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- E-Resources Unit (Liisa Mobley, Rebecca Utz, Sally Lockwood, Heather Shipman, Jesse Koennecke) - Tested the general functionality, workflow features, and data management aspects of the RM system from a Cornell specific perspective. The e-resources staff are already familiar with the Serials Solutions staff interface while working with the currently subscribed Serials Solutions services (MARC Updates, 360 Link, and Summon). Adding ERM features to this existing workflow, rather than in a completely different system will likely show some increased efficiency in some areas of e-resources work. Members of the unit have reported overall satisfaction with the system and they have unanimously expressed a desire to make the change. The response from this team suggests that Cornell would consider migrating the the Resource Manager system even if 2CUL were not a factor.
- Discovery & Access Team - Two public interfaces at Cornell rely on the Innovative ERM system currently. D&A has been considering updating these services to utilize the Integration Layer data or other systems, rather than Innovative. They are examining this in depth during their February sprint. It is likely that they will be able to replicate these services using a combination of Voyager data incorporated into the integration layer, the License Term API provided by RM, and the RM journal A-Z list interface. More detail about this can be found in Appendix 21: Implementation Details.
- Technical and Data loading group (Gary Branch, Heather Shipman, Peter Martinez, Pete Hoyt, Chris Manly) -
- Record loads - The group discussed how the current processes for updating Voyager, Innovative, and Serials Solutions will be affected by the transition. They raised no concerns about making the change to RM and feel that any changes that are required in scripts or processes will be minimal. Heather feels that the record loads into the Innovative ERM currently account for up to 24 hours every month. This time can potentially be recouped, or used to manage more frequent updates from RM to Voyager. Either way, we save some time or keep systems in better sync.
- System hosting (Chris Manly) - The Innovative ERM system is locally hosted on a Cornell IT server. This requires regular maintenance and updates in addition to a $2000/year fee. RM and 360 COUNTER are cloud-hosted systems, managed by Serials Solutions. The cost for this service is included in the annual fee structure for the services.
- Usage Statistics group (Rich Entlich, Sally Lockwood) - Looked at the 360 COUNTER product. Cornell Trial began 1/22. Detailed feedback may not come until Feb 7 or later. The initial assumption is that it will benefit 2CUL to have the COUNTER data from both partners in the same system. The testing team is determining if there are any show-stopper issues that would impact operations.
- 2CUL TSI E-Resources Team - Our team concentrated on the overall picture and has been impressed with the potential we see for our TSI work. We particularly focused on articulating how the RM-CE layer will be initially populated and workflow issues that arise from working in a consortial system. 2CUL has not had an opportunity to trial the consortial aspects of RM-CE, the pricing offer provided by Serials Solutions (see pricing below) assumes that the first year of work in the consortial environment will be a pilot. We have worked out an implementation model with Serials Solutions and will test various use cases in a sandbox version before going live.
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- Cornell - $33,749 year one, $26,143 year two+ (not including savings from Innovative ERM costs) less ~$10,000 annually for Innovative contract
- Columbia - $4,000 year one, $10,000 year two+
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RM for Cornell (Columbia already subscribes to RM)
License fees - : $11,693/year plus one time set up $1969 (includes data population services) and a onetime consultation fee of $3990
Cost recovery opportunitiesby cancelling Innovative contract:
- Innovative ERM License fee - currently approximately $7,500-$8,000/year. This is paid until September 31, 2014.
- Innovative ERM server - Once we get through the migration to the linux VM, our server cost for the III ERM will be about $2000/year as the server is currently spec'd. (We may need to adjust its provisioning depending on actual performance once it's up and running in production.) The support contract with III is in the ballpark of $10K/year. Let me know if you need more specific numbers than that - Chris Manly
Benefits and potential savings:
- Record loads into III Innovative ERM - requires considerable attention for week every month. wear and tear on body and soul. Impact on patrons (updated holdings, public display inaccurate and slow), staff (stress and ability to focus on other work) 10-20 hours per month. Some of the time saved could be spent handling more frequent Serials Solutions MARC updates loads, keeping Voyager and the ERM in closer sync. This will reduce delays between purchasing content and having that content appear in discovery tools such as Blacklight and Summon.
- License, resource information already in knowledge base for many resources - III Innovative ERM system is all hand entry for resource and license records.
- Selectors will be able to access the system with relatively little training to view title lists, license terms, contact information. As a web based tool, this will be possible remotely (during a conference). III Innovative ERM system has limited simultaneous connections and requires considerable training to get new users up to speed.
- Reducing the number of systems involved in e-resource management without loss of functionality or access to information. This has significant impact on training time, procedure retention, and ease of use.
- Cleaner matching of resources between management and discovery systems. This has significant impact on our ability to effectively troubleshoot resource access issues.
- Knowledge base Notifications alert us to changes in platforms, database titles, and other important maintenance issues. This will allow for more pro-active work to reduce access problems.
360 COUNTER for Cornell (Columbia already subscribes to 360 COUNTER)
License fees: $10,450/year plus onetime set up $688
Funding sources: Collection Development and Research & Assessment will benefit the most from 360 COUNTER.
Benefits and potential savings:
- Annual harvesting of usage statistics - This will be mostly automated - SUSHI compliant resources each month, Non-SUSHI resources 2x yearly. System alerts us when changes are coming, usage harvesting data is out of date, - Sally Lockwood currently spends 12 weeks at about 75% of her time to harvest. If we can recover 50-70% of this time to handle only the non-COUNTER resources, more complicated issues and updating the system, considerable effort is recovered.
- Selectors will be able to access the system and make customized consolidated reports. This is possible, but complicated and labor intensive in our current wiki-based environment.
- There is potential for 2CUL collaboration regarding how to handle non-COUNTER compliant resources, uploading cost data, and troubleshooting SUSHI problems.
RM-CE for 2CUL
License fees - : $14,000 total, split between CULs for first year. $20,000 total years 2+.
- Standard pricing is about 20k for you all but since this is a pilot (and you all are good PQ customers), we can cut that to 8K for the year of the pilot and see how it goes. There is also an implementation fee of $2,000 and a consulting fee of $3995. We can create a statement of work to be sure we are aware of what the implementation looks like. This will allow you to take time to work on the project without limitations and see how it works for you. - Kate Howe, Serials Solutions
Benefits and potential savings:
- Platform changes and other resource maintenance can often be time intensive projects. We can handle these tasks collaboratively and can make the changes for both institutions when both CULs have content in the same collections.
- Collaborative monitoring of Knowledge base Notifications will be possible, thereby reducing duplicate effort.
- Comparison of e-collections will be considerably easier. This will set us up to engage in cooperative collection development decisions and shared workflow.
Implementation Impact (more details in Appendix 21: Implementation Details): We plan to implement the system over a two month period, ending during the summer 2014. To replace Cornell's Innovative ERM, work will be required in several specific areas beyond the 2CUL e-resources units:
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Estimated time commitments during 2 month implementation period (itemized in more detail in Appendix 21):
- 2CUL E-Resources Unit staff: ~250 hours across 2CUL staff including open Columbia position.
- 2CUL Batch processing: 20 hours
- Cornell Library IT: 10 hours+. Does not yet include estimate for Discovery & Access related work
Appendix 1
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: Implementation Details
Below are the primary areas of focus during the implementation process. Where possible, time estimates are provided. These are expected to be covered by a combination of the open Columbia position and/or absorbed by existing staff in the indicated areas.
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