1. Ex Libris user group conference
1.1. Jenny attended the Ex Libris user group conference earlier this week, and attended a discussion on Verde which was interesting. She spoke to Richard Cross from Nottingham Trent, he is happy for us to contact him and a visit may be possible to see how they use Verde
2. Meeting with David Kay
2.1. James reported on the meeting last week with David Kay from SERO Consulting (attended by JA, RF, AW, SH). David is working with JISC and SCONUL on their shared services plan, and he discussed their upcoming project in relation to ours.
2.2. The project will include around 12 institutions; they will look at their workflows and consider what elements could work at a national level. A lot of the work they will do will be similar to the work we have already done, so we would be brought in as an ‘extra’ institution
2.3. If we join the project, between November and April, we will visit about 6 of the participating institutions; work on a requirements catalogue and workflow templates for other institutions to use; look at open source systems – install, test and rate them; participate in meetings/events; rate the commercial ERMs we have seen; do a costing exercise for the workflows involved
2.4. We will still produce our list of requirements in December as originally planned
3. Feedback from ERM Demos
3.1. Charlotte has been asked for some feedback by some of the ERM suppliers. Can you please send any feedback/questions to Charlotte, particularly for the Swetswise demo as they are waiting for a response
4. Our current processes
4.1. Charlotte has been working on putting our existing workflows into another format. The ‘process map’ document is in the MERI folder on the V drive. Please have a look and make any changes/additions, or pass suggestions to Charlotte who will update it
5. Requirements document
5.1. We discussed whether any further additions need to be made to the requirements list. Jenny is doing some work on this before sending it to David Kay, so if you have any suggestions for items we have missed, please pass them to Jenny by next Tuesday
6. Next meeting
6.1. 12th November 11.00am
Thursday, 11 November 2010
Friday, 5 November 2010
E-resources procedures
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
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
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.
ERM demos
For the past few weeks we have had some demos of various ERM systems. Some brief descriptions are below:
Swetswise ERM as a Service: This system builds upon services already available through Swetswise; a benefit for existing Swets customers is that a lot of the subscription information, including licensing and financial information, is already in the system. This can also get usage statistics from publishers and present them in user-friendly formats
TDNet Core ERM: looks after the ‘core’ processes of electronic resource management – acquisition of resources, licence information, access, statistics and contact information. It's possible to link to licences from their A-Z list; we were shown the front-facing element of this system. It is possible to import and export data to/from other systems
Innovative Interfaces ERM: designed to manage the whole life-cycle of electronic resources, from identification and trials, to purchasing the resource (or subscribing to it), and then managing access and harvesting of usage statistics using SUSHI, providing information such as cost per use for renewals decisions etc. The system can be populated using data from e.g. an SFX knowledgebase.It can be used as an integrated part of Millennium LMS or as a stand-alone system; at the moment there are no sites using the ERM module with Talis,
Serials Solutions 360 Manager: tracks changes in titles and licences; deals with trials including reminders when the end of the trial period is approaching; The system can include retrieval of statistics which will work with SUSHI and COUNTER. It’s possible to display key points from licences; also to search for resources using alternate titles (abbreviations etc) There is also an online community/support centre
Ex Libris Verde: Can be a stand-alone system, integrates with other Ex Libris products (SFX etc). This system can manage trials, with the option to add notes on reasons to subscribe etc. Licence details can be added manually or a link to website, pdf etc can be added. Uses SUSHI when collecting stats
EBSCO NET ERM: This system works best with resources purchased through EBSCO; it can be automatically populated with all the subscription information. This system is fully customisable, enabling users to match field titles etc in the ERM to existing systems (LMS etc). it is able to work with a library’s catalogue, link resolver etc. Stats are collected using SUSHI/COUNTER; licence and financial information can be tracked; reminders can be set for individuals to perform certain tasks within workflows
Swetswise ERM as a Service: This system builds upon services already available through Swetswise; a benefit for existing Swets customers is that a lot of the subscription information, including licensing and financial information, is already in the system. This can also get usage statistics from publishers and present them in user-friendly formats
TDNet Core ERM: looks after the ‘core’ processes of electronic resource management – acquisition of resources, licence information, access, statistics and contact information. It's possible to link to licences from their A-Z list; we were shown the front-facing element of this system. It is possible to import and export data to/from other systems
Innovative Interfaces ERM: designed to manage the whole life-cycle of electronic resources, from identification and trials, to purchasing the resource (or subscribing to it), and then managing access and harvesting of usage statistics using SUSHI, providing information such as cost per use for renewals decisions etc. The system can be populated using data from e.g. an SFX knowledgebase.It can be used as an integrated part of Millennium LMS or as a stand-alone system; at the moment there are no sites using the ERM module with Talis,
Serials Solutions 360 Manager: tracks changes in titles and licences; deals with trials including reminders when the end of the trial period is approaching; The system can include retrieval of statistics which will work with SUSHI and COUNTER. It’s possible to display key points from licences; also to search for resources using alternate titles (abbreviations etc) There is also an online community/support centre
Ex Libris Verde: Can be a stand-alone system, integrates with other Ex Libris products (SFX etc). This system can manage trials, with the option to add notes on reasons to subscribe etc. Licence details can be added manually or a link to website, pdf etc can be added. Uses SUSHI when collecting stats
EBSCO NET ERM: This system works best with resources purchased through EBSCO; it can be automatically populated with all the subscription information. This system is fully customisable, enabling users to match field titles etc in the ERM to existing systems (LMS etc). it is able to work with a library’s catalogue, link resolver etc. Stats are collected using SUSHI/COUNTER; licence and financial information can be tracked; reminders can be set for individuals to perform certain tasks within workflows
Friday, 15 October 2010
Notes from our meeting 8th October
1. ERM System demos
1.1. Charlotte has sent updated meeting requests for the demos with the time/venue confirmed – we are just waiting on one more supplier (EBSCO) to confirm a date and time. The first demos will be on Thursday 14th October
1.2. We will have a representative from Academic Support attending each demo to give us their input; Anne Beech is attending as a representative for Customer Services; Angela W has also asked John Green to attend
