.. include:: images.rst
.. _erm-label:
E-resource management
===============================================================================
The E-resource management (ERM) module is used to track the selection,
acquisition, licensing, access, maintenance, usage, evaluation, retention, and
de-selection of a library’s electronic information resources. These resources
can include electronic journals, electronic books, streaming media, databases,
datasets and computer software.
To use the E-resource management (ERM) module, you must enable the
:ref:`ERMModule <erm-ermmodule-label>` system preference.
.. Note::
Only staff with the
:ref:`erm permission <permission-erm-label>` (or the
:ref:`superlibrarian permission <permission-superlibrarian-label>`)
will have access to this module.
.. _erm-homepage-label:
ERM home page
-------------------------------------------------------------------------------
Get there: More > E-resource management
|ermhomepage|
.. _erm-searchbar-label:
Search bar
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The search bar allows you to quickly search agreement records and
(Local) packages or titles.
Packages or titles from third-party knowledge bases are not searchable from
here; go to the :ref:`eHoldings <erm-eholdings-label>` instead.
|ermsearchbar|
.. _erm-agreements-label:
Agreements
-------------------------------------------------------------------------------
In ERM terms, Agreements describe what electronic subscriptions you can
access whereas Licenses are used to describe what you can do with those
resources.
.. Note::
Before you start to create new Agreement records, ensure your staff
users have either the :ref:`superlibrarian <permission-superlibrarian-label>`
or the :ref:`erm permission <permission-erm-label>` and that you have
reviewed the :ref:`ERM authorized values <authorized-values-label>` to suit
your needs. Also, ensure you have reviewed the
:ref:`ERM system preferences <erm-system-preferences-label>`.
.. _create-agreement-label:
Create an Agreement record
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
From the ERM Home page click on the Agreements link in the left-hand menu.
Get there: More > E-Resource management > Agreements
Use the + New Agreement button at the top of the Agreements table.
|newagreementbutton|
You are required to give the Agreement a Name, Description and Status.
The status determines if this agreement is active or not. All other fields are
optional.
The agreement can, optionally, be attached to an existing
:ref:`Vendor record <vendors-label>` in the acquisitions module. This allows
you to keep a record of who supplied the e-resources and also to create purchase
orders against it.
The Closure reason field will stay grayed out until you give the
agreement the status of “closed” at which point it will become active.
The License info box can be used here if you **don’t** intend to use the
Licenses part of ERM but still want to record information about a
license alongside the agreement.
|newagreementform|
- Periods
- Multiple periods can be attached to an Agreement record.
- The period describes the duration of the relationship you have with the
provider. Every time you renew an agreement, you can record a new
agreement period so that you have a historical record of how many times
it has been renewed. You can also create agreement periods for future
dates. So, for example, you may have a current period, some historical
periods and an upcoming period.
- The cancellation deadline can be used in
reporting to alert you to upcoming end dates and therefore alert you to
initiate the renewal with the provider.
|agreementperiod|
- Users
- In this context, a user is a staff user who has some
involvement with the Agreement. They could be staff involved in
procuring the e-resource, sorting out the licensing, the subject
specialist, etc.
- You can attach multiple users to an agreement.
- In order to be attached to an agreement a staff user must have the
:ref:`erm permission <permission-erm-label>` (or the
:ref:`superlibrarian permission <permission-superlibrarian-label>`), otherwise
they will not appear in the list when you try and select a user. This
also keeps the list of patrons to a small, manageable, size by excluding
your library patrons.
- When you attach a user, you also assign them a role from the
:ref:`ERM_USER_ROLES authorized value <authorized-values-label>`.
|agreementuser|
- Licenses
- If you want to link an agreement to a license record you
created under licenses, use the “Add new license” button. An agreement
can be attached to one or more license records.
- Select the license name from the drop-down list of licenses you have
previously created and give it a status.
- The Physical location is where you may have stored a paper
version of the document within your library.
- You can also specify notes
and a URI (if the license is actually available online).
|agreementlicenseform|
- Related agreements
- A related agreement is any agreement which has
some relevance to an agreement already in the system. For example, an
agreement which has superseded an existing agreement.
- You can link an agreement to one or many other agreements.
|relatedagreements|
- Agreement documents
- You can attach one or more documents to an agreement record.
