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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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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. http://dilbert.com/strips/comic/2009-10-11/<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. http://drupal.org/project/workflow
  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>flickr.com/photos/billward/425420616/ <br />
  20. 20. Live demo…http://library-dev.eku.edu/user<br />
  21. 21. Follow our progresshttp://library-dev.eku.edu/Kelly Smith kelly.smith2@eku.eduLaura Edwards laura.edwards@eku.edu<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 (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. <br />Kuali: Kitchen wok- humble utensil that plays  an important role in thesuccessful kitchen.<br />Kuali + OLE (Open Library Environment)(http://ole.kuali.org)<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: http://ole.kuali.org<br />Follow Us on Twitter: @kualiole<br />Follow Us on Linkedin: http://www.linkedin.com/groups?gid=2653081<br />NewsFeed - http://feeds.kuali.org/KualiInsider<br />For more on Kuali OLE Contact<br />Robert H. McDonald, Executive Director-Kuali OLE<br />robert@kuali.org or by phone at 812-856-4834<br />For more on Kuali Foundation Contact<br />Jennifer Foutty, Executive Director Kuali Foundation<br />jfoutty@kuali.org or by phone at 812-345-3948<br />
  58. 58. Questions?<br />

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