ERM & All of Us: Workflows after Re-Organization...Why ERM? Why Re-Organization? •ER Customer...
Transcript of ERM & All of Us: Workflows after Re-Organization...Why ERM? Why Re-Organization? •ER Customer...
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ERM & All of Us: Workflows after Re-Organization
Betsy Appleton, Electronic Resources Librarian, George Mason University [email protected]
POTOMAC TECHNICAL PROCESSING LIBRARIANS
88th ANNUAL MEETING
October 12, 2012
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Overview
• Context
• ERM and ERMS: Why?
• Expectations- ERMS
• Expectations- ERM, Re-Organization
• Changes in Work Flow
• Lessons Learned
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Context
• ~25,000 FTE
• Distributed Library System
• $$$$
• Entering Season of Major Change
– Fenwick Library Addition 2012-14
– New University President
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Context
• Resources and Collection Management Services – Special Collections and Archives
– Collection Development and Preservation
– Technical Services Group
• TSG Re-Organization – Serials, Acquistions, Cataloging
– Resource Acquistions, Resource Description and Metadata Services, Payments Unit
• E-Team Concept: CDP, TSG, Digital Projects & Systems (DPS)
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Why an ERMS?
ILS
Circulation
Acquisitions Data
Bibliographic Data
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Why an ERMS?
Excel Spreadsheets
New and Prospective E-Resource
Lists
License Tracking
Trials
Resource Evaluation
Usage Data
Tracking renewals
Reporting Various “like”
resources
ER Librarian
Brain
Perennial Access
Problem Fixes
Vendor Contacts
Administrative Site Logins
"Special" E-Resources
E-Resource History (maybe)
Where that sticky-note
with the answer is
Email Troubleshooting
Vendor Contacts
Trials Usage Data
Price Quotes
Communication to Stakeholders
Paper Files
Licenses
Resource Evaluation
Trials
Invoices
Vendor Contacts
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Why an ERMS?
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Why ERM? Why Re-Organization?
• ER Customer Service could improve
• Communication Breakdowns
• Unsustainable, inefficient work loads
– Too much AND too little
– Re-aligning work among appropriate departments
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ERMS Expectations
All SHARED in One Place!
Renewals
Licenses
Trials
Trouble-shooting
Vendor Contacts
Usage Data
Communication
Perennial Access
Problem Fixes
Resource Evaluation
Admin Logins
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ERM, Re-Organization Expectations
Realistic
• More staff resources devoted to ER
• Record of Institutional ER Knowledge
• Less time spent hunting for answers
• Fewer paper files
• No more ERM on paper forms
• Passive communication improvements
Highly Unrealistic
• No more duplicative spreadsheets!!
• Public services could use ERMS like the ILS
• Full implementation in a year, while re-organizing the Technical Services Group
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Changes In Work Flow: ERMS
Requested: Liaison Information Request
Under Review: Data Gathered
(Trial)
Rejected Budget Approval
License Negotiation
License Negotiation Unsuccessful Ready to Purchase
On Order
(Check for Access)
Ready To Process
New Item
Subscribed
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Changes In Work Flow: ERMS
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Changes in Work Flow: Re-Organization
• LOTS of training needed
• Everyone has a backup
• Communication as part of work flow
– Alerts to Liaison Librarians, The Purchase List
– E-Resources Distribution List
– Weekly meetings, Tracked Resources Reports
“I Got Your Back”. http://www.stickmanknows.org/stickman-jokes
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Lessons Learned
• “In theory there is no difference between theory and practice. In practice there is.”
• ERM is only as good as its implementation.
• Weekly meetings are still useful- Agenda topics: “Where is it” “What is THAT?!”
• We still need spreadsheets, but they are generated/informed by the ERMS.
• Communication needs to be part of the work flow.