Introduction

1. Open-Source ERM: a collaborative implementation Don Taylor, James Murphy, Frances Dodd -- NASIG June 5, 2009

2. Introduction • Overview of CUFTS in the reSearcher Suite • ERM implementation experience at UPEI • ERM implementation experience at SFU • Future directions for development of CUFTS ERM

3. CUFTS reSearcherSuite • CUFTS is composed of: • Knowledge base • Link resolver • E-journals database • Electronic Resources Management System

4. CUFTS Knowledge Base • Includes over 475 fulltext resources • Libraries are able to freely download and set up their own installation or SFU will host their CUFTS installation. • Title list data comes from freely accessible sources. Some has to be massaged manually. Libraries can create their own local resources if they are not available in the knowledge base. • Is maintained collaboratively. Collaboration is growing.

6. Link Resolver - GODOT • Knowledge base comes with a link resolver – GODOT • Uses the knowledge base to resolve to fulltext. GODOT uses OpenURLs, Digital Object Identifiers (DOIs), or its own internal linking syntax, to provide article-level linking in all major indexing and abstract databases. • Also reveals holdings in the catalogue. • Works with ILL software and ILS to provide direct or mediated ILL requesting for patrons.

7. Collaboration • Collaboration on maintaining CUFTS Knowledgebase. • Started as ad hoc collaboration • Collaboration on Open Access title lists (resources) • Collaboration on vendor resources. Responsibility for maintaining certain resources transferred from SFU to UPEI.

8. CUFTS E-journal database • The CUFTS Journal Database (CJDB) is a serials database containing electronic holdings information based on the knowledge base and can also integrate print and microform holdings. • Journal Auth database - brings together all of the contributed serials MARC records and shares the necessary details. Records contributed by CUFTS libraries and the COPPUL and BC ELN consortia. New records created by SFU – want this to be done by all.

9. Screen clipping taken: 02/06/2009, 11:35 AM

12. CUFTS ERM • Open source ERM developed in collaboration with libraries from two Western Canadian consortia – BC ELN and COPPUL. • Extendable and changeable due to its open source nature. • Part of the ReSearcher suite of library discovery tools.

13. Initial Development and Team Work • Need for centralized licensing data drove initial need for ERM. • Initial design drawn from the DLF ERMI and modified in collaboration with BC ELN and COPPUL libraries. • Initial development discussions led to realizations that current workflows would have to be substantially altered.

14. Initial Development and Team Work • Three parts to ERM Resource record • Main record – description / financial / subscription information • Provider record – vendor information • License record

15. Initial Development and Team Work • Main record is unique for each resource. • Fields are arranged in a tabbed display according to function. • Main record is where status of a resource is tracked

19. Initial Development and Team Work • Provider record and License record can be linked to multiple Main records. • License record data displays in a staff view but is currently not displayed to regular users.

20. Initial Development and Team Work • For journals and journal packages, can link the Main record to Resource record in CUFTS.

21. Open source technology at UPEI • An institutional strategy • Moodle and Drupal powered Website • Robertson Library makes extensive use of OS • VRE’s, digital repositories, digitizing local histories • First academic library in the world to use Evergreen as an ILS

22. Choosing CUFTS • Open source – participatory development • Ease of use • Immediate workflow change as far as e-journal listing is concerned • Paper based ERM needed updating

23. Collaboration • Changes made to the CUFTS database structure • Made managing our print serials possible • Solved the problem of displaying our serials holdings • Adam Matthew 18th Century Journal collection

24. Implementation of the ERM • Manual entering of data from spreadsheets • Sharing licensing information • Present benefits • Loading historical cost data

25. Changes in workflow • Check-in of print serials • Cataloguer’s new workflows • My new duties

29. Implementation experience at SFU • The two stages of implementation • Going live: entering records in ERM and sending them to Millennium. • Populating the ERM with data for existing orders (stand-alone journals / packages, and electronic databases) and ongoing cost data.

31. Set up for implementation Problem of separate systems: Electronic resources data in ERM (license, etc) Financial and print data in ILS (costs, coverage) Solution: Establish a match-key to link the two systems and enable data transfer.

32. Establishing the link field

33. Stage 1: going live on the ERM New order is entered in the ERM by Collections area staff, is triggered for automatic transfer Order data transfers to Millennium (including accession number link in 930) and notification email is sent to acquisitions staff in the Processing area.

35. Changing workflow Old workflow: paper order form filled in Collections area and walked over to Processing area for entry in Millennium. New workflow: order entered in ERM, automatically transferred to Millennium for activation and payment.

36. Stage 2: Populating the ERM Part one Existing orders for about 1000 stand-alone electronic journals and packages are identified in Millennium, and output to a file. File is loaded to ERM, automatically creating new records and populating fields, e.g. title, provider, costs, resource type.

38. More data-load questions: • One-time payments • Back-orders

39. Stage 2: Populating the ERM Part two List of about 500 electronic databases is loaded to ERM, creating new records Corresponding records are identified in Millennium and cost data is loaded back to ERM, matching on link field 930.

40. Example: a resource listed by its popular name in the list of electronic databases

42. Ongoing electronic data transfers • Regular updates between Millennium and ERM: • New orders from ERM to Millennium • Public databases from ERM to Millennium • Costs data from Millennium to ERM

43. Links between systems

44. Outcomes (staff-side) • Centralized reference for electronic resources generates new workflows throughout the library. • Standardized orders are more easily managed. • New techniques adopted for managing electronic resources also help for the print.

45. Outcomes (public) • More consistent results in catalog searches • Fuller answers from Reference Desk staff • More immediate answers from ILL staff

47. Future directions (UPEI) • Creating new reports • Adding ERM fields for AVC • Using ERM to manage print serials’ financial data • Contributing programming to the CUFTS

48. Future Directions • Statistical integration and SUSHI

49. Future Directions • Shared licensing data across ELN and other partner libraries. • Collaborative software design and management. • Sharing implementation best practices. • Automatic notifications based on status triggers in an ERM Main record.

50. Questions? Don Taylor: dstaylor@sfu.ca James Murphy: jamurphy@upei.ca Frances Dodd: fdodd@sfu.ca