1.       What is the problem we need to address?

Different systems used at each CUL for various functions is a greater barrier to successful collaboration than simply having different workflows. E-resources work relies heavily on Electronic Resource Management systems and currently, Cornell and Columbia have different systems.  The official delay of Alma implementation has highlights the need to find an interim solution that will allow us to develop more common workflows, identify and perform shared work, and be better able to troubleshoot and solve e-resource problems across 2CUL. 

2.       How will the product address this problem?

SSRM

COUNTER - Data in place for future enhancements

Consortial

3.       Has a trial taken place? What were the results?

Columbia has been using SSRM (2007) and 360 COUNTER (2009) systems in production.

Cornell has had an active trial to SSRM since September 2013.  We have determined that...

2CUL has not had an opportunity to trial the consortial aspects of SSRM, the pricing offer provided by Serials Solutions assumes that the first year of work in the consortial environment will be a pilot.

4.       Is the product needed at both institutions?

Yes. Resource Manager and 360 COUNTER already in place at Columbia.  Both products are needed at Cornell to maximize common systems.  Additionally, we propose to add a consortial layer allowing more interactivity between the partner institutions.

5.       What staff will use the product?

• E-Resources - Extensively for workflow, resource management, troubleshooting.
• Selectors - Usage stats, resource information
• Batch processing - Perform batch loads from SSRM to Voyager and other systems.  Also to batch load acquisition data into SSRM.
• Assessment - Usage stats and package information
• Public Services (particularly Interlibrary Loan and E-Reserve) - To look up license permissions.

Implementation Impact (more details in Appendix 1:):

Costs (More details in appendix 2: Costs): 

Licensing the products:

SSRM at Cornell - 11,693/year plus one time set up $1969 (includes data population services) and a onetime consultation fee of $3990

360 COUNTER at Cornell - 10,450/year plus onetime set up 688

Consortial -~$14,000 total, split between CULs for first year.  $20,000 total years 2 and on. 

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.

Cost recovery opportunities:

• 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

Staff time for migration - estimations

Statement from original charge:

Make a specific recommendation on whether to implement the Consortial Version of Serials Solutions at both institutions or hold off on integrating e-resource management and data migration until we have a shared LMS

Summary:

The 2CUL TSI E-Resources Team strongly recommends that 2CUL license and implement the Serials Solutions Resource Manager system at the consortial level.  This will involve Cornell implementing the Serials Solutions RM and 360 COUNTER systems locally as well.

Expectations

• Get the partner libraries onto a common e-resource management system as soon as possible to:
  • Develop and implement joint workflows
  • Organize data for future transition to Alma

Cornell Resource Manager and 360 COUNTER Implementation plan:

• Public Interfaces - Cornell's Database Name and EJournal searches are currently utilizing the Innovative ERM.  These will need to be updated as described in appendix ???.
• Data Migration - Assistance from Columbia staff member
•  

Appendix ??? - Cornell implementation details

Database Names - 948 field: webfeatdb - subject fields to facilitate browsability by curated subjects.  DRC curates the list.  License terms to be held in SSRM, linked to from appropriate records.

Responsible parties - Discovery & Access Team (interface design and implementation), E-Resource Staff (Record management and license entry)

****eJournals - D&A or Serials Solutions A-Z list?

Appendix ??? - Costs:

Licensing the products:

SSRM at Cornell - $11,693/year plus one time set up $1969 (includes data population services) and a onetime consultation fee of $3990 - Ideally, Columbia staff can participate in this as well to learn about how newer features can/should be used?

360 COUNTER at Cornell - $10,450/year plus onetime set up $688

Consortial - 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.

Where are we saving costs:

Innovative ERM License fee - currently approximately $7,500-$8,000/year.  This is paid until September 31, 2014. 

Server maintenance for III ERM - Awaiting estimate from Chris Manly

Summary:

SSRM and 360 COUNTER at Cornell

Annual fees: