Ex Libris Alma Education Catalog

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1 Ex Libris Alma Education Catalog Version 1.1

2 CONFIDENTIAL INFORMATION The information herein is the property of Ex Libris Ltd. or its affiliates and any misuse or abuse will result in economic loss. DO NOT COPY UNLESS YOU HAVE BEEN GIVEN SPECIFIC WRITTEN AUTHORIZATION FROM EX LIBRIS LTD. This document is provided for limited and restricted purposes in accordance with a binding contract with Ex Libris Ltd. or an affiliate. The information herein includes trade secrets and is confidential DISCLAIMER The information in this document will be subject to periodic change and updating. Please confirm that you have the most current documentation. There are no warranties of any kind, express or implied, provided in this documentation, other than those expressly agreed upon in the applicable Ex Libris contract. This information is provided AS IS. Unless otherwise agreed, Ex Libris shall not be liable for any damages for use of this document, including, without limitation, consequential, punitive, indirect or direct damages. Any references in this document to third-party material (including third-party Web sites) are provided for convenience only and do not in any manner serve as an endorsement of that third-party material or those Web sites. The third-party materials are not part of the materials for this Ex Libris product and Ex Libris has no liability for such materials. TRADEMARKS "Ex Libris," the Ex Libris Bridge to Knowledge, Primo, Aleph, Voyager, SFX, MetaLib, Verde, DigiTool, Rosetta, bx, URM, Alma, and other marks are trademarks or registered trademarks of Ex Libris Ltd. or its affiliates. The absence of a name or logo in this list does not constitute a waiver of any and all intellectual property rights that Ex Libris Ltd. or its affiliates have established in any of its products, features, or service names or logos. Trademarks of various third-party products, which may include the following, are referenced in this documentation. Ex Libris does not claim any rights in these trademarks. Use of these marks does not imply endorsement by Ex Libris of these third-party products, or endorsement by these third parties of Ex Libris products. Oracle is a registered trademark of Oracle Corporation. UNIX is a registered trademark in the United States and other countries, licensed exclusively through X/Open Company Ltd. Microsoft, the Microsoft logo, MS, MS-DOS, Microsoft PowerPoint, Visual Basic, Visual C++, Win32, Microsoft Windows, the Windows logo, Microsoft Notepad, Microsoft Windows Explorer, Microsoft Internet Explorer, and Windows NT are registered trademarks and ActiveX is a trademark of the Microsoft Corporation in the United States and/or other countries. Unicode and the Unicode logo are registered trademarks of Unicode, Inc. Google is a registered trademark of Google, Inc. Copyright Ex Libris Limited, All rights reserved. Web address: 2

3 Table of Contents 1 Ex Libris Alma Education Introduction Education in the Alma Lifecycle How This Catalog is Organized Training Options 8 2 Discover Alma Alma 100-level Classes 9 3 Implementation Tools Tutorials Configuration during Implementation 14 Introduction to Alma Configuration Migration 15 Alma Migration Form 15 The Physical to Electronic (P2E) Conversion Process 16 From SFX to Alma Alma Integrations 17 4 Alma Training Orientation 18 Introduction to the Alma Training Program 18 Introduction to Alma Navigation and Searching 19 Navigating in Alma 19 Searching in Alma User Management 20 Day-to-Day User Management Fulfillment 20 Working at the Circulation Desk 20 Physical Item and Move Requests 21 Course Reserves 21 Booking Requests 22 Digitization Requests 22 3

4 4.5 Resource Management 23 Creating Sets, Running and Monitoring Jobs 23 Metadata Editor and Cataloging Templates 23 Configuring External Search 24 Importing Bibliographic, Inventory and Order Records in Batch 24 Work Orders 25 Electronic Resources Conceptual Background Acquisitions 26 Acquisitions Conceptual Background 26 Purchasing Workflows 26 Receiving and Activation Workflows 27 Invoicing Workflows Administration Fundamentals 28 User Management: 29 Exporting Blocks, Fines, and Fees 29 Fulfillment: 29 Organizational Structure 29 Fulfillment: 29 Circulation Desks 29 Fulfillment: 29 Fulfillment Units 29 Fulfillment: 30 Additional Fulfillment Options 30 Resource Management: 30 Work Orders 30 Resource Management: 30 Local Search Indexes and External Search Resources 30 Resource Management: 30 Normalization Rules, Merge Methods and Match Methods 30 Resource Management: 30 Import Profiles 30 5 Alma Administrator Certification 32 6 Extended Training Alma Concepts Alma Community Zone Intro and Task List Resource Sharing Booking in Alma Operational Reports 39 4

5 6.5 Course Reserves Alma Link Resolver Normalization Rules in Alma Alma Requests Flow Uploading User Records Fiscal Period Closure Alma Analytics Managing Funds and Payments Managing Trials for Electronic Resources More on Resource Management Synchronizing Alma and a Digital Repository Integration with Self-Service Systems Alma Collaborative Networks 46 7 Ask the Alma Expert ALMA-AE-01: Ask the Alma Expert 47 8 New Release Education ALMA-NW-01: New Features in Alma Release ALMA-NW-02: Alma Show Me How 48 5

