1. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level ERMS The Portuguese experience Teresa Costa ICOLC, Paris, 27-10-2009

2. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level Outline ERMS –Objectives –Scope –Plan –Stages 0 - Provisioning 1 - Preparation 2 - Implementation 3 - Integration –Critical success factors

3. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level Objectives To increase the efficiency and quality of tasks performed by b-on To increase the transparency of services provided to the community To potentiate the release of new services

4. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level b-on Acquisition Access Management Support Assessement and monitoring Publishers Members Scope

5. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level Plan Provisioning Adjudication Detailed planning Kick-off Setup b-on Setup members New Services Implementation Stage 0 Stage 1 Stage 2 Stage 3 Preparation Tender Integration Training and support

6. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level We had two answers: Serials solutions »360 Resource Manager »360 Counter ExLibris »Verde S0 - Provisioning In 2007 we had a tender inviting bids from ERMS providers. None of the systems full filled the consortium requirements. We postpone the implementation.

7. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level In 2008 we repeat the tender in order to see the systems developments. Besides the two suppliers, ExLibris and Serials Solutions, we were also contacted by EBSCO. They made us a brief demo of their ERM Essentials We consider only the two systems evaluated in 2007 and selected the Serial Solutions for a trial. S0 - Provisioning

8. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level MilestoneDate Acquisition processApril 2009 Kick-off meeting05/May/2009 End of setup b-onAugust 2009 End of setup membersNovember 2009 End of Integration / New ServicesFebruary 2010 End of pilotMay 2010 S1 - Preparation

9. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level #DeliverableDescriptionMain Responsible D1Project PlanProject descriptionb-on D2Implementation report b-on Implementation and tasks description SS + b-on D3Implementation report Members Implementation and task description SS + b-on + partners D4Services/Integration report Services/Integration descriptionSS + b-on + partners D5End of project reportProject evaluationSS + b-on S1 - Preparation

10. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 10 - Management Entities - Membership requests to b-on Phase#DescriptionWorkFlow INOUTInternalMedia TypeResponsible 1 Institution membership request to b-on. Institution sends a form (available at http://www.b- on.pt/index.php?option=com_content&view=article&id=109&Itemid=77&lang=pt). This form includes institutional data, contacts, information about FTE's and existent subscriptions in the institutionX Mail, Fax, e-Mail, … 2Form delivery to Financial department Xe-MailAdministrative Dpt 3 Cost calculation to institution. 2 tables are generated: one with the general value of All for All package and another one with the individualized value for Some for Some titles). At the end, those tables are sent to the Administrative Department. Xe-Mail Financial department 4Calculated values are sent to the institution X e-MailAdministrative Dpt 5Institution response, stating its intention to join or not to b-on.X Mail; Fax; e-mail 6 From a positive response, b-on organizes the Protocol of Accession (contract). Institution signs two copies and return them to b-on to be signed by FCCN chairman. One final copy, full signed, is sent to institution. XX Mail, MSWord or PDF files Administrative department 7 At the same time, b-on sends to publishers information about the new institution. This information covers: Institution contacts, existing subscriptions, number of FTE's and IP ranges). Publishers must ensure accounts for statistics proposes (SUSHI) and Shibboleth access (if available) X e-Mail Administrative department 8 Elaboration of FI (Ficha Institucional) with all information about Institution. This document is made available on the "librarian site" XMSExcel file Administrative department 9 Quality control for Publishers - Verification of institutional data (institution name, IP addresses, contacts) and Shibboleth parameterization XPublishers sites Administrative department 10 Quality control for Institution - Administrative department makes a contact 48 hours later to confirm the right access to b-on. X Phone call Administrative department 11 Training - A training session is scheduled with Institution. The training involves: Librarian site; Statistics (Juro4C) and ERMS. XTraining sessionLibrarian Institutional data Contacts Costs Licence information IP Management Stage 3 - Implementation

11. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level Data Management (Select Databases and Titles) Resource Manager Tools –Menus Customization –Alerts –Contacts –Licenses –Notes –Cost Data –E-Journal –Information about statistics –Counter data Stage 3 – Setup b-on

12. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level Share information with members: –Licenses –Contacts –Titles and databases –Notes Stage 3 – Setup b-on

13. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level Titles and database management –Titles subscribed by b-on that aren’t listed in ClientCenter Databases; –We open several tickets in Serials Solutions Support Center regarding this problem; –Difficulty to find the correct database from database list in ClientCenter –The process to change the status of titles isn’t suitable for databases with thousands of subscriptions; Stage 3 – Setup b-on, difficulties

14. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level Stage 4 - Integration APIs Members Data

15. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level Critical success factors Integration Top commitment Team work Involvement of all key people

16. Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level Teresa Costa B-on, Biblioteca do Conhecimento Online (Online Knowledge Library) teresa.costa@fccn.pt