Using ILS to Manage and to Develop an ERM System

1. 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

2. 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

3. 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

4. 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

5. 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

6. Example – E-Journal management Using ILS to Manage and Develop an ERM System

7. Electronic Resources Lifecycle Using ILS to Manage and Develop an ERM System

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. Context Diagram Using ILS to Manage and Develop an ERM System

15. ERM Processing Flow Chart Using ILS to Manage and Develop an ERM System

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. Examples: Resource Request Form Using ILS to Manage and Develop an ERM System

25. Examples: ER Diagram Using ILS to Manage and Develop an ERM System

26. Examples: Table for Acquisition Management Using ILS to Manage and Develop an ERM System

27. Examples: Table for Licensing Management Using ILS to Manage and Develop an ERM System

28. Examples: Table for Bibliographic Control Using ILS to Manage and Develop an ERM System

29. 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

30. THANK YOU! Weiling Liu w.liu@louisville.edu w0liu001@gwise.louisville.edu Using ILS to Manage and Develop an ERM System