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Using ILS to Manage and to Develop an ERM System. A Case Study. Weiling Liu Office of Libraries Technology University Libraries University of Louisville. ERM – Electronic Resources Managment. Definition/Coverage Subscribed databases (abstracts and indexes) Electronic journals

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using ils to manage and to develop an erm system

Using ILS to Manage and to Develop an ERM System

A Case Study

Weiling Liu

Office of Libraries Technology

University Libraries

University of Louisville

Using ILS to Manage and Develop an ERM System

erm electronic resources managment
ERM – Electronic Resources Managment

Definition/Coverage

  • Subscribed databases (abstracts and indexes)
  • Electronic journals
  • Electronic books
  • Other electronic full-text resources (newspapers, proceedings, government documents, etc.)

Using ILS to Manage and Develop an ERM System

background
Background

University of Louisville (UofL)

  • University Faculty and Staff: more than 5,764
  • Student body: 21,760 (Fall, 2005)

University of Louisville Libraries

  • Integrated Library System (ILS): Voyager
  • Collections: 2 million volumes
  • Electronic Resources:
    • Database: more than 200
    • E-Journal: about 20,000 titles
  • Library Faculty and Staff: 130

Using ILS to Manage and Develop an ERM System

erm initiative e journal management
ERM Initiative – E-Journal Management

Polit project in 1999:

Using ILS to manage full text electronic journals

  • Track the use of electronic journals
  • Maintain a dynamic E-Journal A-Z List

Using ILS to Manage and Develop an ERM System

why using ils for e journal management
Why Using ILS for E-Journal Management?
  • Bibliographic information has been created/entered in acquisitions module
  • Bibliographic information has been entered for existing print version
  • Small learning curve or minimum training on data entry
  • Multiple access points (e.g. A-Z list and Web OPAC)

Using ILS to Manage and Develop an ERM System

example e journal management
Example – E-Journal management

Using ILS to Manage and Develop an ERM System

electronic resources lifecycle
Electronic Resources Lifecycle

Using ILS to Manage and Develop an ERM System

problem analysis part i
Problem Analysis – Part I

Unlike print resources, electronic resources management usually involves more than one unit in the process:

  • Resources are selected not only by librarians, but also by faculty
  • Licensing negotiations are handled by the Dean’s Office
  • Acquisitions are managed by Collection Management unit
  • Web pages for public access are created and maintained by both Public Services and Technical Services units
  • Collection and statistical reports and access control are managed by both Technical Services and Technology Office

Using ILS to Manage and Develop an ERM System

problem analysis part ii
Problem Analysis – Part II

With the ever changing nature and involvement of many processing units, electronic resources are difficult to manage and maintain:

  • Information managed by different units is decentralized
  • Up-to-date information is sometimes delayed in communicating to other units
  • Basic information is duplicated in all processing units
  • Collection and statistics reports are difficult to generate

Using ILS to Manage and Develop an ERM System

ermas our goal
ERMAS : Our Goal

ERMAS (Electronic Resources Management System)

The goal is to efficiently manage all aspects of electronic resources with an integrated solution:

A web-based database that

  • Holds all the information about a resource including processing status
  • Has search capabilities
  • Is accessible to library personnel and patrons
  • Provides customized collection and statistical reports

Using ILS to Manage and Develop an ERM System

the development team
The Development Team
  • Dwayne Buttler, Scholarly Communication Endowed Chair
  • Fannie Cox, Electronic Resources Librarian*
  • Jodi Duce, Acquisitions Program Assistant*
  • Sam Kennedy, Web Developer *
  • Weiling Liu, Director of Libraries Technology Office
  • Judith Niles, Director of Collection Management *

-----------

* As of today, they are no longer in these positions

Using ILS to Manage and Develop an ERM System

system review
System Review

ERM needs and systems available in 2002-2003:

  • DLF (Digital Library Federation)
  • Innovative Interfaces Inc.
  • Gold Rush (Colorado Alliance)
  • Serials Solutions

Using ILS to Manage and Develop an ERM System

basic elements for an erm
Basic Elements for an ERM
  • Database name
  • Content (discription)
  • Producer, licensor, and aggregator
  • Packaging
  • License duration and renewal alert
  • Copy of contract
  • Price and payment terms
  • Payment history
  • Access method(s and resource link)
  • Access restrictions
  • Vendor contacts
  • Contact history
  • Use statistics
  • Use statistics and cost per use