- This is not meant to be for license documents (which
are attached to license records) but other correspondence with a
provider, information about the resources, etc. If you decide to only
record agreement information and not licenses then you can, of course,
also attach the license documents themselves.
- The physical location is where any paper version of the correspondence is
held in the library and the URI a link to any online copy.
|ermdocuments|
.. _search-view-agreement-record:
Search and view an Agreement record
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
From the ERM home page, click on the Agreements link in the left-hand menu.
Get there: More > E-resource management > Agreements
|agreementspage|
You will be presented with a list of existing agreements in the system
ordered by the agreement name.
- To only view expired agreements, tick 'Filter by expired on' above the table. Enter a
date and click 'Filter'.
- To only see agreements linked to the account you are logged in as, tick 'Show mine only' and
click 'Filter'.
- You can also use the table or column filters
to search and filter data you are looking for (for example, all
agreements with the Status: closed).
.. Note::
You can customize the columns of this table by clicking the 'Configure' button.
It will take you to the Administration module and specifically to the 'table id: agreements'
section of the :ref:`Table settings <column-settings-label>`.
Clicking on the name of the agreement will take you through to the full
view.
|agreementfullview|
The full view summarizes all the information you entered when you were
creating the agreement. The vendor it is attached to (which is a
hypertext link to the vendor record), the status, any agreement periods,
any users associated with the agreement, any related agreements and,
importantly, what the agreement covers; that is, which vendor packages
are included as part of the agreement. You will notice that the 'Related
agreements' field is also a hypertext link to the other agreement and
this is bidirectional. The link to the packages is also a hypertext
link and takes you to the eHoldings section.
A package is a collection of e-resource titles which have been bundled
together for distribution by a provider/vendor. Rather than selling you
a license to use a single title, a vendor will typically sell you a
selection of e-resources bundled together in a named package (e.g.
Journal Archives). This can often contain tens or even hundreds of titles.
Custom packages are often negotiated locally in various parts of the
world with providers. The benefit of buying in packages means that the
library does not have to undertake individual negotiation with
publishers for specific titles, this is left to the provider.
- Agreement Filters
At the top of the Agreements page you will
notice a Filter box. The purpose of this is to allow you to quickly
filter expired agreements or agreements which may have an upcoming
renewal (and therefore might require action).
|agreementfilters|
.. _erm-licenses-label:
Licenses
-------------------------------------------------------------------------------
A license explains what you can do with the content you have subscribed
to. It is, in effect, the contract or Terms of Use.
Get there: More > E-resource management > Licenses
Licenses work alongside Agreements or, if you’d prefer to simply record
a list of licenses you have, it can work on its own.
.. _erm-create-license-record-label:
Create a license record
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
From the ERM Home page click on the Licenses link in the left-hand menu.
Get there: More > E-resource management > Licenses
Use the 'New license' button at the top of the Licenses table.
|newlicensebutton|
You are required to give the License a Name, Description, Type and
Status. The status determines if this agreement is active or not. All
other fields are optional.
The license can, optionally, be attached to an existing
:ref:`Vendor record <vendors-label>` in the acquisitions module. This allows
you to keep a record of which vendor the license is with.
The license will have both a start date and end date, these may differ
from the dates in an agreement period.
|newlicenseform|
- Users
- In this context, a user is a staff user who has some
involvement with the License. They could be staff involved in
negotiating or signing the license for example.
- You can attach multiple users to a license.
- In order to be attached to a license a
staff user must have the :ref:`erm permission <permission-erm-label>` (or
the :ref:`superlibrarian permission <permission-superlibrarian-label>`),
otherwise they will not appear in the list when you try and select a user.
This also keeps the list of patrons to a small, manageable, size by
excluding your library patrons.
- When you attach a user, you also assign them a role from the
:ref:`ERM_USER_ROLES authorized value <authorized-values-label>`.
|licenseuser|
- License documents
- You can attach one or more documents to a
license record. From here you can attach PDF copies of license or terms
of use.
