Author Archives: hilterbl

ELUNA Conference 2017 (Ex Libris Users of North America)

Tuesday – the day before Day One

As usual this will be an informal, slightly fictionalized version of the events that ensued during my travels.  I mostly tell the truth.  But I also mostly make things up as I go. So.  This all started at 5:45 am.  Unless you count the dog waking up at 5am, and again at 5:30 am forcing me to repeatedly roll over and pile the pillows over my ears (because the dog wakes the cat up and the cat meows incessantly until you get up and feed him). So I  guess I can’t blame it on the dog after all.

Planes were on time, and taxi lines were long, but I read quite a bit of “The Art of Asking” by Amanda Palmer.  I recommend it and you can borrow it when I’m done (seriously) but if you paint yourself white and stand on a milk crate, I take no personal responsibility.  Here’s what I learned as the plane flew across the midwest:
“Those who can ask without shame are viewing themselves in collaboration with – rather than in competition with – the world.
Listening fast and caring immediately is a skill in itself.
I have no interest in DIY. I’m much more interested in getting everybody to help me.  I think a better definition might be UWYC. Use what you can.”

http://amandapalmer.net/wp-content/themes/afp/paperback/assets/images/the-art-of-asking-cover.png

I also learned that it is okay to make people wait.  You are valuable. They are valuable also.  They deserve your time.  You deserve to take time.  If this is true of everyone, we need to stop hurrying and start investing.  Period.  Mic drop.

I got a cushy room.  Only for one night.  I need to pack up in the morning, move myself to a different hotel and carry my bags around. Aaargh.  Oh well.  I’m at a conference in a budget crunch.  I will complain as little as possible.

I spent the evening at a very good reception in a 3 story establishment with skeeball, foosball, pacman, and ping pong and I got to play them all.

I was also lucky enough to be joined by Dan, our discovery librarian *who I’ve added to the share in case he wants to comment or defend his honor.*

I ran into a scad of folks from the Alliance that I know who think OSU must just be an oasis of brilliancy, and who, of course, constantly threaten to steal our people (as they have with C-Dog and Zac).  Alas.  It’s hard having all the best colleagues – you guys rock.

TOMORROW.  6 am, I’ll rise, shower, and walk to the conference hotel with my prospects and my pick axe – and I’ll be digging for the dream. (“Every day that you get up and force your cards
Playing your story in fits and starts. Take your prospects and your pickaxe” Indigo Girls)

Miss you already.  Thank you for making this possible.

Wednesday Day
Or “In one hotel and out the other.”

Breakfast was delicious with bagels and scrambled eggs.  I ran into Julie Kowalski Ward from San Jose (who I met at the Access Services conference a couple years ago) – they’re going live in Alma next month and nervous! I’m going to try to have lunch or dinner with her this week and see what kind of questions she has.  Now for the conference.

Plenary
I got a chair in the back because it looks like we’ll be sitting awhile!  Record attendance again this year – over 700 people.

Habib Tabatabai is giving the welcome – mostly just recognition of the user’s group leaders and committees.  Mentioned that the user’s group will be focusing on Authentication, Knowledge Base, Alma usability and the new UI (user interface), Primo new UI, and Alma/Primo combined backoffice.

 

Mary Case – University of Illinois, University Librarian
Better Together: Enriching our Community Through Collaboration

Global community of collaboration, not just local consortia.  This includes not just shared collections and buying for the group instead of the institution, but also collaborating on data storage and preservation, research access, storage of de-duped collection and the maintenance of the agreed upon remaining print collections.  Requires a long-term plan to make sure we never lose the last known print copies as we go through the process of de-duping our collections.  OSU does this with the WEST program I think.  Those are the journal titles that come through circ and still indicate “Non-Circulating” – we have the copy that was saved!! Don’t lose it!  Public mission for collecting preserving cultural memory – special collections and archives are a huge help in this.  Not a very interesting keynote.  I’m kind of surprised.

 

Eric Hines – President, ExLibris North America
Global Company Update

A bit of a history of ExLibris, but one interesting thing – good company attracts good customers, BUT also good customers attract MORE good customers.  Which makes me believe that the Alliance (and OSU) are more than doing their share to keep Ex Libris flush.  One more good thing.  Community has the ability to bring things from the edges of the group to the center – for help, AND for growth.  Some of those folks on the edges have really good ideas!
Matti Shem-Tov – President, Ex Libris

Interesting points:  Over 1000 ideas have been submitted on the ideas exchange!  Wow – that’s crowd activity.  No indication from the speaker on how many of those ideas have been made real.

Break time – I got to check into my new room and the view is amazing.

Next Generation Library Services – this will be multiple speakers and appears to be a great big long advertisement for ExLibris products.  Including cheesy videos with dramatic soundtracks.

Bar Veinstein

“Generation CX” Customer eXperience.  Designing for the users – both us *libraries as customers* and OUR patrons.  Focus this year on staff workflow streamlining, increased user community collaboration, services consistently available, and addressing staff needs quickly.

New Alma UI promises less clicks to get things done, more customizable screens and fields, and a more intuitive layout.  Added 10 more ideas exchange points for each user, have developed 36 ideas so far (there’s the answer from Matti’s presentation above).  36 out of 1000, well….  Adding Benchmark Analytics (I’ll be attending a session on this later in the conference).  Ability to compare workflows and use stats against others – also unique and overlap records, etc.  These should be extremely helpful for acquisitions and cataloging to my mind. Check out Oklahoma OVAL (virtual academic lab) – they are doing some super cool things!  

