The Odyssey of ILLiad

1. The Odyssey of ILLiad Billing Operations OHSU Library Cindy Cunningham Western ILLiad Users Group Meeting May 20, 2004

2. Request Types • ILL subsystems • OCLC • DOCLINE®, Loansome Doc® • Ovid document delivery module (email output) • Paper forms (patron-initiated, fax) - $3 surcharge • Web forms (email output) • E-mail requests • ALA forms Western ILLiad Users Group

3. Payment Options • Cash, Visa/MC • Charge to (no direct Library billing): • Internal accounts (Internal billing system Oracle) • University/hospital operating funds • Grants • Deposit accounts • External accounts (Accounts Receivable Banner) Western ILLiad Users Group

4. 1 B. I.(Before ILLiad) • Internal accounts • Customer and billing data manually logged; manually entered into IBS • Automated upload from IBS into Oracle • Deposit Accounts • Customer and billing data manually logged; entered into IBS • JE transfer Western ILLiad Users Group

5. Borrowing, Photocopy Service Data manually entered into IBS Generate invoices within IBS JE monies from suspense account to operating account Lending Count paper requests Manually enter data into spreadsheets Generate invoices using Word JE monies from suspense account to operating account Deposit Accounts Western ILLiad Users Group

6. 1 B.I. (cont.) • External Accounts • Paper requests hand counted • Billing data entered into Excel spreadsheet • Monthly report, copies of requests forwarded to Accounts Receivable • Customer and financial information manually entered into Banner • Banner statements and request copies sent to requesting library Western ILLiad Users Group

7. 1 A.I.(After ILLiad) • Internal Accounts • Customized, automated upload from ILLiad into IBS (specific file structure) • Automated upload into Oracle • Deposit Accounts • Customized report generated from ILLiad as backup for JE transferring funds from suspense account Western ILLiad Users Group

8. 1 A.I. (cont.) • External accounts • Customized invoices generated from ILLiad • Includes customer information, IL number, TN, citation information, cost • Replaces copies of requests for backup • Monthly report forwarded to Accounts Receivable • Customer and financial information manually entered into Banner • Banner statements and summary reports mailed to requesting library Western ILLiad Users Group

9. Access Database • Access installed on illiad1 (PC Anywhere) • Access used to link tables via ODBC connection for custom reports • Billing Functions • Correct billing errors (ILL borrowing & lending, document delivery) • Extract billing data from ILLiad, format for importing into IBS (date based) • Backup documentation - JE transfer/deposit accounts Western ILLiad Users Group

10. Access Database (cont.) Western ILLiad Users Group

11. Access Database (cont.) • Other reports • Customer receipts • Check credit card expiration dates • Account number, alias checking • Find duplicate user accounts • List invalid aliases • Import aliases from IBS Western ILLiad Users Group

12. Access Database (cont.) Western ILLiad Users Group

13. Access Database (cont.) Western ILLiad Users Group

14. Access Database (cont.) Western ILLiad Users Group

15. ILLiad Advantages • Better customer service • Eliminates (most) paper forms • All billing (statistics, copyright) data can be extracted from ILLiad • Eliminates need to maintain complex, memory-intensive A/R spreadsheets • Summary reports replace copies of individual requests for A/R • Time to reconcile accounts against Oracle, Banner Western ILLiad Users Group

16. Next Steps • Automate Banner feed • Possible elimination of deposit accounts; all feeds into financials automated • Evaluate Billing Manager Western ILLiad Users Group

17. Contact Information • Document Delivery: Judith Norton, norton@ohsu.edu • Systems: Linh Le, lelinh@ohsu.edu • Billing: Cindy Cunningham, cunningc@ohsu.edu Patrick Kearns, kearnspa@ohsu.edu OHSU ILL Express: http://www.ohsu.edu/library/illiad/ Western ILLiad Users Group

18. It’s the journey… Western ILLiad Users Group