Optimizing E-Resources Management

E-Resources Management
Athena Hoeppner
eResources Librarian
University of Central Florida

Connecting Users with Content
Linking
& Access
Discovery
Authorization

Outcomes of Well Managed eResources
Discovery system includes metadata or user
has a working persistent link
Link system has correct holdings turned on
Link system has correct URL to content
Authentication system properly configured
Vendor recognizes library/organization (IP or
Shibb)
Library has current license/access rights
Vendor recognizes the access rights
Access available at that moment (SU limits)
Content host and delivery mechanism is
working
Network is up, browsers accepts cookies and
runs scripts…

Psyching Users with Inaccessible Content

Why?
Outcomes of Flawed eResources Management
Cant find content
Not purchased/licensed (or licensed lapsed)
Not in the discovery system index/OPAC/database
list/searched source
Bad metadata in discovery system
Variant title, ISSN or other data searched/indexed
Can’t access content
Not purchased/licensed
Not turned-on or configured in access-support
systems
Incorrectly turned-on or configured (incorrect
holdings in resolver, incorrect or missing EZproxy
configuration
Out of date, broken URLs

eResources Management Ecosystem
Management & Assessment
Linking
& Access
Discovery
Authorization
Communication
& Organization

Workflow of E-Resource Management
Provide
Support
Evaluate
Monitor
Provide
Access
Register
IP Addresses
Portals/ Access lists
Proxy servers
Campus authentication
URL maintenance
Acquire
User IDs
Preferences (store)
Holdings lists
Access restrictions
View rights for use
Problem log
Hardware needs
Software needs
Contact info
Troubleshoot/ triage
Trial use
Assess need/budget
License terms
Price
Evaluate
Administer
Usage stats
Downtime analysis
Review problems
User feedback
Three S's of Electronic Resource Management. Todd Carpenter, Bob McQuillan, and Oliver Pesch

E-Resource Pain Management
Provide
Support
Evaluate
Monitor
Provide
Access
Register
IP Addresses
Portals/ Access lists
Proxyservers
Campus authentication
URL maintenance
Acquire
User IDs
Preferences (store)
Access restrictions
Viewrightsfor use
Problem log
Hardware needs
Software needs
Contact info
Troubleshoot/triage
Trial use
Assess need/budget
Licenseterms
Price
Evaluate
Administer
Usage stats
Downtime analysis
Review problems
User feedback
Holdingslists

http://old.diglib.org/pubs/dlf102/dlf102.htm

Since 2004 …
Verde®
Millennium™ ERM
360 Resource Manager
ERM Essentials™
Open ERAM
HERMIS
SwetsWise eSource Manager
Gold Rush
ERMes
CUFTS
Unified Resource Management
Web-scale Management Service
(WMS)
CORAL

consider
acquisition
recommend
to consortia?
notify consortia
of product
consideration
notify internal
staff of product
consideration
product trial?
no
yes
negotiated
trial license
required?
product trial
start
initiate trial
licensing
process
yes
no
yes
yes
activate trial in
public interface
announce trial
deactivate trial
in public
interface
gather and
consider trial
feedback
proceed?1
no
no
log decision and
reason not to
proceed
no yes
to A
p.2
determine if trial
will be public
public trial? public trial?
yes
noyes
no
from E
p.4
product trial end
trial license
terms
acceptable?
negotiate trial
license terms
negotiation
progress
expected?
noyes
supply
authentication
info (IP
addresses) to
provider
record
administrative
info: contact,
problem
procedures, etc.
notification of new
product
Electronic Resource Management
Workflow Flowchart
p. 1 of 4
end
Workflow Flowchart
p. 2 of 4
license
required?
technically
feasible? 3
plan technical
implementation
initiate licensing
process
license terms
acceptable?
negotiate
license terms
negotiation
progress
expected?
no
yes
yes
interrupt other
parallel
processes
no
yes
consider
business issues:
price, interface,
archiving,
reliability, etc.4
business
terms
acceptable?
negotiate
business terms
negotiation
progress
expected?
yes
no
log decision and
reason not to
proceed
no
no
yes
from A
p.1
to B
p.3
This line indicates the end of
parallel processing. After all
processes leading to this line
are complete, the next step in
the flowchart may begin.
This line indicates the start of
parallel processing. The
processes leading from this
line may be done
simultaneously or in any
order. 2
log licensing
info
yes
end
Workflow Flowchart
p. 3 of 4
from B
p.2
required
order or
registration
process?
confirm details
of consortia or
solo purchase
order/register/
formally sign
license
no
authentication
info (IP
addresses, etc.)
to provider
yes
customize
interface
notify catalogers
and service
administrators of
live product
instruction
guides
is this a
renewal?
no
public
display(s);
announce item
captured
locally?
useful usage
data available
from vendor?
product in
usage capture
schedule
periodic request
for improved
usage data from
vendor
yes
no
no
yes
yes
to C
p.4
from D
p.4
product
implemented
and service
administrators
of impending
product 6
activate/install
product
receive
activation info or
item from vendor
ensure
completeness of
admin info about
product
usage data
harvested
from vendor
also?
yes
no
This page includes many processes
that must be completed before a
product is fully implemented.
Different institutions’ workflows may
vary considerably at this point;
therefore, many processes are
depicted without much detail, and
the order of some processes is
somewhat arbitrary.
Workflow Flowchart
p. 4 of 4
impending
expiration?
routine product
maintenance 7
product
discontinued
or moving to
new
provider?
no
product review 8
license
needs
renewal?
renew ?
yes
initiate license
renewal process
license terms
acceptable?
negotiate
license terms
negotiation
progress
expected?
no
yes
no
yes
subscription
needs
renewal?
yes
yes
no
to E
p.1
inform vendor
and provider of
product
cancellation
perpetual
access and/
or archival
rights?
edit public
display(s) to
reflect changed
holdings
remove product
from public
display(s)
no
yes
no
no
yes
no
no
from C
p.3
to D
p.3
yes
edit
administrative
data to reflect
retirement
edit
administrative
data to reflect
changed status
product
moving to
new
provider?
product
moving to
new
provider?
yes
no
product
discontinued
or moving to
new
provider?
no
yesyes
end

