Wayne State University Press had used an aging database system for over 20 years that no longer met their needs as their business evolved. They considered either completely rewriting the database or replacing it. After moving their IT resources to focus more on digital strategy, they determined a hosted title management system would better support their processes while freeing up resources for digital projects core to their business. Both benefits and risks exist to using an off-the-shelf system, but it can leverage functionality added for other users and avoid challenges of a custom build. Strategic planning is needed to choose a system that fits existing workflows.

1. Wayne
State
University
Press
The
Case
for
Buying
a
Title
Management
Database

2. How
did
we
get
here?
Wayne
State
University
Press
had
used
a
FileMaker
Pro
database
for
over
20
years.
During
that
Eme
it
was
updated
several
Emes,
but
ulEmately
did
not
scale
well
or
adapt
to
the
rise
of
digital
products.
Finding
someone
with
the
ability
to
update
the
database
proved
difficult.
It
became
clear
that
the
database
had
to
be
completely
rewriKen,
or
it
needed
to
be
replaced.
Do
we
build
or
buy?

3. It
comes
down
to
strategy
• In
2011
Wayne
State
University
Press
reclassed
their
Systems
Administrator
posiEon
to
a
Technical
Project
Manager
posiEon
• HosEng
of
the
Press’
servers
were
transferred
to
the
university
data
center
under
their
colocaEon
program
The
Press
made
a
conscious
decision
to
move
the
focus
of
this
posiEon
from
pure
IT
to
digital
strategy.
Rather
than
hosEng
and
maintaining
systems
that
are
not
part
of
our
core
business,
we
free
up
Eme
and
resources
to
focus
on
digital
strategy
and
product
development.
By
moving
to
a
hosted
soluEon
for
Etle
management,
and
using
that
Etle
management
database
to
feed
our
other
systems,
we
have
more
hours
to
devote
to
focus
on
digital
projects
that
are
part
of
our
core
business.

4. The
benefits
of
an
exisEng
system
Let
other
people
make
the
mistakes
• First
adopters
oTen
go
through
implementaEon
difficulEes
• SeKling
on
a
set
of
requirements
can
be
like
hiVng
a
moving
target
• First
aKempts
at
a
build
oTen
lack
funcEonality
and
features
that
can
spiral
costs
out
of
control
Benefit
from
funcEonality
requested
by
others
• By
using
an
off-­‐the-­‐shelf
system
you
gain
the
benefit
of
updates
created
for
other
publishers
• Development
budgets
can
be
stretched
further
by
partnering
with
fellow
clients

5. The
cons
of
an
exisEng
system
It
may
not
be
100%
what
you
need
or
want
• CustomizaEon
is
possible
but
may
be
limited
due
to
impact
on
other
companies
using
the
system
• CustomizaEon
may
be
slow
–
impact
analysis
is
necessary,
and
in
some
cases
compromise
is
required
The
risk
of
relying
on
a
3rd
party
• If
this
company
goes
out
of
business,
what
happens
to
your
system?
• Who
owns
your
data?
–
Make
sure
you’re
legally
protected,
and
back
up
any
electronic
assets
locally
if
you’re
using
a
Digital
Asset
Manager

6. Think
strategically
and
be
honest
about
your
abiliEes
as
an
organizaEon
Things
to
remember:
• Don’t
assume
you
can’t
afford
it
• Make
sure
you
have
someone
on
staff
who
can
“speak
geek”
• Choose
a
system
based
on
how
well
it
fits
your
exisEng
process
–
don’t
change
your
process
to
suit
the
tool
• Find
other
users
and
form
relaEonships
–
the
other
users
are
someEmes
the
best
resources
for
informaEon
• Using
an
off-­‐the-­‐shelf
system
may
give
you
more
bang
for
your
buck
Contact:
Bonnie.Russell@wayne.edu
TwiKer:
@bjr70