in with the new out with the old castro-wu-final-3-30-2012
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In with the New, Out with the Old: An Innovative Method to Manage
eJournals
Jeannie Castro and Annie Wu
University of Houston Libraries
Electronic Resources and Libraries Conference, 2012
University of Houston Libraries
Main library with 3 branches
160 staff members2.2 million
volumes400,000 e-titlesServe cliental of
over 40,000
UH E-resources Management
Use Serials Solutions for almost all ejournals and ebooks management
Individually subscribed ejournals used to be cataloged in house, now outsourced to Serials Solutions
Individual Ejournals Management History
Utilize Help Desk Ticket for newly subscribed ejournals
Add additional info for title(s) in ticketDownload and export OCLC records for the
newly subscribed title Close Help Desk Ticket
Barriers for the Old Former Process
HelpDesk Ticket system is not designed for ejournal management
Adding note for detailed ejournal data can be cumbersome
Data about ejournals are not consistent or not sufficient, thus confusing to catalogers
There was no way to track the process in lagging subscriptions
There was no resource history of subscribed titles
Making the ChangeSelf-initiated
teamWork out the
new workflowBuild the spread
sheet and set up status in SS
Carry out the designated work by different units
UH Ejournals Management Tools
Serials SolutionsMicrosoft
OutlookExcel
spreadsheet
Initiation of Individual E-journal Process
Process begins with the Serials Review by Acquisitions.
New e-journal titles are ordered based on SR analysis.
ER staff take care of licenses if needed. Individually subscribed titles go through the
designed workflow process
Old Workflow Process
HelpDesk Ticket sent to ER by Acquisitions
ER verified the HelpDesk Ticket info and forwarded it to Cataloging
Cataloging cataloged the new title and closed the ticket
HelpDesk Ticket
Detailed Ticket Info Supplied by ER
New Workflow with Color Coding
License Negotiation
Ready for Order
ER Set-up
Coverage Verification
Ready for Cataloging
Subscribed
Collection Level Spreadsheet
Title Level Spreadsheet
Resource History of Title in the ERM
License Negotiation – Step 1: Change Status
License Negotiation – Step 2: Email Alert from Serials Solutions
License Negotiation – Step 3: Create Spreadsheet
License Negotiation – Step 4: Update Action Log
License Negotiation – Step 5: Update Summary
License Negotiation - Actions Taken by ER
Request license from publisherMark up the license according to
University PolicyNegotiate the licenseCreate the Spreadsheet and
update the action log and summary note
Change status to Ready for Order in SS
Ready for Order – Step 1: Status Change
Ready for Order – Step 2: Email Alert
Ready for Order – Step 3: Update Spreadsheet
Ready for Order – Step 4: Update Action Log
Ready for Order – Actions Taken by Acquisitions
Create the order record Verify that the information in the
order is correctPay the invoiceChange the status to ER Setup in
SS and the spreadsheet
ER Setup – Step 1: Change Status
ER Setup – Step 2: Email Alert
ER Setup – Step 3: Spreadsheet
ER Setup – Step 4: Update Action Log
ER Setup – Step 5: Update Summary
ER Setup – Actions by ER
Input script into EZProxyVerify access and test URLEnsure that the coverage dates
are correct from the licenseChange status to Coverage
Verification in SS and in spreadsheet
Coverage Verification – Step 1: Status Change
Coverage Verification – Step 2: Email Alert
Coverage Verification – Step 3: Update Spreadsheet
Coverage Verification – Step 4: Update Action Log
Coverage Verification – Action Taken by Serials
Check several issues of the subscribed journal to confirm the access
Change status to Ready for Cataloging – Individual eJournal in SS and the spreadsheet
Ready for Cataloging – Step 1: Change Status
Ready for Cataloging – Step 2: Email Alert
Ready for Cataloging – Step 3: Update Spreadsheet
Ready for Cataloging – Step 4: Update Action Log
Ready for Cataloging – Action Taken by Cataloging
Cataloging staff verify coverageChanges the Serials Solutions
record to reflect correct dates and URL
Changes Status to Subscribed at individual record level
Subscribed – Step 2: Serials Solutions Individual Record
Subscribed – Step 3: Update Spreadsheet
Subscribed – Step 4: Update Action Log
Serials Solutions
(status
change)
Outlook(email alert)
Spreadsheet
(title info)
ChallengesUse of color Work overlapTracking unsolved problems in
process Communication among different
groups
Success Points
Shared processEasy to integrate additional
changes in processTransparencyDecent tracking of subscriptionCollaborationProcess reusable for other
formats workflow
Contact:
Jeannie Castro: [email protected] Wu: [email protected]
Sources for Images: http://office.microsoft.com/en-us/clipart/default.aspx?lc=en-us http://sxc.hu/ http://images.google.com/imghp?hl=en&tab=wi