1. Alma E-Resources Management and Workflows Boot Camp
Carolyn Sprague
Kevin Lane-Cummings

2. Welcome and Introductions
Carolyn Sprague
Training Consultant
Ex Libris Global Education
Kevin Lane-Cummings
Senior Training and Consulting Partner

3. Description and Objectives
Expose attendees to end-to-end management of electronic resources and best practices in general.
Objectives
Understand how e-resources are organized and managed in Alma
Select and order e-resources from the Community Zone
Activate e-resources and make them available to your patrons
Set up e-resource trials, deactivate e-resources, and more!

4. Target Audience New Alma users Electronic-services librarians
Acquisitions staff

5. 1 2 3 4 5 Agenda Breaks Overview and Background Ordering E-Resources
5-minute stretch after ~45m
30-minute break after ~1h30m
5-minute stretch after ~2h45m 2
Ordering E-Resources 3
Activating E-Resources 4
Other Tools (trials; deactivation; updates; overlap analysis; etc.) 5
Next Steps, Support Resources, and Feedback

6. 1. Overview and Background
Terminology and E-Resource Levels
General E-Resource Workflow
User Roles
Inventory Model in Alma
Advanced Search
Community Zone

7. Terminology Electronic Collection includes: Aggregator Packages
Selective Packages
Databases
Portfolios: Serial or monograph titles
Can be standalone entity or within a package
Service: Services a package offers in its portfolios (for example, full-text or selected full-text ) and connection/linking information

8. Electronic-Resource Levels
Electronic Collection
ProQuest Biological Science Journals
Service
Full Text
Portfolio List
1,471 e-journals
Portfolio Title
Biomedical Journal
ISSN
Date Coverage: 2013-

9. General Electronic-Resource Workflow
Get bib data
Order title
Activate
Pay
Not in
this session
Locate record in Community Zone, or create local record
Create PO line
Test access; manage trial; make available to public
Create invoice

10. User Roles Needed for E-Resource Management
Task
Purchasing Operator
Create PO Lines to order e-resources
Electronic Inventory Operator or Repository Manager
Activate e-resources
Trial Manager or Trial Operator
Manage trials
Invoice Operator
Creates invoice to finalize payment
Today in your Sandbox: AlmaUserXX (XX = 01 to 18)

11. 1. Overview and Background
Terminology and E-Resource Levels
General E-Resource Workflow
User Roles
Inventory Model
Advanced Search
Community Zone

12. Inventory Model in Alma
Analyses of social issues and public policy
Sociology Library
Periodicals
Item
Issue 1
Issue 2
Issue 3
Single Package Service
Full text from Wiley Online Library 2010 Full Coll.
Service
(Wiley full text)
Portfolio
present

13. Advanced Search
Use Alma’s Advanced Search functionality to identify important information about collections and portfolios in your Library or in the CZ.

14. Hands-On Exercise – Advanced Search 1
Find local database collections:
Search Zone* for Electronic Collection, where:
Electronic Collection Type – Equals – Database
* CZ = Other libraries; IZ = Your library
Hands-On Activity

15. Hands-On Exercise – Advanced Search 2
Find the Linking Level for free E-Collections:
Search Institution Zone for Electronic Collection, where:
Free – Equals – Free
AND
Linking Level – Equals – [pick your favorite]
Hands-On Activity

16. Community Zone - Background
Alma’s central community catalog:
Ex Libris loads MARC records from publisher / partners
Institutions have easy access to the records that they want to bring into their local catalogs.
Goal of the CZ: Save librarians’ time with acquisitions tasks, updating records, and authority control.
Total Packages: 8100+
Full-Text Object Portfolios: 20,000,000+
Updated weekly by Ex Libris metadata librarians

17. Community Zone – Contribute to CZ
Update CZ bib records
Add portfolios into CZ collections of the type Free E-Journals, Miscellaneous E‐Journals, Miscellaneous Free E‐Books, and U.S. Government Documents
Contribute collections to CZ
Your Alma must be in Production
See CKC for details and SLAs