Different Types of ERMSs
1. EBSCO’ ERM Essentials
2. Ex Libris’ Verde
3. Innovative Interface’ Innovative ERM
4. Serials Solutions’ 360 Resource Manager
5. TDNet’ TDNet ERM Solutions
6. Colorado Alliance’ Gold Rush
7. SirsiDynix’ E-Resource Central
8. Priory Solution’ Research Monitor
9. University of Notre Dame’ CORAL
10. Simon Fraser University Library’ CUFTS
11. University of Wisconsin-La Crosse’ ERMes
12. SemperTool’ Resource Management System - RMS
13. OCLC’ Web-share License Manager
14. MIT’ VERA
15. HARRASSOWITZ’ HERMIS
16. The Johns Hopkins University’ HERMES
Electronic Resource Management: Progressive Trends. Dr. Nihar K. Patra

10
14
7
8
7
12
9
8
7
9
7
9 9
5
8
4
0
2
4
6
8
10
12
14
16 ERMEssential
Verde
InovativeERM
360Resource…
e-ResourceManeger
CORAL
CUFTS
ERMes
RMS
WorldShare…
VERA
HERMIS
HERMES
GoldRush
E-ResourceCentral
ResearchMonitor
Features
Features
Electronic Resource Management: Progressive Trends . Dr. Nihar K. Patra

Features and Compliance ≠ Flexibility and Fit

3. What Electronic Resources Management System do you
use?
1%
23%
2%
4%
5%
1%4%
30%
30%
Verde
Serials Solutions
Alma
EBSCO ERM Essentials
CORAL
ERMes
OCLC WorldShare License
Manager
Other
None
OA in the library collection: The challenges of identifying and managing open
access resources. Chris Bulock and Nathan Hosburgh.

Top 15 ERM Priorities Based on Librarian Survey
1. Workflow management
2. License management
3. Statistics management
4. Administrative Information
5. Acquisitions Functionality
6. Integration/interoperability with other systems
7. Subscription management
8. Public display
9. Vendor contact information
10. Support for collection evaluation
11. Consolidate ERM information
12. Package management
13. Holdings Management
14. Reporting
15. Usability
At ERMS Length: Evaluating Electronic Resource Management Systems

Difficult Things
• eBooks
• Consortial PDA
• Simultaneous User Limits
• Accrued uses Limits
• Check out = lock out
• App and DRM requirements
• Online Videos
• DDA to lease
• Lease expiration dates
• Access
• Volume of and multiple locations for URLs, PURLs, 856
• Google, OpenURL, Discovery, Catalog, Local list, EZproxy all in sync
• Multiple knowledgebases
• Inaccurate and incomplete knowledgebases
• Acquisitions and Invoicing
• reporting invoice dates,
• how much expected to spend, etc.

REALLY Difficult Things
• eJournals
• eJournal consortial packages and shared pricing
• Perpetual rights
• Access only v Open Access v Licensed v Core Sub v Fresh
Opt-in

Wiley Renewal Examples
• Consortial subscription
• UCF portion split between Main and CoM
• Title lists, take overs, ceased, merged, dropped, opt in,
etc.
• Perpetual rights
• Access rights

Special Ordering Requirements

Add or change bib and order
records
Close order records
Turn on or off in Resolver
Configure and check access
Adjust Discovery and linking
Figure out perpetual
access…
Figure out price changes…
Figure out cost split…
Do these tables
this apply to me?

