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Tracking electronic resources acquisitions:   Using a helpdesk system to succeed where your ERMS failed Charleston Confere...
The ERMS promise - 2005 FLOW CHART
What was delivered “ With [our ERMS] we have all the information in one place” http://www.weewonderfuls.com/2006/02/huh.ht...
Reality of Claremont’s e-resource acquisitions workflow
Some key advantages of using a ticketing system for ERA <ul><ul><li>Designed to track ‘issues’ through stages to resolutio...
Stanford’s solution Xan Arch Electronic Resources and Technology Librarian Stanford University Libraries
Selector License Negotiations Ordering Unit Payments Activation  Cataloging Tracking our orders   What we had: Defining ou...
  What we needed: Defining our problems
<ul><li>Enterprise-level bug tracking software from Atlassian </li></ul><ul><li>Already in use in our Digital Library depa...
<ul><li>Each order goes through the same steps </li></ul><ul><ul><ul><li>In Progress – Licensing </li></ul></ul></ul><ul><...
<ul><li>The web form </li></ul>  Centralized: Solution
<ul><li>Display in Wiki </li></ul>  Transparent: Solution
JIRA Workflow - Acquisitions
<ul><ul><li>Completely in place in Acquisitions department </li></ul></ul><ul><ul><li>Less established in Collections, som...
<ul><ul><li>Use of JIRA for other projects in Acquisitions </li></ul></ul><ul><ul><li>Moving webform to Drupal forms </li>...
  Questions ?
<ul><li>Claremont’s solution: eRATS in Footprints by Numara </li></ul><ul><li>Jason Price </li></ul><ul><li>Claremont Coll...
Claremont’s eRATS was designed to address specific problems: <ul><li>In order of importance: </li></ul><ul><li>Delays (or ...
Tracking-system supported workflow
Stage 0: Resource request form
Stage 1: Under Review
Tracking-system supported workflow
Stage 2: In negotiation
Tracking-system supported workflow
Stage 3: Pending activation Resource fully  available  3 Resource  fully implemented Acquisition staff  implements 2 Colle...
Next steps <ul><li>Beta – then implementation </li></ul><ul><li>Configure public display of progress </li></ul><ul><li>Des...
Summary / Overview <ul><li>“ Smart” Checklist  </li></ul><ul><ul><li>Periodic required decisions as stage changes </li></u...
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Tracking electronic resources acquisitions

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From selection to license negotiation through activation, libraries need the ability to track the electronic resource acquisition process and support uninterrupted workflow through multiple people and/or departments. Existing systems store fragments of information about a resource, but they don’t support management of the progress of each resource through the electronic resource acquisition maze. Stanford and Claremont have configured the JIRA and Footprints ticketing systems to address this fundamental need. Our systems facilitate efficient and complete activation of e-resources, and allow greater transparency in the acquisitions process throughout the organization. We will demonstrate the key features & functionality of our independently configured systems and invite discussion about these critical improvements to electronic resource management systems.

Published in: Education, Technology
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Tracking electronic resources acquisitions