1.3. Charlotte will ask the Academic Support team to recommend an academic to attend the demos.
2. Contacting current ERM users
2.1. Charlotte reminded everyone to give her suggestions of specific questions we should ask.
2.2. Charlotte will contact Sarah Robbins at LJMU again to get some more detailed information and discuss a possible visit. Angela W will contact Andy Land at Manchester and Andy Bussey at Sheffield to organise possible visits
3. JISC Project Manager
3.1. We had a meeting with Ben Showers yesterday which went well; we’re awaiting feedback etc
4. System Requirements
4.1. We looked at the requirements document for the ERM systems again, and extra points/questions were added. The document is in the MERI folder on the V drive so anyone can update it or pass any suggestions to Charlotte
5. Next Meeting
5.1. 15th October 11.00am
1.1. Charlotte has sent updated meeting requests for the demos with the time/venue confirmed – we are just waiting on one more supplier (EBSCO) to confirm a date and time. The first demos will be on Thursday 14th October
1.2. We will have a representative from Academic Support attending each demo to give us their input; Anne Beech is attending as a representative for Customer Services; Angela W has also asked John Green to attend
1.3. Charlotte will ask the Academic Support team to recommend an academic to attend the demos.
2. Contacting current ERM users
2.1. Charlotte reminded everyone to give her suggestions of specific questions we should ask.
2.2. Charlotte will contact Sarah Robbins at LJMU again to get some more detailed information and discuss a possible visit. Angela W will contact Andy Land at Manchester and Andy Bussey at Sheffield to organise possible visits
3. JISC Project Manager
3.1. We had a meeting with Ben Showers yesterday which went well; we’re awaiting feedback etc
4. System Requirements
4.1. We looked at the requirements document for the ERM systems again, and extra points/questions were added. The document is in the MERI folder on the V drive so anyone can update it or pass any suggestions to Charlotte
5. Next Meeting
5.1. 15th October 11.00am
Notes from our meeting on 1st October
1. ERM System demos
1.1. Charlotte will send updated meeting requests for the demos with the time/venue confirmed as they are sorted out
1.2. We will have a representative from Academic Support attending each demo to give us their input; Charlotte will also ask Sue Hoskins/Maggie Barker to nominate someone from Customer Services to attend
2. Contacting current ERM users
2.1. Ongoing – Charlotte has asked for suggestions of specific questions we should ask.
3. Our current processes
3.1. Charlotte gave some feedback on her meeting with Sue Slade regarding partner colleges
3.2. Charlotte brought the flowcharts showing our current processes to the meeting and asked for feedback. Everyone was happy that they reflect our current procedures accurately; Charlotte will update the Collections management folder on the V drive with the most recent documents
4. JISC Project Manager
4.1. We have a meeting with Ben Showers on 7/10/10 at1pm
5. System Requirements
5.1. We looked at the requirements document for the ERM systems to use at demos in more detail, and extra points/questions were added. The document is in the MERI folder on the V drive so anyone can update it or pass any suggestions to Charlotte
6. Next Meeting
6.1. 8th October 11.00am
1.1. Charlotte will send updated meeting requests for the demos with the time/venue confirmed as they are sorted out
1.2. We will have a representative from Academic Support attending each demo to give us their input; Charlotte will also ask Sue Hoskins/Maggie Barker to nominate someone from Customer Services to attend
2. Contacting current ERM users
2.1. Ongoing – Charlotte has asked for suggestions of specific questions we should ask.
3. Our current processes
3.1. Charlotte gave some feedback on her meeting with Sue Slade regarding partner colleges
3.2. Charlotte brought the flowcharts showing our current processes to the meeting and asked for feedback. Everyone was happy that they reflect our current procedures accurately; Charlotte will update the Collections management folder on the V drive with the most recent documents
4. JISC Project Manager
4.1. We have a meeting with Ben Showers on 7/10/10 at1pm
5. System Requirements
5.1. We looked at the requirements document for the ERM systems to use at demos in more detail, and extra points/questions were added. The document is in the MERI folder on the V drive so anyone can update it or pass any suggestions to Charlotte
6. Next Meeting
6.1. 8th October 11.00am
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
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