priority for the library
   Feeling of languishing progress with e-book transition
 Recent successful e-journal conversion
   Built trust with Dean, faculty, LMU administration
   Realized savings with relative ease
 Met regularly with Dean through planning
   Included Dean and Associate Dean in vendor meeting
   Unique perspective, questions, and observations
 Dean regularly updated the CAO and President
   “Easy to sell”; makes sense to non-librarians
   Demonstrated need shows us as careful stewards
Desired Outcomes
 Agree with the obvious advantages: more “just-in-time”
  content accessible (logical)
 Conservative way to profile too-deep or too-superficial content
   Compensates for collection weaknesses on the scholarly side
   Provides discovery of titles in academic blind spots (pure
     expression of patron need)

 Immediate access to highly desirable content
 Turn-aways, high use, and no use titles will inform collection
  development policy design
 For non-subject specialist bibliographers, pressure to learn
  subtleties in content is lessened
Budget Picture
 No specific fund for the experiment
 Leveraged existing funds – think about days before
  approval plans and assimilating that model

 We committed to two weeks, come what may, based on
  profiling process (selected representative high-use
  subject areas)

 Process for management is more important than fiscal
  conditions
Choosing a Vendor
 Existing ebrary Academic Complete subscription since
  2006. Also had established relationships with
  NetLibrary, Gale, Oxford, ASP, and others.
 Of all other platforms for e-book use, ebrary’s well
  regarded by Librarians on staff.
 Purchase trigger model weighed and considered by
  Dean and Library’s Management Council. Perceived as
  conservative and generous.
 License already in place. Only required an addendum
  to initiate profiling.
Decision Criteria for Profiling Caps
 Chose seven busiest, most populous disciplines across all schools:
   Biology
   Business
   Communication Studies
   Philosophy
   Political Science
   Sociology
   Theological Studies
 Research potential considered to be the most intensive based on
   instruction class offerings, program size, and interdisciplinary
   relevance.
 Considered need for both current and historical research interests.
 Program distribution included professional, science, social science
   and humanities.
Profiling Process
 Spent approximately 12-15 hours over two weeks.
 In eBOP, used DDA eligible and subject term parameters to
  gather titles in each discipline.
 Obvious concern areas culled:
   Reference
    (handbooks, directories, encyclopedias, dictionaries, etc.)
   Identifiable popular (including How-tos)
   Certain publishers (SparkNotes and others as discovered)
   Price caps set by discipline (usually $150, but $200 for bio)
 No way to look at every title; exhausted concerns and
  stopped.
 Ended up with approximately 26,500 titles.
 Received weekly notification with spreadsheet via e-mail.
Records – Load Configuring
 Because of the existing vendor relationship, staff loaded
  the bibliographic records according to established
  procedures.
   A separate file was available for each discipline profiled
   Discipline area = fund code
 In order to identify the records within the catalog, we
  used our ILS global update function to add a MARC 9xx
  utility field:
     941 $aebrary$bDDA$dyyyymmdd$ffund code$ntest
Monitor Expenses and Progress
 Reviewed ebrary’s weekly reports
 Addressed missed concerns as the experiment
  proceeded (weak titles, non-scholarly)

 Modest, steady and consistent purchasing each week
  for over six months. (avg. 13/wk)

 Surprises
     Retrospective titles purchased often
     Patrons gravitated toward sound scholarly content
     Theology titles 2nd highest number of purchases!
     Record enrichment concerns
Invoicing Workflows
 Invoices arrive weekly, attached to e-mail.
 Post-processing required:
   Order record configuration (template)
   Link to the ERM license record via item record (template)
   Bibliographic record control data edited
 Pay by credit card using e-mail template.
 Handled by ER Assistant during the test.
Reporting (design)
 Ebrary sends Excel reports weekly.
 Easy to create a pivot table.
 Excellent tool to focus the discussion between
  Administration and Collection Development.
 Easy to see and tally accesses, triggers, “turn-aways,”
  etc.
 Provides new perspective on users, their
  needs, research content, etc.
 Shows immediacy of use that cannot be obtained by
  historical analysis of circulation.
Success! Why?
 Budget lived through it.
 Purchased desirable academic titles.
 Learned that patrons want e-books in a fuller range of
  content than is provided by Academic Complete.
 A lot of the titles were likely to have been missed in print
  collecting methods.
 Discovery of content through full-text searching increases
  chances of meeting research needs.
 The Dean was happy. 
Next Steps

 We are comfortable with overlap of print and electronic.
  We need time to figure out where duplication is
  occurring and determine the e-only tipping point.