“Bring joy and excitement, pleasure and fun, and Beauty to people’s lives.”  Don Norman

Shlomi Kringel

Discovery and resource lists – This discussion promises to be mostly about Summon (ProQuest), Primo and Leganto (reading lists product for course reserves).  Much of it won’t apply since we aren’t using some of these tools, but I’ll try to grab anything of value.  OOH- here’s a bit on the unified management of Primo and Alma *and a session Friday morning on it I’ll try to go to* – at this point, just a mention that combining config of the 2 products into one platform will make eas of publishing and record movement/edits much more simple.  AMEN.  Leganto looks cool but I believe it costs extra.  It allows instructors to use the lists themselves, make additions, drag and drop items into the lists, and etc.  Involves the instructors far more directly in their process of reserves, also allows for email/text integration through Canvas to notify students when a reading list has been created for their courses.

Ido Peled

Mobile Campus Solutions (CampusM) – supporting student services.  Estimated 5 hours per day on mobile devices for the average American.  Immediacy and urgency are built in to mobile devices.  CampusM creates a portal experience for mobile where all the different apps/contacts/sites they need to use can be put into one place.  Seems like ExLibris version of MyOSU, but includes “MyAccount” displays from Primo/Alma, cross platform similar to google integrations where all the things are in all the places (also like iCloud).  But can’t really tell if it’s trying to also be a learning management system like blackboard/Canvas.  Very odd.  But interesting.  ID box and push notifications – you can use cards or boxes at the entrance to rooms and buildings (or on people’s name tags) that work with apps to broadcast something whenever you’re close to them! I’m in love with this idea and need to read more on it – I think this is called cell broadcasting….

Okay LUNCH!  Macaroni and cheese, and Chicago Style pizza (as envisioned by hotel catering) – if that’s really what Chicago Pizza is like, I think my taste needs further development to get to a point of appreciation.  The mac and cheese was yum.

Alma UX – new user interface – Dana Sharvit (ExL)

This room is at almost double capacity so I’m sitting on the floor but will try to keep as good of notes as possible.  So far just an explanation of the process for coming up with the designs and functionality through user input, focus groups, and beta testers.  Workshop to get people to do their regular workflow from beginning to end – this taught them a lot about how people are using their product.

Multiple customizable menus including favorites, search display contents you can choose metadata elements you’re interested in.  Drop down in repository search displays previous 10 searches.  Right click to perform actions – no longer need all the action buttons.  Advanced searching allows you to type in the field you want (for instance “Location”) and it will bring up the terms that contain that option.  Uses “Look up OR Select” so you don’t have to go through all the steps to find your locations.  Still filters on the left, buttons on the right.  Most functions will ahve a different look but similar functionality so no need to re-learn process, but definitely we will have to re-do all the screenshots that include menus and navigation….

Rollout – May 21 for the focus group sandboxes. July for our testing sandboxes at the Alliance.  Alma community August or September release in production.

I’m actually presenting on the new UI at Summit/Fulfillment Day in early August, so I’m going to have to make huge push during that July sandbox period!  Yikes!

Analytics and Your Neighbors – Comparative Approaches – Aasof Klein @Rima Reves: this guy reminds me so much of Donovon presenting for Yoel Korick (ExL)

Comparative analytics needs to find a good balance of group size, number of institutions, comparative institution size and volume.  Benchmark Analytics requires a breadth of comparison and big data, key performance indicators (KPI), while Comparative Collection Analytics operates at a depth of comparison – small group, specific data

KPI need to be snapshot-ed every month or every year to enable the identification of trends

Example of need – ordering to shelf-ready time is significantly longer than reported at other institutions.

Data is kept non-identifying – collaborative and peer-measurable (so you can narrow down comparison sets).  Student body size, collection size, circ numbers, gate count, etc to allow you to decide peer to peer.

In analytics, Benchmark Preview.  3 subfields – KPI measures, KPI date, Institution Profile

Dashboard example allows you to choose public, academic, consortial, etc.

I’m left wondering (and will have to ask unless he says) if we will get this data from everyone or only those who volunteer – and how many will volunteer, or have the time to get the data entered?  (Just got the answer – 70% of Alma institutions have opted in.  @Dan Moore: Have we?  When was this decided? I totally think we should)! Will they supply preset canned reports that we can edit by date, location etc.?  Hoping that’s the case for consistent comparison – everyone builds reports differently otherwise and the data might not mean what you think it does.

Some areas of interest still coming – number of items in Reserves location added each year; fines and fees – money owed, how many owe, money waived.  Transit time.  Borrowing vs. Lending for resource sharing.  

Collection analysis – IS identifying – this is for working with partners to create shared collections that do not duplicate, or only duplicate to a predetermined extent.  These institutions will have agreed in advance to share their identifying inventory data with each other.  This will work really well for the Alliance.  Compare holdings, depth of collection in various areas, prep for remote storage, agreed retention of final print.  This is wonderful and cool, and will probably, ultimately decimate our print collections.  While that is painful thinking in my world, the idea of fresher collections and more space is kind of a great thing. I wish you all were here to be in on this so I won’t lose the thread of all this before I get home and have time to talk with people about it!  

Data contribution is turned on in Analytics configuration, profile question 1.  I can double check this!
Ours is NOT turned on!  So we can’t use or be used!  We’ll add this to the next SILS meeting list.

