Using Process Mapping to Assess and Improve eResource Workflow

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Presented as part of the "Innovative Practices in Electronic Resources and Acquisition Management" Preconference at the 2010 Charleston Conference. Also presenting were Ryan Weir, Regina Koury, Denise Pan, Kelly A. Smith, and Geoffrey P. Timms.

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  • 2 basic components to successful eResource management
  • At EKU, we often use a tool called Process Mapping to assess and improve our workflows and processes. We’ve used this for processes involving Databases, eBooks, and eJournals. This presentation will cover how we’ve applied this process to managing our databases. Furthermore, it will focus on just the acquisition part of the process, as opposed to the access and discoverability part.
  • Question marks indicate areas where the “hand-offs” break down.
  • Goals met:
    ~ more efficient
    ~ better tracking of historical decisions, etc.
  • Transitioned from siloed to shared tools.
  • Many shared documents stored in Sharepoint (microsoft’s web-based collaboration tool).
  • Benefits of Sharepoint (Microsoft’s web-based collaboration tool)

    good for creating single tracking documents that are updated by multiple people
    only one person can edit at a time – prevents version problems
    web-based – accessible from anywhere
    private and secure – login authenticated using campus credentials
    flexible – can add columns, tabs, etc., as needed
    small learning curve – staff already know how to use Excel
    basic alerts built in – can get email notification when files for which you’ve set up an alert have been edited
  • Drawbacks of Sharepoint:

    Interface has some glitches – sometimes users end up in endless login loop
    Folder/file structure not easily changed. Cannot move files from one folder to another.
  • Separate tab to track a specific workflow - renewals
  • Ndrive (our shared network drive)

    Benefits to this tool
    Good for storing and organizing sets of files = virtual file cabinet.

    Drawbacks
    There’s not a way to tell if someone else is currently editing, so when multiple people edit N drive documents, there’s a potential for version conflicts.
    Not available from the web. Can use VPN to access, but this is more complicated.
    For stats, no way to pull reports. Files are static. We will soon be tracking all of this in SFX’s USTAT service, which includes Sushi cabability as well as other more advanced reporting tools.
  • We will soon be tracking all of this in SFX’s USTAT service. (next slide)
  • We are now transitioning all stats storage to Ustat, the statistics gathering tool offered as part of SFX, our OpenURL link resolver. Sushi-compliant reports are automatically harvested by Ustat, and we are also gradually uploading all non-sushi compliant reports there.
  • Finally, we have to manually populate our locally built Database of Databases that generates a public Database A-Z list.
  • This is the public view of our Databases list.
  • In conclusion, right now we have Sharepoint and N drive, which are very useful containers for documents and shared editing, and they have worked better than our previous systems; and we’ve got a database of databases that generates a public view. But these are separate systems that we’ve got to edit manually in multiple places, and we’ve got no real way to track every piece of the workflow that we are doing.

    Commercial ERMs that we explored seemed to mainly serve the container function. “Ticklers” and “Reminders” are not adequate substitutes for actual workflow management. So we’ve decided to build our own system with integrative architecture.

    We are working on 2 projects:

    DRUPAL
    Benefits:
    Extensively customizable
    Will populate public view of resources

    Drawbacks:
    ? Not sure yet

    FOOTPRINTS TICKETING SOFTWARE
    Benefits:
    “Free” to library – campus IT already has license for it
    Will allow us to track workflow from staff member to staff member.
    Central space to store correspondence about a resource – can get stuff out of hidden email folders.

    Drawbacks:
    Extended set-up time – relying on campus IT to get it started – asked to implement in January… still waiting
    Does not talk to existing library tools.

  • Using Process Mapping to Assess and Improve eResource Workflow

    1. 1. Using Process Mapping to Assess and Improve eResources Workflow Kelly Smith Charleston Conference November 3, 2010
    2. 2. http://www.flickr.com/photos/geishaboy500/100043823 Workflow Tools
    3. 3. Workflow Process Mapping
    4. 4. Vendor Acquisitions Staff eResource 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 Maybe Send Invoice & License Vendor Admin Sites Approve payment SharePoint Meeting Minutes Pay Invoice Verify Continued Access Voyager & Banner End Database Acquisition “Before” Workflow Email/phone w/vendor/consortia Notify Vendor
    5. 5. 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 Acquisition “After” Workflow
    6. 6. Before.. After.. Current Database Acquisition Tools
    7. 7. Current Database Tool - Sharepoint
    8. 8. The “Electronic Resources” Spreadsheet – Over 170 licensed eResources tracked Current Database Tool - Sharepoint
    9. 9. The “Electronic Resources” Spreadsheet – Over 170 licensed eResources tracked Current Database Tool - Sharepoint
    10. 10. “The Sharepoint Spreadsheet” – Renewals Tab Current Database Tool - Sharepoint
    11. 11. “The N Drive” – eResources Folder Current Database Tool
    12. 12. “The N Drive” – Usage Stats Folder Current Database Tool
    13. 13. UStat Current Database Tool
    14. 14. PHP-based Database of Databases Current Database Tool
    15. 15. PHP-based Database of Databases Current Database Tool
    16. 16. http://www.flickr.com/photos/kentbye/2053916246 EKU is… 1) Building an eResource Management tool using Drupal  Desired Fields/Functionality: http://tinyurl.com/drupaldb  Mockup: http://library- dev.eku.edu/resources/subject 2) Hoping to develop a ticketing system using Footprints software to track  Changes with journal titles  Problem reports Next Step Need a better TOOL to *Manage* the workflows we’ve developed.
    17. 17. Thank You! Kelly Smith Continuing Resources Team Leader Eastern Kentucky University Libraries kelly.smith2@eku.edu

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