Kent State University Libraries Develops a New System for Resource Selection
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Kent State University Libraries developed a new Pre-ILS system to manage the workflow and communication for selecting electronic resources before records are created in their integrated library system (ILS). The Pre-ILS system centralizes the review process, allows transparency, and provides tools to track resource requests, pricing inquiries, trials, and reviews. It also generates notifications and exports selected resources to the ILS for record creation. The system was developed in-house using PHP and JavaScript on an intranet accessible to library staff and as a public website.
Kent State University Libraries Develops a New System for Resource Selection
- 2. Kent State University Libraries Develops a New System for Resource Selection Presenter - Kay Downey Collection Management - Kent State University 2011 Charleston Conference Innovation Concurrent Session Saturday November 5, 2011 11:15 AM - 11:45 AM ES Citadel Green Room
- 3. What is Pre-ILS? Pre-ILS is a centralized system that manages the communication and workflow related to the review, selection of electronic resources before records are created in the integrated library system (ILS) Why do we need it… What it can do for us… Development and Use… Future Development…
- 4. Selection Process Wish List Order Investigate Review Identify Not Recommended
- 5. Resource Identification •Reviews •Consortia Initiatives •Bibliographic •Content Providers References •Marketing •Professional Contacts •Faculty •Library Catalogs •Students •Subject Experts
- 6. Selection / Stakeholders – Internal Library – External Library • Subject librarians • Sales representatives • Collection managers • Consortia participants • Acquisition Librarians • Publishers • Electronic Resources • Content Providers Librarians • Faculty • Regional Campus Librarians • Students
- 7. Pricing and Contract Investigation Technical Services Librarians Communicate with content provider(s) to: • Obtain product information • Obtain pricing options • Review license • Schedule trials
- 8. Selection / Review Process Selectors • Authority • Usability • Accreditation requirement • Does it fill a collection need • Does the resource provide support for research and teaching Collection Management • Identify funding, can we afford it • Can it replace existing print collections • Does it provide support for institutional strategic priorities • Is the contract acceptable
- 9. Managing the Selection Process Systems, Communications and Time Time • Pricing Research Systems • Product Review • Email Folders, • Contract Negotiations • ERMs • if funding is not readily available then new quote must be obtained and if enough time • ILS Acquisitions Modules has past a new trial and review may be • Spreadsheets warranted • Ticketing Systems • Paper Work Forms Communications • Email • Phone • Meetings
- 10. What Pre-ILS can do for us PRE-ILS Can: • Communicate information requests from the subject librarians • A central system for initiating acquisitions workflow and tracks the process through purchase • Tracking the review process • Storing review ranking /scores and comments • Provide historical records of previous reviews • Allows transparency in the acquisitions process throughout the institution • It provides framework for standard practice
- 11. Pre-ILS Development Whiteboard Sessions Technical specifications Program Development Testing (Intranet) Technical Services • <!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 401 Selectors Transitional//EN" • "http://wwww3org/TR/html4/loosedtd"> Usability Studies • • <html lang="en"> <head> • <title>Pre-ILS System</title> Production (Intranet) • <meta http-equiv="Content-Type" content="text/html; charset=iso-8859-1"> • <meta name="DCtitle" content="Pre-ILS System"> Public Web Site (in process) • • <meta name="DCsubject" scheme="LCSH" content=""> <meta name="DCsubject" content="intranet, Tools Area"> • <meta name="DCdescription" content="Pre-ILS System"> • <meta name="DCpublisher" content="Kent State University Libraries and Media Services"> • <meta name="DCdatecreated" scheme="W3CDTF””
- 12. Pre-ILS System Components • Intranet for internal use • Internet for Public use • Receives Incoming requests from librarians • Access defined by the level of user • Search options • Manages workflow in technical services • Resource Records • Task Assignment • Price quotes • License Specifications • Collections checklist • Funding information • Order approval • Reviewing Tools for Selectors • Scoring • Comments
- 13. Pre-ILS Features • Export to ILS for record creation • Generates correspondence for vendor price inquiries • My stuff folders • Automated status change notifications • Reporting (forthcoming)
- 14. Pre-ILS System Structure • PHP and JavaScript scripting languages and using MySQL for database storage • Intranet provides a central location for UL employees • UL public web site is managed using a custom-built content management system • Both the intranet and the public web site use the University's online (LDAP) directory to authenticate students, staff, and faculty
