Out with the old, in with the new: revising ERM workflows in a time of change
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The document details the University of Guelph's electronic resources and metadata librarians' efforts to revise their electronic resource management (ERM) workflows in light of changing staffing and systems. It emphasizes the importance of collaboration, communication, and user experience while focusing on implementing Alma as part of their future plans. Key goals include creating clearer task management protocols, streamlining processes, and maintaining flexibility during changes.
Out with the old, in with the new: revising ERM workflows in a time of change
- 1. Out with the old, in with the new Revising ERM workflows in a time of change NASIG 2019 | June 6, 2019 Photo by Constellateon Unsplash
- 2. Who are we? Hana Storova Electronic Resources & Metadata Librarian hstorova@uoguelph.ca Kailey Brisbin Electronic Resources & Metadata Librarian kbrisbin@uoguelph.ca
- 3. What we are talking about today? context motivations guiding principles goals what we've done so far future plans Photo by Elliot Sloman on Unsplash
- 4. Our Context
- 5. Our context • University of Guelph • Guelph, Ontario, Canada • 29,500 FTE and 1,500 staff and faculty • University of Guelph Library • McLaughlin Library • Team-based environment
- 6. E-Resources & Metadata Acquisitions Collections E-Learning & reserves Annex Collections & Content Team Photo by Samuel Zeller on Unsplash
- 7. ERM Team • Two Electronic Resources & Metadata Librarians, three staff (ERM Library Associates), and student staff • Manage access and discovery of Library's electronic resources • Current systems: • Voyager (integrated library system) • Primo discovery layer • SFX link resolver/A-Z E-journal List • SpringShare LibGuides A-Z Database List • Footprints ticketing system • TUG – TriUniversity Group of Libraries
- 8. motivation Photo by Lucas Davies on Unsplash
- 9. Collaborative Futures OCUL Collaborative Futures Project Photo by Markus Spiske on Unsplash
- 10. Staffing changes Photo by Sonny Ravesteijnon Unsplash
- 11. Outdated workflows Photo by Florencia Viadana on Unsplash
- 12. unclear responsibilities & communication Photo by MakariosTang on Unsplash
- 13. guiding principles Photo by Luiz Centenaro on Unsplash
- 14. • Techniques for Electronic Resource Management (TERMS) • Life cycle of electronic resources and the management of e- resources through this life cycle • Helped us understand what parts of the life cycle are handled by the ERM Team and how they relate to other parts handled by Acquisitions and Collections • Great framework for discussions about e-resources workflows for the Collections & Content Strategic Team TERMS
- 15. • NASIG Core Competencies for E-Resources Librarians • Broad areas of competencies for ERM librarians • Helped us highlight skills we have and can leverage specific skills to manage the change. • 1. Communication • 2. Leadership • 3. Flexibility NASIG Core Competencies
- 16. • Team goals help provide guidance on what the ERM team should be prioritizing • Main priority for ERM team is implementing Alma as part of Collaborative Futures Collections & Content Team Goals
- 17. • People don't like change • For change to be successful, the people impacted by the change need to be a part of it • You are not just changing systems or workflows, but also people Change Management Theories
- 18. E-resources work is: • complex (lots of different systems) • dependent on many different people (library staff in collections & technical services, consortia partners, vendors, users) • cyclical, inter-connected and quickly changing both in terms of content, and technical solutions supporting that content E-resources workflows and staffing models need to correspond to this changing environment and changing needs • User experience should always be the main guiding principle What did we take from this?
