creative solutions for managing e resources workflow

Creative Solutions for Managing eResources Workflow

Laura Edwards and Kelly Smith OVGTSL Conference

May 21, 2010

http://www.flickr.com/photos/geishaboy500/100043823

Workflow Tools

Process Mapping

VendorAcquisition

s StaffeResource Librarian

Administrative

Coordinator

Collection Dev. Cte. Tools

Renewal Notice

Log Renewal

Renew?

Paper Folder/File

Cabinet

Get Usage Stats

Investigate Pricing

Yes/no

Get input from Liaison/ Fac

MaybeSend Invoice &

License

Vendor Admin Sites

Approve payment

SharePoint Meeting Minutes

Pay Invoice

Verify Continued

Access

Voyager & Banner

End

Database “Before” Workflow

Email/phone w/vendor/consortia

Notify Vendor

Vendor/Agent

Acquisitions Staff

eResource Collection Librarian

Administrative

Coordinator

Collection Dev. Cte. Tools

Renewal Notice

Log Renewal

Renew?

SharePoint Master

eResources Excel File

Get Usage Stats

Investigate Pricing

Notify Vendor Yes/no

Get input from Liaison/ Fac

Send Invoice/ License

Vendor Admin Sites

Sign License

SharePoint Meeting Minutes

Pay Invoice

Voyager & Banner

Shared Network “N” Drive

Email/phone w/vendor/consortia

Notify eResource Access Librarian

License?

No

Yes

Approve Payment

Database “After” Workflow

“The Sharepoint Spreadsheet” – Over 170 licensed eResources tracked

Database Tools

“The Sharepoint Spreadsheet” – Over 170 licensed eResources tracked

Database Tools

“The Sharepoint Spreadsheet” – Renewals TabDatabase Tools

“The N Drive” – Usage Stats Folder

Database Tools

VendorAcquisition

s Staff

eResource Collection Librarian

eResource Support

StaffTools

eBook order placed

Paper Folder/File

Cabinet

Import and edit MARC record file

Vendor Admin Sites

Voyager & Banner

End

eBooks “Before” Process

OCLC

Invoice in Voyager

Discover that

record is needed.

eMail

MarcEDIT

VendorAcquisition

s Staff

eResource Collection Librarian

eResource Access

Librarian

eResource Support

StaffTools

eBook order placed

Paper Folder/File

CabinetImport and edit MARC record file

Vendor Admin Sites

Voyager & Banner

End

eBooks “After” Process

OCLC

Notify eResource Librarian

Notify Co-workers

Invoice in Voyager

Activate SFX Portfolios

SFXUpdate non/NetLibrary

holdings in OCLC

eMaileMail

eMail

Log Import file information

N Drive

MarcEDIT

Sharepoint ManualeBook Tools

Sharepoint Manual

eBook Tools

N Drive

eBook Tools

N Drive Import Log

eBook Tools

N Drive Record File Folder

eBook Tools

Data SourceeResource Collection Librarian

eResource Access

Librarian

eResource Support Staff Liaisons Tools

Renewal cycle

begins

Compile print usage

data

Make notes in Acquisitions

module

Activate / deactivate

online

Serial Change spreadsheet

Voyager

SFX

Voyager

Scholarly Stats

eResource Librarians meet with

Liaisons

Renew, cancel, or

change format

Journal Renewals Process

Gather online usage

data

Make notes (access issues,

alternate availability, etc.)

Vendor websites

Ebsconet

Submit changes to

Ebsco

Begin closeout process

Sharepoint Serial Change List

eJournal Tools

Sharepoint Title Change List

eJournal Tools

Next Step: How to *Manage* workflows

Image credit: http://www.flickr.com/photos/38033723@N00/3285689600/

Thank You!

Laura EdwardsElectronic Resources Access LibrarianEastern Kentucky University Librarieslaura.edwards@eku.edu

Kelly SmithElectronic Resources Collection Librarian

Eastern Kentucky University Librarieskelly.smith2@eku.edu