6 1. Ex Libris Alma Education Introduction Welcome to Ex Libris Alma, the next generation library services framework! Getting acquainted with Alma and ultimately mastering the system is a formidable challenge even for the most experienced librarians; a challenge that can also prove to be quite rewarding. Knowledge of Alma can be as broad and varied as the library profession itself, covering such areas as Acquisitions, Fulfillment, Resource Management, and General Administration. Each one of these areas consists of many subtopics that can be studied in great detail. These studies are only part of the picture, for there is no substitute for actual hands-on work with the system. You cannot learn Alma without using Alma (and vice versa). To help you along the way, we have put together an extensive Alma education program, and have placed at your disposal many educational resources covering everything Alma. We continue to develop additional resources all the time. We are dedicated to providing training that is relevant, comprehensive, timely, and costeffective. Our goal is to maximize the ROI and ease the adoption of Alma by delivering training that prepares your organization and staff to successfully deploy and use Alma. With Alma Training you can: Effectively plan for your Alma deployment Take advantage of flexible virtual training options Keep up-to-date on new features Ensure a successful rollout of Alma to managers and end users We wish you a happy and pleasant learning experience! 6

7 1.1 Education in the Alma Lifecycle Alma Training is at your service throughout the entire implementation lifecycle and beyond, after Go Live. Training is an integrative part of the project lifecycle during all phases of Alma implementation and deployment, providing training opportunities along the way for all three phases of the implementation project: Define, Build, and Deploy: During the Define and Build phases, Alma Training core courses are taken until Go Live. New features and enhancements of the basic knowledge gained are studied from the Deploy phase on. Alma Training is reviewed and updated periodically to align with Alma release updates and new features. 1.2 How This Catalog is Organized The Alma Training Catalog is organized according to where you are in the Alma lifecycle: Discover Alma these are the 101 classes - your first opportunity to see detailed explanations of specific areas of functionality within Alma. Alma Training Are you new to Alma? This collection of courses is a complete train the trainer package across all Alma workflows and functional areas, providing the foundation you need to become familiar with the basic practical functionalities of Alma. This training prepares the project team for review of the data and workflows in the production environment (containing customer data and configuration) which will be delivered at the beginning of the Build phase. Implementation Tools Tutorials these classes cover various topics related to implementing Alma in your library, such as configuring Alma to fit the needs of your institution, migrating from your legacy system to Alma, and setting up Alma to integrate with external systems. 7

8 2. Discover Alma Alma Administrator Certification Program This program is primarily intended for Alma users in the implementation phase close to Go Live, but may be taken by customers working Live with Alma. This 4-week online training program consists of Expert level configuration sessions, which prepare the system librarian to become a library champion, able to respond to Alma library configuration requests. The program runs on a monthly basis and will conclude with a final certification exam. Participants of this program will become Certified Alma Administrators. Life in Production Once you have successfully deployed Alma, where do you go from there? This collection of courses exposes you to other aspects of Alma to maximize the full potential of this powerful system. This includes: o Extended Training: Advanced Alma Topics and Supplementary Training, for after going live with Alma. o Ask the Alma Expert: A bi-weekly live Q&A session series your opportunity to ask about different topics and issues in Alma and receive high-level answers from our Alma Experts. o New Release Education: Notable topics in each upcoming release are demonstrated in short What s New videos, explaining what has changed and how to work with the new features. Additionally, Alma Show Me How is a collection of step-by-step walkthroughs in Alma, showcasing select new features. 1.3 Training Options Recorded sessions (Self-paced) Most of Alma Training is in the form of recorded sessions, to be found in the Ex Libris Learning Center. Recorded training is a cost effective alternative to traditional education delivery, providing access to training 24/7 from any computer. Created in short, targeted segments, on-demand training is perfectly suited for staff members who need immediate access to specific training. Live sessions Some of our training programs, such as Ask the Alma Expert, offer you the advantages of live instructor-led training without the expense and time associated with travel. These courses are a combination of lecture, demonstration, and hands-on activities to reinforce learning. Attendees participate remotely through WebEx and connect to our training environment via the internet to complete the hands-on activities. Walkthroughs Alma Show Me How showcases new features in each Alma release via stepby-step walkthroughs within the system. The next sections of this document describe the various Alma education programs. 8

9 2 Discover Alma 2.1 Alma 100-level Classes Prospects, new Alma users None Introduce various areas in Alma to prospects. Discover Alma classes are your first opportunity to see detailed explanations of specific areas of functionality within Alma, the Ex Libris unified Resource Management System. 2.5 hours ALMA-100 Code Course Name Course Alma 102 Intro to Dashboard A look at Alma's dashboard to learn more about analytics widgets, organizational workflows, and other features native to the user interface. 4 min. Alma 103 Repository Search Alma's unified approach to resource management begins with unified data. Course topics include searching the Institution and the Community Zone, beginning purchase workflows, as well as simple, advanced, and quick search features. 4 min. Alma 104 Acquisitions In this course, Alma's approach to acquisitions is discussed, specifically looking at Acquisition user roles, widgets, and workflows. 4 min. Alma 105 Metadata Management To familiarize users with Alma's metadata editor, this course details the handling of records, templates, external profile searches, and system automation. 9