- 15. Pre-ILS Application • The system shares 39 database tables • Contains almost 8,000 lines of php, html, and javascript code • Applications work similarly but provide different levels of information for the different target audiences • Many aspects of the Pre-ILS are Kent State-specific • eight campuses which can be represented individually or in any combination • workflows are specific to those which our Technical Services Department uses • these aspects of the application are hard-coded and cannot be configured
- 16. Pre-ILS Request Status New Request Acquiring Price and/or Trial Information 1. Each status change prompts the Provider Contacted, Waiting system to generate an automated For Reply email which is sent to any Trial Scheduled combination of the users (requestor, serials staff, subject librarians, and Trial Activated system administrators) Under Review Review Concluded 2. A maintenance script is License Under Review automatically run each morning (via Review Suspended the Unix cron task) to update Approved For Purchase requests which have reached a target Recommended Pending date Funding Not Recommended At This 3. Status changes are logged with the Time action date and the person Suppressed responsible for the status change
- 17. Pre-ILS Request Form • To request pricing, schedule a trial or recommended a new purchase • The only required field is the title • Users receive email notifications when action is taken on is taken on the request and/or information is updated
- 18. Pre-ILS Search Form • Record Number • Title • Publisher • Subject • Resource Type • Request Status • Task assignment
- 19. Pre-ILS Search Results •Can be sorted by any field, except subject •Links provided to resource record
- 20. Pre-ILS „My Stuff‟ •My Stuff is automatically updated to include any resource added by the individual who originated the request •Users can select any resource to be added to their “My Stuff” folder •Users will receive email notifications for all resources in the my stuff folder
- 21. Pre-ILS User levels User Definitions G5 Library Administrators, Collection Management, Department Heads and Systems G4Technical Services Librarians and Support Staff G3All UL Faculty and Staff, Subject Librarians, Regional Campus Library Directors and Regional Campus Library Faculty and Staff G2 Includes all those authenticated via University's online (LDAP) directory including all students, faculty and staff G1 General public anyone not authenticated via University's online (LDAP) directory
- 22. Pre-ILS Request Record Components • General Request Information • License Information • Trial Information • Price Quote Information • Status Log • Internal Notes • Scores and Comments
- 23. Pre-ILS Resource Request Information • Request #: • Request status: • Publisher: • Publisher URL: • Resource type: • Subject(s): • Request type: • Expedited quote requested: • Additional information: • Requested by: • Request date: • Assigned to: • Summary description: • Other holdings: • Cancel print subscription: • OhioLINK access: • COUNTER compliant: • Password required:
- 24. License Information Contained here is information about the status of the preliminary license review and determination of whether or not the license meets minimum requirements for purchase • Status – Under review – On file – No license required – License negotiable – License non-negotiable • Form of license – Standard signature print license – SERU – Online Terms and Conditions • ILL rights • Course reserves rights • Electronic reserves rights • Digitally copy • Perpetual access • Indemnification • Jurisdiction • License notes
- 25. Pre-ILS - Pricing Information
- 26. Pre-ILS - Pricing Information Annual Subscription • Campus access (All campuses, One Time Purchase Kent, Stark, East Liverpool, Ashtabula, Marc Records Geauga, Tuscarawus, Trumbull, Salem) Archive Membership • Provider Hosting Fee • Contact name • Contact phone • Quote date • Expiration date: • Contact email address • Quoted price • Notes • Simultaneous users • One-time fund transfers • Subscription coverage • Permanent fund transfers • Lease/Purchase • Assigned fund(s) • Local/Consortia
- 27. Library/Provider Communications Access: Online Only Print and Online Print Only Price quotes for: All campuses (FTE=31,505) Kent campus (FTE=20,854) Stark campus (FTE=3,010) East Liverpool campus (FTE=697) Astabula campus (FTE=1,408) Geauga campus (FTE=1,028) Tuscarawas campus (FTE=1,652) Trumbull campus (FTE=1,712) Salem campus (FTE=1,144)
- 28. Library/Provider Communications Specific requests: 1. Does a subscription include access to backfiles? If so, what are the dates of coverage? 2. Is this title part of a package? If so, what are the other titles in the package? 3. Do we own the content for the years paid or is access to the content lost upon subscription cancellation? 4. Is access available by ip address or by username/password only? 5. What discounts are available for educational institutions or for OhioLINK membership? 6. If a license agreement is required please send a copy for our review. Trial request: Please provide a 30 day trial