Using ILS to Manage and Develop an ERM System

context diagram
Context Diagram

Using ILS to Manage and Develop an ERM System

erm processing flow chart
ERM Processing Flow Chart

Using ILS to Manage and Develop an ERM System

slide16

Goals and Key Features

  • Accommodate all types of electronic resources: journals, reference works, indexes, etc.
  • Centralize information of each processing stage
  • Updated directly by authorized users or automatically from the library information system (Voyager)
  • Track the progress of each resource from request to access
  • Up-to-date processing status viewable real time by both library personnel and patrons

Using ILS to Manage and Develop an ERM System

workflow stage 1
Workflow: stage 1

Selection/Evaluation/Approval

  • Selectors use ERMAS to verify that the desired resource is not already owned or on order
  • Selectors use ERMAS web-based form to submit a request for evaluation
  • Electronic Information Services (EIS) team reviews request for approval or denial

ERMAS is updated (Status = “Selected”)

Using ILS to Manage and Develop an ERM System

workflow stage 2
Workflow: Stage 2

Acquisitions Review

  • Verify information from request form
  • Contact publisher for additional information:
    • Special features
    • Pricing structure and costs
    • License agreement, if required
  • Determine source of funding
  • Place informal order (fax, phone, etc.) with publisher or vendor

ERMAS is updated (Status = “In Review”)

Using ILS to Manage and Develop an ERM System

workflow stage 2 continued
Workflow: Stage 2 (continued)

LicenseNegotiation

  • Verify restrictions on use of content (e.g. ILL use, authorized users and locations)
  • Negotiation is in progress

ERMAS is updated (Status = “Negotiation”)

  • Negotiation is completed

ERMAS is updated (Status =“Approved” or “Disapproved”)

Using ILS to Manage and Develop an ERM System

workflow stage 2 continued1
Workflow: Stage 2 (continued)

Ordering

  • In ILS (Voyager)
    • Create or update a bibliographic record
    • Create a purchase order
  • In Web-based form
    • Enter information not available in ILS

ERMAS is updated (Status = “On order”)

Using ILS to Manage and Develop an ERM System

workflow stage 2 continued2
Workflow: Stage 2 (continued)

Receipt and Invoice Status

After invoice from publisher or vendor isprocessed

  • Enter invoice information in ERMAS
  • Enter linking instructions or information for access

ERMAS is updated (Status = “Received”)

Using ILS to Manage and Develop an ERM System

workflow stage 3
Workflow: Stage 3

Bibliographic Control and Access

  • Create/Modify/Update the bibliographic record
  • Create or modify holdings records in Voyager
  • Input or update URL and additional information for public access

ERMAS is updated (Status = “Ready”)

  • ERMAS is updated with information from Web form and extracted from Voyager
  • The resource is made available to patron

ERMAS is updated (Status = “Online”)

Using ILS to Manage and Develop an ERM System

examples
Examples
  • ER Diagram
  • Resource Request Form
  • Table for Acquisition Management
  • Table for Licensing Management
  • Table for Bibliographic Control Management

Using ILS to Manage and Develop an ERM System

examples resource request form
Examples: Resource Request Form

Using ILS to Manage and Develop an ERM System

examples er diagram
Examples: ER Diagram

Using ILS to Manage and Develop an ERM System

examples table for acquisition management
Examples: Table for Acquisition Management

Using ILS to Manage and Develop an ERM System

examples table for licensing management
Examples: Table for Licensing Management

Using ILS to Manage and Develop an ERM System

examples table for bibliographic control
Examples: Table for Bibliographic Control

Using ILS to Manage and Develop an ERM System

summary and conclusion
Summary and Conclusion
  • It is efficient to use information already exists in ILS for ERM if it is accessible
  • ERM data elements that can be maintained in ILS mainly depend on the ILS and specific needs
  • It may NOT be efficent to use ILS to manage a large collection of e-journals

Using ILS to Manage and Develop an ERM System

thank you
THANK YOU!

Weiling Liu

w.liu@louisville.edu

w0liu001@gwise.louisville.edu

Using ILS to Manage and Develop an ERM System