ER&L 2011 - Innovative eResource Workflow Strategies

Innovative eResource Workflow StrategiesER&L ConferenceMarch1, 2011
Kelly Smith and Laura Edwards, Eastern Kentucky University
Managing eResource Workflow with Drupal
Xan Arch, Reed College
Ticketing Systems for Tracking E-Resources Workflow
Ben Heet, Notre Dame
CORAL: An Open Source Solution for eResource Management
Robert McDonald and Lori Duggan, Indiana University
Enabling Flexible E-Resources Workflow with Kuali OLE

http://dilbert.com/strips/comic/2009-10-11/

Managing eResources Workflow Using DrupalER&L 2011
Kelly Smith and Laura Edwards
Eastern Kentucky University Libraries

Patron View
eResource Quick Links:
Off Campus Access
Linking to Library Resources
Current Trials
eJournals
eBooks
Streaming Videos
Known Problems
*Report a Problem*

Selective display based on status

Inheritability
Platform-specific inherited fields
Vendor Contact Info
Linking to Library Resources
Stats Login Info
Stats & Sushi Setup
Location of Stats
SFX Base URL
Mobile Options
Accessibility

In Development…
Drupal workflow module will be incorporated to track tasks for new resources. http://drupal.org/project/workflow
Status boxes in admin portal to track “in progress” resources
Embeddable videos
Weighting of resources
Reporting capability
More…
flickr.com/photos/billward/425420616/

Live demo…http://library-dev.eku.edu/user

Follow our progresshttp://library-dev.eku.edu/Kelly Smith kelly.smith2@eku.eduLaura Edwards laura.edwards@eku.edu

Ticketing systems for tracking e-resources workflowER&L 2011
Xan Arch Collection Development Librarian
Reed College Library

Standardized
Centralized
Transparent
Enterprise-level bug tracking software from Atlassian
Already in use in our Digital Library department

Standardized
Each order goes through the same steps
In Progress – Licensing
In Progress – Ordering
In Progress – Electronic Resources
In Progress – Metadata
JIRA notifies the department or individual by email when they are required to act on an issue

Centralized
The web form

Transparent
Display in Wiki

Other Uses
Batch MARC loading requests
Workflow for purchasing microfilm to replace newspaper archives
New proxy requests
Communication between library reference desk and IT department for patrons who need computer support

CORALAn Open Source Solution for eResource Management
Ben Heet
University of Notre Dame
ER&L 2011
Austin, TX

What is the lifecycle of an electronic resource?

Can you just tell me when to turn?!

CORAL Workflows
In 500 ft turn left, … Keep right …
Process the order now…
Don’t forget to sign the license…
Time to activate the resource…
Arriving at destination…
A series of emails and task queues which remind people to do their part

How does it work?

Create your workflow rules…

How this plays out for staff…

Users check their queue for new tasks…
Will be in someone’s queue, until all steps are complete.

Electronic Resources & Libraries Conference 2011
Feb 28-March 2, 2011 - Austin, TX

Enabling Flexible E-Resources Workflow with Kuali OLE
Lori Duggan
Electronic Resources Librarian/Kuali OLE User Story Team - Indiana University
Robert H. McDonald
Executive Director, Kuali OLE – Indiana University

What is Kuali OLE?
Kuali Foundation (http://www.kuali.org) - is a growing community of universities, colleges, businesses, and other organizations that have partnered to build and sustain open-source software for higher education, by higher education.
Kuali: Kitchen wok- humble utensil that plays an important role in thesuccessful kitchen.
Kuali + OLE (Open Library Environment)(http://ole.kuali.org)
An open partnershipamong academic libraries seeking to provide for their evolving needs through the delivery of next generation library management systems and software.

Kuali OLE Partners

Kuali OLE Software Components
New Software being developed by our partner HTC Global Services, Inc., OLE Functional Council and OLE Core Team.
Kuali RICE – middleware that supports a services oriented architecture and an enterprise service bus – ex. Workflow management, notification, identity management, also support for legacy systems.
KFS (Kuali Finance System) – can serve as complete finance system for university or other non-profit – Kuali OLE is using core components to drive our overall select and acquire process.

IU Current ERM Workflow
Simple Database Purchase
Communication Based (Group Email Account)
Vendor Negotiation
Price
If Yes then
Review License – make changes
Return License with Purchase Order
Make a Purchase Order in SIRSI System and encumber funds
Activation Information
Invoice from Vendor
Fully Executed License
All communications kept in printed file folder for long-term access

IU ERM Workflow on Kuali OLE
All internal library communications will be managed by
Kuali RICE
e-doc workflow which is part of KEW (Kuali Enterprise Workflow Engine)
All note fields would be based in web interface system
Once purchase order is established EDI could happen directly from Kuali RICE or could be moved to university purchasing system for approval

Requisition Entry

Item and Accounting Info

Notes Fields for Long-Term Communication Retention

Ad Hoc Routing – Selectors or Other Approvers

Action List – Critical for Notification and Approval

Print PO or EDI to Vendor

Contact Us!
Kuali OLE Website: http://ole.kuali.org
Follow Us on Twitter: @kualiole
Follow Us on Linkedin: http://www.linkedin.com/groups?gid=2653081
NewsFeed - http://feeds.kuali.org/KualiInsider
For more on Kuali OLE Contact
Robert H. McDonald, Executive Director-Kuali OLE
robert@kuali.org or by phone at 812-856-4834
For more on Kuali Foundation Contact
Jennifer Foutty, Executive Director Kuali Foundation
jfoutty@kuali.org or by phone at 812-345-3948

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ER&L 2011 - Innovative eResource Workflow Strategies

by Kelly Smith

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ER&L 2011 - Innovative eResource Workflow Strategies Presentation Transcript