Kent State University Libraries Develops a New System for Resource Selection
1.
2. Kent State University Libraries
Develops a New System for Resource
Selection
Presenter - Kay Downey
Collection Management - Kent State University
2011 Charleston Conference
Innovation Concurrent Session
Saturday November 5, 2011
11:15 AM - 11:45 AM
ES Citadel Green Room
3. What is Pre-ILS?
Pre-ILS is a centralized system that manages the
communication and workflow related to the review,
selection of electronic resources before records are
created in the integrated library system (ILS)
Why do we need it…
What it can do for us…
Development and Use…
Future Development…
4. Selection Process
Wish List
Order
Investigate Review
Identify Not Recommended
7. Pricing and Contract Investigation
Technical Services Librarians
Communicate with content provider(s) to:
• Obtain product information
• Obtain pricing options
• Review license
• Schedule trials
8. Selection / Review Process
Selectors
• Authority
• Usability
• Accreditation requirement
• Does it fill a collection need
• Does the resource provide support for research and teaching
Collection Management
• Identify funding, can we afford it
• Can it replace existing print collections
• Does it provide support for institutional strategic priorities
• Is the contract acceptable
9. Managing the Selection Process
Systems, Communications and Time
Time
• Pricing Research
Systems • Product Review
• Email Folders, • Contract Negotiations
• ERMs • if funding is not readily available then new
quote must be obtained and if enough time
• ILS Acquisitions Modules
has past a new trial and review may be
• Spreadsheets warranted
• Ticketing Systems
• Paper Work Forms
Communications
• Email
• Phone
• Meetings
10. What Pre-ILS can do for us
PRE-ILS Can:
• Communicate information requests from the subject
librarians
• A central system for initiating acquisitions workflow and
tracks the process through purchase
• Tracking the review process
• Storing review ranking /scores and comments
• Provide historical records of previous reviews
• Allows transparency in the acquisitions process throughout
the institution
• It provides framework for standard practice
11. Pre-ILS Development
Whiteboard Sessions
Technical specifications
Program Development
Testing (Intranet)
Technical Services
• <!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 401
Selectors Transitional//EN"
• "http://wwww3org/TR/html4/loosedtd">
Usability Studies •
•
<html lang="en">
<head>
• <title>Pre-ILS System</title>
Production (Intranet) • <meta http-equiv="Content-Type"
content="text/html; charset=iso-8859-1">
• <meta name="DCtitle" content="Pre-ILS System">
Public Web Site (in process) •
•
<meta name="DCsubject" scheme="LCSH" content="">
<meta name="DCsubject" content="intranet, Tools
Area">
• <meta name="DCdescription" content="Pre-ILS
System">
• <meta name="DCpublisher" content="Kent State
University Libraries and Media Services">
• <meta name="DCdatecreated" scheme="W3CDTF””
12. Pre-ILS System Components
• Intranet for internal use
• Internet for Public use
• Receives Incoming requests from librarians
• Access defined by the level of user
• Search options
• Manages workflow in technical services
• Resource Records
• Task Assignment
• Price quotes
• License Specifications
• Collections checklist
• Funding information
• Order approval
• Reviewing Tools for Selectors
• Scoring
• Comments
13. Pre-ILS Features
• Export to ILS for record creation
• Generates correspondence for vendor price
inquiries
• My stuff folders
• Automated status change notifications
• Reporting (forthcoming)
14. Pre-ILS System Structure
• PHP and JavaScript scripting languages and using MySQL for
database storage
• Intranet provides a central location for UL employees
• UL public web site is managed using a custom-built content
management system
• Both the intranet and the public web site use the University's
online (LDAP) directory to authenticate students, staff, and
faculty
15. Pre-ILS Application
• The system shares 39 database tables
• Contains almost 8,000 lines of php, html, and javascript code
• Applications work similarly but provide different levels of information for
the different target audiences
• Many aspects of the Pre-ILS are Kent State-specific
• eight campuses which can be represented individually or in any combination
• workflows are specific to those which our Technical Services Department uses
• these aspects of the application are hard-coded and cannot be configured
16. Pre-ILS Request Status
New Request
Acquiring Price and/or Trial
