1. Innovative Knowledge Exchange activities in licensing and access management Bo Öhrström, DEFF Jason Campbell, JISC UKSG 7-9 April 2008 Torquay

2. UKSG, Torquay, 7-9 April 20082 Session plan Knowledge Exchange introduction (Bo) Multinational licensing tender (Bo) Access management (Jason) Questions and answers (Jason and Bo)

3. UKSG, Torquay, 7-9 April 20083 Contents Knowledge Exchange introduction –Partners, mission, way of working, activities, vision Multinational licensing tender (Bo) –Background for multinational licensing tender –Proces of tendering –Results of the tender –Pros of the tender procedure –Cons of the tender procedure –Balancing pros and cons

4. UKSG, Torquay, 7-9 April 20084 Denmark’s Electronic Research Library (Denmark) German Research Foundation (DFG) (Germany) Joint Information Systems Committee (United Kingdom) SURFfoundation (Netherlands) Who is Knowledge Exchange (KE)?

5. UKSG, Torquay, 7-9 April 20085 KE Mission and Approach Mission to develop closer working relationships between the partner organisations in order to increase the return on national investment in ICT infrastructure, services and projects in higher education and research. Approach By sharing knowledge, exploring differences, collaborating and promoting international dialogue, the Knowledge Exchange seeks to: add genuine value to the activities of the partners, which requires infrastructure and services developed in collaboration organisations by fostering closer working relationships between those organisations at all levels support the European agenda by promoting better access to information resources in higher education and research create the optimal virtual environment for Higher Education and Research Community who need to choose from a wide array of possible technologies and approaches

6. UKSG, Torquay, 7-9 April 20086 How does KE work? Structural exchange … Partner Reps meet frequently to exchange developments within the four organisations Continuous process of spotting opportunities, brokering between demand and supply from within the organisations Procure overviews on topics of mutual interest: state-of-affair reports comparing level of development, ambitions and issues to be solved Analyse and synthesize findings and propose next steps to proceed Strategic management meet regularly and formulate shared vision … to support improved decisions Organise expert workshops (invite specialists outside Knowledge Exchange) or conduct further research that will lead to recommendations for the partner organisations – the core business of Knowledge Exchange! Each partner individually decides to follow the recommendation or not, embark in joint or separate action

7. UKSG, Torquay, 7-9 April 20087 Activities the years 2005 - 2008  Partner perspectives  Strategic vision  Sustainability  European Commission  Issues of national priority  National licences  Institutional repositories  Open Access  Trust Federations (Shibboleth)  Emerging issues  Virtual Research Environments  Research & Primary data  European Digital Library  Continuous brokerage  on emerging projects  to identify experts  to provide prior knowledge  alerts to conferences & events  international partnerships

8. UKSG, Torquay, 7-9 April 20088 A strategic vision To make a layer of scholarly and scientific content openly available on the Internet Building an integrated repository infrastructure Exploring new developments in the future of publishing Facilitating integrated management services within education and research institutions Supporting the European digital libraries agenda Utrecht, January 2008

9. UKSG, Torquay, 7-9 April 20089 Knowledge Exchange Vision Building an integrated repository infrastructure A robust interoperable network of repositories will form the backbone for science and scholarship in the 21 st century. Repositories can store and make available a diverse range of scientific and scholarly output, facilitating the Open Access agenda of making research and teaching materials freely available. In an interoperable network, repositories enable powerful new forms of collaboration and communication among researchers as well as between teachers and students. Exploring new developments in the future of publishing Enabling access to research means creating a new environment for publishing in which the diverse range of products of science and scholarship are openly available. This means working with publishers to find new licensing models and platforms for the output of research. It also means working with researchers and funding agencies to support the Open Access agenda and the transition from text to data publication.

10. UKSG, Torquay, 7-9 April 200810 Background for multinational licensing tender (1) Discussions at JISC’s Annual Conference 2006 concerning international license cooperation and access Initial management meeting in Bonn July 2006 created a framework (Bonn Accord) –publishers will continue to play an essential role in evaluating and distributing literature –partner organisations currently use different models & strategies for the procurement of digital content on a national level –engagement for a joint pilot project to procure digital content

11. UKSG, Torquay, 7-9 April 200811 Background for multinational licensing tender (2) Working group meeting, September 2006 –General questions for the joint activity: Which models (subscription, author paid or ?) Institutional or national licenses (national is all institutions or whole population/country?) Legal issues (who signs?) Administrative issues (who invoices?) Timeframe issues (running deals?) Transparency issues (confidentiality clauses) Buying issues (per product, directly or specific tender?) Organisational issues (partner differences in working methods and financing) –Proposal: joint tender

12. UKSG, Torquay, 7-9 April 200812 Worries for tendering No experience in joint tenders for electronic resources Strict process with fixed timeframes and limited flexibility Products are not well defined “tender products” Products have not been defined by the users (libraries) Need of more legal assistance Probably more time and effort consuming

