Indicative KB+ workflows – reflections from UEA

At UEA we’re still KB+ novices, but we thought we’d share some of the KB+ workflows which we think will be relevant to our institution.

*Other institutions are warmly invited to add to the list or make corrections*

Workflow 1: Creating and recording subscriptions for all our nesli2 and related deals.

This can be done for existing and past years and includes adding titles (entitlements) and editing issue entitlement dates manually where necessary. This gives us an accurate online record of our key packages and their holdings. We can potentially do this for all packages in KB+ (and at package level for any subscriptions not in KB+). So this is helpful in gradually replacing data otherwise stored in our filing cabinets.

Workflow 2: Adding and viewing core subscriptions, including cancellation rights.

This gives us an historical record of our core subscribed titles for particular years, as when entering core titles we are able to specify if they are Print only, Print+Electronic or Electronic.  The workflow also ensures that entitlements around core individual journal subscriptions, on which “big deals” are based, are not lost in the noise of the generic entitlements for the big deal package. This functionality also makes it easy to review our list of core titles annually to claim any cancellation entitlements that may be part of the current “big deal” package agreement.

Workflow 3: Checking past entitlements.

The Title List functionality includes backfile and frontfile subscriptions, so we can search and drill down for details about individual titles we have subscribed to in the past (making sure we have left the ‘Subscriptions valid on’ blank so as to select ‘all years’). Then we can use the ‘Full Issue Entitlement’ details to view data about any potentially missing past entitlements.

Workflow 4:  Using the Titles functionality and data to populate our link resolver.

From the Titles option, we can select packages and our local entitlements data using the filters and can then get a.csv export. The format needs manual editing to be in the correct format for our link resolver upload (we understand this functionality is being worked on by the KB+ team to become more automated).

Workflow 5: Add Licenses that apply to our subscriptions and view/amend the summary data.

These are simple to select and present helpful summary data about what is, and is not, permitted, under our current licenses, e.g. Walk-In Users, Course Packs, Interlending, concurrent users, remote access, post-cancellation access, partner, alumni, SME and multi-site access. We can also manually edit these summary data to take into account our local circumstances.

Workflow 6: Upload our own institutional local licenses.

This is achieved through the ‘Add Documents’ functionality. This functionality is helpful if there is no generic license available from KB+ or if one of our local licenses has substantial differences from a generic one.

Workflow 7: Identifying possible overlapping subscriptions.

Filtering a Title List to the current year’s subscriptions, we can search and drill down for details about individual titles (the ‘Full Issue Entitlements’ screen) and note if the same content is being delivered through several packages and potentially cancel a title (or even package) if the duplication is unnecessary.

Workflow 8: Identifying alternative packages that might include this title.

Filtering a Title List to our current year’s packages, we can search and drill down for details about individual titles and note if the same content is available through several packages and potentially choose a different, possibly cheaper, one.

Workflow 9: The annual renewal process.

Accessed from the ‘Manage – Generate renewals’ spreadsheet option which shows us all possible subscriptions, not just our own, and allows us to compare this year’s with next year’s packages, for example.  We can see which titles have been dropped for 2014 but also any added as well.

Workflow 10: Dashboard and alerts.

The alerts functionality enables cross-institutional knowledge-sharing about known problems and issues and appears on our dashboard. We can comment on any alerts to add further support to the issues that have been shared. There are also alerts for changes to generic licenses.

Workflow 11: Notes.

This functionality allows us to add local Notes to our subscriptions and licenses in case there are particular known issues or points to remember (e.g. renewal dates).

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