Sept 16 NISO Two Part Webinar: The Practicality of Managing E, Part 2: Licensing
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About the Webinar In Part 1 of this two-part webinar, speakers will address a variety of licensing issues. A key component to the discussion will be a focus on the critical pieces of a license, including privacy, accessibility, preservation, migration, and the negotiation process between a library and a vendor. For the second half of this two-part series, speakers will focus on staffing issues at different types of libraries and how staff manages integration of e-resources into workflows, as well as a discussion about whether or not to execute a reorganization. Agenda Introduction Todd Carpenter, Executive Director, NISO Lessons Learned by Rethinking E-resource Management in Academic Libraries Meg Manahan, Associate Director for Collection Management and Services, University of St. Thomas, St. Paul, Minnesota - co-presenting with - Nathan Putnam, Head, Metadata Services, McKeldin Library, University of Maryland College Park Try, Try Again Jennifer J. Leffler, Technical Services Manager, University Libraries, University of Northern Colorado
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Sept 16 NISO Two Part Webinar: The Practicality of Managing E, Part 2: Licensing
- 1. NISO Two-Part Webinar: The Practicality of Managing E, Part 2: Staffing Wednesday, September 16, 2015 Speakers: Nathan Putnam, Head, Metadata Services, McKeldin Library, University of Maryland College Park Meg Manahan, Associate Director for Collection Management and Services, University of St. Thomas, St. Paul, Minnesota f Jennifer J. Leffler, Technical Services Manager, University Libraries, University of Northern Colorado http://www.niso.org/news/events/2015/webinars/staffing_e/
- 2. Lessons Learned by Rethinking E-resource Management in Academic Libraries Meg Manahan, Associate Director for Collection Management Services University of St. Thomas, St. Paul, MN Nathan B. Putnam, Head of Metadata Services University of Maryland, College Park, MD NISO September Webinar: The Practicality of Managing “E,” Part 2: Staffing September 16, 2015
- 3. George Mason University Libraries • Northern Virginia • Distributed library system with 4 library buildings on 3 campuses • Centralized Technical Services with 26 staff • 1.4+ million print volumes • ~1 million eresources • Fenwick Library, Fairfax Campus
- 4. 2010 Technical Services Director, Technical Services Group Acquisitions Serials Cataloging & Metadata Serv.
- 5. 2010 Technical Services Director, Technical Services Group Acquisitions Serials Cataloging & Metadata Serv.
- 6. Task Force for the Reorganization • Membership Librarians and staff Within and outside of Technical Services • Roles and Responsibilities Conduct a lit review Map Technical Services workflows Talk to focus groups Conduct surveys
- 9. Study Results/Reorganization Goals • Prioritize processing of electronic over print • Communicate more effectively across TSG and CDP for e- resources • Eliminate chronic backlogs in e-cataloging. • Create an electronic ordering workflow • Maintain audit-required separation between ordering, receiving, invoicing • Create flexible department structure
- 10. Key Components of New Structure • Format-blind departments • New & broader job descriptions • Team structure • Eliminate chronic backlogs Photo by Dan DeLuca (CC BY 2.0).
- 11. Director, Technical Services Group Resource Acquisitions Resource Description & Metadata Services Print Management E-Resource SpecialistE-Resource SpecialistE-Resource SpecialistE-Resource Specialist Cat/Metadata LibrarianCat/Metadata Librarian Cat/Metadata Librarian Cataloger Cataloger Cataloger Gov. Doc Coordinator ACT CatalogerACT CatalogerACT Cataloger ACT Processor Gifts Coordinator Info Analyst Librarian Ordering CoordinatorOrdering Coordinator Sr. Fiscal Coordinator Payments Coordinator 2014 TSG
- 12. Director, Technical Services Group Resource Acquisitions Resource Description & Metadata Services Print Management E-Resource SpecialistE-Resource SpecialistE-Resource SpecialistE-Resource Specialist Cat/Metadata LibrarianCat/Metadata Librarian Cat/Metadata Librarian Cataloger Cataloger Cataloger Gov. Doc Coordinator ACT CatalogerACT CatalogerACT Cataloger ACT Processor Gifts Coordinator Info Analyst Librarian Ordering CoordinatorOrdering Coordinator Sr. Fiscal Coordinator Payments Coordinator 2014 TSG Payments Unit Accelerated Cataloging Team E-Team
- 14. Preparation for New Responsibilities • Competencies Matrix • Creating and drafting new Job Descriptions for all TSG faculty and staff • Desk audits, TSG department & one-on-one meetings • TSG Managers reorganization crash course! • Working with HR to discuss implementation plan
- 17. Impact • Additional staff on E- Team Record Sets YBP e-books • Ordering Coordinator doing streaming licensing • Overall = SUCCESSFUL! Photo by http://www.flazingo.com/ (CC BY-SA 2.0)
- 18. University of Maryland, College Park • Washington, D.C. area • 8 library system • Centralized cataloging and acquisitions departments ~40 staff with two department heads • 4.3 million volumes • ~1 million eresources
- 19. MARC Record Sets & Eresources • Download MARC record sets from vendor Check integrity and validate Load into system • Problems Time intensive MARC trained staff Updating issues
- 20. MARC Record Sets & Eresources • Download MARC record sets from vendor Check integrity and validate Load into system • Problems Time intensive MARC trained staff Updating issues
- 21. Knowledge Base & Eresources • Knowledge base Connects directly with our discovery layer Continuous updates to the MARC record • New Issues Training staff on using spread sheets Letting go…
- 22. Cloud Based Solutions for Eresources • Home grown Access Database No, ERM! Works okay in department, but eresources like to travel Photo by Kevin Dooley (CC By 2.0)
- 27. Using Cloud Based Solutions • Benefits Easy to learn Connects with other cloud-based systems (Box) • Issues Yet another system to learn, maintain… …and remember to use Longevity of the tool(s)
- 28. University of St. Thomas Libraries • Twin Cities, Minnesota • 3 library buildings on 2 campuses • Centralized Technical Services & Collection Development with 10 staff • 380,000 print volumes • ~200,000 eresources
- 29. Associate Director Collection Management & Services Cataloging Assistant Cataloging & Metadata Librarian E-Resources Specialist Head, Serials & E-Resources Acquisitions Assistant Periodicals Assistant Cataloging & Metadata Librarian Cataloging Assistant Media Resources Librarian 2015 CMS
- 30. Associate Director Collection Management & Services Cataloging Assistant Cataloging & Metadata Librarian E-Resources Specialist Head. Serials & E-Resources Acquisitions Assistant Periodicals Assistant Cataloging & Metadata Librarian Cataloging Assistant Media Resources Librarian 2015 CMS Loads record sets Catalogs e-resources Catalogs single e-books Works in ERMS for serials Orders single e-books Orders streaming media Handles usage statistics Handles licensing, etc.
