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Systems, Analytics and Data Subcommittee

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The Systems, Analytics and Data Subcommittee’s focus is to research and determine recommendations for decisions involving systems, analytics and data for Alma/Primo, including such areas as system integrations, configurations, interoperability and data analysis.

Membership

Membership consists of a strong representation from small, medium and large FTE Ontario College Libraries with expertise in library systems who will use their collective skills and shared knowledge to support the implementation of ExLibris’ Alma and Primo platforms.

Areas of Responsibility

The subcommittee has the following responsibilities:

  • Become proficient in Alma/Primo and experts in the systems, analytics and data related to ALma/Primo.

  • Provide guidance on consortium-wide decisions and best practices for individual colleges that involve systems, analytics and data for the Alma/Primo implementation.

  • Identify how the implementation of Alma and Primo can enhance collaboration across the colleges and advocate for collaboration.

  • Support requests from the Implementation Steering Committee for research and recommendations related to systems, analytics and data (e.g., requests for briefing notes).

  • Collaborate with other subcommittees as appropriate to provide guidance from a systems, analytics and data perspective.

Potential Subcommittee Activities

In fulfilling its responsibilities, the subcommittee may conduct the following activities.

Systems/Data

  • In consultation with other subcommittees, identify systems that must be integrated by the "Go Live," and those that would be beneficial to integrate with the Library Services Platform (LSP), Alma, at a later date (if applicable).

  • Create inventory of system integration needs and develop priorities of what systems will be integrated with Alma via OCLS, and what integrations must be supported solely by Colleges.

  • Facilitating interoperability with enterprise and authentication systems, such as Workday, Banner, Salesforce, EZProxy, etc.

  • Develop and maintain standard system-wide policies and best practices regarding system integrations with Alma and the single sign-on ("SSO") framework colleges are using (if applicable).

  • Research and develop configurations and processes to assist with individual and group-wide systems integration with Alma and other campus or library vendor systems and products.

  • Advising on the configuration and documentation of the Primo Discovery interface.

  • Review needs and options for training related to systems integrations for the CLO18, and recommend training plans to the TCPR Subcommittee as applicable.

  • Defining and implementing system access and permissions, printing requirements, batch loading rules/schedules, and data conversion requirements.

  • Develop standard system-wide template for Alma staff user accounts and levels of access.

Analytics

  • Determine the needs and priorities of the CLO18 for data analysis relative to resource management (e-resources and print), sharing and discovery.

  • Evaluate capabilities of Alma to analyze usage of resources and college-wide collections to inform coordinated collection analysis and development.

  • Develop and recommend best practices for the Alma ’s analytics functionality.

  • Collaborate with the other subcommittees to recommend shared analytics based on the identified needs and priorities.

  • Collaborate with the TCPR Subcommittee to develop and implement analytics training.

  • Identify potential gaps where Alma ’s interface cannot meet identified needs and priorities, and seek supplemental resources as needed.

  • Assess the need for support and training to ensure the application of best practices and effective use of available analytics.

  • Identify data points to be gathered from previous systems that will be useful for future analytics and determine best way to capture for future use.

  • Develop best practices for creating/capturing data for historical analysis.

  • Develop and recommend Alma/Primo Analytics best practices.

  • Identify “out of the box” reports and other popular reports that are useful to the CLO18.

Meetings

Agendas and Minutes

The Project and Communications Administrator (PCA) prepares agendas as directed by the Chair. Topics for the agenda can be proposed by any member of the subcommittee. Topics should be shared with the PCA in advance of the meeting, if possible. New items can also be added at the start of a meeting.

The PCA is responsible for minute-taking and any other related tasks. Minutes do not need to be highly detailed. They should capture a brief summary of deliberations, decisions and action items. Minutes are published within one week after the meeting.

Agendas and meeting minutes are published in CLSP Collaborative space in the subcommittee’s pages under Meeting Minutes.

Frequency

The subcommittee meets on an as-needed basis with meetings planned by the Chair.

Decision-making 

When an agenda item requires the subcommittee to make a recommendation, subcommittee members must receive the agenda in advance in order to review and prepare for the meeting discussion.

  • The subcommittee will strive for decision by consensus.

  • Where consensus is not possible, the decision will go to a vote by the voting members of the subcommittee. The Project Manager, PCA and OCLS members are considered ex officio and do not vote.

  • All members are required to vote. Votes can be submitted electronically if members are not able to make it to a meeting.

  • The majority carries in terms of voting results.

Documentation

All documentation is stored in Confluence, including meeting agendas and minutes, briefing notes, and other relevant documentation and communication.

Exception: Confidential material is distributed by email and saved on the OCLS H-Drive under the CLSP Project Management Office directories.

Accountability and reporting

The subcommittee reports to the ISC. Chairs provide subcommittee updates in the weekly ISC meeting. Formal reporting is not required, but the subcommittee is responsible for preparing Briefing Notes at the request of the ISC or to address issues the subcommittee has identified.

Review and Approval

The Terms of Reference have been reviewed and approved by the subcommittee. Further review is not required unless a change is required to the Terms of Reference as identified by the subcommittee or the ISC. In that case, the members must review and approve the change and the PCA will amend the Terms as directed.

Definitions

CLO18: The Partnership of 18 College Libraries, within the College Libraries Ontario group that are working collaboratively to implement the Ex Libris Alma Library Services Platform (LSP).

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