Location
Paper Session #2b: Library Spaces, Services and Collections
Start Date
12-10-2019 2:25 PM
End Date
12-10-2019 2:35 PM
Type of Work
Presentation
Description
Objective: To develop an adhoc workflow for renegotiating license agreements and pricing to support the medical center’s acquisition of new hospitals.
Methods: In reaction to the acquisition of new hospitals, the Library had to develop an adhoc workflow to inform vendors of the newly acquired hospitals, update license agreements, renegotiate pricing, and negotiate a funding increase to a shared services agreement. Collaborating with the Health System Administration Planning Team (HSAPT), a timeline was established as to when the hospitals would receive access to various services, including all library-subscribed and purchased material.
Results: The project timeline had a go-live date of approximately one month, which meant library personnel had to update licenses and negotiate pricing to ensure that access was available to personnel on day one. First steps in creating the workflow included communicating with vendors, assessing current license agreements, identifying which agreements could be amended and those that would require a new license, and acquiring updated pricing. Second, a communication structure between the Library, HSAPT, Procurement, and Legal was established and used during the month.
Conclusions: Strong established partnership and collaboration were essential for executing an adhoc workflow as well as ensuring that the Library was able to negotiate the funding increase to shared services. The workflow particularly aided those not directly involved-especially when it came to determining which entity an agreement would reside (University or Health System) or if an invoice had been paid. Further discussion affirmed that the HSAPT needed to include the Library and other departments earlier in the acquisition process to avoid disruptions in services and other issues. As there are continued plans for expansion and acquisition, the workflow is being redeveloped with a more structured timeline to avoid the problems that were encountered.
Squircle: One Month to Renegotiate License Agreements and Pricing to Include New Hospital Acquisitions
Paper Session #2b: Library Spaces, Services and Collections
Objective: To develop an adhoc workflow for renegotiating license agreements and pricing to support the medical center’s acquisition of new hospitals.
Methods: In reaction to the acquisition of new hospitals, the Library had to develop an adhoc workflow to inform vendors of the newly acquired hospitals, update license agreements, renegotiate pricing, and negotiate a funding increase to a shared services agreement. Collaborating with the Health System Administration Planning Team (HSAPT), a timeline was established as to when the hospitals would receive access to various services, including all library-subscribed and purchased material.
Results: The project timeline had a go-live date of approximately one month, which meant library personnel had to update licenses and negotiate pricing to ensure that access was available to personnel on day one. First steps in creating the workflow included communicating with vendors, assessing current license agreements, identifying which agreements could be amended and those that would require a new license, and acquiring updated pricing. Second, a communication structure between the Library, HSAPT, Procurement, and Legal was established and used during the month.
Conclusions: Strong established partnership and collaboration were essential for executing an adhoc workflow as well as ensuring that the Library was able to negotiate the funding increase to shared services. The workflow particularly aided those not directly involved-especially when it came to determining which entity an agreement would reside (University or Health System) or if an invoice had been paid. Further discussion affirmed that the HSAPT needed to include the Library and other departments earlier in the acquisition process to avoid disruptions in services and other issues. As there are continued plans for expansion and acquisition, the workflow is being redeveloped with a more structured timeline to avoid the problems that were encountered.