ER&L 2012: ERM Workflow and Communications Panel

218/365 - communication problems?
photo by Josh Fassbind

Speakers: Annie Wu & Jeannie Castro

They used a HelpDesk Ticket for new subscriptions to manage the flow of information and tasks through several departments. Sadly, it’s not designed for ejournals management, and not enough information could be included in the ticket, or was inconsistently added. So, they needed to make some changes.

A self-initiated team decided a new workflow using a spreadsheet to keep the info and set up status alerts in SerialsSolutions. The alerts and spreadsheets facilitated the workflow through all departments.

A lengthy description of the process, spreadsheets, action logs, email alerts, and I’ve concluded that my paper checklist is still the best solution for my small library.

Challenges with their system included the use of color to indicate status (one staff is color blind, which is why the also use an action log), there is some overlap of work, and tracking unsolved problems is difficult. Despite that, they feel it is better than the old system. It’s a shared and transparent process, with decent tracking of subscriptions, and it’s easy to integrate additional changes in the process.

Speaker: Kate Montgomery

They initially had Meridian, and while it was great that they followed the ERMI standard, they didn’t need everything, so it was a sea of bits of data with lots of blank fields. Meridian is dead, so they had to look for alternatives. Considered Verde, but sensed that it was to be replaced by Alma. So, they had to decide whether to build their own tool, using an open source product, or purchasing something. They were limited by time, staffing, and money.

Ultimately, they decided to go with CORAL. They didn’t have to learn a lot of new skills (MySQL & PHP) to set it up and get it to work. Rather than looking at this as a whole lot of work, they took the opportunity to make a product that works for them. They reviewed and documented their workflows and set some standards.

CORAL can create workflows that trigger actions for each individual or group, depending on the item or situation. Hopes to use this to create buy-in from library departments and other small libraries around campus.