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
Friday, 15 October 2010
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
Thursday, 30 September 2010
Notes from our meeting on 24th September
MERI Meeting Minutes
Time/Date:
24/9/10 11.00am
Notes and Actions
1. ERM System demos
1.1. Charlotte will send meeting requests for the demos with the venue ‘TBC’ so that everyone knows when each one will be.
1.2. Jenny spoke to Colin Carter from Innovative at the LMS showcase and found it very useful to see an ERM in action.
2. Contacting current ERM users
2.1. Ongoing – Charlotte to chase up the people already contacted. Jenny to give Charlotte the contact details for Andy Bussey at Sheffield
3. Our current processes
3.1. Charlotte spoke to Kath Kellet & Dan Leach about access for external borrowers and got some useful information from them. Meeting booked with Sue Slade for Thursday 30th to discuss access for members of partner colleges
3.2. Charlotte will bring flowcharts showing our current processes to the next meeting
4. Blog
4.1. Charlotte will add notes on her meetings/talks with various members of staff.
4.2. Meting minutes from last week are on the blog; Angela W has added a post on the benefits to the wider HE community
5. JISC Project Manager
5.1. We have a meeting with Ben Showers on 7/10/10 at1pm
6. Electronic Resources Officer
6.1. Jo Willows has started her post and has been talking to members of the team about various aspects of her work. Charlotte has invited Jo to the meeting with Sue Slade on Thursday, and Jenny will invite her to the weekly meetings
7. System Requirements
7.1. Angela W and Charlotte have made a start on a requirements document for the ERM systems to use at demos. This was passed around the team and extra points/questions added. Any more suggestions to be passed to Charlotte who will add them to the list
7.2. Angela also found a slide show on Verde and asked everyone to have a look at it and think about our requirements in relation to what Verde can do.
8. Next Meeting
8.1. 1st October – this will be an extended meeting, 11.00-13.00
Time/Date:
24/9/10 11.00am
Notes and Actions
1. ERM System demos
1.1. Charlotte will send meeting requests for the demos with the venue ‘TBC’ so that everyone knows when each one will be.
1.2. Jenny spoke to Colin Carter from Innovative at the LMS showcase and found it very useful to see an ERM in action.
2. Contacting current ERM users
2.1. Ongoing – Charlotte to chase up the people already contacted. Jenny to give Charlotte the contact details for Andy Bussey at Sheffield
3. Our current processes
3.1. Charlotte spoke to Kath Kellet & Dan Leach about access for external borrowers and got some useful information from them. Meeting booked with Sue Slade for Thursday 30th to discuss access for members of partner colleges
3.2. Charlotte will bring flowcharts showing our current processes to the next meeting
4. Blog
4.1. Charlotte will add notes on her meetings/talks with various members of staff.
4.2. Meting minutes from last week are on the blog; Angela W has added a post on the benefits to the wider HE community
5. JISC Project Manager
5.1. We have a meeting with Ben Showers on 7/10/10 at1pm
6. Electronic Resources Officer
6.1. Jo Willows has started her post and has been talking to members of the team about various aspects of her work. Charlotte has invited Jo to the meeting with Sue Slade on Thursday, and Jenny will invite her to the weekly meetings
7. System Requirements
7.1. Angela W and Charlotte have made a start on a requirements document for the ERM systems to use at demos. This was passed around the team and extra points/questions added. Any more suggestions to be passed to Charlotte who will add them to the list
7.2. Angela also found a slide show on Verde and asked everyone to have a look at it and think about our requirements in relation to what Verde can do.
