Ideal Workflows

Following the end of the HIKE project Huddersfield committed to completely embedding KB+ in to the journals and e-resources processes, and to consider moving towards a library services platform as a replacement to the LMS. To achieve these aims it was recognised that a significant re-engineering of our workflows would need to take place. As a starting point we have attempted to produce a number of ideal workflows and identify the factors upon which these workflows would be dependent.

Selection of a new e-journal

The main alteration to current workflows would need to be around the journals and/or articles on reading lists. We would need academic staff to maintain accurate and up to date reading lists for their modules in order for Intota to run a report. Ideally this report would identify any journals which are on a reading list but are not currently held by the library. For this workflow to be successful it would also require the development of various API’s within Intota to allow interoperability with subscription agents, publishers and University financial systems.

Ideal workflow - selection of a new journal title

Renewal of a journal

When analysing the current workflow for renewing a journal it became clear that the main area in which efficiencies could be made was at the data gathering stage and it was thought that the development of an API in Intota to pull this information from KB+ would be beneficial. This workflow would also benefit from development in the ordering and payment process through Intota and the University financial system.

Ideal workflow - renewal of a Journal

Electronic PDA

This workflow almost completely automates the setting up of electronic PDA and requires very little input from the team. It also significantly reduces the amount of time required to set up electronic PDA as it removes the task of uploading and removing MARC records to the catalogue. If this workflow were to be realised the only input that would be needed from the institution would be a discussion and decision on which subject areas/class numbers to include in the PDA.

Ideal workflow - electronic PDA

Reading Lists

Like the ideal workflow for the selection of a new e-journal this workflow is dependent on accurate reading lists being supplied in a timely manner and being maintained throughout the year by academics. We hope to be able to use a combination of in-house formulas and subject team expertise to govern the number of the books identified on reading lists that should be purchased. Student numbers on course modules would be provided by the student information system (SITS Vision) e.g.:

If an ebook is marked as essential reading buy 1 copy for every 25 students on the module but for a print copy buy 1 copy for every 10 students.

We believe that a significant proportion of the book budget will be spent through this acquisition method, therefore it is crucial that we get this right and consider all aspects of the workflow to identify and resolve any issues that may arise.

Ideal workflow - resources on Reading lists

Selection by academics/librarians

After the reading list and PDA spend, the remaining book budget would come from selection. However this process could be significantly streamlined using Intota and web forms.

Ideal workflow - academic or subject team suggestions