ermes v.2010.05 an ms access-based erm

of 26 Last Modified June 8, 2010 g. chilton / n. dowell

ERMes v.2010.05 an MS Access-Based ERM ERMes Website: http://murphylibrary.uwlax.edu/erm/

ERMes Blog: http://ermesblog.wordpress.com/

William T. Doering

University of Wisconsin–La Crosse

[email protected]

Galadriel Chilton

University of Wisconsin–La Crosse

[email protected]

Norma J. Dowell

Iowa State University

[email protected]

Table of Contents

License .............................................................................................. 2

Software Requirements ....................................................................... 2

Anatomy of ERMes (or ERMes‟ Table Structure) ...................................... 3

Using ERMes ...................................................................................... 5

ERMes‟ Navigation Bar ........................................................................ 6

Data Entry ......................................................................................... 6

Secondary Data Forms: Field-by-Field ................................................... 9

Retrieving Information ...................................................................... 15

Reports ........................................................................................... 16

Developing a COUNTER report in ERMes .............................................. 19

http://murphylibrary.uwlax.edu/erm/

http://ermesblog.wordpress.com/

mailto:[email protected]




License

Attribution Assurance License:

ERMes (Electronic Resource Management System) http://murphylibrary.uwlax.edu/erm/

Copyright (c) 2010 by William Doering (University of Wisconsin-La Crosse) 608-785-

8399 and Galadriel Chilton (University of Wisconsin-La Crosse) 608-785-8738

All Rights Reserved

ATTRIBUTION ASSURANCE LICENSE - Redistribution and use in source and binary forms, with or

without modification, are permitted provided that the conditions below are met. These conditions

require a modest attribution to the Authors listed above, who hope that its promotional value may help

justify the thousands of dollars in otherwise billable time invested in writing this and other freely

available, open-source software.

Redistributions of source code, in whole or part and with or without modification, must prominently

display this GPG (Global Public Good)-signed text in verifiable form.

Redistributions of the Code in binary form must be accompanied by this GPG-signed text in any

documentation and, each time the resulting executable program or a program dependent thereon is

launched, a prominent display (e.g., splash screen or banner text) of the Author's attribution

information, which includes:

Name ("AUTHOR"),

Professional identification ("PROFESSIONAL IDENTIFICATION"), and

URL ("URL").

Neither the name nor any trademark of the Authors may be used to endorse or promote products

derived from this software without specific prior written permission.

Users are entirely responsible, to the exclusion of the Author and any other persons, for compliance

with (1) regulations set by owners or administrators of employed equipment, (2) licensing terms of

any other software, and (3) local regulations regarding use, including those regarding import, export,

and use of encryption software.

THIS FREE SOFTWARE IS PROVIDED BY THE AUTHORS "AS IS" AND ANY EXPRESS OR IMPLIED

WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY

AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE AUTHOR OR

ANY CONTRIBUTOR BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR

CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, EFFECTS OF UNAUTHORIZED OR

MALICIOUS NETWORK ACCESS; PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF

USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF

LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR

OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE

POSSIBILITY OF SUCH DAMAGE.

Software Requirements

ERMes is a Microsoft Access database that requires Access 2007 (Windows) or Access 2008 (Mac) to

operate, as the database utilizes functionality not available in previous versions of Microsoft Access.

http://murphylibrary.uwlax.edu/erm/


Anatomy of ERMes (or ERMes’ Table Structure)

ERMes is a relational database; content in different tables connects to/works with content in other

tables.

ERMes tables, field names, and relationships to other tables


This table lists (alphabetically) the names of each table and a description of what kind of data

populates it.

Table Name Description of Table Data

Access Library only, campus only, on/off campus, or free web resource.

Admin_Website_Access URL access to things like statistics or the admin interface.

Alternate_Access Records what alternate access options are available for all resources from one vendor or for a specific database; includes the login password and URL for such access. We use such access when our proxy access is down or when proxy access isn‟t working for a particular

patron.

Authentication_Method Shows the type of authentication used to access a database (e.g. IP address(es), IP range, proxy, login, none).