Unlocking your Library with Alma’s Open Platform – Josh Weisman (ExL)

Alma open platform – integrations with other systems, REST APIs, and community to share what you’ve learned or need to learn (blog and forum).  Use the developer network to get these things started.

Tableau Web Data Connector – allows library data to be included from Analytics.  This is brand new and available on GitHub it’s open source.  I don’t know if we use Tableau, but there’s a very easy connector that just asks for a key.  Pulls in the column names and data types, calls the API behind the scenes and populates it into the report.

SWORD Digital Deposit Protocol – not familiar with this project for document deposit interface.  But there’s an API for that.

Webhooks – a new way to communicate with Alma (HTTP callbacks) – when an event happens in Alma, it calls a REST endpoint with a predefined response – thing it does.  So when X, do Y.  You can see the back end structure in the letter activity screen.

 

Has to support GET and POST.  Configure in integration profile, Webhooks, URL and a Secret to test.  Can be used to trigger job order.  Once on job ends, start the next.  Or once a holdslip email is sent, send an SMS text message as well….  I want to learn more about all of this.

Login via email is also set up at the same place social logins are set up – this is an interesting idea if we get stuck with no internal auth.  But no EZproxy integration.

I really wish I had time to learn and apply all of these tools.  It seems like there is so much we could be doing given time and understanding.  Maybe a class on integrations?  I need to know more.

 

Administrator Changes in Primo & Alma – Jean Vik (Univ of TX)

This is the last session of the day and my tablet battery is almost dead so you may or may not get full notes in here.

Oh geez.  This is going to be a whole presentation about what gets changed in Primo instead of in Alma.  I don’t know if this is going to be too useful to me since I can’t get into Primo Back Office.

 

I just made what I hope was a quiet and graceful exit.  Off to the hotel room and then dinner with the Alliance members who are here.  Dan is coming, and maybe Richard – it’s at Olive Garden so I think ravioli is in my immediate future!

I’ll recap dinner if I get back nice and early, otherwise – I’ll catch you all tomorrow!

 

Thursday Day Two

Scenes from last night include trying to walk to the dinner restaurant and being overcome by a deluge from the sky that forced me back to the hotel for shoes, socks and pants.  I was naive to believe that my status as a native Oregonian would protect me from, or at least prepare me for a Chicago-area rainstorm.  There was lightning. After that I ate some of Olive Garden’s crockery.  No really.  I’m currently attempting to digest ceramics.  Anyway – enough of that.  I got up and joined an impromptu meeting on Resource Sharing vs. Fulfillment Networks in Alma and learned a few interesting things about how they do it in Wisconsin.

 

Ex Libris Strategy Update

Oren Beit-Arie (ExL Chief Strategy Officer)

ExL wants to extend their reach beyond libraries and into research, teaching and learning, and academic leaders.  In the research cycle, funding and re-use/openness rules, and competition are the 2 main drivers.  Visibility is critical.  ExL wants to move into data management and research storage, compliance and IR community supports in a single system environment.  System of Research Records.  Researcher deposits, sync with external repositories, capture published content.  Enhance metadata and identifiers, ad data linking and OA workflows.  Sounds like they want to move into campus-wide solutions (like their campusM tool) and focus more on the building institutional repository and data management tools.  Hoping this shift in focus doesn’t take away from their Alma commitments.

 

Customer Life Cycle at ExL

Jane Burke (ExL VP Customer Success)

YIKES – going to go work on email.  This is more of the ExL sales pitch and etc.  Yay! 1 hour to catch up!  

 

Document Delivery and Delivering Digitized Items – Nate Turajski “Solutions Architect”

And now that I’ve seen the presenter’s title, I’ve decided that we should all get “Solutions Architect” name tags. What do you think?  Do you love it?

I know that circ isn’t involved in doc delivery but this looked really interesting and it’s definitely functionality we have yet to explore in Alma.  **January 2017 release notes have good instructions.  Workflow for owned physical copy by email attachment, or link if you add it to the repository.  Depositing the article allows for limits of how many times it can be viewed and how long before it’s flushed.

Use regular request feature, then patron digitization.  Add Partial Digitization designation to have pages/chapter options pop up.  Have to be copyright clearance approved – waiting for copyright clearance is a status.  When ready to digitize, change to the digitization department (instead of the circ desk) because it really is a work order.  Set up is in fulfillment configuration menu under digital fulfillment, and user needs to be set up as an operator.  This is a simple enough process that I want to try a couple of tests of it when I get back.  I know that the upstairs folks are busy busy and use the scan and deliver, but this looks like a reasonable option – not knowing their full workflow I’m not sure if this would be an improvement or not.  It sounds like sending a link will of course require us to have storage space outside of Alma (unless we want to subscribe to their Alma D repository program solution).  More later – this will be fun to explore!  AND Ray indicated that she thinks we HAVE an Alma D subscription but she’ll have to check with Al to confirm that.  

 

Lunch!  Taco bar and Churros.  Happy tummy.

 

Management Q&A

These are questions sent in by conference attendees for the ExL managers.  Most of the answers are very surface level and the questions tend to express uncertainty and worry that people really aren’t sure how migrations might go or what the future of projects in discovery might look like as ExL redirects its resources toward new products.

Live questions included addressing the Chrome upgrade that broke stuff last month and what to do with our reliance on web browsers and their upgrades.  I asked a question about the new projects vs. the commitment to improving existing products with only 36 ideas exchange implementations.  Not much of an answer.