Information 1. Each status change prompts the
Provider Contacted, Waiting system to generate an automated
For Reply email which is sent to any
Trial Scheduled combination of the users (requestor,
serials staff, subject librarians, and
Trial Activated
system administrators)
Under Review
Review Concluded
2. A maintenance script is
License Under Review automatically run each morning (via
Review Suspended the Unix cron task) to update
Approved For Purchase requests which have reached a target
Recommended Pending date
Funding
Not Recommended At This 3. Status changes are logged with the
Time action date and the person
Suppressed responsible for the status change
17. Pre-ILS Request Form
• To request pricing, schedule
a trial or recommended a
new purchase
• The only required field is
the title
• Users receive email
notifications when action is
taken on is taken on the
request and/or information
is updated
18. Pre-ILS Search Form
• Record Number
• Title
• Publisher
• Subject
• Resource Type
• Request Status
• Task assignment
19. Pre-ILS Search Results
•Can be sorted by any field, except subject
•Links provided to resource record
20. Pre-ILS „My Stuff‟
•My Stuff is automatically updated to include any resource added by the individual who originated the request
•Users can select any resource to be added to their “My Stuff” folder
•Users will receive email notifications for all resources in the my stuff folder
21. Pre-ILS User levels
User Definitions
G5 Library Administrators, Collection
Management, Department Heads and
Systems
G4Technical Services Librarians and
Support Staff
G3All UL Faculty and Staff, Subject
Librarians, Regional Campus Library
Directors and Regional Campus Library
Faculty and Staff
G2 Includes all those authenticated via
University's online (LDAP) directory
including all students, faculty and staff
G1 General public anyone not authenticated
via University's online (LDAP)
directory
22. Pre-ILS Request Record
Components
• General Request Information
• License Information
• Trial Information
• Price Quote Information
• Status Log
• Internal Notes
• Scores and Comments
24. License Information
Contained here is information about the status of the preliminary license review and
determination of whether or not the license meets minimum requirements for purchase
• Status
– Under review
– On file
– No license required
– License negotiable
– License non-negotiable
• Form of license
– Standard signature print license
– SERU
– Online Terms and Conditions
• ILL rights
• Course reserves rights
• Electronic reserves rights
• Digitally copy
• Perpetual access
• Indemnification
• Jurisdiction
• License notes
26. Pre-ILS - Pricing Information
Annual Subscription • Campus access (All campuses,
One Time Purchase Kent, Stark, East Liverpool, Ashtabula,
Marc Records Geauga, Tuscarawus, Trumbull, Salem)
Archive
Membership • Provider
Hosting Fee • Contact name
• Contact phone
• Quote date
• Expiration date: • Contact email address
• Quoted price • Notes
• Simultaneous users • One-time fund transfers
• Subscription coverage • Permanent fund transfers
• Lease/Purchase
• Assigned fund(s)
• Local/Consortia
27. Library/Provider Communications
Access:
Online Only
Print and Online
Print Only
Price quotes for:
All campuses (FTE=31,505)
Kent campus (FTE=20,854)
Stark campus (FTE=3,010)
East Liverpool campus (FTE=697)
Astabula campus (FTE=1,408)
Geauga campus (FTE=1,028)
Tuscarawas campus (FTE=1,652)
Trumbull campus (FTE=1,712)
Salem campus (FTE=1,144)
28. Library/Provider Communications
Specific requests:
1. Does a subscription include access to
backfiles? If so, what are the dates of
coverage?
2. Is this title part of a package? If so, what
are the other titles in the package?
3. Do we own the content for the years paid
or is access to the content lost upon
subscription cancellation?
4. Is access available by ip address or by
username/password only?
5. What discounts are available for
educational institutions or for OhioLINK
membership?
6. If a license agreement is required please
send a copy for our review.
Trial request:
Please provide a 30 day trial
29. Library/Provider Communications
- Message text
Message:
Marysmithy@subscriptionsunlimitedcom
Dear Mary Smith,
I am writing on behalf of Kent State University Libraries to request a price quote and product information for "African
American Newspaper”
We need pricing for online access only for all of our campuses (FTE = 31,505): $______________
Please supply the following information if applicable
• Does a subscription include access to backfiles? If so, what are the dates of coverage?
