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ETracker Improving electronic resources management by optimizing your ILS Electronic Resources and Libraries Conference March 20, 2008 Atlanta GA Deberah.

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Presentation on theme: "ETracker Improving electronic resources management by optimizing your ILS Electronic Resources and Libraries Conference March 20, 2008 Atlanta GA Deberah."— Presentation transcript:

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

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

3 Deberah England, ER&L 3/20/08 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…

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

5 Deberah England, ER&L 3/20/08 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

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

7 Deberah England, ER&L 3/20/08 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…

8 Deberah England, ER&L 3/20/08 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

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

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

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

12 Deberah England, ER&L 3/20/08 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?

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

14 Deberah England, ER&L 3/20/08 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!

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

16 Deberah England, ER&L 3/20/08 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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

51 Deberah England, ER&L 3/20/08 Running eTracker Two options MilSer global claim program ERM range/review edit file Easy for staff with serials claiming experience Consistency - schedule time to run

52 Deberah England, ER&L 3/20/08 Running eTracker in MilSer

53 Deberah England, ER&L 3/20/08 Select review & file to run

54 Deberah England, ER&L 3/20/08 File selected & click start

55 Deberah England, ER&L 3/20/08 Running eTracker in ERM

56 Deberah England, ER&L 3/20/08 Select review from pull down index

57 Deberah England, ER&L 3/20/08 Select create list file from pull down menu

58 Deberah England, ER&L 3/20/08 eTracker list selected

59 Deberah England, ER&L 3/20/08 Caveats MilSer Only records with late flag boxes will pull up Good for keeping tabs on eProblems Good for testing access ERM All records pop up Good for systematic updating of records Good for projects

60 Deberah England, ER&L 3/20/08 eTracker in action

61 Deberah England, ER&L 3/20/08 Another eTracker - test access

62 Deberah England, ER&L 3/20/08 Access confirmed - arrived

63 Deberah England, ER&L 3/20/08 Inquiring minds want to know…

64 Deberah England, ER&L 3/20/08 Send another tickler…

65 Deberah England, ER&L 3/20/08 Both ticklers retained in record

66 Deberah England, ER&L 3/20/08 Card shows waiting for a response

67 Deberah England, ER&L 3/20/08 eTracker Periodic access tests Decision making Determine how often you want to run access tests Determine how to access the resource Determine what to check for access Record creation Create or update holdings record Set or update card parameters Create boxes Delegate testing to staff and/or students

68 Deberah England, ER&L 3/20/08 eTracker: Access Test template

69 Deberah England, ER&L 3/20/08 eTracker pop up message

70 Deberah England, ER&L 3/20/08 eTracker: Access test record

71 Deberah England, ER&L 3/20/08 Access test parameters

72 Deberah England, ER&L 3/20/08 Access test add terms to boxes

73 Deberah England, ER&L 3/20/08 Access terms added as a group

74 Deberah England, ER&L 3/20/08 Check access using URL in record

75 Deberah England, ER&L 3/20/08 Additional eMaintenance Tracking new titles publisher or title changes publisher processes policy or procedural issues resources with supplements & in-bedded titles functionality Access advisories Known problems

76 Deberah England, ER&L 3/20/08 Forthcoming titles in ERM

77 Deberah England, ER&L 3/20/08 eTracker: Forthcoming titles

78 Deberah England, ER&L 3/20/08 Forthcoming titles parameters altered

79 Deberah England, ER&L 3/20/08 Forthcoming titles monitoring

80 Deberah England, ER&L 3/20/08 Forthcoming titles separate record

81 Deberah England, ER&L 3/20/08 Record linked in ERM

82 Deberah England, ER&L 3/20/08 Forthcoming titles published?

83 Deberah England, ER&L 3/20/08 Opens browser & loads page

84 Deberah England, ER&L 3/20/08 Title not yet published

85 Deberah England, ER&L 3/20/08 eTracker: Publisher changes

86 Deberah England, ER&L 3/20/08 eTracker: Publisher processes

87 Deberah England, ER&L 3/20/08 eTracker: Policy & procedures

88 Deberah England, ER&L 3/20/08 eTracker: In-bedded titles

89 Deberah England, ER&L 3/20/08 In-bedded titles separate record

90 Deberah England, ER&L 3/20/08 eTracker: Supplements

91 Deberah England, ER&L 3/20/08 eTracker: Functionality

92 Deberah England, ER&L 3/20/08 eTracker: Access advisories

93 Deberah England, ER&L 3/20/08 eTracker: Known problems

94 Deberah England, ER&L 3/20/08 Known problem user advisory

95 Deberah England, ER&L 3/20/08 eTracker: history just in case…

96 Deberah England, ER&L 3/20/08 History detailed…

97 Deberah England, ER&L 3/20/08 Hmmm…?

98 Deberah England, ER&L 3/20/08 eTracking for Acquisitions Track by process Selection Trials Licensing Cataloging Ordering Activation Evaluation (acquiring stats) Track by material type Databases, eBooks, eJnls, eMedia, eDocs, etc. Track how acquired Direct, SUMS vendor, consortium, freely accessible, and transfers from print to e

99 Deberah England, ER&L 3/20/08 eTracker by material type - dbs

100 Deberah England, ER&L 3/20/08 Material type - ejournal

101 Deberah England, ER&L 3/20/08 Material type - ebook

102 Deberah England, ER&L 3/20/08 Top Ten benefits of eTracker 10. Provides a visual linear progression to access status of calls and orders 9. Saves funds purchasing an outside tracking system or seats on universitys system 8. Saves space and time spent tracking emails 7. Compliments - does not replace ERMS

103 Deberah England, ER&L 3/20/08 Top Ten benefits of eTracker 6. Provides ability to delegate tracking tasks to lower-level staff 5. Provides a method for transitioning print checkin and claiming staff into the e workflow 4. Supervisors can see what needs done and reassign tasks as needed (i.e. vacations, projects, increase workloads)

104 Deberah England, ER&L 3/20/08 Top Ten benefits of eTracker 3. Enables public staff to view status of calls and orders thereby improving service 2. Provides use of resources (that you already have) 1. Its a visual tool that can be utilized to make the case to superiors that… Whew!, Im sooooooo busy! i.e. More staff time needs assigned to eWorkflows!

105 Deberah England, ER&L 3/20/08 Questions? Contact: Deberah England deberah.england@wright.edu


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