 Over time, evaluate the nature of collecting from
  metadata vs. full-text review…
Next Steps (cont’d)
Examples we would have and would not have bought in print
 History of Chinese Philosophy (Routledge)
    Owned in print also; copy currently checked out.
    Core subject matter for curriculum.
 Mr. & Mrs. Grassroots: How Barack Obama, Two Bookstore
  Owners, and 300 Volunteers Did It
    Not scholarly; journalistic narrative.
    Vendor’s selection tool metadata is very minimal.
    Amazon.com or other source for information is not persuasive.
    Cheaper to buy than to ILL.
 Advances in Parasitology, Volume 67 : Reflections on a Century
  of Malaria Biochemistry
    Scholarly, but more esoteric than would normally be selected.
    Expensive ($203.00). Would have been low priority at best.
    Advances in Parasitology, Volume 69 was used but not triggered.
       Shows that use is not casual.
Next Steps (cont’d)
 YBP/ebrary integration of DDA-eligible titles into print
  approval plan profiling
   Controlling subsequent editions.
   Changed Reference titles to slip-only.
   Single User Purchase Option preferred.
   All publication dates included.
 Involve liaisons/bibliographers
   DDA eligible titles available for selection.
   Training/discussion about e-preferred content.
Thank you! Questions?

 Charles Hillen ~ chillen@lmu.edu
 Glenn Johnson-Grau ~ gjohnson@lmu.edu

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Demand-Driven Success: Designing Your PDA Experiment