  1. 1. Tracking electronic resources acquisitions: Using a helpdesk system to succeed where your ERMS failed Charleston Conference 2009 <ul><li>Xan Arch Electronic Resources and Technology Librarian </li></ul><ul><li>Acquisitions Department </li></ul><ul><li>Stanford University Libraries </li></ul><ul><li>Jason Price, Ph.D. </li></ul><ul><li>Science Librarian </li></ul><ul><li>Head of Collections & Acquisitions </li></ul><ul><li>Claremont Colleges' Library </li></ul>
  2. 2. The ERMS promise - 2005 FLOW CHART
  3. 3. What was delivered “ With [our ERMS] we have all the information in one place” http://www.weewonderfuls.com/2006/02/huh.html Licenses Contacts Notes Status indicator Reminders Access info
  4. 4. Reality of Claremont’s e-resource acquisitions workflow
  5. 5. Some key advantages of using a ticketing system for ERA <ul><ul><li>Designed to track ‘issues’ through stages to resolution </li></ul></ul><ul><ul><li>Structures ‘metadata’ relating to an issue and shares it with others enabling coordination </li></ul></ul><ul><ul><li>Flexible enough to allow a customized set of steps for each issue & distributed implementation </li></ul></ul><ul><ul><li>Collects email trail relating to each ‘issue’ </li></ul></ul>
  6. 6. Stanford’s solution Xan Arch Electronic Resources and Technology Librarian Stanford University Libraries
  7. 7. Selector License Negotiations Ordering Unit Payments Activation Cataloging Tracking our orders What we had: Defining our process
  8. 8. What we needed: Defining our problems
  9. 9. <ul><li>Enterprise-level bug tracking software from Atlassian </li></ul><ul><li>Already in use in our Digital Library department </li></ul> Finding a solution
  10. 10. <ul><li>Each order goes through the same steps </li></ul><ul><ul><ul><li>In Progress – Licensing </li></ul></ul></ul><ul><ul><ul><li>In Progress – Ordering </li></ul></ul></ul><ul><ul><ul><li>In Progress – Electronic Resources </li></ul></ul></ul><ul><ul><ul><li>In Progress – Metadata </li></ul></ul></ul><ul><li>JIRA notifies the department or individual by email when they are required to act on an issue </li></ul> Standardized: Solution
  11. 11. <ul><li>The web form </li></ul> Centralized: Solution
  12. 12. <ul><li>Display in Wiki </li></ul> Transparent: Solution
  13. 13. JIRA Workflow - Acquisitions
  14. 14. <ul><ul><li>Completely in place in Acquisitions department </li></ul></ul><ul><ul><li>Less established in Collections, some selectors initiating orders through webform, others still sending email </li></ul></ul><ul><ul><li>Some types of purchases still ambiguous – major database renewals, new e-journals </li></ul></ul><ul><ul><li>Recent developments have pushed adoption further along </li></ul></ul> A work in progress
  15. 15. <ul><ul><li>Use of JIRA for other projects in Acquisitions </li></ul></ul><ul><ul><li>Moving webform to Drupal forms </li></ul></ul> The future
  16. 16. Questions ?
  17. 17. <ul><li>Claremont’s solution: eRATS in Footprints by Numara </li></ul><ul><li>Jason Price </li></ul><ul><li>Claremont Colleges’ Library </li></ul><ul><li>Claremont University Consortium </li></ul>
  18. 18. Claremont’s eRATS was designed to address specific problems: <ul><li>In order of importance: </li></ul><ul><li>Delays (or loss!) due to dropped communication </li></ul><ul><li>Incomplete listing/activation of resources </li></ul><ul><li>Standardization of required metadata </li></ul><ul><li>Lack of transparency as to resource progress </li></ul>
  19. 19. Tracking-system supported workflow
  20. 20. Stage 0: Resource request form
  21. 21. Stage 1: Under Review
  22. 22. Tracking-system supported workflow
  23. 23. Stage 2: In negotiation
  24. 24. Tracking-system supported workflow
  25. 25. Stage 3: Pending activation Resource fully available 3 Resource fully implemented Acquisition staff implements 2 Collection librarians determine 1
  26. 26. Next steps <ul><li>Beta – then implementation </li></ul><ul><li>Configure public display of progress </li></ul><ul><li>Design Acq reports (delivered from Footprints) </li></ul><ul><li>Output to ERM? </li></ul>
  27. 27. Summary / Overview <ul><li>“ Smart” Checklist </li></ul><ul><ul><li>Periodic required decisions as stage changes </li></ul></ul><ul><ul><li>Shared in real time </li></ul></ul><ul><li>Workflow-based </li></ul><ul><ul><li>Each update noted in history entry & encourages indication of next step </li></ul></ul><ul><ul><li>Issues can be assigned to one or more people for the next action(s) </li></ul></ul><ul><li>Information repository </li></ul><ul><ul><li>‘ Issues’ (resource records) can send and receive email </li></ul></ul><ul><ul><li>Stored as one text field—fully searchable </li></ul></ul><ul><ul><li>Appropriate metadata extracted into fixed fields as available </li></ul></ul>

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