1. Creative Solutions for Managing eResources Workflow Laura Edwards and Kelly Smith OVGTSL Conference May 21, 2010

2. http://www.flickr.com/photos/geishaboy500/100043823 Workflow Tools

3. Process Mapping

4. Vendor Acquisitions Staff eResource 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 Maybe Send Invoice & License Vendor Admin Sites Approve payment SharePoint Meeting Minutes Pay Invoice Verify Continued Access Voyager & Banner End Database “Before” Workflow Email/phone w/vendor/consortia Notify Vendor

5. 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 “After” Workflow

6. “ The Sharepoint Spreadsheet” – Over 170 licensed eResources tracked Database Tools

7. “ The Sharepoint Spreadsheet” – Over 170 licensed eResources tracked Database Tools

8. “The Sharepoint Spreadsheet” – Renewals Tab Database Tools

9. “The N Drive” – Usage Stats Folder Database Tools

10. Vendor Acquisitions Staff eResource Collection Librarian eResource Support Staff Tools eBook order placed Paper Folder/File Cabinet Import and edit MARC record file Vendor Admin Sites Voyager & Banner End eBooks “Before” Process OCLC Invoice in Voyager Discover that record is needed. eMail MarcEDIT

11. Vendor Acquisitions Staff eResource Collection Librarian eResource Access Librarian eResource Support Staff Tools eBook order placed Paper Folder/File Cabinet Import and edit MARC record file Vendor Admin Sites Voyager & Banner End eBooks “After” Process OCLC Notify eResource Librarian Notify Co- workers Invoice in Voyager Activate SFX Portfolios SFX Update non/NetLibrary holdings in OCLC eMail Log Import file information N Drive MarcEDIT

12. Sharepoint Manual eBook Tools

13. Sharepoint Manual eBook Tools

14. N Drive eBook Tools

15. N Drive Import Log eBook Tools

16. N Drive Record File Folder eBook Tools

17. Data Source eResource Collection Librarian eResource Access Librarian eResource Support Staff LiaisonsTools Renewal cycle begins Compile print usage data Make notes in Acquisitions module Activate / deactivate online Serial Change spreadsheet Voyager SFX Voyager Scholarly Stats eResource Librarians meet with Liaisons Renew, cancel, or change form at Journal Renewals Process Gather online usage data Make notes (access issues, alternate availability, etc.) Vendor websites Ebsconet Submit changes to Ebsco Begin closeout process

18. Sharepoint Serial Change List eJournal Tools

19. Sharepoint Title Change List eJournal Tools

20. Next Step: How to *Manage* workflows Image credit: http://www.flickr.com/photos/38033723@N00/3285689600/

21. Thank You! Laura Edwards Electronic Resources Access Librarian Eastern Kentucky University Libraries laura.edwards@eku.edu Kelly Smith Electronic Resources Collection Librarian Eastern Kentucky University Libraries kelly.smith2@eku.edu