The 2CUL TSI E-Resources Team proposes that 2CUL implement a common e-resource management system in order to facilitate collaboration across the range of e-resource activities. We believe that the most effective path to take is with the suite of tools provided by the Serials Solutions (a ProQuest company) Resource Manager system as both partners are already using some or all of the Serials Solutions system in their day to day work, minimizing the implementation effort required to be up and running together quickly.  The transition will require that:

1. Cornell license and implement the Resource Manager (RM) system. This will replace Cornell's Innovative Interfaces ERM system.
2. Cornell license and implement the Serials Solutions 360 COUNTER usage statistics service.  This will effectively take the place of Cornell's current usage stats wiki updating process.
3. 2CUL license and implement the Resource Manager Consortial Edition (RM-CE).  This will add a layer of consortial functionality that will set a foundation for much greater collaboration in the areas of E-resource troubleshooting, accounts management, and common workflows.

Timeline: Ideally, we require a decision to move forward with this by mid-March in order to be able to migrate systems by the summer 2014. 

1.       What is the problem we need to address?

Our team has identified that having different systems in place for managing our electronic resource collections is a significantly 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 highlighted 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?

RM -

360 COUNTER - Data in a common place for joint data analysis, potential shared maintenance, and to take advantage of future enhancements in the 360 COUNTER system.

RM-CE -

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

Columbia has been using RM and 360 COUNTER systems in production since 2007 and 2009 respectively.  Several Cornell staff have had read access to Columbia's systems for six months.

Cornell has had an active trial to RM since September 2013 and 360 COUNTER since mid-January 2014. 

• 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 Resource Manager 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 SSRM, and the SSRM journal A-Z list interface.  More detail about this can be found in Appendix 2: 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 SSRM 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 SSRM to Voyager.  Either way, we save some time or keep systems in better sync.
  • System hosting - 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.  Resource Manager 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 SSRM service.
• 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.

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.

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, adding the RM-CE layer requires that both partners be operating on the RM system.

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 2:):

Batch loading

Public Interfaces

Costs (More details in appendix 1: Costs): 

Licensing the products:

RM 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

Net costs:

• Cornell -
  • Annual: $11,693 (RM) + $10,450 (360 COUNTER) + $10,000 (half of future year RM-CE) - ~$10,000 (Innovative ERM) = ~$22,000 (this should be ~$3000 less in year one due to pilot pricing for RM-CE)
  • One-time: $1969 + $3990 (RM set-up) + $688 (360 COUNTER set-up) = $6,647
• Columbia -
  • Annual: ~$10,000 (Half of RM-CE) = ~$10,000 (this should be ~$3000 less in year one due to pilot pricing for RM-CE)

Staff time for migration - estimations

Data entry and matching:

• Columbia position - Joyce, can you provide a brief description of this?  Is it funded or needs 2CUL funding?  Is it an existing staff member?  How many hours/ week?
• Various other E-Resources staff

License Entry - need to enter at least what Cornell currently has in III. Develop checklist for license record entry and maintenance.

Batch loading cost data - not necessary during implementation, but should be started

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 1: 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:

Appendix 2: 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?

Batch Loading (Pete Hoyt, Chris Manly), Gary Branch, Heather Shipman, Jesse Koennecke)

Serials Solutions / Voyager / ERM interaction

899 Codes

Consortial System Implementation - The specific details are still being worked out.  The current plan is to replicate Columbia's Resource Manager data to populate the Consortial layer's "parent" 2CUL database, then linking that to the two "child" databases for Cornell and Columbia.  Many resources will match up relatively easily after this first pass as the 2CUL partners have significant overlap in collections.  We will identify project work to match other resources as appropriate.  This may be a great area for Columbia's proposed staff member to work on.

To be tested (can we test the sandbox over a relatively short period?   2 weeks?):

• MARCIVE records?  How do these fit in?  Other sources of records?
• Does Columbia data as "parent" help or hinder?
• Workflow - what goes in CE layer, what goes in local?  Are there one or more clear scenarios for this?