ERMS in the Library

1 / 48
About This Presentation
Title:

ERMS in the Library

Description:

Experience led to a functional list of requirements translated the DLF ... Implementing ERM: a beginner's guide. Innovative Users Group Conference. ... – PowerPoint PPT presentation

Number of Views:26
Avg rating:3.0/5.0
Slides: 49
Provided by: libu163

less

Transcript and Presenter's Notes

Title: ERMS in the Library


1
ERMS in the Library
  • What should it do for us?

Helen Clarke Head, Collections Services University
of Calgary
2
Thinking about ERMS
  • Two year process and were still shopping
  • Started with DLF requirements
  • Internal workflow analysis
  • Demos from variety of vendors
  • Experience led to a functional list of
    requirementstranslated the DLF requirements into
    a shorter series of statements as to what an ERMS
    should do for us
  • Sent out an RFI based on functional list, 4
    vendors replied

3
Order and Payment Tracking
  • Manage and link the information elements needed
    to track the current status of a product and
    payments
  • tie orders to all affected titles and orders
    ????
  • show where order is in acquisition and renewal
    process ????
  • link order to other attributes (vendor,
    consortia) in the ERMS ????
  • link financial information (split payments) to
    orders ????
  • recurring costs and one time payments ????
  • standard and customizable alerts for key dates
    ????
  • indicate status of order regarding other products
    (SFX enabled) ????

4
Manage License and Rights Information
  • Hold and manage license terms and other rights
    issues
  • consistent description of licensing terms ????
  • link licenses to the individual title ????
  • alerts to changes in license conditions ????
  • breaches ????
  • historic information ????
  • Locally defined data elements that are searchable
    and reportable ????

5
Support Library Workflow
  • Flexible open interface, designed to help Library
    units identify which activities have been
    completed and which still need to be done
  • easily navigable interface ????
  • single point of maintenance for all order,
    licensing, and technical support ????
  • Indicate unfulfilled steps in order or renewal
    ????
  • levels of access/authorization for different
    steps ????
  • customizable routing alerts ????
  • a reverse workflow in the case of termination
    ????

6
Manage and Communicate Relationships among
Products and Entities
  • Ability to report, track and produce reports
    regarding the relationships among items
  • alerts when changes to one item will have impact
    on others (bundled orders, scaled discounts)
    ????
  • relationships between individual titles and
    packages (one title many packages) ????
  • relationships with external services (SFX
    enabled) ????
  • search by specified types of relationships
    (consortia) ????
  • Search for entities by specific fields ????

7
Support Administration of Resources
  • Manage information critical to initial set up and
    ongoing maintenance
  • a secure environment for administrative data
    (logins) ????
  • knowledge base and updates of resource metadata
    ????
  • alert to changes in access (urls change) ????
  • alert and track access problems ????
  • local additions and changes to resource metadata
    ????
  • track customizations ????

8
Manage Historic Records
  • Retain information tied to individual products
    over time
  • identify and secure historic information (cost,
    rights) ????
  • track content changes at the individual title
    level, including changes in holdings over time
    ????

9
Reporting
  • suited to the standard information needs of
    Library staff ????
  • individual orders and for groups of orders that
    meet criteria (renewal date) ????
  • financial, licensing, and order information at
    the individual title level ????
  • license terms ????
  • unfilled steps in workflow ????
  • historic information ????
  • Provide support, for the following ????
  • URI, ONIX data import and export, Library defined
    data elements, IP addresses, Printing, emailing,
    and downloading capacity for reports and data
    extractions

10
Statistics
  • Ability to import, manage, and display statistics
    related to resources
  • internal statistical data from ERMS for library
    reporting purposes ????
  • external statistical data from e-resource vendors
    ????

11
Consortia
  • consortia agreements and arrangements (multiple
    vendors) ????
  • reports on demand (consortia products) ????
  • same product operates more than one agreement
    ????
  • same title or product is held in different
    packages by consortium members ????
  • hold, track, and report financial information
    ????
  • designate a subset of products to be tracked
    independently (vendor) ????
  • exchange or share data between consortia partners
    using different instances of the system ????

12
Selection and Implementation
  • Jane Binksma
  • Ryerson University Library
  • June 16, 2006
  • CLA, Ottawa

13
Part I
  • The selection process

14
Form a team
  • Acquisitions
  • Reference
  • Systems
  • ILL
  • Serials
  • Cataloguing
  • Others?

15
Hear from the vendors
  • RFP process
  • Consortial invite
  • Individual presentations on informal level

16
What are your goals?
  • Better tracking of payment information (ACQ)
  • Central location for licensing information (ILL)
  • Notification for varied actions trial expiries,
    subscription renewals i.e. ticklers (ACQ,
    SERIALS)
  • Overlap analysis (SERIALS)

17
What are your goals? (cont.)
  • Central location for contact information
    (SERIALS)
  • Enhanced OPAC information for library users, i.e.
    scheduled outages, simultaneous users etc.
    (REFERENCE)
  • Tracking system for open calls, technical issues
    etc. (SYSTEMS)

18
Which one???
  • Pricing
  • Integration with current ILS
  • Functionality there are differences
  • Industry reputation
  • Commitment to customer service planned
    enhancements etc.