- 19. • Strong leadership and communication skills • Flexibility & adaptability • Technical skills What skills helped us redesign our workflows? identify the need and communicate with staff throughout the process of change revise the workflows in iterative process implement solutions
- 20. Goals Photo by matthew Feeney on Unsplash
- 21. goals 1. We wanted to get a good sense of what we were spending our time on as a team 2. We also wanted to set expectations around: • how tasks get prioritized • how long it approximately takes to accomplish a task • how tasks are assigned to staff • how we keep track of tasks 3. Create policies and procedures based off these expectations
- 22. What have we done so far? Photo by felipe lopez on Unsplash
- 23. Created an inventory of all ERM work tasks and projects Photo by JOSHUA COLEMAN on Unsplash
- 24. 1. Footprints & a-z database list link checking 1. Messages directlyfrom users 2. EZProxy issues 2. Troubleshooting 1. Off-campus accessissues 2. Broken URLs 1. Priority if user is directly involved 3. Managing ERM team email 1. Vendorcommunication/troubleshooting 2. Acquisitions information 3. New/renewed/cancelled products/ subscriptions 4. Creating/Updating AccessPoints 1. Adding an entry to the a-z database list / Voyager 2. Fixing an individual link in SFX/Voyager/Databaselist 5. Collaborative Futures Projects 1. SFX Link ResolverClean-Up Projectand related tasks 2. Investigating individual targets/packages and doing clean-up work when necessary 6. Bulk-editing of e-bookand streaming media packages 1. New products take priority over ongoing subscriptions. 7. Projects 1. License inventory work 2. Usage statistics 3. Admin site/vendor/IP address/Logoinformation clean-up
- 25. Changed the way we track and assign tasks Photo by Joanna Kosinska on Unsplash
- 26. Changed the way we track and assign tasks • Created a schedule using Outlook calendar for regular tasks • Scheduled bi-weekly ERM Team meetings • Cleaned-up the SharePoint task list • Changed the way bulk editing and loading work is assigned and maintained
- 27. Cleaned up and streamlined information Photo by pan xiaozhen on Unsplash
- 28. Cleaned up and streamlined information • Motivations: • Training new staff created a need for organized documentation and information • Migration to a new version of SharePoint • Preparation for the upcoming migration to Alma • Created a new central folder for all information • Removed outdated information and consolidated duplicate information
- 29. Created policies and procedures Photo by ron dyar on Unsplash
- 30. Future Plans Photo by Tomasz Frankowski on Unsplash
- 31. • Consultation & communication with key stakeholders • Cancellation workflows What next?
- 32. • Workflow revision & redesign 2.0 - after Alma go live • Governed by the policies & recommendations of the new consortium • Informed by our experience working in the previous system and consortium • Aimed to be sustainable, collaborative, and focus on the user experience Future plans
- 33. What we learned • Leadership is needed • Be flexible • Communication is key • Change management is important
- 34. Photo by "My Life Through A Lens" on Unsplash
- 35. Questions? Hana Storova Electronic Resources & Metadata Librarian hstorova@uoguelph.ca Kailey Brisbin Electronic Resources & Metadata Librarian kbrisbin@uoguelph.ca
- 36. Citations • "Diving Into ElectronicResources Management (ERM) Work: The Stories of Two Early Career Professionals" by Kailey Brisbin and Hana Storova, OLA 2019 Super Conference, January 31, 2019, Toronto, Ontario. • "Shifting Priorities: Preparing to Migrate to Alma/Primo" by Kailey Brisbin, Randy Oldham & Hana Storova, ELUNA 2019 Annual Meeting, May 1, 2019, Atlanta, Georgia. • Change management ELUNA • "Project and Change Managementfor a Successful LSP Migration" by Janetta Waterhouse, ELUNA 2018 Annual Meeting, May 4, 2018, Spokane, Washington. • Cote, C., & Ostergaard, K. (2017). Master of “Complex and Ambiguous Phenomena”: The ERL’s Role in a Library Service Platform Migration. The Serials Librarian, 72(1-4), 223-229. • Core Competenciesfor ElectronicResources Librarians by NASIG Core Competencies Task Force (last revision January 2, 2019) • TERMS: Techniques for Electronic Resource Management by Jill Emery, Graham Stone, Peter McCracken • OCUL CollaborativeFutures website by Ontario Council of University Libraries.