Monthly Webinar – Package Comparison

This is the 4th webinar in our monthly webinar series, this month we are looking at the various tools available in KB+ which allow you to compare titles lists to help answer queries about what titles have joined/left a package, overlapping titles etc.

Watch this 30 mins webinar to discover;

  • how to use the package comparison tool to compare 2 titles lists for information on additions, deletions, updates and overlapping titles
  • how to use the package comparison tool to compare the same title list on 2 different dates
  • how to filter your subscribed title list to indicate which ones are available in 2 or more packages
  • how to use the comparison spread sheet to help with renewal decisions based on usage and information on titles entering/leaving a package
  • how to filter a title list to see transfers, expected and previous titles.

Our next webinar will be on the 25th May at 11.00 and is about Renewals, please email knowledgebaseplus@jisc.ac.uk for full details on joining.

 

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Comparing Journal Packages using renewals worksheet

At a recent KB+ One Day Workshop there was some interest in how KB+ can be used for comparing journal packages, examples of potential use include checking for duplication of titles across different packages, identifying which titles are potential gains or loses when considering moving from one package to another, comparing your entitlements with a publisher title list etc.

There are a number of ways in which KB+ can help answer these questions and we have a series of blog posts covering the tools available. The last post covered using the Comparison Tool to compare the same package over time or two different packages.

Comparing a journal package with one or more packages

You can compare a number of journal packages by using the Generate Renewals Worksheet, select Institutions > (your institution) > ‘Generate Renewals Worksheet’.

Search for the packages you wish to compare and click the ‘add basket button’ Once you have made your selection click ‘Generate Comparison Sheet’ for an excel spread sheet listing all the titles in the packages.

generate subscription sheet - with labels

You can edit this spread sheet in excel by adding Filters and then Filtering by colour for those columns with the package name as a heading. If you filter by colour ‘green’ for all the packages you will see the titles which are duplicated across the packages.

Comparing your journal entitlements with a package

The Renewals workflow (see user guide for full details and screenshots) allows you to compare one of your subscriptions with another package. This is similar to the process above whereby your subscription is added to the basket with another package and click on ‘Generate Comparison Sheet’. As above you can then edit this spread sheet to filter by colour to see which titles are in both packages (both cells will be green) and which titles are in one package but not the other.(one cell will be green the other blank). This could be useful for when you want to compare your titles against the latest publisher list to see if there are any new titles or any deletions, this could include titles that are transferring in or out of the publisher list.

Contact us at knowledgebaseplus@jisc.ac.uk if you require any support in using the tools I have mentioned above or if you have any examples using the comparison features in KB+ to share with the community.

We have recently added some new Use Cases showing how KB+ is currently being used across the community.

KB+ 4.2

I am pleased to see a number of new enhancements, resulting from the workshops we ran earlier this year, in todays release of KB+ 4.2.

In addition there have also been some small changes to improve the general layout of information on the screen across the system improving usability.

Licences – New functionality includes the ability to add new ‘licence properties’. Institutions can now record the information they want to include in the licence details and if it is not already on the provided list they can simply add it. For example a new property we have included is ‘Signed’ allowing institutions to record whether the licence has been signed locally or not.

screenshot of adding licences

These properties can also be searched allowing institutions to find all the licences, for example, awaiting signature or all the licences which can be used to supply ILL requests.

screenshto of search licence properties

The layout of the information has also been improved making it more intuitive, for example the ‘linked subscriptions’ are displayed clearly indicating which subscriptions fall under each licence. The options for adding a licence, either by copying a template or creating a blank licence are also now much clearer.

licences screenshot

Subscriptions – New functionality includes the addition of a ‘Manual Renewal Date’ for subscriptions, with the ability to sort subscriptions by this date to see upcoming renewals. We hope the ability to sort by this date will help in managing the workflows around renewals.

The layout of the screen has been improved making it easy for you to link to the licence from the subscription screen

screenshot of subscription screen

Search – New functionality includes the introduction of a one click access to a quick simple search. Click on the search icon in the top right hand corner of the screen to do a search across packages, title, platforms and organisations in KB+.

screenshot of quick search

The existing search for packages and titles via the “All packages” and “All titles” options has also been improved on in terms of scope and usability.

title search screenshot

Package Comparison – This new tool, Package Comparison, provides institutions with the option to compare packages and subscriptions, including the ability to compare the contents of a single package or subscription on two different dates to see what titles joined or left the package/subscription during that period. This builds on the introduction of access start and end dates in the last release which allowed datamangers to include the date of when titles joined or left a package.

screenshot comparionson package tool

This tool could be used to compare two packages for example, Wiley Full Collection 2012-2014 package with the Wiley Full Collection 2015-2017. You can select the date on which to compare to for each package and use the filters to see which titles have been amended, joined or left with a coverage note indicating the reason. This could be used to follow up any queries with the publisher, help with renewal decisions etc. You can also export the list that is created.

screenshot comparison tool results

screenshot comparison tool results

To dos

KB+ is now able to provide support for automatic acceptance of ‘To Do’ notifications on a subscription-by-subscription basis. If you make a subscription a ‘child’ subscription, all changes to the package will be applied to your subscription automatically. You can change this at any time. This can be used with any package, but particularly useful where packages are the same for all users, or for all members of a consortium

Support for automatic acceptance of ‘To Do’ notifications on a licence-by-licence basis. In exactly the same way, you can now make a licence a ‘child’ licence, and all changes to the parent (aka Template) licence will automatically be applied to your copy of the licence

Over the next week we will be updating all our user guides and screencasts. We will also create new user guides and be running an online webinar to cover the new functionality. Thank you to all the institutions who have provided valuable feedback during this process and we look forward to our continuing collaboration and developing a service that meets the needs of the community.

