Using technology to facilitate technical services workflows
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Using technology to facilitate technical services workflows
- 1. USING TECHNOLOGY TO FACILITATE TECHNICAL SERVICES WORKFLOWS Kelli Getz – Assistant Head of Acquisitions Jeannie Castro – Electronic Resources Coordinator
- 2. Context • Information sharing in meaningful ways • Increase transparency • Facilitate communication Image Credit: http://www.flickr.com/photos/lgb06/4390432853/
- 3. Criteria for evaluation Image Credit: http://www.flickr.com/photos/jeffreywarren/6289416914/
- 4. THE PRODUCTS
- 5. Pros Cons · Easy to use · No collaborative document editing · 30 GB of storage · Limited to 25 users in paid version · Export easily to Microsoft Office · Files only shareable on Facebook Suite and Twitter in free version · Multiple OS’s and Browser capabilities Image Credit: http://glidesociety.com/
- 6. Pros Cons · Very easy to use · New format is somewhat confusing · The data creator controls sharing · Costs more if you need more storage capabilities · 5GB of free storage · Comment feature in Spreadsheets may be confusing · Simultaneous editing · Uploading a document from the office suite maintains that format Image Credit: http://www.goodlogo.com/extended.info/3963
- 7. Pros Cons · Ability to access your Office · Versions of Word, Excel, and documents from anywhere PowerPoint are stripped down enough to make them almost unusable · Reasonable pricing for Academic · No collaborative editing Institutions · 25GB of storage per users · Having to check an item in and out in order to edit it · Similarity to Microsoft office look · Not intuitive and feel Image Credit: http://www.microsoft.com/en-us/office365/
- 8. Pros Cons · Does contain a workflow feature · Not intuitive · 1 GB of storage for free · Very limited functionality Image Credit: http://www.zoho.com/
- 9. THE PROJECTS
- 10. #1. Print + Online: No E-Access • Systematic review of print + online titles • Tasks on MS Outlook Calendar shared between Assistant Head of Acquisitions and ER Coordinator • Title, TID, ISSN, format, description • ~300 titles identified and e-access set up • Lack of transparency and difficulty archiving tasks
- 11. Print + Online: MS Outlook Tasks
- 12. #2. Print to Online Conversion • Past – selectors hand-picked titles • Now – titles automatically converted to e-only • Used Google Drive spreadsheets • Titles copied and pasted onto tabs belonging to Acquisitions, Collection Development, and Electronic Resources • ~650 titles to move to online only in 2013 • Google Drive worked well as project management tool but not the tool for permanent workflows
- 13. Print to Online: Google Drive
- 14. #3. Three Serials Reviews in 2012 • 3 Reviews to address Tier 1 faculty needs • Lightning Round, Thunder Round, Serials Review Classic • Used Drupal-powered intranet as SR hub and to make forms • WordPress Blog used for communication • Google Drive used to share title information • Overall, worked well but not long-term solution
- 15. Serials Reviews: Drupal, Google Drive, WordPress
- 16. THE QUESTIONS
- 17. Question #1: Collaboration What type of collaborative projects do you do within Technical Services? What type of collaborative projects do you do with Public Services, other libraries, etc. ? Who typically leads or carries out the projects?
- 18. Question #2: Types of Products What types of products, systems or tools (other than the ILS or ERM) do you currently use to manage workflows and projects? Are there any products, systems or tools that you would like to use to manage workflows and projects but are unable to use due to financial constraints, staffing issues, etc. ?
- 19. Question #3: Product Evaluation Which products, systems or tools have worked? Which products, systems or tools have not worked? Why?
- 20. Question #4: Communication How do you communicate any changes in Technical Services workflow to Public Services staff? When? What methods are used?
- 21. Question #5: Training What formal and informal training programs do you have at your library? What techniques have you used to train technology-shy staff in new products and workflows and get by in from them?
- 22. Question #6: After the Project What types of assessment activities do you do after you complete a project at your library? How do you store or archive a project?
- 23. Fin Thank You! Kelli Getz Assistant Head of Acquisitions klgetz@uh.edu Jeannie Castro Electronic Resources Coordinator jmcast@central.uh.edu
Editor's Notes
- At UH, the Acquisition’s Department and the Resource Discovery Systems Department, which contains the Electronic Recourses unit, have struggled with a meaningful way to communicate information to our Public Services staff. Public Services meetings are often poorly attended due to their teaching schedules and valid and consistent information never seems to make it to the right people in a timely way. We have also been looking for a way to increase transparency so that what we are attempting to do does not seem so mysterious to PS librarians. Most do not seem to understand the necessity for what they think is often too complex workflow. This leads to people not providing the critical information ACQ and ER needs to get our jobs done effectivley.Also, because the work Tech Services and Systems does is often perceived to be shrouded in mystery, we needed to find a way to open a dialogue with PS librarians to not only explain the need but also solicit feedback into finding a happy medium so we can work all effectively together
- Efficiency UsabilityNumber of UsersStorage spaceCostMaintenance (programmer / special training)Reliability / stability of platform / how long on marketSpecial software requirementsOS specific / browser specific
- Glide OS is a stable platform that has been on the market since 2001. It is currently in version 4. It is free for 30GB of storage space per user. It is very simple to use, requiring minimal training, and will export content into the Microsoft Office Suite. Glide OS will work across all operating systems and the major browsers (Firefox, IE, Chrome, and Safari). In order to share files between users, you have to upgrade to Glide Premium, which gives you 25GB of storage for $50 per year. With Glide Premium is limited to 25 users.
- Google Drive has been on the market since 2006. It is free for 5GB of storage. Pricing ranges between $2.49 per month for 25GB and $799.99 per month for 16TB (http://support.google.com/picasa/bin/answer.py?hl=en&answer=39567). Google drive will work on Mac, Windows, and Linux operating systems and in all the major browsers. File size is limited to 10 GB, for the paid storage services. Google Drive permits collaborative file sharing and simultaneous editing.Google Drive is very simple to use. It has a stripped down feel of an older version of the pre-ribbon Microsoft Office suite. It has several features may confuse the user. For example, in the spreadsheet application, when a user adds a comment, the comment must be resolved or a list of unresolved comments that look like error messages will appear. Once the user resolves the comment, the comment no longer appears. In the Document application, if a Microsoft Word document is uploaded, it remains in an un-editable format. It is very difficult to cut and paste between documents.
- Microsoft 365 is a stripped down version of the Microsoft Office Suite. Once the user exits the created item, it must be checked back out to the data creator in order to edit it. Multiple users can share the document; however, there is no collaborative editing. Once the document is opened in the client version of the Office Suite, the document will always open in the client version. Microsoft 365 is not intuitive; users will need training. In order to make use of the Outlook Exchange feature, an administrator who is conversant in Lightweight Directory Access Protocol (LDAP) and Active Directory is necessary to make this feature operational. Each user receives 25 GB of storage space. The cost depends on the license you purchase, ranging anywhere from $4-$22 per month for business. Academic institutions have 3 pricing models to choose from with varying levels of services offered. The free version gives cloud-based emails and contacts, use of your institution’s own domain, instant messaging and online conferencing, and a Web-based viewing and editing version of the main Microsoft Office suite. The second pricing version, which includes everything in the free version plus the full version of Microsoft Professional Plus 2010, unlimited email storage, and eDiscovery tools. The pricing for this version is $2.50 per user/month and $4.50 per faculty/staff per user/month. The final pricing version, which is $3.00 per student/month and $6.00 per faculty/staff per month gives everything in the second pricing version plus access to the Lync Server on premises. With Microsoft Office 2013 in preview release, the features of Microsoft 365 are anticipated to change to take advantage of the new product.
- Zoho is very basic. The latest version is referred to as CRM. It is very good for email marketing and tracking statuses of project. However, it is almost counterintuitive when it comes to managing workflow. It requires heavy customization in order to make it functional. Zoho offers 1GB of storage space per user for free and 5GB for $3 per user/month. The spreadsheet and document feature are extremely limited and it is difficult to export out. The user has to save the document on the desktop, open it in Notepad, then import into Word. There is no way to open the spreadsheet files in anything other than Zoho. There is no presentation capability.