18. 1 2 3 4 5 Agenda Overview and Background Ordering E-Resources
Activating E-Resources 4
Other Tools 5
Next Steps, Support Resources, and Feedback

19. 2. Ordering E-Resources General Workflow
Order Resource from CZ (demo and hands-on)
Create Local Collection
Create Local Portfolio
Link Local Resource to CZ Resource

20. Ordering: General Workflow
Find collection in Community Zone
One-Time or Subscription?
Which acquisitions team will “own” the order?
Select license, supplier (vendor), access provider, price, fund, acquisition details; start date and renewal date, etc.

21. Demonstration - Ordering
Locate CZ e-resource collection
Click “Order”
Define PO Line Owner and Type; click “Create PO line”
Fill out PO Line details
Click “Order Now”
Search LZ for the collection
Demo

22. Hands-On Exercise: Order Collection from CZ
See Handout #1
Hands-On Activity

23. Hands-On Exercise: Order Portfolio from CZ
See Handout #2
Hands-On Activity

24. 2. Ordering E-Resources General Workflow Order Resource in CZ
Create Local Collection
With Portfolios
Without Portfolios (“Database”)
Create Local Portfolio
Link Local Resource to CS Resource

25. Local Collections Local electronic collections can be:
Selective packages
Aggregator packages
Databases
Why create a local collection?
Electronic resource doesn’t exist in Community Zone
Better metadata from provider

26. Demonstration: Create Local Collection 1 – Portfolios
Menu: Add Local Electronic Collection
Collection Type: Selective (or Aggregator) package
Activation information
Service Description
Linking Information
Portfolios
“Save and Done.”
Demo

27. Demonstration: Create Local Collection 2 – Database
Menu: Add Local Electronic Collection
Collection Type: Database
Additional Information
Level URL
“Save”
Search repository for collection.
If you need a PO (for tracking expenses): “Order.”
Demo

28. 2. Ordering E-Resources General Workflow
Hands-On: Order Resource in CZ
Create Local Collection
Create Local Portfolio
Link Local Resource to CZ Resource

29. Create Local Portfolio and Order
Local portfolio records can be created for standalone portfolio titles
Why create a local portfolio?
Electronic resource doesn’t exist in Community Zone
Better metadata from provider

30. Demonstration: Create Local Standalone Portfolio
Menu: Add Local Portfolio
New Portfolio Page
Creation Type: New or Existing Title
Portfolio Type: Standalone
Coverage Information
URL
Availability: Inactive
“Save and Done”
Optional: Action “Order,” to create PO line
Demo

31. Hands-On Exercise – Create Local Standalone Portfolio
See Handout #3
Hands-On Activity

32. Attach Standalone Portfolio to a Collection
Advanced search: Electronic Portfolio is Standalone = Yes
Row Action: Edit Portfolio
Tool: Attach to an Electronic Collection
Choose Collection
Select Service

33. 2. Ordering E-Resources General Workflow
Hands-On: Order Resource in CZ
Create Local Collection
Create Local Portfolio
Link Local Resource to CZ Resource

34. Link Local Resource to CZ Resource
For when you later decide to link to a CZ record, because:
CZ finally has the record; or
CZ metadata is good now

35. Link Local Collection to CZ
Find local collection by Keyword
Row action: Link to community
Search CZ for matching collection
Choose bib records (local or CZ) for the matching portfolios

36. Unlink Collection from CZ
Find CZ-linked collection
Row action: Descriptive Record
Edit record
In MD Editor: File > Copy to Catalog

37. 1 2 3 4 5 Agenda Overview and Background Ordering E-Resources
Activating E-Resources 4
Other Tools 5
Next Steps, Support Resources, and Feedback

38. 3. Activating E-Resources
General Workflow
Activation
Test Access
Finalize Activation
Hands-On: Activate CZ Collection

39. General Workflow Find item ordered and ready to be activated
Select service, URL, interface, dates, linking parameters
Choose portfolio activation method (all or selective)
Optional: Choose auto activate new portfolios; proxy
Test Access
Unsuppress to discovery service