Contacts Records vendor contact information. All the

usual stuff including the role of the contact. You can have more than one contact for each database.

CounterByVendor Includes the COUNTER code and a check box to mark which COUNTER code to use for database

reports. This table is integrated into the big Database and Cost form via the Statistics Info tab.

Database Records database information like the source of funding/how is access supplied (selected from the Source table), user limits, last training

session, ILL rights, subscription status, URL for the journal list, format (selected from the Format table eg. CD, Internet, or Software), summary description, coverage years, update frequency and subject/department.

Database_Cost_History Includes payment information, office code, paid to information, subscription notes, fiscal year and renewal date. You can enter multiple lines for each database (multiple years and/or multiple payments for a single year).

Database_Type Type of database: E-Book; FT* for All Content;

FT Reference; Index + Abstracts; Index, Abstracts, + FT; Management Tool; Media; Music; Other; Statistics *Note: All instances of FT stand for “Full Text”

Fiscal_Year Listing of the fiscal years you want to use. The format 2008/2009 comes with the database but

you can switch to FY08 if you want.

Format Listing of resource formats (eg. CD, Internet, Software).

Problem Record problems with a particular database

and/or vendor.

Source Funding source for a database. For example: Local, Pay per Search, Free, Consortia, State System (e.g. BadgerLink), school system (e.g. UW System), or partner institution (UW Madison).

Subject_Department Record a subject, department, or discipline for each database. Multiple subjects can be chosen for each database.

SubjectCodes Lists three-letter codes and corresponding,

code titles, departments, and librarian.


tblCOUNTERcodes Usage abbreviation, description, and Counter Code.

tblStatFormat Icludes statsFormat (i.e. XML, XLS, etc.), description, and notes.

tblStatFormatJoiner A joining table related to usage statistics that includes vendor_id, statsFormat, and a check box for using with the database report.

Uses One can put a link to the usage reports in the Database form/table or one can record this information for each fiscal year in the Uses table/form. By doing the second, one can run the Database Cost Per Use report.

Vendor Vendor‟s name

Using ERMes

ERMes opens with a rights statement and switchboard. From the switchboard, you can retrieve data

entry forms, search for information, and run reports.

! To make ERMes fully functionally, you will need to enable all content:

1. To the right of the Security Warning at the top

of the screen, click the Options button.

2. Select the radio button next to Enable this

Content and click OK

You can enable the options each time you open ERMes, or you can adjust the MS Access Trust Center

Settings permanently as follows:

1. Click the Microsoft Office Button and then click Access Options.

2. Click Trust Center > then Trust Center Settings > and then click Macro Settings.

3. Click the option to “Enable all macros” if you are comfortable doing so. Please refer to MS

Office help for additional information.


ERMes opening screens: Switchboard and Rights Statement

ERMes’ Navigation Bar

Once you have left the switchboard, navigation buttons will appear at the top of the screen.

Exception: The Preliminary Information screen only includes an exit/return to switchboard button.

Data Entry

It is best to categorize your data as primary or secondary data and then enter it accordingly. New

primary/base data can always be added; but because of how ERMes works, the entry of primary data

at the onset facilitates access to it later. For example, if you have not entered a master list of

authentication methods and payments sources, you cannot attribute such designations to a database.

Previous

Record

Next

Record

Go to First

Record

Go to Last

Record

Create New

Record

Find

Record

Exit, Return to

Switchboard


Primary or Base Data

Primary Data Access

Use the buttons at the top of the switchboard to access forms for primary data entry.

Tip: When migrating data from a previous version, you might try cutting and pasting the data table by

table and field by field or by writing an update query.

Data that you should enter first and

in this order:

1. Preliminary Information:

o Access

o Fiscal Year

o Authentication Method

o Formats

o Source (e.g. who pays the

subscription)

2. Vendor Name

3. Vendor Contacts

4. Subject/Discipline

Departments/Codes

5. Databases

See It: Add a new database to ERMes for an existing vendor:

Step 1: Add Database Name

Step 2: Add Database Info

Preliminary Information Data Entry Tables

http://screencast.com/t/p1WN6GPFs

http://screencast.com/t/vb5bqIivUJH


Secondary Data Data that you should enter only after primary data:

Licensing terms (ILL, E-Reserve, etc.)