8. Next Meeting
8.1. 1st October – this will be an extended meeting, 11.00-13.00
Friday, 24 September 2010
Minutes from our first 'official' team meeting:
MERI Meeting Minutes
Time/Date:
Friday 17th September
Location:
CW Meeting Room 2
Chair or Facilitator:
Note Taker:
Charlotte Murray
Apologies:
Regina Ferguson
Attendees:
Angela Walker, Angela Dudley, James Allen, Charlotte Murray, Jenny McNally
1. ERM system demos
1.1. Charlotte is arranging demos with ERM suppliers for 14th-15th and 21st-22nd October. Times etc are still to be finalised in some cases
1.2. For the Swetswise Webinar we’ve been struggling to find a suitable room. Charlotte to contact Training Team to see if they can help
1.3. Jenny to contact Colin Carter from Innovative Interfaces about speaking to him at the LMS Showcase in Manchester on Wed 22nd September
1.4. Charlotte to compile a basic list of requirements before the demos. Please send any ideas for requirements/problems with current processes to Charlotte
2. Contacting current ERM customers
2.1. Ongoing – so far we haven’t had any responses/feedback from current ERM users. Anyone who knows of an institution or contact please let Charlotte know
2.2. Angela W spoken to Andy Land and Nigel Kimber at Manchester who have created an in-house system and is looking into the possibility of a visit to see their system in action
3. Our current processes
3.1. Charlotte is working on flowcharts that map our current processes (Acquisitions, Licensing, Statistics and Access) and has spoken to all members of the team to get their input.
3.2. Charlotte is meeting with Kath Kellet and Dan Leach on Monday 20th Sept to discuss access for external borrowers etc as they have been working the Access Salford scheme. Will also chat to Anna Langley about maintenance of databases
4. Blog
4.1. Charlotte will post meeting minutes on the blog
4.2. Angela will write a post looking at the benefits of our project to the HE community
4.3. Any ideas/suggestions for items to include in the blog, please let Charlotte know
5. JISC Project Manager
5.1. Ben Showers is our new project manager (replacing David Flanders) – Angela W has contacted him to invite him to one of our meetings.
6. Electronic resources Officer
6.1. Jo Willows will be starting this post next week and will be looking at licensing, statistics etc so will become involved in the project too
7. Miscellaneous
7.1. Angela D asked to see the original project bid, blog etc in order to catch up on what has already been done
7.2. Charlotte and Angela W to meet to discuss progress including examples of requirements documents used in RFID project
7.3. The meeting on 1st October will be an extended meeting where we will look at the final drafts of flowcharts etc mapping our current processes
MERI Meeting Minutes
Time/Date:
Friday 17th September
Location:
CW Meeting Room 2
Chair or Facilitator:
Note Taker:
Charlotte Murray
Apologies:
Regina Ferguson
Attendees:
Angela Walker, Angela Dudley, James Allen, Charlotte Murray, Jenny McNally
1. ERM system demos
1.1. Charlotte is arranging demos with ERM suppliers for 14th-15th and 21st-22nd October. Times etc are still to be finalised in some cases
1.2. For the Swetswise Webinar we’ve been struggling to find a suitable room. Charlotte to contact Training Team to see if they can help
1.3. Jenny to contact Colin Carter from Innovative Interfaces about speaking to him at the LMS Showcase in Manchester on Wed 22nd September
1.4. Charlotte to compile a basic list of requirements before the demos. Please send any ideas for requirements/problems with current processes to Charlotte
2. Contacting current ERM customers
2.1. Ongoing – so far we haven’t had any responses/feedback from current ERM users. Anyone who knows of an institution or contact please let Charlotte know
2.2. Angela W spoken to Andy Land and Nigel Kimber at Manchester who have created an in-house system and is looking into the possibility of a visit to see their system in action
3. Our current processes
3.1. Charlotte is working on flowcharts that map our current processes (Acquisitions, Licensing, Statistics and Access) and has spoken to all members of the team to get their input.
3.2. Charlotte is meeting with Kath Kellet and Dan Leach on Monday 20th Sept to discuss access for external borrowers etc as they have been working the Access Salford scheme. Will also chat to Anna Langley about maintenance of databases
4. Blog
4.1. Charlotte will post meeting minutes on the blog
4.2. Angela will write a post looking at the benefits of our project to the HE community
4.3. Any ideas/suggestions for items to include in the blog, please let Charlotte know
5. JISC Project Manager
5.1. Ben Showers is our new project manager (replacing David Flanders) – Angela W has contacted him to invite him to one of our meetings.
6. Electronic resources Officer
6.1. Jo Willows will be starting this post next week and will be looking at licensing, statistics etc so will become involved in the project too
7. Miscellaneous
7.1. Angela D asked to see the original project bid, blog etc in order to catch up on what has already been done
7.2. Charlotte and Angela W to meet to discuss progress including examples of requirements documents used in RFID project
7.3. The meeting on 1st October will be an extended meeting where we will look at the final drafts of flowcharts etc mapping our current processes
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
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