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We anticipate that this suite of cost recovery services will be defined and developed further in consultation with the Page 1+ Steering Committee standing committees and the participating college libraries.
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Provide the advantage of central coordination to leverage consistency and efficiency across the Consortium.
Streamline system support and administration activities.
Leverage longstanding partnerships with Ontario college libraries to deliver customized services.
Reduce duplication of work by individual colleges for the benefit of Page 1+ Libraries.
Facilitate collaborative initiatives through the support of a shared system.
Service Activities
Although services, activities and priorities may shift as we move forward, the OCLS Activities table outlines the high-level activities that OCLS recommends be part of its value-added services.
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| title | Maintain and monitor the centralized contracts & provide financial management services. |
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OCLS proposes to support consortial contract negotiations and vendor relationships in support of Page 1+. This may include, for example: Negotiations regarding the total number of Named Users in the system and/or Monitoring Support Portal cases to ensure Ex Libris is meeting response standards as described in the Service Level Agreement.
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| title | Support and maintain centralized settings and distributed configurations within the Alma Network Zone in support of participating Page 1+ libraries. |
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Many settings and configurations must be managed centrally or distributed from the Network Zone to enable Alma functionality in each Institution Zone. For example: Distribute letter/notice templates, role profiles and assignments Resource sharing configurations in the NZ with the peer-to-peer model in Alma. These include The identification of Partner Libraries, Sending Borrowing Request Rules, Locate Profiles, and Determining Rota. More details can be found in the ExL Knowledgebase: managing partner library profiles and parameters, and configuring fulfillment information in the Network Zone. Maintaining a custom package branding template that colleges can use in Primo VE. OCLS can create and maintain a central discovery template that can be used as the basis for further college customization. In this way copies of the original custom package will be preserved and accessible to all colleges instead of on local desktops. In addition, any consortial discovery branding decisions can be supported and distributed through the shared system as opposed to external systems such as the display and placement of the Page 1+ logo and decolonized text.
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| title | Review | Evaluate and roll out Alma and Primo VE updates. |
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With a centralized perspective, OCLS is in the optimal position to review product updates, perform testing in sandbox, coordinate testing with colleges, report to and roll out to participating colleges. |
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| title | Support and maintain configurations of Alma Institution Zones and IZ Primo VE instances on behalf of individual colleges. |
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Some colleges may not have the staff capacity or expertise to make configuration changes in their IZ or Primo VE instance. OCLS, by request, can make those changes on behalf of the college. For example: configuring loan, booking and request policies configuring changes to how links, items and holdings display in Primo VE self-check kiosk integration troubleshoot an issue with Ex Libris while college library staff can focus on other tasks college library staff who do not have capacity to do preliminary research on a function in Alma or Primo VE, ask OCLS to figure it out, in some cases test in Sandbox and implement
This builds capacity and expertise across the consortia with staff who are positioned to develop and share that knowledge and expertise for all members big and small to benefit. The work can also be replicated across IZs when recommended by CLO and requested by individual members. |
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| title | Support Page 1+ consortial analytics activities including providing NZ and IZ specific support. |
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It is possible to create reports containing information from the Network Zone and to share reports created in the Network Zone. OCLS can be responsible for configuring analytics for the network zone, identify existing reports in the Alma Analytics Community Folder that can be used by Page 1+ libraries, create and maintain shared reports as needed, or assist individual colleges in the creation of reports for their own purposes. For example: Identify statistical data required by CLO Annual Survey that can be collected in Alma, create Alma Analytics reports, automatically send reports to the CLO Metrics and Assessment Committee (so colleges don’t need to manually fill in related data for CLO stats). Configure Analytics to display Network Zone information to colleges (so colleges can access Network Zone reports and e-inventory information). Identify existing reports in the Analytics Community folder that can be used by colleges. Help colleges with their questions about Analytics. Assist colleges in the creation of reports/dashboards. Assist colleges in creating sets for jobs using Analytics. Create reports as needed in the Network Zone and share them with colleges. Troubleshoot and resolve colleges’ Analytics problems. Liaise with Ex Libris on colleges’ Analytics problems when OCLS cannot resolve them. Facilitate a working group to identify analysis needs on an ongoing basis, address common problems, explore tools and resources, and improve Analytics knowledge and skills
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| title | Oversee and manage the Page 1+ Alma Sandbox and the LIT program Alma Sandbox. |
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Sandboxes are the Alma/Primo VE test environments. Library staff and OCLS may use these sandboxes for training and experimenting with different configurations or integrations. OCLS can manage these sandboxes and develop guidance on how the Page 1+ colleges can use the Alma and Primo VE sandboxes. For example, Develop sandbox policies and procedures Manage testing credentials in sandboxes Manage Developer Network credentials for sandboxes and create API keys for the sandbox environments on demand Review and test new releases and enhancements in the sandbox environments and introduce them to colleges Manage the refresh of sandboxes. This includes requesting the refresh, requesting extra features to be turned on as needed, and testing after the refresh Resolve sandbox problems as identified Assist colleges with LIT program training. This may include creating accounts, assigning roles, troubleshooting, and data cleanup Coordinate with LIT program training colleges to manage sandbox refresh
Out of Scope Activities Perform testing in sandboxes for colleges Remove college-created testing data Restore college-created testing data Retain college-created testing data during the sandbox refresh
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| title | Provide consultation and support that is unique to the colleges and the shared Page 1+ system. |
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OCLS is the expert on the Page 1+ consortium, it’s consortial services, and shared data that are embedded in the system (eResource Management, Remote Access, CLEAR, Metadata Management, the Network Zone). With this customized expertise and admin access to the NZ and IZs, OCLS is in a unique position to provide hands-on support to the colleges. For example: Assist in troubleshooting an issue or a question that requires familiarity with consortial decisions and shared services. Compare system settings and provide examples of what other colleges have done (ex: what language have other colleges used in their letters). Further research and identify issues that can be resolved with OCLS support or a consortial initiative. Formulate questions for Ex Libris. Troubleshoot an issue to determine if the issue is OCLS service-related or is an issue for ExLibris to address.
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| title | Coordinate, support, and facilitate committees, working groups and Communities of Practice (COPs)Serve as a strategic resource in support of consortial decision-making and planning. |
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OCLS is in a position to act as a strategic resource in support of consortial decision-making and planning. As a central service, OCLS can identify dependencies resulting from the work of different committees as well as OCLS services. In this way, we avoid duplication of effort and leverage the advantage of OCLS support of both consortia collaboration in the Page 1+ Consortium and college efforts. For example: Provide research and analysis to help library leadership identify options and implement solutions to business or operational problems. Prepare information in advance of meetings so that committees and working groups can easily consider consequences and come to decisions. Coordinate, support, and facilitate committees, working groups and Communities of Practice (COPs). When the consortia consortium has made decisions that impact IZ configurations not covered by ExLibris documentation, OCLS will support communication, and share expertise and knowledge. OCLS can also manage documentation that is shared across colleges such as a consortial “List of Suppressed Terms” and instructions on how to implement the list in a college Primo VE.OCLS can prepare meeting agendas, minutes, reminders of action items.
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OCLS intends to develop detailed service descriptions for each of these activities. The descriptions will outline aspects of the proposed service, its alignment and value to the Page 1+ Consortium and, how we propose to deliver it. Ultimately, once accepted, the service descriptions will form the basis of a Service Level Agreement between OCLS and the members of the Page 1+ Consortium.
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