Cost histories

Admin access urls, logins/passwords

Alternate access urls, logins/passwords

Problem reports

User Limits

Last Training Session

Subscription Status

Link to journal title and coverage list

Access

Secondary Data Access

Note: All of these data elements need NOT be entered for all databases; it’s really up to you

how richly you wish to populate ERMes!

You can enter data via forms or directly into a table. To view or access all available tables, click the

double daggers to the left of the Switchboard tab.

How to access a list of tables in ERMes 1

2


Forms: Field-by-Field

This section reviews each form field-by-field for Secondary Data.

! Note: The descriptions below reflect how ERMes is used at the University of Wisconsin – La Crosse.

For your local instance, please remember that you can change field names and the data that goes in

each field to match your e-resource workflow.

Edit and Retrieve Information Forms

Database / Cost History

Vendor Stats Access

Alternate Access

Problem Log

Admin Website Access

Database / Cost History Form

Database Cost History: Top of Screen

! Note: All fields with red labels contain public data that is pulled into the ERMes A-Z list should you

choose to use it.

Field Name Description of Field Data

Database Database Name

Vendor Name Vendor Name


Source* Who pays the subscription for this database; for example: local, consortium, state, free, pay per search, etc.

User Limits The number of simultaneous users for a

database.

Subscription Status Galadriel uses Active for active annual subscriptions, Canceled, Trial, Purchased, and

Upgraded. When appropriate Galadriel enters a month/year too: “Canceled July 2009” or “Trial August 2009”.

! Note: Because this field is tied to the List by

Subscription Status report, it is important to use consistent terminology for a specific status. For example, always use “Active” for current subscriptions instead of using “Active” for some

subscriptions and “Current” or “Live” for others.

Format* Examples include CD, Internet, Software, etc.

Authentication Method* Where to indicate how access is authenticated

such as IP Address, IP Range, Proxy, Login, None.

Access Rights* (Formally called Authentication Method in previous ERMes versions)

Used to determine geography of access such as in the library, on campus only, on/off campus, or no restrictions.

Coverage Years Used to indicate database content coverage

such as a year range (i.e. 1968-Present) or an edition/date (i.e. 3rd edition; 2009 edition). This is especially useful for purchased e-resources like e-reference books/collections.

Update Frequency How often content in the database is updated (e.g. daily, weekly, monthly, quarterly, at

vendors description, as new content is available, etc.).

Subject / Department* The discipline/subject of the database‟s content. More than one subject can be selected

for each database. Before assigning subjects,

you may wish to review and/or edit the subjects via the Subject_Department Table.

Database Type Type of database: E-Book; FT* for All Content; FT Reference; Index + Abstracts; Index, Abstracts, + FT; Management Tool; Media; Music; Other; Statistics

!Note: All instances of FT stand for “Full Text”

Database / Summary Description Open-ended memo field for text description of database.

Number of Full Text…

All Full Text Magazines Trade Journals Scholarly Journals Newspapers

Monographs

Numeric counts of the number of full text titles

available via a given database/resource.

Notes Open-ended memo field for any notes associates with a resources. Galadriel uses this field for subscription notes that need to be visible across multiple fiscal years, etc.

* Note: For fields with drop down menu, choices for each drop down menu can be added/edited via

the Preliminary Information Tables (see Data Entry for more information).


Database Cost History: Bottom of Screen

Database Cost History Tab


Fiscal Year Select the appropriate fiscal year from the dropdown menu.

! Note 1: Fiscal years can must be added to the Preliminary Information Table (see Data Entry for more information) before they will appear in this dropdown menu.

! Note 2: When entering historic costs, enter the oldest fiscal year‟s information first and the newest information last. Doing this ensures

that the newest information will display first when reviewing cost history information.

Payments ! Note: As noted above, when entering historic costs, enter the oldest fiscal year „s information first and the newest information last. Doing this

ensures that the newest information will display first when reviewing cost history information.