  • 1. Demand-Driven Success: Designing Your PDA Experiment Charles Hillen, Head of Acquisitions & Serials Glenn Johnson-Grau, Head of Collection Development Loyola Marymount University, Los Angeles, CA
  • 2. Research Environment  LMU  5800 undergrad  Liberal arts and pre-professional  2000 grad  Largest are Education (M.A. and small Ed.D.) and MBA  Library  Historically modest print collections  650,000+ volumes  Substantial budgetary growth in electronic era
  • 3. Administrative Support  Dean supportive of move to e-books  Strategic priority for the library  Feeling of languishing progress with e-book transition  Recent successful e-journal conversion  Built trust with Dean, faculty, LMU administration  Realized savings with relative ease  Met regularly with Dean through planning  Included Dean and Associate Dean in vendor meeting  Unique perspective, questions, and observations  Dean regularly updated the CAO and President  “Easy to sell”; makes sense to non-librarians  Demonstrated need shows us as careful stewards
  • 4. Desired Outcomes  Agree with the obvious advantages: more “just-in-time” content accessible (logical)  Conservative way to profile too-deep or too-superficial content  Compensates for collection weaknesses on the scholarly side  Provides discovery of titles in academic blind spots (pure expression of patron need)  Immediate access to highly desirable content  Turn-aways, high use, and no use titles will inform collection development policy design  For non-subject specialist bibliographers, pressure to learn subtleties in content is lessened
  • 5. Budget Picture  No specific fund for the experiment  Leveraged existing funds – think about days before approval plans and assimilating that model  We committed to two weeks, come what may, based on profiling process (selected representative high-use subject areas)  Process for management is more important than fiscal conditions
  • 6. Choosing a Vendor  Existing ebrary Academic Complete subscription since 2006. Also had established relationships with NetLibrary, Gale, Oxford, ASP, and others.  Of all other platforms for e-book use, ebrary’s well regarded by Librarians on staff.  Purchase trigger model weighed and considered by Dean and Library’s Management Council. Perceived as conservative and generous.  License already in place. Only required an addendum to initiate profiling.
  • 7. Decision Criteria for Profiling Caps  Chose seven busiest, most populous disciplines across all schools:  Biology  Business  Communication Studies  Philosophy  Political Science  Sociology  Theological Studies  Research potential considered to be the most intensive based on instruction class offerings, program size, and interdisciplinary relevance.  Considered need for both current and historical research interests.  Program distribution included professional, science, social science and humanities.
  • 8. Profiling Process  Spent approximately 12-15 hours over two weeks.  In eBOP, used DDA eligible and subject term parameters to gather titles in each discipline.  Obvious concern areas culled:  Reference (handbooks, directories, encyclopedias, dictionaries, etc.)  Identifiable popular (including How-tos)  Certain publishers (SparkNotes and others as discovered)  Price caps set by discipline (usually $150, but $200 for bio)  No way to look at every title; exhausted concerns and stopped.  Ended up with approximately 26,500 titles.  Received weekly notification with spreadsheet via e-mail.
  • 9. Records – Load Configuring  Because of the existing vendor relationship, staff loaded the bibliographic records according to established procedures.  A separate file was available for each discipline profiled  Discipline area = fund code  In order to identify the records within the catalog, we used our ILS global update function to add a MARC 9xx utility field: 941 $aebrary$bDDA$dyyyymmdd$ffund code$ntest
  • 10. Monitor Expenses and Progress  Reviewed ebrary’s weekly reports  Addressed missed concerns as the experiment proceeded (weak titles, non-scholarly)  Modest, steady and consistent purchasing each week for over six months. (avg. 13/wk)  Surprises  Retrospective titles purchased often  Patrons gravitated toward sound scholarly content  Theology titles 2nd highest number of purchases!  Record enrichment concerns
  • 11. Invoicing Workflows  Invoices arrive weekly, attached to e-mail.  Post-processing required:  Order record configuration (template)  Link to the ERM license record via item record (template)  Bibliographic record control data edited  Pay by credit card using e-mail template.  Handled by ER Assistant during the test.
  • 12. Reporting (design)  Ebrary sends Excel reports weekly.  Easy to create a pivot table.  Excellent tool to focus the discussion between Administration and Collection Development.  Easy to see and tally accesses, triggers, “turn-aways,” etc.  Provides new perspective on users, their needs, research content, etc.  Shows immediacy of use that cannot be obtained by historical analysis of circulation.
  • 13. Success! Why?  Budget lived through it.  Purchased desirable academic titles.  Learned that patrons want e-books in a fuller range of content than is provided by Academic Complete.  A lot of the titles were likely to have been missed in print collecting methods.  Discovery of content through full-text searching increases chances of meeting research needs.  The Dean was happy. 
  • 14. Next Steps  We are comfortable with overlap of print and electronic. We need time to figure out where duplication is occurring and determine the e-only tipping point.  Over time, evaluate the nature of collecting from metadata vs. full-text review…
  • 15. Next Steps (cont’d) Examples we would have and would not have bought in print  History of Chinese Philosophy (Routledge)  Owned in print also; copy currently checked out.  Core subject matter for curriculum.  Mr. & Mrs. Grassroots: How Barack Obama, Two Bookstore Owners, and 300 Volunteers Did It  Not scholarly; journalistic narrative.  Vendor’s selection tool metadata is very minimal.  Amazon.com or other source for information is not persuasive.  Cheaper to buy than to ILL.  Advances in Parasitology, Volume 67 : Reflections on a Century of Malaria Biochemistry  Scholarly, but more esoteric than would normally be selected.  Expensive ($203.00). Would have been low priority at best.  Advances in Parasitology, Volume 69 was used but not triggered. Shows that use is not casual.
  • 16. Next Steps (cont’d)  YBP/ebrary integration of DDA-eligible titles into print approval plan profiling  Controlling subsequent editions.  Changed Reference titles to slip-only.  Single User Purchase Option preferred.  All publication dates included.  Involve liaisons/bibliographers  DDA eligible titles available for selection.  Training/discussion about e-preferred content.
  • 17. Thank you! Questions?  Charles Hillen ~ chillen@lmu.edu  Glenn Johnson-Grau ~ gjohnson@lmu.edu

Notes de l'éditeur

  1. For reporting and analysis: disciplines first, based on historical knowledge of active use; number of titles second, based on profiling content as best we could via eBOP; view overall expenses and number of titles purchased.