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These FAQ are drawn from RSWG Q&As held February 28th and March 4th.

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P2P Workflow (Example of tasks with time requirements example) 
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titleHow much staff time is required to manage resource sharing requests day-to-day with each model?
resource sharing requests day-to-day with each model?

P2P Workflow (Example of tasks with time requirements example) 

https://knowledge.exlibrisgroup.com/Alma/Training/Resource_Sharing/C_Peer-to-Peer_Resource_Sharing/03_End-to-End_Staff_Workflows_in_Peer-to-Peer_Resource_Sharing#

  1. Borrowing institution automatically locates best potential supplier though configured rota in Alma.​ 

  • Patron puts in a request from Primo VE. 

  1. A request is sent to the lending institution from the borrowing institution in Alma.  

  • ​Request arrives to Tasks Widget. 0.5 seconds 

  • Staff can reject or fill requests.  

To fulfill request: 

  • Print out request slips. 1 minute 

  • Locate and pull the item. It will take 1-10 minutes, depending on the number of items and the size of the library/where the item is located. 

  • Scan in item. 1-3 minutes, depending on the number of items. 

  • Print transit slip. 1 minute 

NOTE: The finding and pulling of items are the most time-consuming part in this step.  

As an example, we ran a regular hold from start to finish to see how long the process would take a staff member. The results came back as needing 5 minutes from the moment the hold comes into Alma to the staff member placing it on the hold shelf/moving onto step 3.  

  1. The lending institution ships the item to the borrowing institution.  

  • ​Staff need to package items for shipping. 5-10 minutes 

    • Example: print labels, find box/envelope, safely package item, bring to shipping & receiving department. 

 NOTE: Depending on each institution, this may be a daily prosses or multiple times a day, etc. 

  1. The borrowing institution receives the item from the lending institution. ​ 

  • Staff receive items from the lending institution. (roughly 3 – 5 days for shipping but can be shorter/longer depending on location and delivery method) 

  1. The borrowing institution manages a standard loan lifecycle with the patron.​ 

  • Staff scan items in.  10 seconds per item 

  • Fulfillment -> Resource Sharing -> Receiving Items 

  • Print out hold slip and place on hold shelf. 2-5 minutes, depending on where the hold shelf is located 

  1. The lending institution holds the borrowing institution responsible for the loaned resource. ​ 

  • Item is signed out. 1 minute 

  • Item is requested to be renewed by patron. Patron can renew in Primo or the borrowing library can contact the lending library for a possible renewal. 5-7 minutes/email 

  1. When the patron returns item, home institution sends it back to lending institution. ​ 

  • Item is returned to home institution and scanned in. 10 seconds per item 

    • Fulfillment -> Checkout/Checkin -> Return Items 

To return the item to lending institution: 

  • Print out transit slips. 1 minute 

  • Staff need to package items for shipping. 5-10 minutes 

    • Example: print labels, find box/envelope, safely package item, bring to shipping & receiving department. 

NOTE: Depending on each institution, this may be a daily prosses or multiple times a day, etc. 

Fulfillment Network Workflow (Example of tasks with time requirements example) 

, etc. 

Fulfillment Network Workflow (Example of tasks with time requirements example) 

https://knowledge.exlibrisgroup.com/Alma/Training/Resource_Sharing/D_Fulfillment_Networks_Resource_Sharing/04_End-to-End_Staff_Workflows_for_Direct_Patron_Requests

  1. Alma automatically sends patron data to the lending institution where the patron is created as a new user in the lending institution’s Alma.  

  • Patron puts in request from Primo VE. 

  1. The lending institution directly manages all aspects of the loan cycle, including overdue, lost, renew, fines, and so on.  

  • Request arrives to Tasks Widget. 0.5 seconds 

  • Staff can reject or fill requests.  

To fulfill request: 

  • Print out request slips. 1 minute 

  • Locate and pull item. 1-10 minutes depending on number of items and size of library/where item is located. 

  • Scan in item. 1-3 minutes depending on the number of items. 

  • Print transit slip. 1 minute 

  • Staff need to package items for shipping. 5-10 minutes 

    • Example: print labels, find box/envelope, safely package item, bring to shipping & receiving department. 

NOTE: Depending on each institution, this may be a daily prosses or multiple times a day, etc. 

  1. The patron’s pickup institution receives the item from the lending institution. ​ 

  • Staff receive items from the lending institution. (roughly 3 – 5 days for shipping but can be shorter/longer depending on location and delivery method) 

  • Staff scan in Alma making sure to select the appropriate institution that the item belongs to. 30 seconds/ item 

  • Print out hold slip and place on hold shelf. 2-5 minutes depending on where hold shelf is located 

  1. The patron returns the item to the lending institution directly, or via any institution in the fulfillment network. 

If dropped off at patron’s pickup institution:  

  • Scan in the item, indicating to Alma that the item isn’t from their institution. 30 seconds/ item  

    • Fulfillment -> Checkout/Checkin -> Return Items 

Then Alma will let the operator know where the item needs to go, and the process just repeats itself, but in reverse. 

  • Item is returned to home institution and scanned in. 10 seconds per item 

    • Fulfillment -> Checkout/Checkin -> Return Items 

To return item to lending institution: 

  • Print out transit slips. 1 minute 

  • Staff need to package items for shipping.5-10 minutes 

    • Example: print labels, find box/envelope, safely package item, bring to shipping & receiving department. 

  • NOTE: Depending on each institution, this may be a daily prosses or multiple times a day, etc. 

The RSWG expects the same amount of staff time will be needed to complete an individual resource sharing request using the P2P model in Alma as is needed to fulfill a traditional ILL request now. It is expected that less staff time will be required to complete resource sharing requests using a Fulfillment Network model.

There may be added demand on staff time if the frequency of requests increases do to the ease of access. Note that every institution has the option to deny any request or opt out of resource sharing at any point. This is true with both the P2P and FN model.

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titleDo you have sample staff workflows in a P2P and a FN model?

Yes, we do!

Peer to Peer Workflows

Fulfillment Network Workflows

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titleCan we begin digital lending in the P2P and/or FN model?

Digital lending can be supported in the P2P model through the creation of digitization requests and Alma’s Document Delivery window. Once the files are added Alma verifies the sending parameters based on the digitization and copyright rules. Specific terms for digital terms of use can be configured and attached to the borrower request. Files can be delivered directly to the patron’s e-mail address or through staff mediation.

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