Overview

The goal of this exercise is to prepare recommendations for CLO to help ensure the important roles, activities and responsibilities related to systems, analytics and data are looked after as we transition out of implementation and into normal operations.

Use the table at the end of this document to capture your thoughts on key activities related to systems, analytics and data that you feel are important to carry on as we work to leverage Alma and Primo VE in support of enhanced Page 1+ collaborations.

The list of Past SAD Activities, SAD Subcommittee Terms of Reference, and the Orbis Cascade Alliance Systems Documentation are included for your convenience. You can refer to them for inspiration

Past SAD Activities

A list of activities of the SAD Subcommittee during implementation is included below to help the discussion of important roles and responsibilities to carry forward.

Briefing Notes

During the implementation project, this Subcommittee prepared three Briefing Notes.

• Briefing Note 09 - SIS Integration Decisions for Improved Analytics

• Briefing Note 16 - Management of Alma & Primo VE Sandboxes

• Briefing Note 17 - Alma Analytics Report Sharing Guidelines

Activities

• Integrations

  • Worked on an analysis of integrations most common among the colleges to help decide how to proceed with implementation for these integrations during implementation.

    • College Library Systems Integration List

• Support for College IT Departments

  • Facilitated peer-to-peer support for important 3rd Party integrations

    • BOLT Working Group

    • Connected colleges using PeopleSoft

    • Collected and shared novel solutions to integrations from across the colleges

  • Prepared information for College IT to support integrations (Authentication and SIS Integrations)

    • Implementation Details for College IT Departments

    • Reference for IT Staff: Universities' Experience Implementing Alma

• Support for Page 1+ Library Staff

  • Prepared recommendations and best practices on Primary ID and Patron Data: Patron Files page on Confluence.

  • Discussed recommendations for patron record purging

  • Discussed considerations the standardization of label names used by multiple colleges

  • Prepared Instructions for Mapping Form

• Analytics

  • Gathered Analytics Presentations and Documents from Ex Libris

  • Collected list of reports colleges currently use in Sirsi or other ILS that may have an equivalent in Alma Analytics and can be shared: shared reports and Shared Reports Research Spreadsheet

  • Considered CLO Requirements for Alma Analytics Reports and assessed existing Analytics Reports that might meet the needs of CLO

  • Gathered useful reports in a shared Analytics folder for future consideration

  • Prepared Shared Analytics Reports Guidelines for the colleges and OCLS

• Prepared Sandbox Management Guidelines for the colleges and OCLS

SAD Subcommittee Terms of Reference

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.

Orbis Cascade Alliance Systems Documentation

Review Orbis Cascade Alliance Systems (SYS) Documentation for Inspiration: https://www.orbiscascade.org/programs/systems/documentation/

• The purpose of the review of this documentation is to give ideas about what we want the role of the SAD subcommittee to be going forward, especially post Go Live. Please consider what you like/don’t like about the documents, what may be useful to have, what could be used to establish the role and governance structure of the subcommittee, including after Go Live.

• For clarification, we are reviewing this document with the goal to develop what the purpose and role of this subcommittee after Go Live. Right now, the subcommittee’s focus is creating guidance for colleges to help with migration. What is the most useful function after Go Live around systems?

• In Orbis, their post Go Live role is to make sure that Alma is working the way it is supposed to. They track systems tickets and make sure they are closed. They check Alma updates and test them in advance before roll out, etc.

• Here is a link to SAD Subcommittee’s Discussion of Orbis Cascade Documentation.

Roles, Activities and Responsibilities to Carry Forward

Use this table to capture your thoughts on key activities related to systems, analytics and data that you feel are important to carry on as we work to leverage Alma and Primo VE in support of enhanced Page 1+ collaborations.