ER&L 2011 - Innovative eResource Workflow Strategies


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Panel Presentation at Electronic Resources & Libraries Conference 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"

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  • Importance of the “hand off”
  • Workflow screenshot:
  • Goals:~ Backend system to manage workflow for eresource collections~ System will display website content that is dynamically generated by fields or categories in the nodes~ Initially populated by cck import of excel spreadsheet; can also add one by oneDriven by “categories” attached to the resource node type.
  • Goals:~ Backend system to manage workflow for eresource collections~ System will display website content that is dynamically generated by fields or categories in the nodes
  • Example of selective display. When Books in Print is set to Canceled, it automatically undisplays.
  • To achieve this, different node types were set up for Platforms and Resources. Associated resources inherit information from the platform level.
  • Connect “New Resource” task field with Drupal workflow module. Create PO and cataloging recordProcess invoice for paymentActivate in SFXPublicizeStatus boxes on the main drupal admin page for field statuses that are “in progress” including: Anything set to renew within the next 3 months Known problems New resources etc.
  • Designed for help desks, ticketing systems can track ‘issues’ through various stages to resolutionEach issue in the queue collates metadata about the acquisition and shares it with others enabling coordinationIssues can also collate documents as attachments to share with othersAt Stanford University, we were struggling with standardizing the flow of an e-resource order through acquisitions, centralizing data about the order in one place (instead of many emails on different computers), and making the process more transparent for the bibliographers placing the orders.
  • Mention Kuali Foundation – support organization as well as group of affiliated higher education enterprise applications – (KFS (Finance), Student, Coeus (Research Admin), OLE (Library), Ready (Disaster Recovery Planning), People Management)Kuali = malaysian word for small wokKuali + OLE = open enterprise library environment based on RICE middleware and Kuali Finance System
  • Mentioned partners here especially fact that these groups matched Mellon Foundation Cash contributions for a total of $4.8MUniversity of Florida - represents large florida consortium of public and private university librariesUniversity of Maryland represents all of USMAI – Maryland affiliated universities within Kuali OLEProbably just name them all and talk about Mellon Funding
  • This is pretty self-explanatory – these are the three major components of Kuali OLENote that the main workflow engine shown today is based on e-doc within Kuali RICE which is part of KEW – Kuali Enterprise Workflow
  • This is your outline so you are on your own.
  • E-doc workflow currently manages approval and documentation for all of IU travel – IU Grants Administration and IU Finance Notification
  • This presentation is for a manually created library item.Requisition is where initial ordering data is entered.
  • You would enter basicinformation about the requisition and select a vendor for entry in the appropriate tabs.
  • You would then add information about the item(s) you want to order and the accounting information associated with the item(s).Please note this is all test data for the KFS system and so the account/object information is not accurate for a library setting.
  • After you complete the requisition, you can add any notes associated with the Requisition and attach a file if necessary.
  • You could then set up ad hoc routing if needed for any reason.Or, you can just hit calculate and then submit for the Requisition to follow the standard university-defined workflow.
  • After the Requisition is submitted, it would appear on the Approvers’ action list – Roberta Renfro.The approver would click to open the document and scroll down to the Route LogThe approver could then “approve/disapprove” the requisition.
  • After the Requisition is approved, it goes into the Action List of the individual who must “print and distribute” the PO.If the Purchase Order did not require that it be printed it would have been sent directly to the vendor once it had been approved.
  • If questions specifically about ERM components – mention that we are still in the process of defining many of the tables for the licensing components that will really make ERM workflow a possibility within OLE.
  • The goals for this presentation are not to get into the nuts and bolts of each solution – there is not enough time for that. The presenters will give you highlights of their solutions so that you can get an idea of what approach might work best for your library.
  • ER&L 2011 - Innovative eResource Workflow Strategies

