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Electronic Resource Management (ERM) Service Proposal

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Service Area: Electronic Resource Management

Summary

Central management of e-resource and vendor records in the Network Zone (NZ) for e-resources acquired through OCLS’s eResource Management service

Rationale

  • The purpose of managing e-resource records (electronic collections and portfolios) is to enable discoverability and access for end users, and – in conjunction with the vendor records – to support the colleges' IZ acquisition data and workflows

  • Consortial advantage: reduce duplication where multiple colleges license the same content, to the effects of: cost savings (limit record count) and reducing workload across the system

Access Requirements:

  • To create and maintain NZ records, staff will require administrative access to the NZ Alma

  • To test and troubleshoot issues with the CZ records, staff will require user credentials for every college’s:

    • Local user authentication systems (SSO or EZproxy as applicable)

    • Alma (view only access is sufficient)

Dependencies:

  • CLEAR: collection records are required in NZ for CLEAR links to appear in the colleges' Primos

  • LSM team services:

    • Local collection records are prerequisite for creating import profiles as well as publishing bibs for missing e-resources to the colleges' Primos

    • Possibly LSM team will manage the vendors distribution job? TBD

Future Considerations:

  • Manage or support “upload electronic holdings” integration profiles in the NZ

  • Manage trials in the NZ

  • Submit NZ collections to the CZ for use by colleges outside the Page 1+ network

  • Use Alma as consortial ERMS: manage complete acquisition workflow in NZ including (but not limited to) funds, orders, invoices, and licences

  • Create negotiation licences to further streamline the colleges' acquisition workflow in Alma

  • Include the colleges' independent e-resources in the NZ

Proposed Funding Model

  • Centrally funded:
  • Cost recovery:
  • Professional Service:
  • Under review

Service Activities

As the migration to Alma impacts OCLS services, OCLS would like to provide some guidance about what services will look like after implementation. Although things may shift as we move forward, the OCLS Activities table outlines the high-level activities that OCLS currently believes will be part of this service.

To provide some clarity about important activities that the colleges/third parties may need to undertake, we have provided those in the Out of Scope Activities table. These out of scope activities are not meant to be an exhaustive list of all activities for the colleges, but rather to identify activities that OCLS will not be undertaking on behalf of the colleges post Go Live.

OCLS Activities

 OCLS will be responsible for these activities.

Activity

Notes

Activate Community Zone (CZ) e-resource records, configure as necessary to support access, and distribute to licensed colleges

Configuration may include for example enabling for proxy (remote) access and entering customer linking parameters

Create vendor records in the NZ and distribute to college IZs

The distribution part may fall under a different service proposal? (Also see my note under “Dependencies”)

Enhance CZ e-resource records as needed to support discoverability and access

Enhancements may include for example overriding title, description, and URL fields, with a priority focus initially on meeting basic functional requirements

Create local e-resource records where no viable options exist in the CZ

We’re still exploring solutions for these missing e-resources, and this may overlap with other service proposals

Provide the colleges with front-line tech support for NZ e-resources

Including system testing and troubleshooting and liaising with the e-resource vendor and ExLibris

 

 

Out of Scope Activities

Colleges/other parties will be responsible for these activities.

Activity

Notes

Creation and maintenance of funds, orders, invoices, and other elements of the Alma acquisition infrastructure not described under “OCLS Activities” above

 

Maintenance of records for the colleges' independent e-resources

An “independent” e-resource is one acquired by the college in direct communication with the vendor, outside of OCLS’s eResource Management service, and therefore not represented in OCLS’s consortial ERMS

Systematic testing of any colleges' NZ e-resources

OCLS will provide the colleges with information to map their OCLS-acquired e-resources with their NZ e-resource records, as well as tech support in response to college service requests

 Creation of licence records

Licence records may be considered in the future in light of developments in CLEAR and/or in OCLS’s provision of centralized support for acquisition workflows in Alma

 Proposal Details

Drafted on:

 

Prepared by:

 Nicole Morgan

Prepared for:

E-resources/Acquisitions Subcommittee or Implementation Steering Committee?

Reviewed on:

 

Finalized on:

 

Attachments

This service proposal is an implementation of ExLibris' third model for collaborative ERM workflows in Alma networks:

The proposed workflow:

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