- The physical location is where any paper version of the
correspondence is held in the library and the URI provides a link to any
online copy.
|ermdocuments|
.. Note::
The file size of any uploaded documents for both licenses and
agreements is limited to the value of the max_allowed_packet size in
your MariaDB configuration file. If you exceed this size, you will get a
file size warning. Speak to your system administrator to increase this
value.
|ermfilesize|
.. _erm-search-view-license-record:
Search and view a license record
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
From the ERM Home page click on the Licenses link in the left-hand menu.
Get there: More > E-resource management > Licenses
|licensespage|
You will be presented with a list of existing licenses in the system
ordered by the license name. You can use the table or column filters to
search and filter data you are looking for (for example, all licenses
with the Status: expired).
.. Note::
You can customize the columns of this table by clicking the 'Configure' button.
It will take you to the Administration module and specifically to the 'table id: licenses'
section of the :ref:`Table settings <column-settings-label>`.
Clicking on the name of the license will take you through to the full
view.
|licensefullview|
The full view summarizes all the information you entered when you were
creating the license. The vendor it is attached to (which is a hypertext
link to the vendor record), the Status, Type, start and end dates, any
users associated with the license and, importantly, the link to the
license document(s).
.. _erm-eholdings-label:
eHoldings
-------------------------------------------------------------------------------
Definition of terms:
- **Resource**
- A resource is an instance of a title. Consequently a resource would have
a separate resource ID for each occurrence of the title in a package.
- For example: Teise / Law belongs in
- DOAJ
- Criminal Justice Abstracts with Full Text
- etc.
- **Knowledge base (KB)**
- A knowledge base is an extensive database maintained by a knowledge base
supplier (for example, EBSCO) that contains information about electronic
resources such as title lists and coverage dates, etc. Knowledge bases
typically organize the resources provided by a content provider into
collections or databases that reflect specific content provider offerings,
for example packages of e-journals, e-books, or other materials.
- **Providers**
- The provider of the e-resource, for example, the vendor, consortia or
publisher.
- **Packages**
- A collection of e-resource titles bundled together and distributed by a
provider.
- **Titles**
- The individual e-resources, for example a journal or e-book, usually
contained within a package.
Get there: More > E-resource management
On the left-hand navigation menu, you will see links for each provider
you have configured in the :ref:`ERMProviders <erm-ermproviders-label>` system
preference.
|ermmenu|
.. _erm-eholdings-ebsco-label:
EBSCO
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The integration with the EBSCO global knowledge base is facilitated via
their
`HoldingsIQ <https://developer.ebsco.com/knowledge-services/holdingsiq/reference>`__
tool. This is a bidirectional API that allows you to update or read
from EBSCO’s knowledge base of millions of titles. Your instance of the
EBSCO knowledge base becomes searchable and manageable via Koha using
your Customer ID in the configuration. Remember, the knowledge base
always sits at EBSCO, you are just manipulating it through Koha in the
same way you would if you were using EBSCOadmin. No content data is held
locally in your Koha system.
.. _packages-label:
Packages
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
Get there: More > E-resource management > EBSCO > Packages
On the Package home screen you will see a search box
|ebscopackages|
Koha acts as a “proxy” for the EBSCO HoldingsIQ service so any search
you do here is done in real time against the EBSCO knowledge base (using
your Customer ID in the
:ref:`ERMProviderEbscoCustomerID <erm-ermproviderebscocustomerid-label>`
system preference). There are two filters:
- Content type: This filter is provided by EBSCO as part of their HoldingsIQ
API and allows you to narrow down your search to a particular content type
(as defined by EBSCO).
- Select status: This filter is provided by EBSCO as part of their HoldingsIQ
API and allows you to narrow down your search to material that you may
already have added to your holdings through EBSCOadmin. So, for example, you
can search for packages that you have already subscribed to.
Any package which is already selected is indicated by a check mark on
the right-hand side of the title.
|ebscopackagessearch|
In brackets you can see the EBSCO package ID.
When you click on a package link, you will be taken to the full view of
the package.
|showpackage|
Some information displayed here is brought through from the HoldingsIQ
API, you can see the Vendor (this is NOT the Koha vendor), the Content
type and the Package type. You can also see from this screen that the
package contains (in this case) 877 titles. As with the package list,
you can see from here (by the check marks) which titles have been
selected and which not.
