Using Process Mapping to Assess and Improve eResources Workflow

Kelly Smith Charleston Conference

November 3, 2010

http://www.flickr.com/photos/geishaboy500/100043823

Workflow Tools

Workflow 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 Acquisition “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 Acquisition “After” Workflow

Before.. After..

Current Database Acquisition Tools

Current Database Tool - Sharepoint

The “Electronic Resources” Spreadsheet – Over 170 licensed eResources tracked

Current Database Tool - Sharepoint

The “Electronic Resources” Spreadsheet – Over 170 licensed eResources tracked

Current Database Tool - Sharepoint

“The Sharepoint Spreadsheet” – Renewals Tab

Current Database Tool - Sharepoint

“The N Drive” – eResources Folder

Current Database Tool

“The N Drive” – Usage Stats Folder

Current Database Tool

UStat

Current Database Tool

PHP-based Database of Databases

Current Database Tool

PHP-based Database of Databases

Current Database Tool

http://www.flickr.com/photos/kentbye/2053916246

EKU is…

1) Building an eResource Management tool using Drupal Desired Fields/Functionality:

http://tinyurl.com/drupaldb Mockup:

http://library-dev.eku.edu/resources/subject

2) Hoping to develop a ticketing system using Footprints software to track Changes with journal titles Problem reports

Next Step

Need a better TOOL to *Manage* the workflows we’ve developed.

Thank You!

Kelly SmithContinuing Resources Team LeaderEastern Kentucky University Librarieskelly.smith2@eku.edu