- 31. Prepare for System Migration http://www.proquest.com/products-services/intota.html
- 32. Reorganization Plan • Set Goals • Talk to folks outside CMS • Map current workflows • Map new workflows • Create training plan • Suggest implementation timeline https://pixabay.com/en/checklist-clip-board-blank-to-do-310092/ (Public Domain CC0)
- 33. Thank you! Meg Manahan mkmanahan@stthomas.edu Nathan B. Putnam nbputnam@umd.edu
- 34. Try, Try again Presentation for NISO webinar: The Practicality of Managing “E” : Staffing September 16, 2015
- 35. Jen Leffler Jennifer J. Leffler is the Technical Services Manager of the University Libraries at the University of Northern Colorado. Jen was hired as the E-Resources Librarian at Northern Colorado in 2005. Since that time, Jen has held several positions, but e- resources and serials continue to be her focus. Currently, she co-manages a department of nine, with direct management of five staff. Jen enjoys presenting on Technical Services topics and is an active member of NASIG.
- 36. My plan is to: • Provide background • Review our organizational structures and processes • Share what we’ve learned
- 37. University of Northern Colorado • In Greeley, Colorado • About an hour north of Denver • ~ 10,000 FTE • Two libraries • James A. Michener Library • Skinner Music Library • ~ 1.2 million volumes • ~ 70,000 e-journals • ~ 350 resource records in ERM
- 38. Staffing Background • Librarians hold faculty status • All staff member’s position titles controlled by state system • Staff are not unionized
- 39. Technical Services Now • Two librarian managers • Both hold title “Technical Services Manager” • Share a lot of responsibilities • Jessica takes lead on cataloging and monograph acquisition • Jen takes lead on serials and electronic resources • Nine classified staff • Three Library Technician III • Six Library Technician II • Four report to Jessica • Five report to Jen
- 40. How did we get here?
- 41. We’ll start in 2005 Head of Acquisition s/Serials LT II for gov docs LT II for payments LT II for receiving LT II for orders LT II for serials LTII for serials E-Resources Librarian Head of Cataloging LT II for monographic LT II for special formats LT II for music LT II for serials
- 42. June 2007 Head of Acquisition s/Serials LT II for gov docs LT II for payments LT II for receiving LT II for orders LT II for serials LTII for serials E-Resources Librarian .75 FTE LTII for e- journals Head of Cataloging LT II for monographic LT II for special formats LT II for music LT II for serials
- 43. “Sisyphus, Illustration 11″ from Emblemes: Illust. by Geo Wither (1635)
- 44. Technical Services Task Force • Membership made up of personnel from administration and technical services • Two pronged approach: • Look at organization of other institutions • Surveys within UNC Libraries • Brainstormed organizational models
- 45. Models were to focus on: • Communication • Flexibility • Integrating e-resources into all areas • Manageable jobs
- 46. Radical Change • Single department • Three units, with new names • New Head of Technical Services • Each unit had a Library Technician III
- 48. Implementation • New Head of Technical Services hired Dec 2008 • LT III positions hired first quarter 2009 • Process came from the top • Every staff member’s job changed • Physical space changed too
- 49. “Equitable distribution of e”
- 51. Rocks in shoe. https://theleadersbrand.files.wordpress.com/2012/03/rocks-in-shoe.jpg
- 52. March 2013 • Head of Technical Services retired • Two open staff positions • Moving to electronic storage of invoices • WorldCat Cataloging Partners • Institutional repository work
- 53. Current Organization Technical Services Manager (cataloging and mono) LTIII cataloging LTII monographic cataloging LTII ordering LTII receiving Technical Services Manager (e- resources and serials) LTIII serials LTIII e and stats LTII serials LTII gov docs LTII payments
- 54. Skipping rocks by Clara S. https://www.flickr.com/photos/pictureclara/3686019482/
- 55. What we’ve learned: • There is no one fix for taking care of e- resources • Feedback is good, but change should be directed by those that know the existing processes • Everyone will not agree • Hire for the skills you need, not what you have • Continual small change is easier to manage
- 56. Change is hard but worth doing.
- 57. NISO Webinar • September 16, 2015 Questions? All questions will be posted with presenter answers on the NISO website following the webinar: http://www.niso.org/news/events/2015/webinars/staffing_e/ September 16 NISO Two-Part Webinar The Practicality of Managing E, Part 2: Staffing
- 58. Thank you for joining us today. Please take a moment to fill out the brief online survey. We look forward to hearing from you! THANK YOU