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P2P vs. Fulfillment Network FAQs

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

Staff Time and Financial Considerations

 What are the financial implications of implementing either resource sharing model in my institution?

There is no change to the Alma Software as a Service Subscription Agreement if colleges choose to implement resource sharing using the Peer-to-Peer or the Fulfillment Network models. Colleges may wish to implement additional software in the future that would incur additional costs, but the two models under consideration at this stage do not change the current subscription fee.

If resource sharing requests increase, there may be an impact on the cost of shipping items. In addition, more staff time may also be required to fulfill borrowing and lending requests if there is a higher volume of requests across the system as a result of resource sharing in Alma.

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.

 Should we expect a higher volume of requests if we implement resource sharing with Alma?

It is possible that resource sharing requests will become more frequent with both models, P2P and FN. OCUL saw a marked increase in resource sharing requests when they implemented an Automated Fulfillment Network. They also found that individual collections with low circulation were used more frequently once other institutions were able to borrow materials more easily.

 Who will pay for the cost of shipping?

There are multiple options for handling the cost of shipping. Many variations were seen among other consortia interviewed for this project. Some have a pool of money that everyone contributes to and can then make use of for shipping fees. One example of this is PASCAL. In other cases such as ILLNET, grant money is used to pay for the cost of shipping. Others agree that the library doing the shipping pays, so the lending library pays to ship it one way and the borrowing library pays to ship it back. Others agree that the borrowing library pays for both sending and returning.

The Ontario colleges that agree to participate in consortial resource sharing supported by Alma will need to decide on how shipping will be handled. Once we decide on a model for resource sharing, we will move on to working out the details of handling shipping fees.

The cost of shipping does not change based on which resource sharing model in Alma (P2P or FN) is selected.

 How much staff time is required to set up and initially configure resource sharing with each model?

P2P

It is relatively simple to apply Alma configuration changes in support of a P2P model. Each participating institution will be provided with a brief set of instructions for making any necessary changes in Alma. It is expected this process will take one staff member with Alma training no more than a day.

It may take additional time for individual institutions to update internal ILL practices if local workflows need to be changed as a result of Alma. The P2P model is similar enough to current ILL practices that the RSWG does not anticipate a major time commitment for updating local workflows.

Fulfillment Network

The Fulfillment Network configuration settings are more complicated and will take more time for staff members to apply in Alma. It will also take additional time to prepare local training documentation and ready front-line staff for resource sharing in a Fulfillment Network.

Due to the complexities of a Fulfillment Network, it is expected that the implementation of resource sharing in Alma will be delayed by three to six months if the colleges opt for a Fulfillment Network model.

Big Decisions

It will likely take time for the colleges to agree on key decisions such as shipping fees, lending policies and fees/fines. It is difficult to determine exactly how much individual staff time will be required to make these decisions. This time will be needed regardless of the resource sharing model selected.

 How much staff time is required to manage resource sharing requests day-to-day with each model?

P2P Workflow (Example of tasks with time requirements example) 

  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) 

  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.

 Will help be available from OCLS when it comes to the initial set up and configuration changes?

OCLS will work with the RSWG to prepare instructions in support of the initial configuration and generic workflows that colleges can use to adapt to their own purposes. Due to the complexities of a Fulfillment Network, it is expected that more time will be required to prepare documentation and provide support to colleges during implementation.

 Will a Fulfillment Network Model take longer to implement?

Yes, due to the complexities of a Fulfillment Network, it is expected that more time will be required to prepare documentation as well as provide support to colleges during implementation. Colleges will need more time to prepare staff and make changes locally. It is likely that the implementation of resource sharing in Alma will be delayed by three to six months if the colleges opt for a Fulfillment Network model.

Systems Questions

 What SIS integrations are required for a fulfillment network model?

Alma is already integrated with your college Student Information System. No additional integration is necessary for resource sharing in either a P2P or fulfillment network model.

 Are there architectural diagrams of how data is transferred via a fulfillment model?

UNDER CONSTRUCTION

This is a draft of our response. Please come back soon for an updated version.

More architectural diagrams of how data is transferred via a resource sharing network are being gathered. Please see the Data Privacy & Security Details page for details on the transfer of patron data in a Fulfillment Network model.

 Is there documentation on privacy and security of patron data in a Fulfillment Network?

Yes, you can find data privacy and security details on the Data Privacy & Security Details page. This includes an information pamphlet that can be downloaded and shared with your college IT/Cybersecurity team.

Workflow Questions and Examples

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

Yes, we do!

Peer to Peer Workflows

Fulfillment Network Workflows

 Will requests work similar to holds?

In a P2P model, requests go to a borrowing and lending requests lists, rather than holds.

In an FN, requests will work similarly to internal Patron hold requests. They will be pulled for a hold from a “pick from shelf” procedure, and routed to the ILL dept for processing. Both local and fulfillment network holds will be included in the Active Hold Shelf in Alma. However, a local hold will have more options than a fulfillment network hold (in addition to "Update Expiry" and "View Audit Trail," you may see "Cancel Request" and "Mark as Missing”). When it arrives at the borrowing library, the item will be scanned in and routed to the requested “campus” or “Library” as with regular physical patron requests. A receipt can be printed for in transit process. An email is sent to the patron when an item is ready for pickup.

 Will the Resource Sharing request form be customizable like it is currently?

Yes. Please see the documentation linked below for details.

UX Questions

 Is there something that indicates to the student how long the wait time will be for delivery of an item?

The request form in a fulfillment network and a P2P model can be configured to indicate an average wait time.

In a fulfillment network, request forms can be configured to check for real time availability of items.

 What does it mean for a patron to “register” when requesting an item?

Alma can be configured to require a patron to register before requesting an item from another library. This ensures the patron is made aware that their personal information will be shared with another institution and give consent if they wish to proceed.

Digital and Electronic Resource Sharing Questions

 Is one or the other option (P2P or FN) going to make it easier to share electronic resources eventually?

Both models are designed to support physical resource sharing rather than sharing electronic or digital items. A P2P model can support digital resource sharing as well as a limited number of electronic resource sharing requests.

 Can 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.

Outside RS Partners including OCUL

 Is the Fulfillment network the only option that would allow us to eventually connect with other Alma institutions?

No, we could connect with other institutions outside of the Network Zone through P2P or FN.

 Will OCUL institutions be set up as resource sharing partners?

Yes, we have been in contact with OCUL. They are keen to move forward with the Ontario colleges once we have established our internal network zone scenario for resource sharing.

Proposal Process Questions

 What will the proposal acceptance process look like? Will there be a vote at CLO?

The RSWG will share a resource sharing proposal based on research and feedback from Q&As. The proposal will be delivered by email to the CLO member of each college on March 11th. CLO members will have one week to reply with additional concerns or questions. We will ask each CLO member to indicate the intention of their institution to participate in the proposed model by March 18th.

The goal is to bring the group to a consensus but if it becomes necessary, the RSWG will recommend a vote is held at the nearest CLO meeting.

 Would all colleges be expected to adopt the proposed solution?

It is possible but not encouraged for some colleges to opt for a P2P model while others go with an FN. This is an arrangement that is physically possible in Alma but will require a great deal more time and effort to configure. It would delay implementation if this were the choice of the colleges.

 Can a college opt out any any time?

Yes, 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.

Additional Questions

 If we have questions or feedback after this meeting, where/how would you like us to contact you with that information?

For additional questions, please email:

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