TWO BECOME ONE
HOW DAWSON BOOKS HELPED ROYAL HOLLOWAY UNIVERSITY LONDON TO BRING TOGETHER TWO LIBRARIES INTO ONE NEW LIBRARY
Royal Holloway, University of London contacted Dawson Books at the beginning of the summer in 2017 to advise of a move from two separate Libraries on the Egham Campus, Founders Library and Bedford Library, to their new Library in the Emily Wilding Davison Building and to also revise shelf ready book processing requirements.
This amalgamation meant 47 different combinations of site codes & loan types split over 11 different account lines were merged onto one single account line. Working closely with the team at Royal Holloway we identified and implemented the following efficiencies:
- Quicker release times for books
- Single workflows for the journey of the books in the warehouse
- Reduced the “touch points” for handling the books
- Consolidated more books into boxes with less packaging
- Reduced the amount of invoices being raised as more orders are added to single invoices
- Reduced order confirmations and book orders reports to single weekly emails rather than multiple emails
- Updated Embedded Order Data on dawsonenter
- The new Shelf Ready requirements fell into the Standard Servicing category for the new SUPC / LUPC agreement which provided further efficiencies in the supply chain workflows and allows improved discount levels to be offered
- A new ordering option for non-serviced / stock items is available for urgent orders to be despatched within 24 hours (if ordered by 2pm) – removing the requirement for credit card ordering from alternative sources
We held deliveries during the relocation stage and kept in close contact to manage the release of the books to ensure the Library were able to shelve the books in time for the new term. The Library moved to the impressive brand new Emily Wilding Davison Building during August 2017 which was then formally opened in October by Her Royal Highness The Princess Royal and Chancellor of the University of London.
Prior to this, Dawson Books supported Royal Holloway in 2015 with the acquisition implementation of their new LMS, ALMA. The Acquisitions team takes full advantage of the efficiencies offered by using dawsonenter and proposal ordering (EOD), EDI ordering, EDI invoicing and MARC records including the skeleton records (item data) to carry the information where we have not supplied a MARC record (either by opting out or Dawson Books recognising a record has previously been supplied).
Chrissie Phillips – Royal Holloway, University of London – “In my role as Book Acquisitions Coordinator I was tasked with overseeing the transition from our old library locations to the new ones with our main supplier, Dawson Books. The main challenge was ensuring this was done as close to the actual physical move of our Acquisitions team into our new library, so orders could still be placed and received as close to before and after the move as possible and be directed to the correct library locations. I worked closely with Sally Barber to ensure that our new locations were inputted into dawsonenter and the current EOD ordering processes remained uninterrupted, and Sally’s assistance and expertise was invaluable. Even more so because our move was delayed and orders had to be held until we were able to receive them. The communication from Sally and her team was a great support and the fact that the process has resulted in simplified invoicing, dispatch and quicker receipt of orders is a huge added bonus!”
Sally Barber, Senior Technical Sales Manager – Dawson Books, headed up the project, supported by colleagues. “Part of my role is to work with Libraries to create efficiencies and this was a perfect project to work on with Royal Holloway. We not only supported the move, we were able to change the workflows at the same time to provide them with an even better service. This compliments the ALMA implementation in 2015 with the change of the LMS. This has also supported our own internal practices. I was delighted to visit the new Library in November and to finally see everything in place.”