40. Demonstration: Activation
Tasks > Electronic Resources - Activation
Or: Resources menu: Manage Electronic Resource Activation
Row-Item Action: Activate
CZ-linked resource: Activation Wizard
Local Resource: Immediately activates, but allows edits
Demo

41. Demonstration: Test Access
Find resource that needs access tested (search)
Row-Item Action: Test Access
If action not available, Create E-Activation Task
Test title access: View It
Demo

42. Demonstration: Finalize Activation
Suppress or Unsuppress Bib Record
Confirm Services are active
Row-Action Item: Done
Demo

43. Hands-On Exercise: Activate CZ Collection
See Handout #4
Hands-On Activity

44. 1 2 3 4 5 Agenda Overview and Background Ordering E-Resources
Activating E-Resources 4
Other Tools 5
Next Steps, Support Resources, and Feedback

45. 4. Other Tools Trial Deactivate / Delete Resources
Community Zone Updates
Inactive Services or Proxy
Manage Patron Access
by campus or library
Overlap Analysis

46. Trial (a.k.a., Evaluation) General Workflow
PO Line must be in review (not yet ordered)
Trial Details:
Start and end dates
Survey form (questionnaire)
Participants
Public or private
Activate service but don’t make it Available
After trial ends: Analyze results of survey

47. Demo: Set Up a Trial Begin Order as usual, but Save and Start Trial
(or Request Evaluation if you can’t start trial)
Enter Trial Details (dates)
Save
Add survey questions and participants
Row-action: Activate
Mark Bib as suppressed
Activate Service
Don’t make service Available!
Later: Read Analysis
Demo

48. 4. Other Tools Trial Deactivate / Delete Resources
Community Zone Updates
Inactive Services or Proxy
Manage Patron Access
by campus or library
Overlap Analysis

49. Deactivate Collection
Search for the collection (in IZ)
Edit Collection
Select Additional Information tab
Services – Row-action: Deactivate

50. Delete Resource Search for the resource Delete
Choose how to handle bibliographic records without inventory

51. Community Zone Updates
Mostly happen Sunday at midnight (your local time)
Displayed in the Community Zone Updates Task List
Review tab: Updates that require your action
All tab: All updates, including automatic

52. Hands-On Exercise – Inactive Services
Find active collections with inactive services:
Search Institution Zone for Electronic Collection, where:
Electronic Collection (Availability) – Equals – Not Available
Hands-On Activity

53. Hands-On Exercise – Inactive Proxy
Find collections with inactive proxy for Collection or Portfolios
Search Institution Zone for Electronic Collection, where:
Proxy Enabled – Equals – No
Hands-On Activity

54. 4. Other Tools Trial Deactivate / Delete Resources
Community Zone Updates
Inactive Services or Proxy
Manage Patron Access
by campus or library
Overlap Analysis

55. Manage Patron Access
Libraries or campuses (or both) must have different IP address ranges
Alma must be configured for multi-campus inventory management
Inventory “Available For” Management Groups

56. Overlap Analysis Reports
Menu: Resources > Overlap and Collection Analysis
Submit New Report
Choose Report Type: Set Comparison
Add Source Electronic Collection (must be from IZ)
Add Target Electronic Collection (can be from IZ or CZ)
Choose match method (for example, ISSN, title, 035)
Run the job.
Demo

57. 1 2 3 4 5 Agenda Overview and Background Ordering E-Resources
Activating E-Resources 4
Other Tools 5
Next Steps, Support Resources, and Feedback

58. 5. Next Steps, Support Resources, and Feedback

59. Next Steps and Resources
Documentation in the CKC:
Managing Electronic Resources
Electronic Resources – Scenarios and Workflows
Additional support resources within the Ex Libris ecosystem:
Idea Exchange
Developer Network
2018 Technical Seminar Presentations (Cross-Product section of CKC)

60. What questions do you have?

61. Session Feedback
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62. Thank You!