Creative Solutions for Managing eResources Workflow
Laura Edwards and Kelly Smith OVGTSL Conference
May 21, 2010
http://www.flickr.com/photos/geishaboy500/100043823
Workflow Tools
Process Mapping
VendorAcquisition
s StaffeResource Librarian
Administrative
Coordinator
Collection Dev. Cte. Tools
Renewal Notice
Log Renewal
Renew?
Paper Folder/File
Cabinet
Get Usage Stats
Investigate Pricing
Yes/no
Get input from Liaison/ Fac
MaybeSend Invoice &
License
Vendor Admin Sites
Approve payment
SharePoint Meeting Minutes
Pay Invoice
Verify Continued
Access
Voyager & Banner
End
Database “Before” Workflow
Email/phone w/vendor/consortia
Notify Vendor
Vendor/Agent
Acquisitions Staff
eResource Collection Librarian
Administrative
Coordinator
Collection Dev. Cte. Tools
Renewal Notice
Log Renewal
Renew?
SharePoint Master
eResources Excel File
Get Usage Stats
Investigate Pricing
Notify Vendor Yes/no
Get input from Liaison/ Fac
Send Invoice/ License
Vendor Admin Sites
Sign License
SharePoint Meeting Minutes
Pay Invoice
Voyager & Banner
Shared Network “N” Drive
Email/phone w/vendor/consortia
Notify eResource Access Librarian
License?
No
Yes
Approve Payment
Database “After” Workflow
“The Sharepoint Spreadsheet” – Over 170 licensed eResources tracked
Database Tools
“The Sharepoint Spreadsheet” – Over 170 licensed eResources tracked
Database Tools
“The Sharepoint Spreadsheet” – Renewals TabDatabase Tools
“The N Drive” – Usage Stats Folder
Database Tools
VendorAcquisition
s Staff
eResource Collection Librarian
eResource Support
StaffTools
eBook order placed
Paper Folder/File
Cabinet
Import and edit MARC record file
Vendor Admin Sites
Voyager & Banner
End
eBooks “Before” Process
OCLC
Invoice in Voyager
Discover that
record is needed.
MarcEDIT
VendorAcquisition
s Staff
eResource Collection Librarian
eResource Access
Librarian
eResource Support
StaffTools
eBook order placed
Paper Folder/File
CabinetImport and edit MARC record file
Vendor Admin Sites
Voyager & Banner
End
eBooks “After” Process
OCLC
Notify eResource Librarian
Notify Co-workers
Invoice in Voyager
Activate SFX Portfolios
SFXUpdate non/NetLibrary
holdings in OCLC
eMaileMail
Log Import file information
N Drive
MarcEDIT
Sharepoint ManualeBook Tools
Sharepoint Manual
eBook Tools
N Drive
eBook Tools
N Drive Import Log
eBook Tools
N Drive Record File Folder
eBook Tools
Data SourceeResource Collection Librarian
eResource Access
Librarian
eResource Support Staff Liaisons Tools
Renewal cycle
begins
Compile print usage
data
Make notes in Acquisitions
module
Activate / deactivate
online
Serial Change spreadsheet
Voyager
SFX
Voyager
Scholarly Stats
eResource Librarians meet with
Liaisons
Renew, cancel, or
change format
Journal Renewals Process
Gather online usage
data
Make notes (access issues,
alternate availability, etc.)
Vendor websites
Ebsconet
Submit changes to
Ebsco
Begin closeout process
Sharepoint Serial Change List
eJournal Tools
Sharepoint Title Change List
eJournal Tools
Next Step: How to *Manage* workflows
Image credit: http://www.flickr.com/photos/38033723@N00/3285689600/
Thank You!
Laura EdwardsElectronic Resources Access LibrarianEastern Kentucky University [email protected]
Kelly SmithElectronic Resources Collection Librarian
Eastern Kentucky University [email protected]