 

Calendars in Alma – Seriously??? – Tari Keller (UKY)

She’s got 10 libraries with different hours.  Hoping she’ll have some tricks and tips but so far this looks like basic configuration. Instructions in the wiki are just as good for this part.  She seems to use the calendar for informational pieces or things like that.  They don’t trigger anything though.  She mentioned that even though the libraries had similar hours, she had to duplicate the calendar.  But I got curious and this isn’t actually true.  If you add standard operating hours to the institution calendar, they will inherit to any libraries that DON’T have their own designating standard hours.  So you put the institution hours as the most common hours in this instance and only enter standards into individual libraries that are different.  I tried it with IPPC that has no hours/due times so nothing to mess up ((hoping I didn’t break anything – I think I deleted all of my attempts)).  I am doing a session on calendars at Summit/Fulfillment Day and think I’ll be sure to mention the different closing/different due time in multi library institutions, and using events to trigger exact due date by TOU and fulfillment rules.  This could be used to have regular collection books not due until beginning of next term but allow reserves to circulate as normal over the break, etc.  Rolling rules over at 1 year – potential effect on overdue #of days if you delete too soon, but annually works well. Very basic session but at least it got me thinking!  I’ve got ideas for August now.

 

Alma Product Update and Roadmap

Assaf and Dvir (missed their last names)

Main drivers include resource management, gaining insights, UX, collaboration, open platform operability, Acquisition streamlining (and other units).

Roadmap

Insights is about Analytics and the mission to benchmark and comparative analytics – Saw a full session on this earlier.

Unified Resource Management – this is more of the Alma D I was talking about, repository deposits, digitization workflow and etc.

Alma new UI for this summer (also saw this earlier)

Collaboration – convert/transform your records to move them out for consumption by 3rd party software.  Metadata integration with linked data and enhancing the metadata editor to work with linked records, support triple store service and using BIBFRAME.  I’m sure that Ian and the upstairs crew will understand all this and that.

Audience questions about continued dedication to making the community zone functional – working with other vendors to make it cleaner and easier to ingest records without creating dupes and errors.

Alma analytics – any move to real time data? No specific plans but interested

And that was it! Not a lot to go forward with, but there were a lot of small details in the printed document that weren’t presented here.

 

Alma Working Group Meeting

I’m not a member of this group but sitting in on their meeting just to see what they’re about.

  1. Enhancements – we’re waiting on pointing and 2nd round votes.  WG leadership is hoping for a more successful outcome – may work toward presentation of a low and set number of enhancement requests (5-10 possibilities) instead of the hundreds we start with.  A way to use our votes more strategically and to put ALL your points on the biggest issue each year so we can move some of these important things forward? Does EVERY request deserve to have it’s hearing?  Or should the group remove the requests that have low impact, low transferability, small # of impacted users?  Maybe raise the bar for submission of the enhancement requests including use case, screenshots and etc.  Incomplete enhancements or those that do not make sense should just be rejected.  Number of points is inadequate, missing functionality should not be an enhancement.  
  2. Authentication Focus Group – internal password options for removing them, but we need something other than just social media pass-throughs
  3. Primo/Alma mix project – session tomorrow
  4. UX Project for new UI – improved ergonomics, working on feedback methodology, May 24 in sandboxes for early adopters.  Look, feel, and ergonomics but not changes in HOW things work, just where they are and what they look like.
  5. Community Zone management

Working group is turning over after 4 years of service and looking for new members.

 

Dinner at Big Bowl (Thai food – not bad) and then planning Alma – The Musical with Mary from UO. We will be famous, we will mock, we will sing.  Rehearsals coming to a workroom near you.

 

Friday – Day Three

 

Slept through my alarm meant to wake me up in time to get a run.  Kind of on purpose.  I was really sleepy this morning.  Ray brought her extra chips and cookies and I’m taking them tomorrow for the plane!  Super Score!

 

Automation and Batch Processing for Remote Storage – Sarah Koller (UCDavis)

Their regional storage serves 10 campuses and they DO NOT duplicate titles.  Once an item is in storage it is shared between all campuses.  Their offsite storage does NOT use Alma, so once the item is moved.  Needed the item to not show in Primo because it can’t show true availability.   Need to move both monographs and serials.  This will be about monographs.  Used “change holdings information job” – required them to use a norm rule and Droolz (I know nothing of this but hope to learn).  Norm rule added a note to each holdings that it was relocated to storage – also provided an opportunity to check that other parts of the record were clean.

Create a set for monograph single, monograph multi-volume, and serials (depending on what you’re doing) – imported from Excel as an itemized set.  Employee the norm rule in the change holdings info job.  Once run, check the records for accuracy.  Then deletes items while maintaining the holdings and bib records.  Item list should be empty.

Note needs to go in the holding record because the item records will be gone.  Holdings stays so the record shows up in Primo but without availability.  Wondering if they could add a public note to each of these with a URL to the storage facility’s page?  OR make the title of the location a link to that page?  They used a button instead and it worked better – pre populates the ILL request form they use for pulls from storage.  Also I think buttons are supposed to be better than links for low vision/blind users and screen readers.

**Side note that Haithi Trust will send links to materials that you have had but no longer have (which is why they don’t delete ANY of their bibs and holdings).  Should this be true for us too?

 

Advanced Analytics – Allison Erhardt (UManitoba)

Change editor in “My account” preferences to start on the criteria page instead of results page.

Dashboard reports are based on loan date criteria – problems include the idea that returns will only be counted on items LOANED during that time AND returned during that time.  So if your range is March Loan Dates, something borrowed in February and returned in March would not count.