    1. 1. Innovative eResource Workflow StrategiesER&L ConferenceMarch1, 2011<br /><ul><li> Kelly Smith and Laura Edwards, Eastern Kentucky University</li></ul>Managing eResource Workflow with Drupal<br /><ul><li>Xan Arch, Reed College </li></ul>Ticketing Systems for Tracking E-Resources Workflow<br /><ul><li>Ben Heet, Notre Dame</li></ul>CORAL: An Open Source Solution for eResource Management<br /><ul><li>Robert McDonald and Lori Duggan, Indiana University</li></ul>Enabling Flexible E-Resources Workflow with Kuali OLE<br />
    2. 2.<br />
    3. 3. Managing eResources Workflow Using DrupalER&L 2011<br />Kelly Smith and Laura Edwards<br />Eastern Kentucky University Libraries<br />
    4. 4. Patron View<br />eResource Quick Links:<br />Off Campus Access<br />Linking to Library Resources<br />Current Trials<br />eJournals<br />eBooks<br />Streaming Videos<br />Known Problems<br />*Report a Problem*<br />
    5. 5. Patron View<br />eResource Quick Links:<br />Off Campus Access<br />Linking to Library Resources<br />Current Trials<br />eJournals<br />eBooks<br />Streaming Videos<br />Known Problems<br />*Report a Problem*<br />
    6. 6. Selective display based on status<br />
    7. 7. Inheritability<br />Platform-specific inherited fields<br /><ul><li> Vendor Contact Info
    8. 8. Linking to Library Resources
    9. 9. Stats Login Info
    10. 10. Stats & Sushi Setup
    11. 11. Location of Stats
    12. 12. SFX Base URL
    13. 13. Mobile Options
    14. 14. Accessibility</li></li></ul><li>In Development…<br /><ul><li>Drupal workflow module will be incorporated to track tasks for new resources.
    15. 15. Status boxes in admin portal to track “in progress” resources
    16. 16. Embeddable videos
    17. 17. Weighting of resources
    18. 18. Reporting capability
    19. 19. More…</li></ul> <br />
    20. 20. Live demo…<br />
    21. 21. Follow our progress Smith kelly.smith2@eku.eduLaura Edwards<br />
    22. 22. Ticketing systems for tracking e-resources workflowER&L 2011<br />Xan Arch Collection Development Librarian<br />Reed College Library<br />
    23. 23. Standardized<br />Centralized<br />Transparent<br />Enterprise-level bug tracking software from Atlassian<br /> Already in use in our Digital Library department<br />
    24. 24. Standardized<br /> Each order goes through the same steps<br /><ul><li>In Progress – Licensing
    25. 25. In Progress – Ordering
    26. 26. In Progress – Electronic Resources
    27. 27. In Progress – Metadata</li></ul> JIRA notifies the department or individual by email when they are required to act on an issue<br />
    28. 28. Centralized<br /> The web form<br />
    29. 29. Transparent<br /> Display in Wiki<br />
    30. 30. Other Uses<br />Batch MARC loading requests<br />Workflow for purchasing microfilm to replace newspaper archives<br />New proxy requests<br />Communication between library reference desk and IT department for patrons who need computer support<br />
    31. 31. CORALAn Open Source Solution for eResource Management<br />Ben Heet<br />University of Notre Dame<br />ER&L 2011<br />Austin, TX<br />
    32. 32. What is the lifecycle of an electronic resource?<br />
    33. 33. Can you just tell me when to turn?!<br />
    34. 34. CORAL Workflows<br /><ul><li> In 500 ft turn left, … Keep right …
    35. 35. Process the order now…
    36. 36. Don’t forget to sign the license…
    37. 37. Time to activate the resource…
    38. 38. Arriving at destination…</li></ul>A series of emails and task queues which remind people to do their part<br />
    39. 39. How does it work?<br />
    40. 40. Create your workflow rules…<br />
    41. 41. How this plays out for staff…<br />
    42. 42. Users check their queue for new tasks…<br />Will be in someone’s queue, until all steps are complete.<br />
    43. 43. Electronic Resources & Libraries Conference 2011<br />Feb 28-March 2, 2011 - Austin, TX<br />
    44. 44. Enabling Flexible E-Resources Workflow with Kuali OLE<br />Lori Duggan<br />Electronic Resources Librarian/Kuali OLE User Story Team - Indiana University<br />Robert H. McDonald<br />Executive Director, Kuali OLE – Indiana University<br />
    45. 45. What is Kuali OLE?<br />Kuali Foundation ( - 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. <br />Kuali: Kitchen wok- humble utensil that plays  an important role in thesuccessful kitchen.<br />Kuali + OLE (Open Library Environment)(<br />An open partnershipamong  academic  libraries  seeking  to provide for  their  evolving  needs  through the delivery of next generation library management systems and software.<br />
    46. 46. Kuali OLE Partners<br />
    47. 47. Kuali OLE Software Components <br />New Software being developed by our partner HTC Global Services, Inc., OLE Functional Council and OLE Core Team.<br />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.<br />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.<br />
    48. 48. IU Current ERM Workflow<br />Simple Database Purchase<br />Communication Based (Group Email Account)<br />Vendor Negotiation<br />Price<br />If Yes then<br />Review License – make changes<br />Return License with Purchase Order<br />Make a Purchase Order in SIRSI System and encumber funds<br />Activation Information<br />Invoice from Vendor<br />Fully Executed License<br />All communications kept in printed file folder for long-term access<br />
    49. 49. IU ERM Workflow on Kuali OLE<br />All internal library communications will be managed by<br />Kuali RICE<br />e-doc workflow which is part of KEW (Kuali Enterprise Workflow Engine)<br />All note fields would be based in web interface system<br />Once purchase order is established EDI could happen directly from Kuali RICE or could be moved to university purchasing system for approval<br />
    50. 50.
    51. 51. Requisition Entry<br />
    52. 52. Item and Accounting Info<br />
    53. 53. Notes Fields for Long-Term Communication Retention<br />
    54. 54. Ad Hoc Routing – Selectors or Other Approvers<br />
    55. 55. Action List – Critical for Notification and Approval<br />
    56. 56. Print PO or EDI to Vendor<br />
    57. 57. Contact Us!<br />Kuali OLE Website:<br />Follow Us on Twitter: @kualiole<br />Follow Us on Linkedin:<br />NewsFeed -<br />For more on Kuali OLE Contact<br />Robert H. McDonald, Executive Director-Kuali OLE<br /> or by phone at 812-856-4834<br />For more on Kuali Foundation Contact<br />Jennifer Foutty, Executive Director Kuali Foundation<br /> or by phone at 812-345-3948<br />
    58. 58. Questions?<br />