- 29. Library/Provider Communications - Message text Message: Marysmithy@subscriptionsunlimitedcom Dear Mary Smith, I am writing on behalf of Kent State University Libraries to request a price quote and product information for "African American Newspaper” We need pricing for online access only for all of our campuses (FTE = 31,505): $______________ Please supply the following information if applicable • Does a subscription include access to backfiles? If so, what are the dates of coverage? • Is this title part of a package? If so, what are the other titles in the package? • Do we own the content for the years paid or is access to the content lost upon subscription cancellation? • Is access available by IP address or by username/password only? • What discounts are available for educational institutions or for OhioLINK membership? • If a license agreement is required please send a copy for our review As part of our review we would also like to schedule a 30-day, campus-wide trial beginning on June 20, 2011 Our IP range is 131123** Thank you kindly for your assistance Please contact me if you have questions or need further information Sincerely, Kay Downey mdowney1@kentedu
- 30. Scores and Comments • Review Does Not Apply To G1 Users • System Computes 3 Values – INDIVIDUAL PERSONAL SCORES, • average of the total individual scores from the work form – INDIVIDUAL CAMPUS SCORES • median for all of the individual average scores by campus – ALL 8 CAMPUS SCORE • median for all individual's average scores • Scale 3-4 = ESSENTIAL 2-3 = IMPORTANT 1-2 = HELPFUL 0-1 = NOT USEFUL
- 31. Scores and Comments 1. How relevant is this resource to your area of study or research? 2. How relevant is this resource to the overall university community? 3. How would you rate the overall quality of this resource? Is the information accurate and does it emanate from a respected source? 4. How would you rate the overall ease of use, web site functionality and search features? 5. To what extent does this resource provide unique content? ie content not already available via university libraries
- 32. Tracking Workflow • Status changes – Date – Status – Who made the change • Internal Notes
- 33. Impact on Selection and Workflow –Improves communications –Controls communications for – Price requests – Trials – Order approvals – Fund Transfers • Provides a workflow framework and standard – Product review – Purchasing priorities
- 34. In Development Reports • Cost comparison • Purchasing priorities • Review selectors scores and comments – All Scores by Reviewer – All Scores by Resource – All Scores by Provider – All Scores by User Level • Customized Reports by Selected Fields • Historical data analysis
- 35. In Development Export to ILS • ERM Resource Record • ERM License Record – Campus Access – Access – Resource Name/Title – Course Reserves Rights – Alternate Titles – Digitally Copy – Resource Type: – Electronic Reserves Rights – Subscription Coverage: – Form of License - – Summary Description – Ill Rights – Form of License: – Indemnification – Trial End Date – Jurisdiction – Trial Start Date – Lease/Purchase – Trial Login // Password – License Notes – Trial URL – Local/Consortia – Perpetual Access
- 36. In Development Export to ILS Innovative Brief Bib Innovative Order Record • Pre-ILS Record • Subscription coverage – Resource Name/Title Number • Lease/purchase • Record – Publisher Creator/Patron Name • Local/consortia – Alternate Titles • Type Of Resource / • Provider – Type Of Resource / Format Format • Contact name: • Fund Assignment • Contact phone: – Lang • Person assigned • Contact email – Location order address – Bib Lvl • Fund Transfer • Notes – Display • Campus access • Internal Notes • Quoted item • – Cat Date Order Approval • Quote date • Other Holdings in • Expiration date: KentLINK • Quoted price: • Cancel Print • Fund Charge Subscription • Simultaneous users
- 37. In Development Public Interface • Display – Basic request information – License – Trial Information – Scores and Comments
- 38. Questions … Contact Project Manager Kay Downey Collection Management University Libraries Kent State University mdowney1@kent.edu Program Development Rick Wiggins Lead Applications Developer University Libraries, Systems Project Coordinator Kent State University Tom Klingler, Assistant Dean rwiggins@kent.edu Systems and Technical Services University Libraries Kent State University tk@kent.edu
Editor's Notes
- #21: My Stuff is automatically updated to include any resource added by the individual who originated the requestUsers can select any resource to be added to their “My Stuff” folderUsers will receive email notifications for all resources in the my stuff folder
- #24: Subject is associated with fund codesidentifies populates requestor department and provide contact informationIncludes a check list for tech services to check request against existing holdings either local and consortia Instructions for canceling print equivalent