Office Code A field for entering your institution‟s budget codes/accounts payable codes as needed.

Paid To Who receives the payment for a subscription

(e.g. vendor, consortium office, main branch, main campus, etc.)

Subscription Notes Open ended notes field for cost/subscription information.

Renewal Date When payment for renewal is due. Click the calendar icon to select a date by year and month.

! Note: The renewal date field is what is used

to generate the “Renewals by Date Range.” Report.

Invoice Date Date on the invoice.

Contract Start Effective start date for the database‟s license/contract.

Contract End Effective end date for the database‟s license/contract.

Invoice Number The unique string of numbers and/or letters that the vendor assigns to an invoice.


Statistics Info Tab


URL URL to access usage statistics.

Login Username/number to login to usage statistics

website.

Password Corresponding password to login to usage statistics website.

COUNTERCode A dropdown menu you can use to select which COUNTER report you use for this database.

Use for DBRpt (beside COUNTERCode) A check box; select if you plan to use this report for the Statistics Reports.

Dwnload Format A dropdown menu you can use to select the format in which you download the COUNTER

usage report.

Use for DBRpt (beside Dwnload Format) A check box; select if you plan to use this report for the Statistics Reports.

Use Stats Notes Open-ended notes field for database usage

statistics

General Notes/URLs Tab


Proxy? Check box field; check if database access is via a proxy.

Database URL URL to access the database. Galadriel uses this

field to store the vendor-derived database URL.

Mask/Public URL (MetaLib, LibData, etc.) The persistent URL that the user sees when accessing a database. This URL could be generated by a federated search system, A-Z list generator, etc. (e.g. MetaLib, WebFeet, Serials Solutions). Galadriel uses this field to store LibData-generated persistent URLs.

Journal List URL URL to access title/content lists for databases.

Use Stats URL URL to access database Usage Statistics

License Agreement/Terms of Use URL Field for URL to access full-text of a license agreement. At University of Wisconsin –La


Crosse, we currently store license agreements in a network folder and then put a link to this folder in this field.

DB URL Notes Open-ended notes field for database usage

statistics

Rights Statements Tab


ILL Rights Open-ended memo field for documenting license terms related to interlibrary loan.

Doc Delivery Rights Open-ended memo field for documenting license terms related to document delivery.

E-Reserve Rights Open-ended memo field for documenting license terms related to e-reserves.

Other Rights/Notes Open-ended memo field for documenting other license rights/notes.

Alternate Access Form


Vendor Vendor‟s Name


URL An alternate URL for access when the primary URL is not working. This may be for a vendor‟s primary database landing page instead of a

database-specific URL, or a login page for access via a non-proxies URL.

Username Username if applicable.

Password Password if applicable.


Problem Log: Vendor/Database Problem Form




Problem_Date Date problem began.

Problem Open-ended memo field for documenting the problem.

Resolution Open-ended memo field for documenting the

resolution.

! Note: Galadriel refers back to the problem form at the time of subscription renewals. If there

have been significant problems during the past year with a vendor or database, she uses this

information to negotiate for a lower renewal price.

Admin Website Access Form



URL Web address for admin site.

Username Login username

Password Login password

Purpose Text field for recording the purpose of the

admin access such as subscription administration, vendor updates, interface

administration, support, etc.

Note Open-ended memo field for admin access notes.


Retrieving Information

The Edit and Retrieve Information section of the switchboard lists buttons

you should use to retrieve data from ERMes or enter secondary data such as

licensing terms, cost histories, alternate and admin access, and problem

reports.

Once you have entered into one of these components (e.g. Database/Cost

History), you can search for / retrieve records in a variety of ways:

1. The search box at the bottom of the screen

2. The Find Record button on the navigation bar

When using the Find Record button, be sure and experiment with the “Look In” and “Match” drop

down menus:

3. MS Access Filter functions


So far, we have found the MS Access Filter functions to be the most robust and flexible means of

retrieving data. Not only does filtering provide you with prompts to guide search/filter construction,

but these functions also allow pull from existing field-specific data (e.g. user limits, format,

authentication method, etc.) depending on which field your cursor is when you click the filter button!

