1. Kent State Selection Manager: Two Years In IUG May 2014 Tom Klingler tk@kent.edu Kent State University

2. What is Selection Manager ? Standalone module that manages materials in the consideration process, before they enter the ILS. Selection Manager provides… 1.Transparent, central location for item tracking. 2.External review, comment, and scoring. 3.Workflow and standard practice for the consideration and selection process. 4.Historical tracking of the consideration process. 5.Data import into the ILS.

3. What is Selection Manager ? Standalone module that manages materials in the consideration process, before they enter the ILS. I will review the module’s… 1.Genesis 2.Design 3.Functionality 4.Future

4. Why Selection Manager ? Premise 1 : The process of consideration and selection should be just as orderly and efficient as the processes of order and purchase, and subsequent discovery and use. Premise 2: The ILS vendors haven’t gotten Premise 1 yet…

5. What is Selection Manager ?

7. Where is Selection Manager ? http://apps.library.kent.edu/selectionmanager/

8. Why Selection Manager ? … a common selection process…

9. Why Selection Manager ? Current process to start an item in the consideration process? 1.Email….external and internal 2.Phone 3.Flyers 4.Visits 5.Sticky notes… 6. Did I mention Email ?

10. Why Selection Manager ?

11. What does the selector want? 1.The material.

12. Why Selection Manager ? On any given day, what does the collection librarian do to start the consideration process? 1.Complete product information 2.Pricing options 3.Review license 4.Schedule trial 5.Summary evaluation 6.Appropriate funding 7.Back and forth communication (status vs. linear)

13. Why Selection Manager ? What else do we use in the consideration process? 1.Spreadsheets 2.ERM 3.Acquisitions Module 4.Meetings 5.Ticketing systems 6.Paper forms 7.Post It Notes 8.Other ? 9.Have I mentioned email?

14. Selection Manager Design We needed a system that would provide : 1.Transparent, central location for item tracking. 2.External review, comment, and scoring. 3.Workflow and standard practice for the consideration and selection process. 4.Historical tracking of the consideration process. 5.Data import into the ILS.

15. Selection Manager Design First, to the whiteboard…

16. Selection Manager Design

17. Then, to the excruciating detail…

18. Selection Manager Design General Features/Components…. A.THREE ACCESS LAYERS 1.Internet for public use 2.Authenticated internet for university use (campus LDAP) a. comment, review, score, save, access trials, “My Stuff”… 3.Intranet for internal staff use a. various staff and manager levels for assignment, approval…

19. Selection Manager Design User Types G5 Library Administrators, Collection Management, Systems G4 Technical Services G3 Subject Librarians, Branch Managers Public site Intranet G2 Students, faculty and staff authenticated via University's (LDAP) directory G1 General public. Not authenticated. User types and rights…

20. Selection Manager Design General Features/Components…. B. DESIGN COMPONENTS 1.Status-based system for movement of an item from idea to purchase. 2.Status change triggers notification and next action. a. Manages workflow in technical services

21. Selection Manager Design Tech details… 1. 5,200+ lines of PHP, HTML and JavaScript 2.40+ MySQL database tables 3.Runs on a LAMP box.

22. Selection Manager Design The simple public view…

23. Selection Manager Design A subject browse…

24. Selection Manager Design A single record…

25. Selection Manager Design Logged-in, with added features…

26. Selection Manager Design Logged-in, with added features…

27. Selection Manager Design Logged-in, with added features…

28. Selection Manager Design Logged-in, with added features…

29. Selection Manager Design Logged-in, with added features…

30. Selection Manager Design Logged-in, with added features…

31. Selection Manager Design Logged-in, with added features…

32. Selection Manager Design Logged-in, with added features…

33. Selection Manager Design Logged-in, with added features…

34. Selection Manager Design Logged-in, with added features…

35. Selection Manager Design Logged-in, with added features…

36. Selection Manager Functionality Technical Services Features… 1.Resource Records 2.Task Assignment 3.Price quotes 4.License Specifications 5. Collections checklist 6.Funding information 7.Order approval 8.On-and-off, back-and-forth

37. Selection Manager Functionality New Request Acquiring Price and/or Trial Information Provider Contacted, Waiting For Reply Trial Scheduled Trial Activated Under Review Review Concluded License Under Review Review Suspended Approved For Purchase Recommended Pending Funding Not Recommended At This Time Suppressed Item status…

38. Selection Manager Functionality Item status actions… 1.Notification emails upon status change 2.Log maintenance 3.Report maintenance 4.Datebase updates Status based…not a linear workflow…

39. Selection Manager Functionality 1. Generates correspondence for vendor price inquiries 2. Reporting 3.Export to ILS for record creation More Technical Services Features…

40. Selection Manager Functionality American Mathematical Society Journal Package, request # 1080, is not recommended for purchase at this time due to budget restraints, licensing issues or other collections factors. For additional details, please see http://apps.library.kent.edu/selectionmanager/index.php?id=10 80 Please feel free to contact Tom Klingler (tk@kent.edu) or Kay Downey (mdowney1@kent.edu) if you have any questions about the decision outcome.tk@kent.edumdowney1@kent.edu Thank you, Collection Management Notification to requestor…

41. Selection Manager Functionality Notification to requestor and library staff… A TRIAL has been activated for "Films on Demand" and will be available until 04/11/2012. Please see request # 1205 for access details at http://apps.library.kent.edu/selectionmanager/index.php?id=120 5 http://apps.library.kent.edu/selectionmanager/index.php?id=120 5 When reviewing this resource please take a moment to complete the Scores and Comments section of the record. Please feel free to contact me if you have any questions about the trial access.