Lifecycle (physical items) – Active and None (deleted will bring back everything – even though they’ve been withdrawn)

Customize error reports in the xyz button results display, display custom message to make results message more friendly.  This is done per report.

***Bins act like a filter in reverse.  Groups your data together.  Loans per hour and per day of week.  Lists each one which is not what you want.  Put them in a bin and it will tell you how many instead.  Use Edit Formula and choose Bins tab.  Add a Bin to get Loan Time “Is between”

This is something I needed just 2 weeks ago. @Amila: This would have been so helpful when you were pulling laptop loans and returns.  Keep it in mind for the future.

Prompt order to put months in order instead of alphabetical.  Edit prompt (pencil button, options, choice List Values)

Adding a chart or pivot table from the view button (with the plus mark)

***Filter by results of another report – this for patron purge.  Report of expired patrons filter by report of expired patrons with fines.  add filter that the primary ID appeared in previous list (last option in the filter list- based on results of another analysis.  @April: let’s look at this as it will make your patron purge lists so much easier to use.  We should be able to cut out the entire excel portion of the process!!

Analytics special interest group list

MOST USEFUL SESSION

 

Just Like Starting Over – Using Primo and Alma for Course Reserves

Molly Gunderson (PSU)

Reserves are free in Alma, (even eReserves), more mobile friendly, single sign-on

Their method:

  1. Create Course (Terms list can be edited – @Rima: Would this be helpful?), add dates and instructor.  Save.
  2. Create Reading List from the course’s dropdown Menu.  Use status complete because if you walk away it might not ever get finished.  Click on “Work On”
    1. Repository addition do search, find item, change location, add item policy if needed
    2. Personal copy – material type is limited to book or article.

Nothing new here yet.  This is very much the same as what we’re doing.

Widgets for CMS (for us Canvas).  I’m not sure if we have this and don’t know how we would get it done…. I think we have a chat widget so wondering if there might be a search box with it?

They are creating an item for eReserves that is a “Course File” and then link that out to the list of stored documents – she did not designate where that list lives, but the documents are stored on PSU servers rather than in Alma.  If we have Alma-D we could use their space and use links which she said is preferable so you can count clicks.

 

Data and Holds from Alma to Banner – Joe Ferguson (UTennessee)

Students who owe more than $X, a hold is sent to banner – not monetary data, but a hold. Sent to banner daily, updated in Alma hourly

Uses PHP script, MySQL Database, Alma Integration Profile.

Integration profile to export user blocks (it’s in the patron loader profile – already set up, just needs to be configured and turned on).  Sends file to the MySQL Database (this is the same idea as the parser program you use @Emma when you send fines and fees).  Database writes a file that Banner understands and dumps it on a server for Banner to pick up.  Hourly, runs a job to check if the student still owes $X – if not, writes to file to REMOVE the hold. Could use Webhooks (just learned about these the other day but runs and if/then or do/when process and could keep from having to run for updated removals hourly).

They are mostly doing this because they only send active fines over after they are a year old!! So they need a way to dig at people to get the fines paid – the hold does that without posting charges to Banner until they are super old.  They also take cash which is good because it potentially keeps students from getting pushed into collections unless they’ve been a year out, but still allows a built in “nudge.”  They don’t send faculty/staff charges at all!  Only have them pay in-house.

**@April: Check and see if the “Fine Fee Status” in Analytics could be used in setting the patron purge report more easily.  

When they send the fines to Banner, the Bursar’s office sends the library money and buys the debt.  If this is true for them, is this happening here?  I had always heard that we didn’t get money from the Bursar unless/until the student actually PAYS the fine.  If we are really being paid for the debt, before it is paid this makes me really nervous.  I wonder who at Kerr I should ask.

 

The only thing left is the key note at 2pm!  I’ll see you then.  LUNCH!

 

I spent the hour after lunch helping Julie Ward from CSU to look at her fulfillment configuration.  They go live next month and I wanted to help her understand how the rules and their order matter. I missed the keynote speaker except for now he’s answering questions that I have no context for.  I feel bad that I missed it but hoping that was helpful for Julie – she’s awesome.  There are so few people still here but I wanted to be able to see the afternoon sessions (it looks like there’s actually one more after this) and not get home after midnight.  

 

Closing Session – Habib Tabatabai, ELUNA chair

Financial summary report, introduction of new committee.

Next year’s conference will be May 2-4, 2018 in Spokane Washington at the Davenport Grand Hotel! This should dramatically reduce conference costs for Alliance institutions and foster a huge amount of residence sharing.  We’ve all got friends in Spokane!

 

Alright everyone.  That’s a wrap.  I fly out tomorrow and should be back to work on Monday!  Thanks to all of you who held down the fort while I was away.  I’m sorry to read that you have dealt with odors, power outages, absences, car trouble, plague and loneliness.  While I can’t resolve these problems, I will be happy to return and share in your misery!

 

Lori’s Alliance Summer Meeting Report

Monday night – 10:26pm

SO that flat tire in the middle of I-205 really sucked. Having ODOT incident response pull up right behind us and change the tire did NOT suck at all.  How lucky am I?  I guess that travelling mercies are a real thing.  Here is my donut.  DO NOT MOCK IT.  I think it’s cute.  I was, of course, all prepared to change that f&*%@r myself should the need arise.

IMG_1818But the ride with Dan (we all know not to call him Discovery Dan, right?  RIGHT?) was really good.  A great chance to get to know him and he gets my official cool dude stamp of approval.

