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ER&L 2011 - Innovative eResource Workflow Strategies
The document discusses innovative e-resource workflow strategies presented at the ER&L conference in 2011, focusing on various tools and systems for managing e-resources, including Drupal, Jira, and Kuali OLE. It highlights the importance of standardized processes and collaboration among library staff for effective tracking and management of electronic resources. Several presentations from different universities provide insights into their specific workflows and systems used to enhance efficiency and communication in e-resource management.
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ER&L 2011 - Innovative eResource Workflow Strategies
- 1. Innovative eResource WorkflowStrategiesER&L ConferenceMarch1, 2011 Kelly Smith and Laura Edwards, Eastern Kentucky UniversityManaging eResource Workflow with DrupalXan Arch, Reed College Ticketing Systems for Tracking E-Resources WorkflowBen Heet, Notre DameCORAL: An Open Source Solution for eResource ManagementRobert McDonald and Lori Duggan, Indiana UniversityEnabling Flexible E-Resources Workflow with Kuali OLE
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- 3. Managing eResources WorkflowUsing DrupalER&L 2011Kelly Smith and Laura EdwardsEastern Kentucky University Libraries
- 4. Patron VieweResource QuickLinks:Off Campus AccessLinking to Library ResourcesCurrent TrialseJournalseBooksStreaming VideosKnown Problems*Report a Problem*
- 5. Patron VieweResource QuickLinks:Off Campus AccessLinking to Library ResourcesCurrent TrialseJournalseBooksStreaming VideosKnown Problems*Report a Problem*
- 6. Selective display basedon status
- 7. InheritabilityPlatform-specific inherited fieldsVendor Contact Info
- 8. Linking toLibrary Resources
- 9. Stats LoginInfo
- 10. Stats &Sushi Setup
- 11. Location ofStats
- 12. SFX BaseURL
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- 14. AccessibilityIn Development…Drupalworkflow module will be incorporated to track tasks for new resources. http://drupal.org/project/workflow
- 15. Status boxes inadmin portal to track “in progress” resources
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- 21. Follow our progresshttp://library-dev.eku.edu/KellySmith kelly.smith2@eku.eduLaura Edwards laura.edwards@eku.edu
- 22. Ticketing systems fortracking e-resources workflowER&L 2011Xan Arch Collection Development LibrarianReed College Library
- 23. StandardizedCentralizedTransparentEnterprise-level bug trackingsoftware from Atlassian Already in use in our Digital Library department
- 24. Standardized Each ordergoes through the same stepsIn Progress – Licensing
- 25. In Progress –Ordering
- 26. In Progress –Electronic Resources
- 27. In Progress –Metadata JIRA notifies the department or individual by email when they are required to act on an issue
- 28. Centralized Theweb form
- 29. Transparent Displayin Wiki
- 30. Other UsesBatch MARCloading requestsWorkflow for purchasing microfilm to replace newspaper archivesNew proxy requestsCommunication between library reference desk and IT department for patrons who need computer support
- 31. CORALAn Open SourceSolution for eResource ManagementBen HeetUniversity of Notre DameER&L 2011Austin, TX
- 32. What is thelifecycle of an electronic resource?
- 33. Can you justtell me when to turn?!
- 34. CORAL Workflows In 500 ft turn left, … Keep right …
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- 39. How does itwork?
- 40. Create your workflowrules…
- 41. How this playsout for staff…
- 42. Users check theirqueue for new tasks…Will be in someone’s queue, until all steps are complete.
- 43. Electronic Resources &Libraries Conference 2011Feb 28-March 2, 2011 - Austin, TX
- 44. Enabling Flexible E-ResourcesWorkflow with Kuali OLELori DugganElectronic Resources Librarian/Kuali OLE User Story Team - Indiana UniversityRobert H. McDonaldExecutive Director, Kuali OLE – Indiana University
- 45. What is KualiOLE?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. Kuali: Kitchen wok- humble utensil that plays an important role in thesuccessful kitchen.Kuali + OLE (Open Library Environment)(http://ole.kuali.org)An open partnershipamong academic libraries seeking to provide for their evolving needs through the delivery of next generation library management systems and software.
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- 47. Kuali OLE SoftwareComponents New Software being developed by our partner HTC Global Services, Inc., OLE Functional Council and OLE Core Team.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.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.
- 48. IU Current ERMWorkflowSimple Database PurchaseCommunication Based (Group Email Account)Vendor NegotiationPriceIf Yes thenReview License – make changesReturn License with Purchase OrderMake a Purchase Order in SIRSI System and encumber fundsActivation InformationInvoice from VendorFully Executed LicenseAll communications kept in printed file folder for long-term access
- 49. IU ERM Workflowon Kuali OLEAll internal library communications will be managed byKuali RICEe-doc workflow which is part of KEW (Kuali Enterprise Workflow Engine)All note fields would be based in web interface systemOnce purchase order is established EDI could happen directly from Kuali RICE or could be moved to university purchasing system for approval
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- 53. Notes Fields forLong-Term Communication Retention
- 54. Ad Hoc Routing– Selectors or Other Approvers
- 55. Action List –Critical for Notification and Approval
- 56. Print PO orEDI to Vendor
- 57. Contact Us!Kuali OLEWebsite: http://ole.kuali.orgFollow Us on Twitter: @kualioleFollow Us on Linkedin: http://www.linkedin.com/groups?gid=2653081NewsFeed - http://feeds.kuali.org/KualiInsiderFor more on Kuali OLE ContactRobert H. McDonald, Executive Director-Kuali OLErobert@kuali.org or by phone at 812-856-4834For more on Kuali Foundation ContactJennifer Foutty, Executive Director Kuali Foundationjfoutty@kuali.org or by phone at 812-345-3948
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Editor's Notes
- #2 Importance of the “hand off”
- #3 Workflow screenshot: http://www.diglib.org/pubs/dlf102/ERMFINAL.pdf
- #5 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.
- #6 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
- #7 Example of selective display. When Books in Print is set to Canceled, it automatically undisplays.
- #8 To achieve this, different node types were set up for Platforms and Resources. Associated resources inherit information from the platform level.
- #9 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.
- #12 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.
- #28 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
- #29 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
- #30 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
- #31 This is your outline so you are on your own.
- #32 E-doc workflow currently manages approval and documentation for all of IU travel – IU Grants Administration and IU Finance Notification
- #33 This presentation is for a manually created library item.Requisition is where initial ordering data is entered.
- #34 You would enter basicinformation about the requisition and select a vendor for entry in the appropriate tabs.
- #35 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.
- #36 After you complete the requisition, you can add any notes associated with the Requisition and attach a file if necessary.
- #37 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.
- #38 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.
- #39 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.
- #40 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.
- #41 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.