best practices for digital content...
TRANSCRIPT
Procurement Best Practices for Digital Content Licensing
Carol Stephenson, Project Officer: E‐ResourcesOntario Council of University Libraries (OCUL)
OCUL’s role in E‐resource acquisition
$18M USD, $3M CND (12/13)
180+ packages/products• Databases (64%), books (12%), journals (17%), “other” (7%)
70 vendors• 6 major vendors over $1M, most under $100,000
OCUL’s role in local hosting and archiving
Taking a closer look at renewal workflow
Best Practice. Member Agreements
Agreement is between each library and OCUL Library appoints OCUL to act as its authorized representative
and gives the power to act as its agent OCUL’s status as an affiliate of COU COU’s role to administer the business terms of licensing Obligations of Library and obligations of OCUL Responsibilities of the Library Responsibilities of OCUL Termination stipulations Link of OCUL IR institution reps to the OCUL Office work
Best Practice. Planning our work
Product Type of Product Lead VendorNew in fiscal ending
Month term ends Term ends Renewal Post Due
ABI Database ocul ProQuest 2012 Dec 2014 & 2016 29‐Oct‐13
Access Engineering Database Con Can McGraw Hill pre 2008 Jun 2014 22‐May‐13
ACLS Humanities E‐Book collection ocul ACLS pre 2008 Jun 2014 22‐May‐13
ACM Digital Library collection Con Can ACM pre 2008 Jun 2015 10‐Jun‐13
Alternative Press Index Database ocul Ebsco 2011 Oct 2014 19‐Nov‐13
Product Increase # schoolsCost before tax CUR License license date
Local load license
License notes
Notes on Planning
ABI % 6 $ USD ProQuest 2013 no
Access Engineering % 5 $ USD McGraw Hill 2013 no
ACLS Humanities E‐Book % 13 $ USD ACLS 2005 no update
ACM Digital Library % 20 $ USD ACM 2012‐2015 yes
Alternative Press Index % 8 $ USDEbsco generic plus amendment letter 2013 no
Letter to vendor 3 months
before end of term
Offer ReviewProjects Officer Sub‐
committee review
NegotiationEmail
Conference Calls
Offer Posted on Website
3 weeks for institution reps
to vote
InvoicingLicensing
Tracking files updated
Renewal process
Follow up with Vendor
8
Pricing –Renewals / New Joiners
Upgrade Options
Changes in Use / License
Review
Product changes or
enhancementsUse Statistics Title lists
Best Practice: Standard renewal letter
Best Practice: Vendor area on the OCUL website www.ocul.on.ca
Who we are: List of Institutions Institution FTEs IP addresses
What we do Consortia products Scholars Portal
Our requirements Ebook Template Model Licenses Local Load FAQ
Balancing Negotiations
10
Post Renewal
No negotiationsMulti‐year?Less than 3% increase?No issues with business model?
NegotiationsSignificant changes to business model and/or content
Increase of more than 3%
Projects Officer + Sub‐committees
11
Few weeks to complete
Updating Business terms or entitlements
Updating or adding specific
clauses
6 months to complete
Opening License for complete
review
Requesting Local hosting and archiving
Balancing license reviews
Best Practice: Selector website
Best Practice: Accurate records of decisions
Best Practice. Monthly ReconciliationsOCUL Reconciliation (US$)
University: Institution A
For the Period of September 2013 To September 2013
Date Vendor/Customer Invoice # Detail Description Invoice HST DR Balance
Opening Balance $$$$$$
Sep 05, 2013 SPIE 11111 SPIE Digital Library $ $ $
Sep 05, 2013 EBSCO Canada Ltd. 22222 Wilson Databases‐ $ $ $
Sep 05, 2013 The American Institute of Physics 33333 AIP‐ $ $
Sep 13, 2013 ProQuest LLC 4444 Francis‐ $ $ $
Sep 13, 2013 Elsevier B. V. 5555 Reaxys‐ $ $
Sep 05, 2013 ProQuest LLC 6666 Philospher's Index‐ $ $ $
Activity for Month $$
Closing Balance $$$$$$
Best Practice: Product worksheet Input Log:
OCUL Website Date posted Date poll closes
Product Name and Description:
Vendor name and contact information:
Contract Period Product since (date), Previous contract period and contract end date
Renewal terms: (Length of the renewal)
Renewal pricing: Vendor suggested increase and pricing:
Vendor Model / Negotiation details
Final Pricing; Any changes to the existing termsCommitments and feedback from OCUL Members:
Existing subscriber(s) of the product: Not renewing the product:Joining:
LICENSE DETAILS
LICENSE OCUL License
New license or changed clauses details
E course readings (ereserves) and course management systems
Yes – a reasonable portion of the Licensed Material
Course pack (print / electronic) Yes – a reasonable portion of the Licensed Material
Product worksheetLOCAL LOAD DETAILS
Local Load Issues?
ADDED DOCUMENTS and DETAILS
Usage details Details:
Title list Details: Added to wiki (or sent to SP staff)
MARC records Source and contact: Added to wiki (or sent to SP staff)
Marketing & News notifications Sent to SP staff
OUTSTANDING ISSUES
Notes for future reference
SIGNATURES
OCUL Projects Officer signature and date
OCUL Projects Officer and Date
OCUL Office procedures‐ record management for renewal: (Check box when task is complete)
Verify vendor invoice reconciles with final pricingVendor invoice # and date:__________________________Verify the completeness of the renewal worksheetEnsure the completeness of the renewal packageEnsure the completeness of updating associated wiki and web pages
Making it work: Member engagement
Within OCUL IR OCUL IR Listserv Semi‐annual in‐person meetings Active sub‐committees and communitiesBeyond OCUL IR Members on Publisher Advisory Boards Regular reporting to Directors
2011
Needs Assessment
2011
Process and policy
development
2011‐2012
Website Development
2012
Testing &Working Group
feedback
2012
User Training
2012
Launch
2013
Active use and ongoing user feedback
2014
Survey &
Review
Making it work: Product pages development timelines