Clicking on the Show filters link will give you some additional filters
to allow you to search within the package for a particular title or
group of titles. This can be by Publication type, Selection status
(titles already selected, or not, in EBSCOadmin) and a title search box.
|showpackagefilters|
.. _erm-ebsco-addpackage-label:
Add package to an Agreement
'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''
In the example above, you can see that this package has already been
added to the existing Agreement record in Koha (called Journal
Archives). A package can be added to multiple Agreement records.
Clicking the hypertext link will take you to the agreement record.
Once you have made this connection, you will see the package listed on
the agreement record.
|showagreementpackages|
To add to a new package, click on the 'Add new agreement' button and you
will be taken to a dialogue box with a list of agreements that can be
filtered. Use the Select button to make the connection between the two
records.
|agreementselect|
Use the 'Delete' icon to remove a package from an agreement.
|packageagreementdelete|
If you try to add a package to the same agreement more than once, you
will receive the following error message:
|agreementalreadylinked|
.. _erm-ebsco-remove-package-holdings:
Add/remove package from holdings
'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''
From the package view, you are also able to add or remove a complete
package from your EBSCO holdings.
|packageremove|
This makes an API call via the HoldingsIQ service to add or remove the
package from your EBSCO central holdings. Because this is a real-time
call you should see your holdings updated in EBSCOadmin as well.
You can also click on a title link here and go into the detail of a
specific title in a package.
|ermtitleinpackage|
The Resource # you can see at the top of the screen is the EBSCO
resource ID. The metadata you see is also returned by the HoldingsIQ API
from the EBSCO knowledge base. You can see the Publication title, name,
Publication type, and print/online IDs and the coverage dates. Remember
the coverage dates of a title may be different depending on the package
that the title is included in. You can also see both the Vendor and the
Package (which is a hypertext link back to the full package you have
come from).
.. _erm-ebsco-remove-title-package:
Add/remove title from package
'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''
You can add or remove a title from a package you are subscribed to.
|ermaddtitletoholdings|
Although you may subscribe to a complete package, there may be individual
titles you wish to specifically include/exclude. Use the ‘Add/remove
title to holdings’ button to do this.
.. _erm-ebsco-titles-label:
Titles
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
Get there: More > E-resource management > EBSCO > Titles
On the Titles home screen, you will see a search box.
|ebscotitles|
Koha acts as a “proxy” for the EBSCO HoldingsIQ service so any search
you do here is done in real time against the EBSCO knowledge base (using
your Customer ID in the
:ref:`ERMProviderEbscoCustomerID <erm-ermproviderebscocustomerid-label>` system
preference). There are two filters:
- Publication type: This filter is provided by EBSCO as part of their
HoldingsIQ API and allows you to narrow down your search to a particular
publication type (as defined by EBSCO).
- Select status: This filter is provided by EBSCO as part of their HoldingsIQ
API and allows you to narrow down your search to titles that you may already
have added to your holdings through EBSCOadmin. So, for example, you can
search for titles that you have already subscribed to.
Any title which is already selected is indicated by a check mark on the
right-hand side of the title.
|ebscotitlessearch|
You will also notice that this search also searches for Local titles in
addition to EBSCO titles. Any local titles will be indicated above the
title list and this is a hypertext link to take you through to the Local
titles table.
|ebscotitleslocal|
By clicking on a title, you can go into the full record view of it.
|showtitle|
At the top you see the Title #. This is the EBSCO title reference. The
rest of the metadata all comes from the HoldingsIQ API and includes
things like IDs, publishers etc.
You can also see here every Package that this title is contained in. The
check mark indicates that you are already subscribed to this package.
So, in the example above, we have this title via the ScienceDirect
package but not Scholars Portal.
If you click on the Package link, you will see the view of that resource
within that package.
|ermtitleinpackage2|
This includes the coverage provided by that provider.
If you want to selectively add or remove that title from your package
holdings you can do that from this screen.
|ermremovetitlefromholdings|
You can also see the EBSCO resource ID on this screen. Remember that the
resource ID represents the instance of a title within a package.
If you want to go back to the title record, you can click on the Title
link.