42. Selection Manager Functionality News Photographer, request # 1143, has been approved for purchase. For additional details, please see http://apps.library.kent.edu/selectionmanager/index.php?id=11 43 Please feel free to contact Tom Klingler (tk@kent.edu) or Kay Downey (mdowney1@kent.edu) if you have any questions about the decision outcome.tk@kent.edumdowney1@kent.edu Thank you, Collection Management Notification to requestor…

43. Selection Manager Functionality BuildingGreen Suite, request # 1155, has been approved for purchase. For additional details, please see http://apps.library.kent.edu/selectionmanager/index.php?id=1155 Please feel free to contact Tom Klingler (tk@kent.edu) or Kay Downey (mdowney1@kent.edu) if you have any questions.tk@kent.edumdowney1@kent.edu Thank you, Collection Management Notification to requestor…

44. Selection Manager Functionality A TRIAL has been activated for "Costworks Complete R S Means Library Online" and will be available until 04/16/2012. Please see request # 1211 for access details at http://www.library.kent.edu/selectionmanager?id=1211 http://www.library.kent.edu/selectionmanager?id=1211 When reviewing this resource please take a moment to complete the Scores and Comments section of the record. Please feel free to contact me if you have any questions about the trial access. Notification of trial…

45. Selection Manager Functionality Staff intranet view…search, update, add request…

46. Request Record Components Selection Manager Functionality

47. Request Information…

48. Resource Request Information Request #: Request status: Publisher: Publisher URL: Resource type: Subject(s): Request type: Expedited quote requested: Additional information: Requested by: Request date: Assigned to: Summary description: Other holdings: Cancel print subscription: OhioLINK access: COUNTER compliant: Password required: Selection Manager Functionality

49. License information…

50. Selection Manager Functionality Status – Under review – On file – No license required – License negotiable – License non- negotiable Form of license – Standard signature print license – SERU – Online Terms and Conditions ILL rights Course reserves rights Electronic reserves rights Digitally copy Perpetual access Indemnification Jurisdiction License notes License information…

51. Selection Manager Functionality Trial information…

52. Selection Manager Functionality Price quote information…

53. Selection Manager Functionality Price quote info…workflow options…

54. Selection Manager Functionality Annual Subscription One Time Purchase Marc Records Archive Membership Hosting Fee Quote date Expiration date Quoted price Simultaneous users Subscription coverage Lease/Purchase Local/Consortia Campus access Provider Contact name Contact phone Contact email address Notes One-time fund transfers Permanent fund transfers Assigned fund(s) Pricing information…

55. Selection Manager Functionality Status log…

56. Selection Manager Functionality Internal notes…

57. Selection Manager Functionality Scores and comments…

58. Selection Manager Functionality System Computes 3 Values 1. INDIVIDUAL PERSONAL SCORES 2. INDIVIDUAL CAMPUS SCORES 3. ALL 8 CAMPUS SCORE Scale 2.5 – 3.0 = ESSENTIAL 1.5 – 2.4 = IMPORTANT 0.5 – 1.4 = HELPFUL 0 – 0.4 = NOT USEFUL Scores…

59. Selection Manager Functionality Notification…Vendor Request…

60. Selection Manager Functionality Dear Vendor, I am writing on behalf of Kent State University Libraries to request a price quote and product information for "title abc test". We need pricing for online access only for all of our campuses (FTE = 31,505): $____________ Please supply the following information if applicable. * Does a subscription include access to backfiles? If so, what are the dates of coverage? * Is this title part of a package? If so, what are the other titles in the package? * Do we own the content for the years paid or is access to the content lost upon subscription cancellation? * Is access available by IP address or by username/password only? * What discounts are available for educational institutions or for OhioLINK membership? * If a license agreement is required please send a copy for our review. Thank you kindly for your assistance. Please contact me if you have questions or need further information. Sincerely, Notification…Vendor Request…

61. Selection Manager Functionality Reports…

62. Selection Manager Functionality 1. In-Progress Request 2. Scores (by status) 3. Suppressed requests 4. Search export Reports…

63. Selection Manager Functionality Reports… In-Progress Requests…

64. Selection Manager Functionality Reports…Scores…

65. Selection Manager Functionality Reports… Suppressed Requests…

66. Selection Manager Functionality Reports… Search Export…

67. Selection Manager Functionality Reports… Search Export…

68. Selection Manager Functionality Reports… Search Export…

69. Selection Manager Functionality Reports… Search Export…

70. Selection Manager Functionality Reports… Search Export…

71. Selection Manager Functionality Reports… Search Export…

72. Selection Manager Functionality Reports… Search Export…

73. Selection Manager Functionality Reports… Search Export…

74. Selection Manager Functionality Reports… Search Export …EXCEL

75. Selection Manager Future 1. Cost comparisons 2. Purchasing priorities 3. Customized reports by selected fields 4. Historical data analysis Reports…More Ideas…

76. Selection Manager Future 1. Brief bibliographic record 2. Order record 3. ERM resource record 4. ERM license record Exports to ILS…

77. Selection Manager… …Can I Have It ? Yes, if you pay me $1million. …otherwise… Let’s all ask III to build this functionality into their system.

78. Selection Manager Project Coordinator: Kay Downey Collection Management University Libraries Kent State University mdowney1@kent.edu Lead Programmer Rick Wiggins Lead Applications Developer University Libraries Kent State University [relocated] Export Developer Mike Kreyche Systems Librarian University Libraries Kent State University [retired] Project Instigator Tom Klingler Assistant Dean University Libraries Kent State University tk@kent.edu Staff Roster…

79. Kent State Selection Manager: Two Years In IUG May 2014 Tom Klingler tk@kent.edu Kent State University