Please do contact us if you require any further information.

Gathering Information for Renewals

The team are currently working on updating KB+ with data for 2015, we hope will help to save time during your renewal process by providing information on any additions/deflections made to a title list in conjunction with your journal usage statistics.

Q: What do I do if I am not able to find a 2015 collection title list?

If the 2015 collection title list is not ready, you can check our publisher master list, for example
Walter De Gruyter:Master, as we are updating the information on titles joining (expected titles) and leaving publishers (previous titles). You can also sign up to the KB+ list forum to be advised when lists have been added and any modifications can be seen in the To Do list.

Q:What do I need to do for annual subscriptions if the 2015 list is available in KB+?
For annual subscriptions you can use our renewal process and use the comparison basket to compare your current subscription with the title list for the following year this will result in a spreadsheet with your JR1 stats and an indication of which titles are in the new list but not in the old and vice versa. You can then reimport this spreadsheet to create your new subscription for 2015.
Q:What do I need to do for multi-year subscriptions?
If you have subscriptions for multi year deals you can simply view the expected & previous titles from the subscription screen, we update this information once we have been notified.

Q:How do I view the titles for a 2015 title list?
To see which titles are in a 2015 titles list select ‘Expected titles’, please note there is currently a problem with using scrolling through to the next page, you can however export a full title list from our export page.

Q: How can I view what titles have left or joined a package from a 2015 title list?

For a quick glance at what has been added and deleted to a 2015 title list please select the package you are interested in and choose the ‘advanced view’

Viewing title lists
You can filter this title list for “New for 2015”  and “transfer in” to see what new titles are to join the package or filter the list by end date (2014/12/31) to see which titles are leaving. Once you have typed the filter or selected the date and clicked submit, you will need to click ‘advanced view’ again to see the results.
coverage note filter
From the start of 2015 onwards you will be able to use the previous and expected views, only titles expected after 01/01/2015 will appear in the expected list.

Expected titles

 

 

Q. Can I export this list?

Yes,  once on your subscription page you can export any list in a variety of formats including one for use in your link resolver. Alternatively, you can download in an excel format from our exports page or check the Jisc Catalogue for a link to the verified title list.

Q: How can I sign up to the KB+ list forum?

Please see our user guide.

Q: How can I renew my subscriptions on KB+

Please see our user guide.

Further information:

Support is available by clicking the green ‘support’  button in KB+

Release 2 of KB+ Meeting

On Wednesday we had our first meeting showing the brand new features Release 2 of KB+. There were presentations during the day from some of the many partners working on KB+, Liam (JISC Collections), Owen (Owen Stephens Consulting) and David (Sero Consulting).

KB+ is a community driven project as highlighted by the range of people involved, JISC, JISC Collections, EDINA, MIMAS, Sero, GOKb, Knowledge Integration Ltd, not to mention those institutions using KB+ and groups such as SCONUL. Much of the functionality and features within KB+ are as of a direct result of collaboration with institutions and throughout the day there was a call for further input and participation.

Liam started the day with an overview of KB+ and it was great to see the growing interest from the community. JISC have added further resource to the project with the addition of new data managers (of which I am one) to work on loading more packages within the knowledge base and helping institution switch on their subscriptions taken. Future plans for KB+ include looking into ebooks and open access however further investigation into the most useful and effective method to collate and present this information is yet required.

Key Dates

Key Dates

Owen was next up providing a live demo of the new functionality in release 2 of KB+ including the new permissions model, adding organisation and role information to licenses and subscriptions and supporting the renewal cycle. Prior to the demo Owen provided an overview to the terminology and structure of the system. With regards to the renewal cycle they worked closely with Kings College London, University of Huddersfield and University of Stirling to gain a good understanding of their workflows & ensure the system can support it. Owen described the work flow to renewals as ‘Collect, Compare. Correct and Commit’, a description of the workflow is available at https://knowledgebaseplus.wordpress.com/kb-support/kb-discussion-documents/renewals/
The  new renewals basket feature within KB+ allows you to compare one package title list with another once satisfied they can be marked as renewed and loaded back into the system. JISC Collections are working on uploading the 2013 collection currently (blog post on progress, to follow) but will also be looking at the 2014 titles and non-NESLI publishers. With the greater content there will be more opportunity to fully exploit all the new features of release 2. Feedback on the new functionality was requested including suggestions for improvements or additional data. (A screencast of Owen’s presentation will be available shortly)

David led the afternoon session talking about developments for the year including release 3 where ‘Improvement’, ‘Integration’ and ‘Collaboration & Community’ were all key elements. Greater integration with other services such as JUSP, ELCat, link resolvers etc are essential to making KB+ more effective and fitting more closer with the requirements and workflows of institutions. Building on the key theme of the day of encouraging institutions to communicate and collaborate we were divided into groups and worked on an exercise to provide user stories on how institutions would like to be communicated with and on what topics.These stories will provide the developers with valuable insight with regards to new features in KB+

The value of the KB+ lies within the knowledge and experience of the community it serves and therefore we are keen to hear from institutions about their workflows, requirement, suggestions and possible collaborations.