On the Title page, you are also provided with filters to narrow down your
search. You get to this by clicking on the Show/Hide filters link.
|showtitlefilters|
This is useful if you want to narrow down your query to a specific
package or to packages that are already selected in your holdings.
.. _erm-eholdings-local-label:
Local
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Local holdings are electronic holdings which are not contained in a
global knowledge base but, instead (unlike EBSCO holdings) are stored in
the local Koha database tables (erm_eholdings_titles).
.. _titles-1:
Titles
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
Get there: More > E-resource management > eHoldings > Local > Titles
On the Local Titles home screen, you will see a list of currently created
local titles.
|ermlocaltitles|
You can use the table and column filters to narrow down your list to a
selected title or group of titles.
.. Note::
You can customize the columns of this table by clicking the 'Configure' button.
It will take you to the Administration module and specifically to the 'table id: titles'
section of the :ref:`Table settings <column-settings-label>`.
By clicking on a title, you can go to the full view of the record.
|localtitlesshowtitle|
From here you can Edit or Delete the record.
If the record belongs to a locally created package, you will see that
information here.
|localtitlesshowtitle2|
If the title is part of more than one package, you can use the table
filters to restrict your search further. Clicking on the Package link
will take you through to the package itself.
.. _eholdings-local-create-title-label:
Create a new local title record
'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''
From the ERM Home page click on the Titles link in the left-hand menu
under Local.
Get there: More > E-resource management > eHoldings > Local > Titles
Use the 'New Title' button at the top of the Titles table.
|newlocaltitlebutton|
You should see a metadata template. This template is based on
`KBART <https://www.niso.org/standards-committees/kbart>`__ metadata.
|newlocaltitleform|
When you save the title, Koha will also automatically create a
bibliographic record for you with as much of the metadata as possible.
We map the KBART metadata to MARC21 in the following way:
- publication_title = biblio.title
- print_identifier = 020$a||020$z||022$a||022$y
- online_identifier = 020$a||020$z||022$a||022$y
- date_first_issue_online = 866$a (before '-')
- date_last_issue_online = 866$a (after '-')
- num_first_vol_online = 863$a (before '-')
- num_last_vol_online = 863$a (after '-')
- title_url = 856$u
- first_author = biblio.first_author
- coverage_depth = title_url ? 'fulltext' : 'print'
- notes = $852$z
- publisher_name = 260$b
When you save the record and look at the full view, you will see a link
to the bibliographic record.
|showlocaltitlebib|
At the bottom of the creation/edit template, you will see the option to
add the title to a local package.
|newlocaltitleaddtopackage|
The package record must already exist before you try to link to it from
the dropdown menu. You can also specify the Vendor, start and end dates
and a reference to a proxy server if one is required for this service
(this is not currently used in Koha, for reference only).
A title can belong to multiple packages.
.. _import-from-list-label:
Import a new local title record from a List
'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''
If you want to quickly add multiple title records to your Local holdings,
then you have the option to import from a Koha
`List <https://koha-community.org/manual/latest/en/html/lists.html>`__.
|localtitlesimportfromlist|
First of all, create a Koha List (as described elsewhere in this manual)
and add some bibliographic information to it (either by creating the
record manually or by importing it via z39.50 or Stage MARC records).
Once the list has been created, you will see it in the table selection.
|ermimportfromlist|
First select the package you want to add the titles to and then select
the list from the selection in the table. Use the Import button to link
them together.
You will see a message “import in progress” and the job should be
completed in a few moments. You can click on the Job number if you want
to view progress.
|ermjobdetails|
At this point you should see the titles in both the title list and also
attached to your selected package.
.. _import-from-kbart-label:
Import a new local title record from a KBART file
'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''
.. Admonition:: Version
This component of ERM was introduced in version 24.05 of Koha.
If you want to quickly add multiple title records to your Local holdings,
and your vendor can provide KBART records, then this is a quick way to get eholdings records into Koha.
First of all, create a Local package to attach the title records to.
Get there: More > E-resource management > eHoldings > Local > Packages
Once you have done that, go to your Local titles and use the button marked 'Import from KBART file'.
|localtitleskbartbutton|
From here, use the File button to select a file of KBART files from your local device. Select the Package that you want
to attach the titles to and, finally, select whether you want Koha to try and create basic bibliographic
records from the data in the KBART file (this is optional).
