The flowcharts for our current Electronic Resources processes can be found below:
Overall process:
https://docs.google.com/fileview?id=0Bxug72ZifwRlZmU1MDA2ZjgtMzFmZS00ZjY3LThlNDUtM2IwMTBkM2RmMDg2&hl=en&authkey=CO3n03o
New orders:
https://docs.google.com/fileview?id=0Bxug72ZifwRlY2Y5ZDAzNjYtYTk2NS00MTkyLWIxYjItNDI0M2I2MDZkMTg3&hl=en&authkey=CPmEssAO
Renewals:
https://docs.google.com/fileview?id=0Bxug72ZifwRlOTdiYTExYzYtZTg3Zi00NDRmLWFlZmYtZjk4YTYwYjlmZjAz&hl=en&authkey=CLyO9bwH
Cancellations:
https://docs.google.com/fileview?id=0Bxug72ZifwRlOTQ2ZjkyYmUtM2Q0Ni00YzlmLWFmOGEtMDc1MDIwOTlkNDQy&hl=en&authkey=COTo5KQL
Showing posts with label jisc. Show all posts
Showing posts with label jisc. Show all posts
Friday, 5 November 2010
Our current procedures - more information
As the aim of this project is to produce a list of requirements for an ERM system, we first had to establish our existing processes and all the people involved, hence my interviews with various people across the Library. We discovered that a large number of people/teams are involved in the process of looking after Electronic Resources, or have an interest at least.
Obvious people are those responsible for the acquisition of resources and setting up access, as well as Academic Support staff who will nominate resources for trial/purchase in the first place, and who are consulted on renewals etc. We also discovered that there is work going on in our Customer Service team to improve electronic access for external borrowers, and the staff involved need as much information as possible on which resources might be available, what level of access they might have etc. Customer-facing staff on the Enquiry Desk etc need to be able to help and advise our users when they have problems using/accessing our electronic resources.
A lot of the information around electronic resources can be difficult to find - we keep information in various locations, like spreadsheets, filing cabinets, and inside people's heads. Also, we have recently had some staff moves and transferring of certain responsibilities, so it can be difficult to know who to ask and where to look for certain information.
Looking at our current processes turned out to be a worthwhile exercise, as it gave us a chance to review and update processes where necessary, and has prompted people to think about how procedures might be improved.
After going over our current procedures and updating our flowcharts, we're now working on one 'process map' detailing the entire process in stages, and going into more detail where appropriate. The original flowcharts are very specific to Salford, so the new format may be more useful to other institutions.
Obvious people are those responsible for the acquisition of resources and setting up access, as well as Academic Support staff who will nominate resources for trial/purchase in the first place, and who are consulted on renewals etc. We also discovered that there is work going on in our Customer Service team to improve electronic access for external borrowers, and the staff involved need as much information as possible on which resources might be available, what level of access they might have etc. Customer-facing staff on the Enquiry Desk etc need to be able to help and advise our users when they have problems using/accessing our electronic resources.
A lot of the information around electronic resources can be difficult to find - we keep information in various locations, like spreadsheets, filing cabinets, and inside people's heads. Also, we have recently had some staff moves and transferring of certain responsibilities, so it can be difficult to know who to ask and where to look for certain information.
Looking at our current processes turned out to be a worthwhile exercise, as it gave us a chance to review and update processes where necessary, and has prompted people to think about how procedures might be improved.
After going over our current procedures and updating our flowcharts, we're now working on one 'process map' detailing the entire process in stages, and going into more detail where appropriate. The original flowcharts are very specific to Salford, so the new format may be more useful to other institutions.
Friday, 15 October 2010
Our current procedures
I spoke to colleagues across the Library, to discuss our current procedures regarding electronic resources – looking at acquisition, licences, statistics and access.
Some things that we currently do, or would like to, are as follows:
Run trials and advertise them on the E-library blog
Licences checked at trial stage – this will be done in future by E-resources co-ordinator (recently appointed)
At the minute, we keep paper copies of licence agreements in filing cabinets – we want to start scanning licences and keeping copies on the V drive instead (this is part of the work being undertaken by our E-resources co-ordinator)
We put information on the intranet e.g. passwords page on the Library website; enquiry desk manual is updated.