Is
It
Me?
Get
Organized
Work faster
Remember
details
Track
progress
Communicate
effectively
Get an ERM?
Can I…

An Explosion of Access Only Journals to Manage
287
64
84
173
374
69
2235
327
243
1973
1387
679
ELSEVIER
SCIENCE
DIRECT
CAMBRIDGE
ᶧ ᶧ
OXFORD SPRINGER WILEY SAGE ᶧ ᶧ
# UCF Subs # Titles Accessible

Standards
• Exchanging title lists (publisher to agent)
• KBART, ONIX-SPS
• Exchanging holdings lists (agent to library; agent to
knowledge base vendor)
• KBART, ONIX-SOH
• Exchanging cost information (agent to library)
• EDI, CORE
• Exchanging license terms (publisher to agent; agent to
library)
• ONIX-PL
• Exchanging usage data (publisher to library)
• COUNTER, SUSHI
Three S's of Electronic Resource Management. Todd Carpenter, Bob McQuillan, and Oliver Pesch

Tools I Use for ERM Tools I Don’t Use for ERM

o Frame pain points... Outline some of the problems that seem to be
intractable... e.g. PDA and how to handle, streaming, renewals, moving packages,
perpetual rights, access technology, keeping all configs and holdings in sync. Some
of the tools and skills.
o Talked about need for flexible reporting such as for finding resources
that can be paid for with next year’s budget without interrupting service...
o Concerns with relying on the one KB and what happens if
package/resource being acquired/managed isn’t in the KB or is in the KB wrong...

http://existentialcomics.com/comic/29

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Optimizing E-Resource Management:
Integrating Decision Data into the Workflow
Oliver Pesch
Chief Product Strategist
EBSCO Information Services
opesch@ebsco.com

Charleston Conference TM
What we will cover…
• Challenges in getting data to support decisions
into the hands of those doing the work
• Subscription management as an example
• Promising standards work to unlock the
potential

SILOS OF DATA, RESTRICTED
ACCESS, DETAILS NOT CAPTURED
Difficulties in integrating actionable data into the workflow...

Subscription
Management
Book
intermediaries
eBook
Platforms
ILL
Acquisitions
ERM Systems
Where staff do their work...
Etc.
Accessing Relevant Data

Subscription
Management
Book
intermediaries
eBook
Platforms
ILL
Acquisitions
ERM Systems
Financial
Systems
Spreadsheets/
Access dbs
Usage
Modules
KB systems
Where staff do their work... Where the decision data is...
Etc. Etc.
Accessing Relevant Data
File cabinets
Publisher
Sites (usage)

SUBSCRIPTION MANAGEMENT
WITH INTEGRATED DECISION DATA
A quick walk-through of...

The environment...
Subscription
Management
System
Display
logic
Orders
Renewals
Claiming
Packages
Reporting
Etc.

The environment...
A-to-Z Listing
(KB)
Usage
Consolidation
(COUNTER)
Subscription
Management
System
Display
logic
Orders
Renewals
Claiming
Packages
Reporting
Etc.
+ real time access to holdings
Holdings
Usage
Cost-per-use
Dashboards
Package performance analysis
Analysis reports

Renewals

Order Details

Packages

Analysis Reports

STANDARDS WORK
Unlocking the potential via standards...

SUSHI-Lite
A technical report – not a new standard – being
developed by the NISO SUSHI committee
• A light-weight approach to delivering COUNTER
report data
• Using up-to-date web service approaches that uses
HTTP/REST for communication and JSON for the
contents
• Ideal for delivering snippets of usage but also useful
for full reports

SUSHI-Lite
Live example …
https://www.jusp.mimas.ac.uk/api/sushilite/v1/Report/?Rep
ort=JR1
&RequestorID=test
&CustomerID=test
&ItemIdentifier=journal:issn:1084-5453
&BeginDate=2012-01
&EndDate=2012-06
*based on an early prototype -- syntax and response doesn’t exactly match final
recommendations

Extending KBART
The following work is being proposed to NISO to
extend KBART by:
• Adapting for exchange of library holdings
• Specifying an API for automated harvesting
• Use Filter approach like SUSHI-Lite enabling retrieval
of holdings for just one title

The potential....
Add display usage and holdings in...
• Acquisitions modules
• Book ordering systems
• Holdings management systems
• Catalogs
• Interlibrary loan systems
• ERMs

Thanks!
opesch@ebsco.com

Optimizing E-Resources Management

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