• Is this title part of a package? If so, what are the other titles in the package?
• Do we own the content for the years paid or is access to the content lost upon subscription cancellation?
• Is access available by IP address or by username/password only?
• What discounts are available for educational institutions or for OhioLINK membership?
• If a license agreement is required please send a copy for our review
As part of our review we would also like to schedule a 30-day, campus-wide trial beginning on June 20, 2011 Our IP
range is 131123**
Thank you kindly for your assistance Please contact me if you have questions or need further information
Sincerely,
Kay Downey
mdowney1@kentedu
30. Scores and Comments
• Review Does Not Apply To G1 Users
• System Computes 3 Values
– INDIVIDUAL PERSONAL SCORES,
• average of the total individual scores from the work form
– INDIVIDUAL CAMPUS SCORES
• median for all of the individual average scores by campus
– ALL 8 CAMPUS SCORE
• median for all individual's average scores
• Scale
3-4 = ESSENTIAL
2-3 = IMPORTANT
1-2 = HELPFUL
0-1 = NOT USEFUL
31. Scores and Comments
1. How relevant is this resource to your
area of study or research?
2. How relevant is this resource to the
overall university community?
3. How would you rate the overall
quality of this resource? Is the
information accurate and does it emanate
from a respected source?
4. How would you rate the overall ease
of use, web site functionality and
search features?
5. To what extent does this resource
provide unique content?
ie content not already available via
university libraries
33. Impact on Selection and Workflow
–Improves communications
–Controls communications for
– Price requests
– Trials
– Order approvals
– Fund Transfers
• Provides a workflow framework and standard
– Product review
– Purchasing priorities
34. In Development
Reports
• Cost comparison
• Purchasing priorities
• Review selectors scores and comments
– All Scores by Reviewer
– All Scores by Resource
– All Scores by Provider
– All Scores by User Level
• Customized Reports by Selected Fields
• Historical data analysis
35. In Development
Export to ILS
• ERM Resource Record • ERM License Record
– Campus Access – Access
– Resource Name/Title – Course Reserves Rights
– Alternate Titles – Digitally Copy
– Resource Type: – Electronic Reserves Rights
– Subscription Coverage: – Form of License -
– Summary Description – Ill Rights
– Form of License: – Indemnification
– Trial End Date – Jurisdiction
– Trial Start Date – Lease/Purchase
– Trial Login // Password – License Notes
– Trial URL – Local/Consortia
– Perpetual Access
36. In Development
Export to ILS
Innovative Brief Bib Innovative Order Record
• Pre-ILS Record • Subscription
coverage
– Resource Name/Title Number
• Lease/purchase
• Record
– Publisher Creator/Patron Name • Local/consortia
– Alternate Titles • Type Of Resource / • Provider
– Type Of Resource / Format Format • Contact name:
• Fund Assignment • Contact phone:
– Lang • Person assigned • Contact email
– Location order address
– Bib Lvl • Fund Transfer • Notes
– Display • Campus access • Internal Notes
• Quoted item •
– Cat Date Order Approval
• Quote date • Other Holdings in
• Expiration date: KentLINK
• Quoted price: • Cancel Print
• Fund Charge Subscription
• Simultaneous users
38. Questions … Contact
Project Manager
Kay Downey
Collection Management
University Libraries
Kent State University
mdowney1@kent.edu Program Development
Rick Wiggins
Lead Applications Developer
University Libraries, Systems
Project Coordinator Kent State University
Tom Klingler, Assistant Dean rwiggins@kent.edu
Systems and Technical Services
University Libraries
Kent State University
tk@kent.edu
Editor's Notes
My Stuff is automatically updated to include any resource added by the individual who originated the requestUsers can select any resource to be added to their “My Stuff” folderUsers will receive email notifications for all resources in the my stuff folder
Subject is associated with fund codesidentifies populates requestor department and provide contact informationIncludes a check list for tech services to check request against existing holdings either local and consortia Instructions for canceling print equivalent