At present we collect stats on an ad hoc basis, usually when Academic Support Librarians request them (for renewals, journal reviews etc) – usually we get stats through suppliers, sometimes via SFX; we compare price-per-view
We want to look at collecting stats more regularly & storing them in one place that is easy to find, so that it’s easy to get information when someone requests it. We also have to supply stats externally (SCONUL) so it would be beneficial to collect them ‘as we go’
Currently this can be quite a laborious task; would be beneficial if an ERM could make collection of stats quicker and easier
There are a couple of problems with Talis:
Does the ‘basics’ very well – setting up a record, paying invoices etc.
However, it doesn’t handle pro-rata payments, credits, 2 payments in one financial year etc very well – expected cost is worked out using the final amount spent in a year (doesn’t look at individual payments or period covered)
Doesn’t show changes in format very well – we usually cancel an old record and set up an entirely new one for E-upgrades etc
Hopefully an ERM could deal with issues like these and make it easier to track payments etc
I spoke to some colleagues about access to resources, particularly for external borrowers (Access Salford, partner colleges, SCONUL etc):
External borrowers currently have access to a very limited number of resources on walk-in access PCs. Anyone can use these; there is no difference in Electronic access for reference, SCONUL, Access Salford etc.
There is currently work going on to put together a list of more resources that can be accessed by external borrowers – a significant number of licences allow External Borrower access; it’s a matter of finding out what these resources are, then making them available via the walk-in PCs
There are essentially 2 types of partner college student - if students sign up at the University but study at the college, they are UoS students and have access to all our resources including electronic. If they sign up at the college, they are treated as any other external borrower when using our library, so have the limited access.
We would like to see licence agreements recognise different ‘levels’ of user and make some resources available to external borrowers; however we realise this is down to the licence provider rather than an ERM system. However, if different levels of access could be made available, a system that can deal with this and inform us of those different levels would be desirable.
If a resource is available to external users, we need to know this and make the resource available – we want to be accessible to students on foundation courses for example, in order to get them enrolling on degree courses
Some things that we currently do, or would like to, are as follows:
Run trials and advertise them on the E-library blog
Licences checked at trial stage – this will be done in future by E-resources co-ordinator (recently appointed)
At the minute, we keep paper copies of licence agreements in filing cabinets – we want to start scanning licences and keeping copies on the V drive instead (this is part of the work being undertaken by our E-resources co-ordinator)
We put information on the intranet e.g. passwords page on the Library website; enquiry desk manual is updated.
At present we collect stats on an ad hoc basis, usually when Academic Support Librarians request them (for renewals, journal reviews etc) – usually we get stats through suppliers, sometimes via SFX; we compare price-per-view
We want to look at collecting stats more regularly & storing them in one place that is easy to find, so that it’s easy to get information when someone requests it. We also have to supply stats externally (SCONUL) so it would be beneficial to collect them ‘as we go’
Currently this can be quite a laborious task; would be beneficial if an ERM could make collection of stats quicker and easier
There are a couple of problems with Talis:
Does the ‘basics’ very well – setting up a record, paying invoices etc.
However, it doesn’t handle pro-rata payments, credits, 2 payments in one financial year etc very well – expected cost is worked out using the final amount spent in a year (doesn’t look at individual payments or period covered)
Doesn’t show changes in format very well – we usually cancel an old record and set up an entirely new one for E-upgrades etc
Hopefully an ERM could deal with issues like these and make it easier to track payments etc
I spoke to some colleagues about access to resources, particularly for external borrowers (Access Salford, partner colleges, SCONUL etc):
External borrowers currently have access to a very limited number of resources on walk-in access PCs. Anyone can use these; there is no difference in Electronic access for reference, SCONUL, Access Salford etc.
There is currently work going on to put together a list of more resources that can be accessed by external borrowers – a significant number of licences allow External Borrower access; it’s a matter of finding out what these resources are, then making them available via the walk-in PCs
There are essentially 2 types of partner college student - if students sign up at the University but study at the college, they are UoS students and have access to all our resources including electronic. If they sign up at the college, they are treated as any other external borrower when using our library, so have the limited access.
We would like to see licence agreements recognise different ‘levels’ of user and make some resources available to external borrowers; however we realise this is down to the licence provider rather than an ERM system. However, if different levels of access could be made available, a system that can deal with this and inform us of those different levels would be desirable.