13. UKSG, Torquay, 7-9 April 200813 Reasons for tendering Lack of innovation among publishers: –in creating new business models for electronic resources –in creating new access strategies for content Tender creates a ‘virtual marketplace’ to engage the publishing community Transparency for benchmarking national licence and framework agreements Create a route to market for content often left out of national deals Forward move of Bonn Accord while minimising many risks involved Leave the thinking to the publishers

14. UKSG, Torquay, 7-9 April 200814 Different tender procedures Open procedure (all without prior selection, 52 days) Restricted procedure (shortlist, 37 + 40 days) Negotiated procedure (very special) Competitive dialogue (shortlist after dialogue, 37 + 40 days)

15. UKSG, Torquay, 7-9 April 200815 EU Competitive Dialogue Procedure Conduct of the procedure Request for Information –contracting authority makes known its ‘needs & requirements’ in contract notice & defines them in Descriptive document Dialogue with bidders –aimed at identifying & defining means best suited to satisfy needs contracting authority Descriptive document –detailed award criteria specified on the basis of which bidders have formulate their proposals. Award of contract –assessment on basis of award criteria & most economically advantageous tenders

16. UKSG, Torquay, 7-9 April 200816 Time frame tender procedure Request for Information –issue Request for Information‚ 14 February 2007. –deadline for responding, 23 March 2007 Dialogue –decision about which bids to move forward 30 March 2007. –one by one interviews with selected bidders 16 April 2007. Descriptive document –issue Descriptive document, 18 July 2007 –deadline for responding, 27 August 2007

17. UKSG, Torquay, 7-9 April 200817 What did we ask of the publishers Working group compiled 2 types of lists basic list representing research universities extended list defining other affiliated institutions Bids must contain: Final prices (no negotiation on fees) Single fee for all institutions on basic & extended list for each country Opt in framework should show an innovative character: –discount structure based on participation through subscriptions in basic list –requirement to offer discount level to subscribing institutions in both lists –tiered pricing differentiating institutions in basic & extended list.

18. UKSG, Torquay, 7-9 April 200818 Award criteria 3 overarching criteria: –innovation and value for money offered by the proposal (40 %) –level of compliance with the access strategy (10 %) –fit of content to the academic strategy of the country (50 %) Aim for consensus between the four partners

19. UKSG, Torquay, 7-9 April 200819 What do we offer the publishers No allocated money but: –provisions for a route to market to 190 research universities & large teaching universities –endorsement and promotion of the bids to the libraries –provisions for a single point for contact resulting in better efficiency –reduction in administration costs for the publisher

20. UKSG, Torquay, 7-9 April 200820 Result of the tender procedure Final offers from nine publishers from the target group –decision to conclude agreement with five publishers Final offers for journals, e-books and databases Pleasingly pleasant score on the criteria set for innovation and value for money Interesting discounts for multinational licensing

21. UKSG, Torquay, 7-9 April 200821 Products and plan Products –SWETS / ALPSP: Collection of more than 400 journals from more than 40 –BioOne: Bioscience research journals –MultiScience Direct: 14 engineering journals –The Scientific World: Journal in the life sciences –Wiley-Blackwell: Package of e-books Plan –Signing agreements and press release in April – May –Marketing and offers to the institutions immediately after in all four countries

22. UKSG, Torquay, 7-9 April 200822 Cons of the tender Time consuming process –time frame of tender procedure itself –writing the several documents with severe deadlines –evaluating the bids by markers Process rather inflexible: –careful structuring of bids needed –no further negotiations on prices/licences possible –bid is final bid but considerations could possibly influence bid Takes up time & money of the organisations involved –strong committment of the organisations needed Still difficulties to estimate whether prices are fair Libraries are offered content they have not asked for

23. UKSG, Torquay, 7-9 April 200823 Pros of the tender Ability to benchmark the prices Higher degree of transparency Reaching a group of interesting/unknown publishers which normally are not on the short- or longlist of consortia Some innovative business models & access strategies Fees don’t reflect former print collections Worthwhile discounts especially on multinational level Concept of national licences comes into view because of economies of scale Model licence with most favourable provisions of the 4 countries Test system for multinational negotiation and national implementation

24. UKSG, Torquay, 7-9 April 200824 Balancing pros and cons Fairly positive evaluation: –discussions about & attention for drafting new business models –attention for access strategies –thorough evaluation of the bids on several aspects –transparency & clarity gained –efforts of publishers to come with appealing offers –valuable information regarding possible deals & structuring the process –active part in shaping the market –working group fulfilled part of very ambitious vision of KE –important upgrade of common skills in the group –achived knowledge can improve national efforts

25. UKSG, Torquay, 7-9 April 200825 Thank you! KE Tender working group: Wilma Mossink (SURFfoundation/SURFdiensten) Nol Verhagen (University of Amsterdam/SURFdiensten) Lorraine Estelle (JISC) Max Vögler (DFG) Hildegard Schäffler (Bavarian State Library) Markus Brammer (German National Library on Science & Technology) Anette Schneider (DEFF) Bo Öhrström (DEFF)