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Alma@UEL:
Implementation of a next
generation Library system




                            Adjoa K. Boateng
                            UKSG 2013
Alma@UEL: Overview
What
  Alma is software as a service, posted in a cloud environment. An
  ExLibris product
  Replaces Aleph, ARC, Adam, Verde and SFX
Why
  Reduces total cost of ownership
  Return on Investment
  Empowering staff to offer innovative services
  Linking our collections & expertise to the globe
  Enabling us to harvest and integrate high quality resources
  Enable us to magnify UEL’s reputation

When
  August 2012 – to date
Alma@UEL: 2012 Timetable
• Kick-off meeting                    20 March
• Access to Sandbox                   10 April
• Alma Functional Training WebEx      10 Apr – 2 May
• Aleph & SFX test migration          28 Apr – 4 May
• Access to Production environment    8 May
• Functional Workshop, part 1         10 – 11 May
• Functional Workshop, part 2         17 – 18 May
• Alma Reports & Analytics training   20 June
• Workflow & Integrations testing     June -26 July
• Cutover period                      27 July-12 Aug
• Go Live                             13 August
Alma@UEL: Implementation
• Training staff
   – Project groups (Fulfilment, Acquisitions, ILLs,
     Resource Management)
• Clear identification of responsibilities
• Communication and repetition
Alma@UEL: Technical aspects
• Primo V4 upgrade & Alma integration into Primo – Undertaken
  on staging environment
• Using Primo front end after integration
• Administration Certification training after go live (limited to
  Systems staff)
Alma@UEL: Post Implementation
• Still too early to give a definitive response
• Communication and flexibility very important
  • Understanding of changing functionality and
    revised workflows
• Some unexpected issues needing resolution
  • Patron loader, E-resource activation, Serials
    check-in
• Potential exploitation of functions available
  • Digital possibilities, analytics
ALMA@UEL: What went well
•   Data migration
•   SFX migration
•   Core functionality for most processes
•   Configuration of Alma
•   Integration with Primo
ALMA@UEL: What did not go so well

• Self service – blocked by IT because of security
  concerns
• E-mail notifications – courtesy notices, hold notification
  and activity reports
• Hold requests could not be placed by patrons
• Automatic renewals – user policies could not be
  applied retrospectively
• British Library interloans – no request form in Primo
  we have to use Google forms
• We have not yet been able to charge for fines
• Patron configuration not working with self service and
  Primo
ALMA@UEL: How was this resolved

• December 2012 - 13 day meeting with
  ExLibris project team and developers
• Weekly post-implementation project calls
• Fortnightly top 5 calls with project
  manager and developers
• Fixes in monthly releases and hot fixes
ALMA@UEL: What is next
•   New Stratford Library
•   Self service and automated book sorting
•   SMS
•   Manual editing of patron records
•   Import data for bulk updates
•   BL ILL request form in Primo to make
    requests in Alma
Alma@UEL: Live overview
•   Overdue notices
•   Now reintroduced Fines
•   Working towards implementing claims
•   Self-service is improving
•   ILL loans solution expected in next release
Thank you
   and
Questions

      a.boateng@uel.ac.uk

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Adjoa boateng

  • 1. Alma@UEL: Implementation of a next generation Library system Adjoa K. Boateng UKSG 2013
  • 2. Alma@UEL: Overview What Alma is software as a service, posted in a cloud environment. An ExLibris product Replaces Aleph, ARC, Adam, Verde and SFX Why Reduces total cost of ownership Return on Investment Empowering staff to offer innovative services Linking our collections & expertise to the globe Enabling us to harvest and integrate high quality resources Enable us to magnify UEL’s reputation When August 2012 – to date
  • 3. Alma@UEL: 2012 Timetable • Kick-off meeting 20 March • Access to Sandbox 10 April • Alma Functional Training WebEx 10 Apr – 2 May • Aleph & SFX test migration 28 Apr – 4 May • Access to Production environment 8 May • Functional Workshop, part 1 10 – 11 May • Functional Workshop, part 2 17 – 18 May • Alma Reports & Analytics training 20 June • Workflow & Integrations testing June -26 July • Cutover period 27 July-12 Aug • Go Live 13 August
  • 4. Alma@UEL: Implementation • Training staff – Project groups (Fulfilment, Acquisitions, ILLs, Resource Management) • Clear identification of responsibilities • Communication and repetition
  • 5. Alma@UEL: Technical aspects • Primo V4 upgrade & Alma integration into Primo – Undertaken on staging environment • Using Primo front end after integration • Administration Certification training after go live (limited to Systems staff)
  • 6. Alma@UEL: Post Implementation • Still too early to give a definitive response • Communication and flexibility very important • Understanding of changing functionality and revised workflows • Some unexpected issues needing resolution • Patron loader, E-resource activation, Serials check-in • Potential exploitation of functions available • Digital possibilities, analytics
  • 7. ALMA@UEL: What went well • Data migration • SFX migration • Core functionality for most processes • Configuration of Alma • Integration with Primo
  • 8. ALMA@UEL: What did not go so well • Self service – blocked by IT because of security concerns • E-mail notifications – courtesy notices, hold notification and activity reports • Hold requests could not be placed by patrons • Automatic renewals – user policies could not be applied retrospectively • British Library interloans – no request form in Primo we have to use Google forms • We have not yet been able to charge for fines • Patron configuration not working with self service and Primo
  • 9. ALMA@UEL: How was this resolved • December 2012 - 13 day meeting with ExLibris project team and developers • Weekly post-implementation project calls • Fortnightly top 5 calls with project manager and developers • Fixes in monthly releases and hot fixes
  • 10. ALMA@UEL: What is next • New Stratford Library • Self service and automated book sorting • SMS • Manual editing of patron records • Import data for bulk updates • BL ILL request form in Primo to make requests in Alma
  • 11. Alma@UEL: Live overview • Overdue notices • Now reintroduced Fines • Working towards implementing claims • Self-service is improving • ILL loans solution expected in next release
  • 12. Thank you and Questions a.boateng@uel.ac.uk

Editor's Notes

  1. Maximising ROIEnhancing student experience and attainmentsEmpowering staff to offer innovative services Linking our collections & expertise to the globeEnabling us to harvest and integrate high quality resourcesEnable us to magnify UEL’s reputation
  2. Change in IT senior managementData Security concernsIT environment security /PCI compliancy Alma issues – patron data, self-serviceLoss of control / Limited customization
  3. Change in IT senior managementData Security concernsIT environment security /PCI compliancy Alma issues – patron data loader, self-serviceLoss of control / Limited customization
  4. ongoing problem with thousands of overdue books dating from last year. To rectify this, a few days ago every single book on loan from the library (even to expired users) was renewed until 18 March.