I finally practiced my presentation tonight, and guess what!  It’s 10 minutes too short, so tomorrow I’m going to attempt something pretty dangerous.  As long as there is a stable internet connection, I”m going to try to do some live edits in front of the studio audience.  I promise not to break anything.  Much.  Please wish me luck.  I’m really nervous.  The flat tire just means all the bad luck is out of the way.  

In other news, the motor pool guy (I think his name was Justin) gave me a disposable camera and told me to take 5 photos with it on this trip.  He’s using them for a cool montage of some kind.  I can’t wait to figure out what to photograph!

Okay – off to bed.  I need my beauty rest for the big show tomorrow.

 

Tuesday morning – 8:52am

A nice breakfast with Dan, Dana Bostrom (the new Alliance president) and her sister.  Thought it was the continental breakfast but no – $12 buffet.  Dan tried to warn me but, as usual, I failed to listen.  Dana gave us a ride to Warner Pacific which is really really small but very beautiful.  Reported to the chapel to load my presentation on the laptop we’ll be using and wallah – I will presenting from the pulpit this morning!

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Summit 101 – Meghan Williams @ WWU, Shanel Parette @ Willamette

Alliance Website – very large and can be confusing, but a huge resource

Rota 1:1 ratio – if you borrow one, you lend one.  Sometimes the rota gets out of whack and people borrow more than they lend.  The rota gets adjusted every 6 months to try to keep that balance.

Borrowing and lending demonstration – this is really cool – they’re actually going to do a full life-cycle of a request LIVE.

Brief discussion of the difference between available and requestable – that a patron may not actually be able to get it even if it shows available because it may be in a special location – archives, reserves, ref, etc.  

Lending library side – start with printing slips and send it to the summit print server.  Go to the print server and print your paging slip.  Pull the item from the stacks. Go to “Shipping items” and don’t use “Scan In Items” if at all possible.  Make sure you have chosen the correct long loan or short loan, and type in your barcode. If successful, the item will show “Shipped Physically” when you’re done.  Attach the strap or sticker to the book, put the paging slip in the front of the book and get it into a summit courier bag.

Borrowing library side – open the courier bag and go to “Receiving Items” to type in the barcode.  Double check that the location is correct (long loan vs. short loan), also check for damage and note it on the strap or sticker if present.  You can also add a fulfillment note for a pop up about the damage (I wish our summit folks would start doing this! – they’re here so maybe they will!). Send the item to the hold shelf and let it check out.

When book comes back – if damaged and no note of PRIOR damage, use the pink damaged item flag.  If item returned at wrong location, use the green return slip to make sure the item gets checked in at the location it was loaned from.  Just check the item in otherwise, cross off your band, and ship it back to the owning library.

Lending library side – use “Scan in items” to finish the process, then off to re-shelving.

Use the facets in the borrowing and lending requests to see what’s outstanding and identify potentially stuck or problematic requests.

Okay, a little disappointed – I apparently know more about Summit than I thought I did.  While entertaining, I didn’t get a lot of new info on this one.  The main thing Iwould say is helpful is the continual reminder to check before you scan. Check condition, check who it goes to, check long vs. short loan, check volumes, call or email each other with questions instead of assuming.  Assumptions can supply the wrong item and delay your patron’s requests.

Queue Maintenance – Heidi Nance UW, David Ketchum UO, and Meghan Williams WWU

Borrowing and lending request statuses and when to check them: use Jesse’s (UI) document from the Alliance website – https://www.orbiscascade.org/discovery-delivery – they are the first 2 documents under the workflow section

ONLY resource sharing staff should do queue maintenance – if you have too many people doing the maintenance it becomes unmanageable.

Use a web task list to help assign specific tasks to people -AND designate backups (she recommends TODOist).  Easy to drag tasks between people to cover vacations and etc, as long as people have been cross trained on the basics.

Add notes to the notes field in requests – they are searchable!

Queues can also be exported to excel to allow a more organised and sortable list.

Check the “Assigned to Others” and “Assigned to Me” lists – stuff can be hiding that you don’t know is there!  (this is also true in course reserves)

This is kind of funny – David Ketchum is spending the majority of his time presenting explaining why Jesse’s list of “when to check what” is wrong! I’ve got to ask Cheryl about him when we see her on Friday.  I’m excited to see the Bemi!  Ray is always such a great mediator – “Every library has different volume, different staffing and different time tables”

Troubleshooting – Jesse Thomas UI, Kate Cabe WWU

This should be a really good session because both of these people are super smart.

3 basic problem causes: System errors, configuration errors and user/workflow errors.  Focusing on configuration and its impacts on workflow.

Configuration: Alliance, Locally with Alliance standards, truly local config

  1. Rota templates: manually changed every 6 months to maintain the 1:1 average.  You won’t see your own library in your rota list.  Every request right now goes to PSU first!
  2. Rota assignment rules: you will only need an institution rule list if you’ve integrated ILLiad.
  3. Locate Profiles: for both borrowing and lending.  Borrowing isn’t editable (set up at the Alliance level).  Locate is centered around title, ISBN/ISSN and OCLC number.
  4. Sending Borrowing Request Rules – keeps things from getting stuck in “ready to be sent” and is set up just like Rota assignment rules.  If you have ILLiad configured, you have to have institution rule for that AND Summit3, otherwise all requests will go to ILLiad.