See It: A filtered search for all databases from two different vendors

! Note: After applying an MS Access Filter, the filter remains intact unless you click the “Filtered”

button at the bottom of the screen.

Reports

Report Name

Report Description

Count by Database Types

Report‟s Data Source: Database name, Source,

Subscription Status, and Database Type fields.

Generates a list of database names,

their sources, status, and type. You

can enter * to retrieve a list of all

databases with their source and status.

This list is alphabetical by source,

status, then type, and then database

name.

! Note: At the end of each source

grouping is a total count of resources

from that particular source; however, it

takes a moment or two for this count

show on screen!

Databases by Subject

Report‟s Data Source: Renewal Date field in the

Database Cost History form.

Generates a list of database names and

subjects/disciplines. You can enter * to

retrieve a list of all databases by

subject. This list is alphabetical by

http://screencast.com/t/cIqp2N0k9C


subject and then by database name.

List by Subscription Status

Report‟s Data Source: Subscription Status

Generates a list of database names and

subscription status. You can enter * to

retrieve a list of all databases and their

statuses. This list is alphabetical by

database name.

Payment Look Up by Fiscal Year

Report‟s Data Source: Database Name field and

the Fiscal Year and Payments fields from the


Generates a nicely formatted report

that includes database name and

payment for the user-specified fiscal

year with a Total for Fiscal Year

amount at the bottom of the report.

Example data entry to generate report:

Payment History (Payments Crosstab)

Report‟s Data Source: Database Name field and

the Fiscal Year and Payments fields from the


Generates a table of all payments for all databases. Table columns include database name followed by one column for each

fiscal year. This report is only available

from the switchboard.


Renewals for Date Range

Report‟s Data Source: Renewal Date field in the


Lists all of the databases for which Renewal Date in the Database_Cost_History table fall between the user specified dates. This report can be used to determine what

renewals you have outstanding and for which you need to make a renewal decision.

Year to Year Price Comparison

Report‟s Data Source: Fiscal Year and Payments

fields in the Database Cost History form.

Shows the price increases for

databases between two fiscal years

that the user specifies.

Example data entry to generate report:

Previous Fiscal Year

Next Fiscal Year

Database Uses for Fiscal Year Calculates a cost per use for each

database by the user specified date

range. This assumes you have

manually entered the use statistics into

ERMes.

COUNTER DB1 By Year

Generates a report based on COUNTER

DB1 statistics.

Note: See instructions for Developing

a COUNTER report in ERMes


Developing a COUNTER report in ERMes

While compiling reports for database usage can be cumbersome, there are some shortcuts we can take

using ERMes. The following setup is a bit time-consuming at first; however, once it is set up, the

monthly collection of statistics does not take as long.

There are two ways to collect and keep statistics. This will show you how to link an Excel table to read

in Access. (NOTE: There is a table in the original ERMes database called Uses that you may

alternatively work with if your number of databases and data is not as large as some. Also, a table

called COUNTERStats is provided so that you can see the basic layout of the Excel table).

1. Create an Excel table with the following headings (Figure 1):

Year - Year of the statistics set

Title - Title of the Database

Platform - Platform or vendor who provides the database

Type - Searches Run or Sessions

One column for each month of the year

Totals - totals for that year

Figure 1 - Column Headings in Excel

2. RENAME the datasheet DB1Stats.

3. SAVE your new local workbook in a location where you can get to it, and so can other interested

staff. Remember what you named the workbook. For this tutorial, the workbook is named

StatsDemo.xlsx

4. If you already receive COUNTER compliant statistics, select one of the following reports (depending

on what the vendor provides):

1st Preference: Database Report 1: Total Searches and Sessions by Month and Database

2nd Preference: Database Report 3: Total Searches and Sessions by Month and Service

3rd Preference: Journal Report 4: Total Searches Run by Month and Service

4th Preference: Whatever the vendor will provide for searches and sessions as close to

database as possible (if all they provide is by journal, you may want to skip the vendor for

this report)

5. Select a delivery format that is an xls or csv format. It will look similar to the Excel table you have

already created. The vendor will either provide you with a download, an HTML version of the

report you requested, or open an Excel table with the data supplied.

