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eTracker

Electronic Resources and Libraries Conference March 20, 2008 Atlanta GA. eTracker. Improving electronic resources management by optimizing your ILS. Deberah England Electronic Resources Librarian Wright State University. Feeling overwhelmed?. The Problem…. Non-linear workflows

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eTracker

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  1. Electronic Resources and Libraries Conference March 20, 2008 Atlanta GA eTracker Improving electronic resources management by optimizing your ILS Deberah England Electronic Resources Librarian Wright State University

  2. Feeling overwhelmed? Deberah England, ER&L 3/20/08

  3. The Problem… • Non-linear workflows • Inadequate staffing for workload • Many people on many teams involved • Tremendous increase in communication • Multiple mechanisms and systems in use • 24x7x365 • Potential to drop the ball… Deberah England, ER&L 3/20/08

  4. Options… • Spreadsheets • Vendor ordering systems • PAMS • Post-its, slips, etc. • More email to others • More email to yourself Deberah England, ER&L 3/20/08

  5. Email - not a viable option 1999 survey of Intel knowledge workers • 200 messages in an inbox • 30% of email perceived unnecessary • 2.5 hours per day managing email 2006 survey of all Intel IT employees • 350 messages received per week • 20 hours per week managing email • 40% email has a negative impact on their stress level • 31% email has a negative impact on their quality of life Deberah England, ER&L 3/20/08

  6. What is missing? Deberah England, ER&L 3/20/08

  7. Tracking system! • Used by IT for troubleshooting • Pooled “seat” access • Only a select few have access • Costly • Easily infiltrated by Spammers • Additional system to monitor… Deberah England, ER&L 3/20/08

  8. What about ERM? • No built in tracking mechanism • No mechanism other than more email to track problems • Equals more email in your inbox • None of the ERMS on the market address tracking problems well Deberah England, ER&L 3/20/08

  9. How did we manage? Deberah England, ER&L 3/20/08

  10. Eureka! Deberah England, ER&L 3/20/08

  11. Global Claim Program Deberah England, ER&L 3/20/08

  12. MilSer Global Claim program • “Range/review edit program” • Systematically cycled through outstanding late & claimed print issues • Easily adaptable to a “claiming” workflow • Proactive, not reactive • How can I adapt this for e? Deberah England, ER&L 3/20/08

  13. Holdings “check-in” box options Deberah England, ER&L 3/20/08

  14. eTracker “claiming” • Run the claim program anytime • Delegate! • Anyone authorized to run it can run it • Can run it everyday, if needed • Anyone with rights to view, can check status of a problem call • Information retained in record • Saves tracking a plethora of email! Deberah England, ER&L 3/20/08

  15. Individual boxes Deberah England, ER&L 3/20/08

  16. Setting up eTracker… • Select desired codes for eTracker holdings/check-in record • Create check-in card template for eTracker • Define card parameters for eProblem solving • Define card box parameters • Set up a permanent create list • Blue captures from ERM • Green captures from MilSer Deberah England, ER&L 3/20/08

  17. eTracker coding Fixed fields Deberah England, ER&L 3/20/08

  18. eTracker coding Variable fields - basic Variable fields - with public note Deberah England, ER&L 3/20/08

  19. eTracker record template Deberah England, ER&L 3/20/08

  20. Default card parameters Deberah England, ER&L 3/20/08

  21. Define card parameters Deberah England, ER&L 3/20/08

  22. Boxes added - ready for data Deberah England, ER&L 3/20/08

  23. Set up create list Deberah England, ER&L 3/20/08

  24. Define list criteria Deberah England, ER&L 3/20/08

  25. When to create eTracker records • As problems arise • As new titles are added • Systematically select titles • Pull from outstanding email files Deberah England, ER&L 3/20/08

  26. Creating eTracker records • Attach check-in record • Select template • Set up card parameters • Enter data in fields as defined by card template Deberah England, ER&L 3/20/08

  27. Attaching holdings records Deberah England, ER&L 3/20/08

  28. Change index to check-in Deberah England, ER&L 3/20/08

  29. Attach a new checkin record Deberah England, ER&L 3/20/08

  30. Create an eTracker card Deberah England, ER&L 3/20/08

  31. Set up card parameters Deberah England, ER&L 3/20/08

  32. Alter card parameters Deberah England, ER&L 3/20/08

  33. eTracker boxes created Deberah England, ER&L 3/20/08

  34. Box 1 = Problem reported Deberah England, ER&L 3/20/08

  35. Box 2 = “Claim” action Deberah England, ER&L 3/20/08

  36. Box 3 = Any additional action Deberah England, ER&L 3/20/08

  37. Box 4 = Problem resolved Deberah England, ER&L 3/20/08

  38. Flag box – important for open calls Deberah England, ER&L 3/20/08

  39. Suppression = visual aid Deberah England, ER&L 3/20/08

  40. eTracker card box examples • Missing link • Lapsed sub Deberah England, ER&L 3/20/08

  41. Problem reported Deberah England, ER&L 3/20/08

  42. Action taken Deberah England, ER&L 3/20/08

  43. Problem resolved Deberah England, ER&L 3/20/08

  44. Problem reported Deberah England, ER&L 3/20/08

  45. Action taken Deberah England, ER&L 3/20/08

  46. Root of problem Deberah England, ER&L 3/20/08

  47. Notified users Deberah England, ER&L 3/20/08

  48. Problem resolved Deberah England, ER&L 3/20/08

  49. Ticklers… Deberah England, ER&L 3/20/08

  50. eProblem history retained Deberah England, ER&L 3/20/08

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