Hi all,

For databases, we have an online form (designed in-house) that feeds into a bug tracker.

The bug tracker software, called JIRA, allows you to set up a series of steps and tracks an issue through these steps.
We can make sure that a database has license review, purchase order creation, access set-up, and cataloging done.

The software is: http://www.atlassian.com/software/jira/
Recent presentation slides (Saturday 10:15 timeslot): http://www.katina.info/d/2009presentations

Advantages:
- the tracker keeps all the information about a purchase in one place
 - it notifies the next person in line to handle the purchase by email
 - it allows various groups in the library to see the status and progress of an electronic order.

Disadvantages:
 - getting all selectors to use the form rather than send email
 - some trouble in distinguishing what types of material should go through this process (renewals requiring a new license? packages of serials?)

Let me know if I can provide more info!

Xan Arch

Electronic Resources and Technology Librarian
Acquisitions Department
Stanford University Libraries
Stanford, CA  94305-6004

Phone: 650-725-1122, Fax: 650-723-4775
Email:xanadu@stanford.edu        


At 09:32 AM 1/6/2010, you wrote:
Hi Everyone -


Sorry for cross-posting.  I'm hoping to tap into the Collective Brain for some advice.  We're looking to move away from document-based request forms for databases and serials that our selectors submit to the Acquisitions units. 


Ideas we've tossed around: asking selectors to fill out bib record templates in our ILS (III), a web-based database on our intranet, MS Access-based forms stored on shared network drives. 


What kind of systems do y'all have in place?  What kind of software did/do you use to make it happen and maintain it?  Any particular (dis)advantages?  We realize there is no holy grail here.  We're just trying to get away from a paper-based workflow.


I'm happy to collect responses and post a summary in a few days.


Thanks for any advice you can pass along!
- Megan


Megan A. Griffin
E-Resources Access Librarian
University of North Carolina at Chapel Hill
CB 3938
Chapel Hill, NC 27514
Phone: (919)962-0162