If a resource is available to external users, we need to know this and make the resource available – we want to be accessible to students on foundation courses for example, in order to get them enrolling on degree courses
Friday, 24 September 2010
Following on from the JISC LMS workshop on the 7th and 8th September, this post looks at why our project is important to the HE community. The first part of the project is basically unpicking all the different processes that are involved in the management of electronic resources. There is a wide range of processes in use including the use of spreadsheets, maunally checking items, and use of existing library business systems. We are then examining the commercial products on the market to see if they fulfill our Electronic Resource Management needs, along with meeting users of ERMs to discuss if the system they use fully meets their expcetations, and if they find that there are processes that they still have to carry out, outside of the ERM. Following this review, we will be producing a preliminary set of requirements which will look at an ERM system that can be used by other HEIs, we will also produce a case study examining the process we have gone through, and documenting our findings
Tuesday, 10 August 2010
Post 3: Risk Analysis & Success Plan
The following potential risks have been identified and steps taken to minimise the risk
- Timescales & staffing -
- Coordinator post being recruited dedicated to the project
- Other staff may be made available to support the project if needed (for example, E-resources Coordinator, Acquisitions and Serials Officer)
- Financial
- Careful planning and allocation of budget
- Lack of cooperation from system suppliers
- Contacting suppliers in good time in order for them to be able to give demos within the required timescales
Post 5: Project Team Relationships and End User Engagement
The project team will consist of:
Anna Langley & Angela Walker (Project Manager) job-share the Digital Developments Manager role. They have been involved in making electronic resources available to the University of Salford community, including the purchase and implementation of SFX and Metalib. They are currently working on Salford’s institutional repository, RFID implementation and a review of the LMS market.
Regina Ferguson, Acquisitions Team Leader, manages the purchase of electronic resources, including the development of the coding system used to distinguish between different types of resources.
James Allen, Collection Management Team Leader, is developing systems to monitor the use of Salford’s resources, and to track their licence terms.
Project Administrator - to be recruited. They will support the project manager and be responsible for day to day administation and coordination of the project
Jenny McNally - Digital Developments Officer, works on the library's systems including the LMS, link resolver and federated search tools
Anna Langley & Angela Walker (Project Manager) job-share the Digital Developments Manager role. They have been involved in making electronic resources available to the University of Salford community, including the purchase and implementation of SFX and Metalib. They are currently working on Salford’s institutional repository, RFID implementation and a review of the LMS market.
Regina Ferguson, Acquisitions Team Leader, manages the purchase of electronic resources, including the development of the coding system used to distinguish between different types of resources.
James Allen, Collection Management Team Leader, is developing systems to monitor the use of Salford’s resources, and to track their licence terms.
Project Administrator - to be recruited. They will support the project manager and be responsible for day to day administation and coordination of the project
Jenny McNally - Digital Developments Officer, works on the library's systems including the LMS, link resolver and federated search tools
Post 6: Projected Timeline, Workplan & Overall Project Methodology
The project will be managed using Salford’s PRINCE 2 project management approach, led by Anna Langley & Angela Walker, Digital Development Team Leaders.
Below is the project plan:
Below is the project plan:
Post 2: Wider Benefits to Sector & Achievements for Host Institution
Benefits for University of Salford
- More efficient management of licences
- Better understanding of the terms of the licences we hold
- These will both allow us to better exploit our licensed resources
- Seamless process for purchase to delivery of licensed resources
- List of requirements for reuse
- Will provide starting point for others to do similar work
- May highlight issues with current licences which would encourage suppliers to reassess the licences they provide
- Provide basis for LMS suppliers to provide ERM functionality in their systems
Friday, 2 July 2010
Post 4: IPR
As required by JISC the case study report and all other outputs will be published using the Creative Commons Attribution-Share Alike UK 2.0: England and Wales license.
Post 7: Budget
Costs will be split between travel to the workshops and staff costs. The staff costs allocated to the JISC funding will cover a project coordinator working approximately two days per week for the duration of the project. The cost of other staff involved in, and consulted by, the project will be borne by the
Thursday, 1 July 2010
Post 1 : Project Aims and Objectives
The overall aim of the project is to produce a use case of ERM systems and a preliminary set of requirements for an electronic resource management system, for use by the University of Salford and other HE institutions and system suppliers.
To facilitate this, the project will:
To facilitate this, the project will:
- Review current manual processes that are in operation at the University of Salford
- Identify the issues these systems present
- Evaluate commercial systems and the limitations of these systems in meeting the demands of the HE community
- Compile a requirements document that is robust and can be adopted by the wider community
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