Once the file is imported it will be sent to the background jobs for processing. You can check Background Jobs for
progress but, once completed, the titles will appear in your Local title list.
|localtitlesimportkbart|
Some useful resources:
`KBART Standard <https://www.niso.org/standards-committees/kbart>`__
`NISO KBART Registry (good source for KBART files) <https://sites.google.com/niso.org/kbart-registry>`__
`Useful information on KBART format etc. <https://www.uksg.org/kbart/s5/guidelines>`__
.. Note::
The imported KBART file should be in TSV or CSV format
.. _packages-1:
Packages
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
Get there: More > E-resource management > eHoldings > Local > Packages
On the Local Package home screen, you will see a list of currently
created local packages.
|localpackages|
.. Note::
You can customize the columns of this table by clicking the 'Configure' button.
It will take you to the Administration module and specifically to the 'table id: packages'
section of the :ref:`Table settings<column-settings-label>`.
Clicking on a package name will take you through to the full view.
|localpackagesshowpackage|
You can use the table filter to narrow down the titles if you need to.
Clicking on the title will take you to the title full view and clicking
on the Vendor will take you through to the vendor record in
acquisitions.
From this screen you can also use the Edit or Delete buttons.
When you edit a package, you have the option to attach it to an agreement
you have already created.
|localpackageseditpackage|
This package will then be viewable on the agreement record.
.. _eholdings-local-create-package-label:
Create a new local package record
'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''
Get there: More > E-resource management > eHoldings > Local > Packages
Select the 'New package' button.
|newpackagebutton|
The Package name is a required field. You must have already created your
agreement prior to attaching it to a package.
|newpackageform|
The Vendor, Type, Content type and Notes fields are optional.
.. _eholdings-local-remove-title-package:
Remove a local title from a package record
'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''
Get there: More > E-resource management > eHoldings > Local > Titles
Search for the title you want to remove from the Local titles list.
|localtitlessearch|
Click through to the title detail and use the 'Edit' button.
At the bottom of the screen use the 'Remove from this package' link.
|localtitleremovepackage|
.. _erm-dataproviders-label:
Data Providers
-------------------------------------------------------------------------------
.. Admonition:: Version
This component of ERM was introduced in version 23.11 of Koha.
Data Providers (or Data Platforms) are the organizations who provide usage
statistics for your electronic resources. This could be a vendor or a platform
provider. The data provider record contains information about SUSHI credentials
and any COUNTER data which has been harvested from the provider.
Definitions:
- `SUSHI <https://www.niso.org/standards-committees/sushi>`_ (Standardized
Usage Statistics Harvesting Initiative) is an ANSI/NISO standard that defines
the model for harvesting e-resource usage data. It is designed to work with
COUNTER.
- COUNTER provides the standard that enables the knowledge community to count
the use of electronic resources. Known as the
`Code of Practice <https://www.projectcounter.org/code-of-practice-five-zero-two/>`_,
the standard ensures vendors and publishers can provide their library
customers with consistent, credible and comparable usage data.
Koha currently only supports version 5 of the COUNTER standard.
.. Note::
Before you start to create new Data provider records, ensure your staff users
have the :ref:`erm permission <permission-erm-label>` (or the
:ref:`superlibrarian permission <permission-superlibrarian-label>`) and that
you have reviewed the :ref:`ERM authorized values <authorized-values-label>`
to suit your needs. Also, ensure you have reviewed the
:ref:`ERM system preferences <erm-system-preferences-label>`.
.. _erm-dataproviders-create-label:
Create a Data Provider record
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
From the ERM Home page click on the Data providers link in the left-hand menu.
Get there: More > E-resource management > Data providers
Use the 'New data provider' button at the top of the Data Providers table.
|dataprovidersempty|
You are required to give the Data provider a name and list of report type(s).
Koha, by default, will search the
`Project Counter Registry <https://registry.projectcounter.org/>`_ and add the
provider details automatically for you unless you select the 'Create manually'
button.
Start typing in the Data provider name box to see a list of providers registered
on the `Project Counter Registry <https://registry.projectcounter.org/>`_.
|adddataprovidername|
By setting the Harvester status to 'Active' it will be picked up by the
background harvesting cronjob (*erm_run_harvester.pl*).