Locally:

  1. Your resource sharing library can be chosen (we picked Valley), default location can be set (Long or Short loan), can reject requests when no available/requestable.
  2. Partners (was done for us by Ex Libris) – make sure barcodes and and requester information are shared!  If not, this can cause problems.
  3. Temp Item Creation – long due dates are 67 days, short due dates are 25 days.  If days until due date are >30, it assigns LONG, if not, it assigns SHORT
  4. Library level fulfillment rules – these should be your only library-level rules.

Troubleshooting a bad request starts by locating the request (don’t forget to look in the assigned to me/others tabs for lending, or the Active/Completed/All.  Once found, the audit trail may come in handy.  It details the actual steps taken at both the borrowing and lending institution, as well as the messages that were sent between the partners.

Items shipped with incorrect short or long loan location – you can’t fix these.  Just let it go for that length of time.

COMMUNICATE!  Even if we can’t fix it, at least we can all be on the lookout when something goes amiss.

Summit Visiting Patron – Dawn Lowe OrTech

YAY! I really want to get this to work correctly.  User type ID – still gets checked on the Alliance website.  We need to make sure they are current, and we need to know if they student staff or faculty.  Go to patron services and register new user.  Pick the correct user group Summit Visiting or whatever we have set up.  Do a Resource Sharing Library (that should be Valley, I think) or they won’t be able to request through Summit.  They still log in as a community user (convenience card).

I guess I’m still missing something as far as visibility of the request summit button.  I really need to sit down and figure out how to make this work! Will do a test patron to see what’s going on.

Courier 101 – Elizabeth Duell and Ray Henry, Alliance

I have to admit I won’t be listening closely to this one because my presentation is next!

So far just talking about shipping supplies.  And a lengthy argument over when to use the gray bags and when to use the brown bags.  This is apparently a very important thing.  Who’d’a’thought!

TOUs and FUs – Chelle Batchellor UW and Bill Kelm Willamette

This presentation is all about deduplicating the policies, TOUs and FUs and making sure that you have a cleaner, easier set up.  Main point is not to build more infrastructure than you need.  

Advanced Policies – Generic policy won’t have a delete button in most cases.  If Institution is the owner, you usually can delete it.  Be sure to use the “Show related terms of use” to see if the policy is actually useful.  If it is not, remove it (you have to unhook it from the TOU first).  You can also switch it to the default policy (which is also generally undesirable).  Delete those that aren’t attached to TOUs, adjust ones that are redundant and then delete.

Terms of Use – again, Alma won’t let you delete something that’s in use so you’ll have to adjust things before deleting. Make your default TOU for each fulfillment unit and for each type (loan, request, etc) the MAIN rule – you can remove a lot of TOUs this way.

Fulfillment Units – start HERE! You can disable fulfillment rules you don’t think matter instead of deleting them. Give it a week or 2 as a test to see if it makes something not work. Make a concrete plan of how you want it to be structured now that you understand how the parts work together. We built our TOUs, FUs and policies before we understood what we were working with.  It’s time to look again with the fuller understanding and do a strategic change.

I really seriously want to do this as well.  I think it’s a big enough process that I’d like to have a planning team for it.  Maybe we can discuss this idea at the next circ meeting?

Alma and ILLiad Integration – Kun Lin and Julie Carter – Whitman

Patrons should not have to know the difference between Summit and ILL – AMEN and HALLELUJAH!  All requests will use the same form, all items will show up in the Alma account. Temp items in Alma just like for Summit, auto delete on return.

Lending – in ILLiad, process and add the barcode to the Ref Num field (use the Primo AddOn) – leads to a primo search where you can copy and paste the barcode.  NCIP sent to Alma, creates the request and moves item to a temp location for ILLprocess so it shows as unavailable.

Borrowing – Set up ILLiad as the patron of last resort (I think we’ve already done this but not sure). Crap – I got distracted and missed a whole bunch of the directions!  But I got a very nice compliment on my 2 sessions and I feel so good about it all now! Hopefully the powerpoints will be made available.  Sorry!  You can’t use lending library due dates.  Match your 6 days, 6 weeks from Summit.  Your patrons are used to that anyway.  Notices need to be customized, patron accounts need to be loaded in ILL, time delivery expectations are a little longer for some ILL so it can confuse patrons.  Plan for stats ahead of time.  How will you designate ILL vs. Summit for stats?

If you set up a reading room for the resource sharing library/circ desk you can also do the in-house use only items very smoothly.

 

Wednesday morning, 9:09am

Plenary session – Faye introducing the new incoming chair (Lynn Baird) and the new Alliance President (Dana Bostrum).  Introduction of the new board members and an overview of 2016 in the Alliance.  52 groups and teams, over 200 people involved in these groups and more than 40 playing more than 1 role.  Very impressive level of involvement and dedication. (There’s someone on the assessment team named Kate Cate!  That’s so awesome! Sorry….)

Collaborative Workforce Team outlined how our work together can balance out the load on individual institutions.  Content Creation & Dissemination Team got an LSTA grant this year!  YAY!  Grant money is really hard to get.

2017 – focus on evaluating the Shared ILS and work processes, start a Courier RFP process to see if Senvoy is still our best option, new strategic plan prep focusing on measurable goals.

Course Reserves and Beyond – Joanna Baily WWU, Mary Van Court & Stephen Weber UW

This session is going to focus on the service of reserves, not necessarily the nuts and bolts of Alma.  In Primo – the facets on the sides DO NOT include the course you searched, they are a narrowing or expansion of the search you preformed.  Facets are limited to content of 40 matches.