6. Even though a publisher/vendor will provide COUNTER compliant data, the layout may differ and

you may need to hand input some information at first to get everything in the same format within

your Excel table. Otherwise, you can cut and paste DB1 and DB2 reports into your Excel table,

leaving the first column blank to input the year. Here is an example of a DB1 report (

7.

8.

9. Figure 2):


Figure 2 - COUNTER DB1 report sample

10. When cutting and pasting this data into our local Excel file, we would type “2009” into A6, and then

copy A6 through P6 into our local Excel sheet. In subsequent months, we would simply log in to

the vendor‟s stats page, find the report, and add the new month‟s data to our local spreadsheet.

a. COPY A6 through P6 (note we are not copying the total column)

b. PASTE into our local Excel sheet:

c. TOTAL column E through P in column Q (or pull-down total from previous row):

d. ADD new each month by hand if you like, or copy over the row of data from the downloaded

report:

This can be done for any smaller sets of data; however, what happens when there are many rows

of data from a single publisher? The next section covers how to accomplish this for standard sets

of data.


Mass Input of Large Accounts or Accounts with Multiple Lines

It is possible to cut and paste all of the data in one mass group. This works for DB1 and DB3 reports.

Open StatsDemo.xlsx and SORT

DB1Stats using a CUSTOM sort:

Year

Platform

Title

Type

FILTER the sheet by year and

platform.

Open a downloaded DB1 report. For this publisher‟s download (Ebsco) there is a line break

between each set of records in the report. We need to remove the line breaks before cutting

and pasting this into our local file. This tends to be a common issue, so we will take care of it

first.

Select all the records in the

downloaded report EXCLUDING

the header information


Perform an A-Z sort on the

selected data set

Delete the blank rows above the

titles and below the header row.

Before

After


Delete rows 1-4 and the Publisher column (not needed for this report structure)

Insert a column before the first

column and label it “Year”

Populate the first column with

the year in question (this one

is 2009)

Label the second column “Title”

Label the fourth column “Type”

Copy all the data under the

column headings EXCLUDING

the column headings, empty

data columns and totals

Go to StatsDemo.xlsx and

PASTE OVER the existing

records for that title.

USE THIS STEP WITH

CAUTION!!!!

If you are unsure that you

have all the records you should

have, delete all of the old

records for that YEAR and

PLATFORM, and paste the new

ones onto the end of the local

datasheet.

PANIC BUTTON: ctrl-z will

undo any errant changes!

11. Close the Excel file and go to ERMes


Linking your Excel database to ERMes

Open ERMes

Click on the External

Data tab

Under the Import section,

click on Excel

Browse for the workbook

file name you saved your

data under in step 3 above

and select it

Click on the Link to the

data source be creating

a linked table radio

button.

Click OK

Select DB1Stats from

the worksheet box at

the top of the popup

window

Click the Next button


Make sure First Row

Contains Column

Headings checkbox is

checked

Click the Next button

Click OK - Linked Name

Table should be DB1Stats

if all the previous steps

were taken, and show in

the Tables list as a linked

table


Open the Query menu

and open

statsByDatabaseQry in

Design View

ADD the DB1Stats table

to the query

CHANGE all of the fields at

the bottom that currently

say COUNTERstats for

the Table name to

DB1Stats.

REMOVE the table

COUNTERstats from the

query

LINK The Title in

DB1Stats to the

Database_Name in

Database table as shown

Test the query.

! Note: You must have

the database names

existing in the database

table for the stat tables

to show up in this

query!!!

If the query works, save and close the query

Test the report from the main menu (COUNTER DB1 By Year)

Known Issues

Issue Resolution/Future Development

If the vendor subscription of databases

changes, it will affect the user‟s ability to cut

and paste large numbers of records.

An update query will be developed to replace and

update database to vendor information.

If a database is not listed in the main

Database table or misspelled in relation to

the DB1Stats table, it will not appear in the

statistics report

An update procedure to cross check for such issues

will be developed.

ermes v.2010.05 an ms access-based erm

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