19
Ryersons choice
  • IIIs ERM

20
Why?
  • Integration with our current serials and acq
    modules
  • Familiar interface for staff
  • Trust in provider to follow through with
    enhancements

21
Why? (cont.)
  • Security of existing communities to support
    through implementation (i.e. ECIUG)
  • No significant savings through consortial
    purchase
  • We have the staff available to do the initial
    data entry

22
Part II
  • The implementation process

23
Re-evaluate the team
  • Are all members necessary?
  • Smaller core group to decide on the mechanics?
  • Should some members be peripheral? Available for
    consultation?

24
How to communicate?
  • Email
  • Website
  • Intranet
  • Wiki
  • Blog
  • Meetings

25
How to communicate? (cont.)
  • How often will you meet?
  • Who will arrange meetings, manage communications?
  • Who will liaise with the vendor?

26
What is your timeline?
  • We started investigating last summer!
  • Installation may involve system downtime
  • Ensure that your current ILS is in the most
    recent version (only if integrated with ERM)
  • Schedule training with the vendor

27
Staffing needs?
  • We have existing staff that can aid in the data
    entry
  • Will their job descriptions change?
  • To what extent can you use student interns?

28
Staffing needs? (cont.)
  • Where are the skill sets needed for your
    installation?
  • Do you need to hire another librarian/technician/a
    ssistant?
  • Do the librarians working on the implementation
    have relief from their usual duties?

29
Levels of access
  • What will patrons see?
  • What will staff in each department see?
  • What information is confidential?

30
Stages of implementation
  • Administrative purposes
  • versus
  • Public display (or, coverage data)
  • Ensure that any decisions made at the outset will
    not adversely affect later stages of
    implementation

31
General guidelines
  • Information gathering read any documentation
    you can!
  • List-servs are particularly helpful

32
General guidelines (cont.)
  • Dont expect things to happen quickly
  • Communication!!!!!!!!
  • Ensure all library staff understand the
    importance and value of the system

33
Bibliography
  • Collins, Maria. Electronic resource management
    systems understanding the players and how to
    make the right choice for your library. Serials
    Review. (2005) 31125-140.
  • Smith, Patricia and Jennifer S. Kutzik.
    Implementing ERM a beginners guide. Innovative
    Users Group Conference. San Francisco, CA, May
    2005.
  • Strang, Mark and Christy Reineck. Innovative
    ERM an implementation tale. Innovative Users
    Group Conference. San Francisco, CA, May 2005.
  • Tull, Laura et. al. Integrating and streamlining
    electronic resources via Innovatives Electronic
    Management. Serials Librarian. (2005)
    47(4)103-124.

34
Electronic Resource Management withCUFTS
  • Kevin Stranack
  • CLA, Ottawa, ON
  • June 16, 2006

35
Overview
  • SFU Library Software Development
  • Why Open Source?
  • Knowledge Base
  • Journal Database
  • Link Resolving
  • Planned Enhancements

36
SFU Library Software Development
  • Multiple open source projects
  • Designed to ease resource discovery, access, and
    management
  • Used internationally
  • Development teams located at SFU
  • Funded by COPPUL, ELN, SFU, international
    partners

37
Why Open Source?
  • LAMP Mature, stable software
  • Lower costs
  • Philosophical compatibility
  • Peer reviewed software community input and
    decision-making
  • Contributes to the wider library community

38
CUFTS ERMS
  • Knowledge base of e-resource information
  • Kept up to date at SFU
  • Includes over 300 collections
  • Aggregators
  • Electronic publishers
  • Open access collections

39
CUFTS ERMS
  • First stage of development
  • Providing a single location for e-resource
    information
  • Costs
  • Renewal dates
  • Licensing terms
  • Contacts

40
CUFTS ERMS
41
CUFTS Journal Database (CJDB)
  • Public interface to serials collection
  • Integrates print and electronic
  • Based on CUFTS data, local MARC records, shared
    MARC records
  • Searchable
  • Subject and title browsing
  • Tagging
  • Export MARC records

42
(No Transcript)
43
(No Transcript)
44
Link Resolving
  • CUFTS can be used as an independent link resolver
  • Currently working with the GODOT link resolver

45
(No Transcript)
46
(No Transcript)
47
Planned CUFTS Enhancements
  • A-Z Database of Databases List
  • Variable User Permissions
  • Staff CJDB Display
  • Additional ERM Fields
  • Resource Status
  • Reports/Statistics
  • Import PDF Documents/Excel Spreadsheets

48
Further Information
  • Kevin Stranack
  • Simon Fraser University Library
  • kstranac_at_sfu.ca
  • http//researcher.sfu.ca
Write a Comment
User Comments (0)