Report types is a required field and this defines which report type data is
harvested from the provider. If you have created the provider from the Project
Counter Registry then the report types supported will be automatically pulled
through to the report types list and you can choose to select from that list or
Select All. For more information about the report types, see
`here <https://cop5.projectcounter.org/en/5.1/04-reports/index.html>`_. If you
are unsure which report types your provider supports, and you are creating your
provider manually, check the Project Counter Registry and search for the
provider.
|counterregistrywiley|
|adddataproviderreporttype|
If you do not create the provider manually, the SUSHI credentials will be
completed with information from the Registry. The 'Credentials information' is
also pulled through to assist you with the information you need to request from
the provider. This may include a Customer Id, Requester Id or API key. You may
also be required to provide a requester name and email.
|adddataprovidersushi|
You can toggle between the 'Create manually' and 'Create from registry' buttons
depending on whether you want to input the information yourself or take it from
the registry. You can also take the information from the registry and then
toggle to 'Create manually' if you want to update things like the name.
.. _erm-dataproviders-home-label:
Data providers home screen
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The Data providers home screen provides you with a list of your current data
providers. You can see at a glance whether they are active or inactive and when
the last harvest of that platform took place. Use the table filters to search
for a specific Data provider. The four action buttons work as follows:
- Test
- The 'Test now' button will access the SUSHI endpoint you have configured
and test your credentials to ensure they are valid. If the Data provider
is inactive, you will receive a warning that the test cannot be completed.
|dataprovidertestinactive|
- If the Data provider is active, you will receive a success or failure
message.
|dataprovidertestsuccess|
- Run now
- This will trigger an immediate harvest of the source. Run now also
prompts you to provide a start and end harvest date.
.. Tip::
Instead of manually clicking 'Run now' for every provider when you need to
check new usage statistics,
you can set up the :ref:`harvesting cron job <cron-ermrunharvester-label>`
on your server. The erm\_run\_harvester.pl script will harvest the SUSHI
data for all active usage data providers at regular intervals.
|dataproviderrunnow|
You will also see a link to the background job. There is one background job per
report type.
|dataproviderrunjob|
The summary page will give you a list of the report rows processed from the
incoming COUNTER file and the number of provider title records imported into
Koha. In addition it shows the amount of usage statistic counts that have been
added to the data provider title tables. Each successfully added new title will
have a check mark next to it to indicate it has been newly added.
|eusageharvest1|
If the title already exists in Koha then you will see an alert that it exists
but any counts have been updated.
|eusageharvest2|
- Edit
- To edit an existing Data Provider
- Delete
- To delete a Data Provider
.. _erm-dataproviders-summary-label:
Data provider summary
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Next to the 'New data provider' button, you will see a link to the Data provider
summary. This gives you an at-a-glance view of all your Data providers, and the
earliest and most recent data you have for each report type.
|dataprovidersummary|
.. _erm-dataproviders-search-label:
Search and view a Data Provider record
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
From the ERM Home page click on the Data providers link in the left-hand menu.
Get there: More > E-resource management > Data providers
You will be presented with a list of existing Data providers in the system. You
can use the table or column filters to search and filter data you are looking
for (for example, all Data providers with the Status: Active).
Clicking on the Name of the Data providers will take you through to the full view.
From here you can see a summary of the report types and SUSHI credentials but
also some tabs which contain harvested data for Titles (TR), Platforms (PR),
Items (IR) and Database (DR) reports.
|showproviderdetail|
If we look at Titles, as an example, you can see a list of all harvested titles
from this platform along with identifiers from the COUNTER report. Use the
search boxes to narrow down your results.
|showprovidertitles|
The Import logs tab gives an audit trail of all harvests including the import
date and time. You will also see a 'Download' button which allows you to
download the original COUNTER 5 file if you want to use it in another application
or import it into a spreadsheet. You can also Delete the file from here along
with the log entry.
|showproviderimportlogs|
The Manual upload tab allows you to manually upload a COUNTER 5 file from your
desktop. Use this for providers who don’t provide a SUSHI endpoint but can
provide you with COUNTER compatible files via email or some other mechanism.
|showprovidermanualupload|
.. _erm-reports-label:
Reports
-------------------------------------------------------------------------------
From the ERM Home page click on the Reports link in the left-hand menu.