UW student directed reserves requests – used just as they would for instructor requests. Purchasing 30-40 items a quarter. PSU is purchasing for high volume courses (100 or more enrollment) without need for student requests – getting data from admissions, filling for the top 100 classes.  This is exactly what I had suggested with my ploy to get ASOSU to give us a grant or funding.  PPR (patron purchase request) adapted for Course Reserves – not yet but sounds like it could work except for the materials type being limited to book or journal.

WWU – concierge model, course reserves delivered through Canvas in a homegrown system.  Purchases are faculty driven. Course reserves became its own department, instead of being part of circulation.  Only using Alma for the temp location of reserves and the shortened loan periods – not using the course reading lists, course reserve tab in Primo and etc.  Running 2 systems, but good feedback and a 10% increase in submissions from faculty.  This feels like they are just doing double work to avoid using Alma instead of learning how to use Alma and adapt it to what they need.  It’s kind of like they’ve just given up on learning/using the system.  This is not a direction I would like to see us go – I’d much rather have us learn to use and adapt.

I might feel differently if we were doing eReserves and streaming and storage were a problem.

There library will cover the costs for copyright permissions when necessary – but costs haven’t been very high.  

Shelf Report Tool Lightning Talk – Kate Cabe

Excited to see if they have solved the call number range problem.  They have moved their ref collection fairly regularly and need to use the tool to fix inventory problems.

DANG- She just said “Range still isn’t working.” Fix for quarter 4 this year.  BLAH!!!

Set tool – but we know how to do that already!  Scan the barcodes you want to inventory, create set of the location you’re working with, add the set you created.

Alma APIs – Jeremy McWilliams L&C, Linda Akers LCC, Bill Kelm Willamette

API (application programming interface) – a back door designed to allow others to introduce code and mods. Get, Update, Post, Delete, Put or Read. The Ex Libris Developers Network has a huge amount of information.  Keys and code for you to use.  Create an application.  “I Want Hours” choose configuration API.  If it’s designed to make a change be sure to try it on a sandbox instead of production.  Get your results and then “get some code” for a sample to take with you and use to develop further.

Analytics API can get published analytics report – use it for new books, get a fund code report for your librarians, improve data visualization.  It doesn’t work the first time you try it. It is delayed so try it again!  It will work.

COCC is using the Bibs API to display study room availability.  Kelly – who is our person with Trey gone? Could this be useful to us?

Config API can be used to display hours as in the example in the first paragraph.  Can run any manual job programmatically or on a cron setting.  Also can be used with MD Import to load records for an import file.  David – Is this what you’re doing with the serials?

I need to learn more about this in all my spare time.

Courses API is super slow but can be used to allow faculty to place items on reserve from Primo GES links, can make a completely different staff input front-end, etc.

Task lists can let you update and view borrowing and lending requests.

Users API can be used for loading patrons, can also use it show ILL loans on the Primo display! Could also create your own DIY self-check machine with raspberry Pi….

Using it without a server is difficult.  YOu could set up a local machine to run PHP or another language

Linda Akers – Alma Analytics API for a browse-able interface for new books, picture books, on display, and other specialty collections.  Wow – their browse new books is BEAUTIFUL!!  **is Laurel Kristick still in charge of our new books page?**

Start by getting the key from the developer network, create the analytic report – be sure to include ISBN so you can pull in the google book covers!, Construct your URL – get the path from analytics location and add the shared location (see the powerpoint when we get it!), write code (PHP most likely), read the XML and pull the parts you want and write each title to the webpage.  It is SLOW and times out.  Not ALL fields can be queried, so not all info can be displayed.  Seasons numbers and multiple disc sets are hard.

Bill Kelm – how Willamette uses APIs – patron batch deletes, YBP acquisitions, WEST Holdings

Delete sheet – this kind of duplicates what April and I just created, but we’re just using Excel and Alma functions to achieve the same results.

The other items from Bill’s list are outside Circ’s responsibility, but his know-how is pretty useful so we could probably use them for a training tool!

No-PDS Authentication – Nathan Mealy

Patron Directory Services (it’s that 3 option authentication page we use).  Letting Primo decide and authenticate each patron.  Supports Shibb, LDAP, ALma, CAS

Parallel authentication profiles – provides 2 options to your user (Campus or community)

Cascading profiles (only works for Alma and LDAP) – if LDAP doesn’t work, it hops to Alma to double check without the user knowing.

Silent or auto login – single sign on through shib transfers to Primo.

Why? resolves known issue with quoted searches, local control of sign-in page and options, removes a potential point of failure, integrates well with the new Primo UI

If you use Shib – there’s not a single reason not to use this.

Implementation steps

  1. multiple profiles – campus and community patrons
  2. create a new profil in the authentication config wizard
  3. Choose shib (SAML) and alma (the Alma one is easy with no choices or inputs), set one as primary and one as secondary (Download Metadata for the shib one – this is the certificate that you supply to your Shib admin for the conversation)
  4. deploy
  5. change lables in the code tables – auth1, auth 2, error messages, submit and cancel buttons and etc.

Sounds really easy BUT we’ve had auth problems before so be careful! Can we test in a sandbox?

Dinner at the Slide Inn with the DD Team

There were creepy pictures, old clocks and this group of weirdos.

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Link

I had the opportunity to attend the Oregon Highe Education Susatainability Conference at Lane Community College last week.  I “live blogged” the event on Google Docs and had a good interactive time with my staff.  Click that link to see all the great things I learned there! ~Lori

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