Get there: More > E-resource management > Reports
Click the 'Create Report' tab to create a new report.
On the Reports home page, you will see a list of any 'Saved reports' and also
the ability to 'Create report'.
|eusagereports|
.. _erm-reports-create-label:
Create report
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Usage statistics reports are located under the ERM module rather than the
general Koha reporting module because of the unique nature of the statistical
data.
|eusagecreatereport|
.. _erm-select-report-data-label:
Select report data
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
- Data display (Required)
- Depending on the nature of the data you are looking at, you have a number
of data displays: both monthly and annual counts, with or without totals;
counts by metric type, Total or Unique item requests. You can also use
data provider totals to get a single overall count.
|eusagereportdatadisplay|
- Choose data provider
- You can specifically look at data for a single Data Provider (platform)
by selecting the data provider from the dropdown list.
|eusagereportdataprovider|
- Choose report (Required)
- Once you have selected a data provider, you can only select a report type
that is in use in the data provider record. So, if the data provider
supports TR_J1 and TR_J2 for example, these are the only report types you
will see listed.
- If you select the report type before the provider, this will limit the
drop-down list of providers to those who support that report type.
|eusagereportchoosereport|
- Choose metric type
- The metric types which display depend on the report type you have
selected. Some metric types only apply to certain report types.
For example, TR_J1 supports Total Item Requests and Unique Item Requests
whereas PR_P1 will give you Searches platform.
- If you don't select a metric type, all metric types will be displayed in
your report.
|eusagereportmetric|
- Choose access type
- For some very specific reports (e.g. TR_J3 and TR_B3) the data is broken
down further into access types. When you select one of these reports, you
will see that the access type field becomes active and offers an option
of Controlled and OA_Gold.
- Start year (Required)
- You must provide a start year for your report data.
- Start month
- You can (optionally) specify a month if you are trying to look at data
for a specific period.
- End year (Required)
- You must provide an end year for your report data.
- End month
- You can (optionally) specify a month if you are trying to look at data
for a specific period.
|eusagereportdates|
- Keyword
- Once you have selected a specific data provider, you can use the Keyword
option to search for a specific title. This allows you to see statistics
for a particular publication.
|eusagereportkeyword|
.. _erm-select-report-columns-label:
Select report columns
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
By default, the Provider name is output to your report but you can also include
additional data which is included in your COUNTER report such as Publisher, DOI,
etc.
|eusagereportcolumns|
Check the `COUNTER documentation <https://cop5.projectcounter.org/en/5.1/04-reports/index.html>`_
for information about all the COUNTER reports.
.. _erm-select-date-display-method-label:
Select date display method
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
When set to Yes, the data will always be listed by a 12-month period from
January to December. This is to make the report readable on the screen. On the
report output, you will have the option to toggle by year if you have selected
data for more than one year.
When set to No, you will have one column for every month selected. Obviously,
if you have many months selected you may be required to use your scrollbar to
navigate the results on the page.
You can save your report by entering a name and selecting 'Save report'.
|eusagereportsave|
.. _erm-saved-reports-label:
Saved reports
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Once you have :ref:`created a report <erm-select-report-data-label>`, it will
appear on the 'Saved reports' tab for future use.
|eusagesavedreports|
In order to Delete a saved report, use the Delete button on the Saved reports
page once you have selected the report you would like to delete.
|eusagedeletereport|
Once your report is set up select Submit to run the query. A report with data
display set to Yes will look like this
|eusageviewreport|
Take note of the 'Display by year' toggle at the top. If there is more than one
year, you can use this to update the table with data from previous years.
When you select No, you will be offered a list of months to select/deselect.
|eusagereportselectmonths|
Because of the number of months selected the report may scroll off to the right
of your page.
.. Tip::
Make sure you have harvested the latest data from your provider before you
run the report. You can either do this manually by clicking 'Run now' in the
:ref:`data provider home screen <erm-dataproviders-home-label>`, or you can
use the :ref:`harvesting cron job <cron-ermrunharvester-label>` to
automatically harvest data at regular intervals.