10 Code Course Name Course Alma 106 Fulfillment A fundamental overview of Alma's Fulfillment features, including loans and returns, fines and fees, and main patron services. 3 min. Alma 201 Funds and Ledgers Learn more about the fundamentals of fund management and fund hierarchy in Alma. Alma 202 Vendors in Alma All you want to know about the structure of vendor records and vendor accounts in Alma. Alma 203 License Management Does Alma support the DL-ERMI standard for license management? Is it possible to customize license management in Alma? This course will give you all the info. Alma 204 Trials and Evaluations How can Alma help staff evaluate e- resource packages for subscription or renewal? See an overview of the rich functionality Alma offers in this critical area of e-resource management. Alma 205 Acquisitions Config Want to learn more about Alma customization? In this class you can take a peek at Alma 'under the hood' to see some Acquisitions related configuration options. Alma 301 MD Editor, pt. 1 Alma 302 MD Editor, pt. 2 As an adjunct to Alma 105, this class gives more detail about editing functions in Alma. This class goes into the specifics about help and alerts in Alma's Metadata Editor, viewing versions of a record, finding matches, and more. 4 min. 10

11 Code Course Name Course Alma 303 Authority Records How are authority records handled in Alma? Can Library of Congress Authority records be accessed from Alma? Can authority records be edited? Can I search for authority records? View this class if you want to know the answers to these questions. Alma 304 External Resources This course covers the many options available in Alma for copying records from external resources. 4 min. Alma 305 Normalization Rules Alma offers a powerful tool for creating rules for updating batches of records. See how you can create and utilize rules from the Metadata Editor. 4 min. Alma Paired Fields How can Alma help the cataloger manage these complex records? See further examples of Alma's out-of-the box normalization rules. Alma 401 Indexing Resource management configuration. Take another look at Alma under the hood and see the rich indexing functionality offered in Alma. Alma 402 Importing Learn how to import records from various sources in Alma. Alma 403 Repository Search, pt. 2 Want to learn about more options related to search functionality in Alma (after Alma 103)? See more options related to searching the Repository; setting prefilters options, facets, viewing options, and more. Alma 404 Managing Sets Watch and see how Alma's powerful Manage Sets functionality can help library staff make managing library resources just that much easier. 11

12 Code Course Name Course Alma 501 Intro to e-resources This class will introduce you to the concepts and options of searching and viewing e-resources from the Community Zone and the Institution Zone. Alma 502 Activating e-resources This class covers the step by step Alma wizard for activating e-resources in the local institution. Alma 503 Editing e-resources More about e-resource management. Options related to editing an e-resource package, or portfolio are explained in this class. Alma 504 CONSER Records Learn about CONSER records in Alma and the added value they give to your library catalog. Alma 601 Primo Integration, pt. 1 Alma and Primo have tight, integrated functionality. Watch this video to see options related to patron's requests, viewing 'My Account' details, and more. Alma 602 Primo Integration, pt. 2 See more functionality related to Alma Primo integration accessing e-resources or viewing digital files. Alma 603 Aspects of Fulfillment As an adjunct to Alma 106, see more about the basic concepts of Fulfillment in Alma - patron management, loans and returns, and fines and fees. Alma 604 Requests and Recalls What happens when a patron requests an item that is currently out on loan? Can a patron request an item for pickup at another library? All patrons? Curious? Watch this class to find out more about these options in Alma. Alma 605 Fulfillment Configuration Take this class to see the many configuration options available for managing Fulfillment in your library. 12

13 Code Course Name Course Alma 701 User Management Patron management in Alma. What are the options? What can be defined? Watch and learn. Alma 702 Roles and Authorizations All you wanted to know about roles, authorizations templates, and more in Alma. Alma 703 User Management - Role Templates Learn more about user management and creating, duplicating, and editing role templates. Alma 704 User Management Configuration Take this class to learn about configuration options related to fines and fees, patron groups, and more. 13

14 3. I mplement at ion Tools Tut orials 3 Implementation Tools Tutorials lessons to Alma concepts and workflows. Configuration during Implementation: 3 sessions, 1 hour Migration: 3 sessions, 1.5 hours This lesson describes the configuration process, including background information important for completing the Alma Configuration Form. Alma Configuration Form Implementation project team. 3.1 Configuration during Implementation Introduction to Alma Configuration Target Audience Implementation team, Functional area leads, Trainers. CI-01: Introduction to Alma Configuration AF-Intro: Introduction to Administration Fundamentals 26 minutes ALMA-CI-02 OC-02: Introduction to Alma 11 minutes ALMA-CI-01 able to describe the different stages of the configuration process in Alma, better understand the next sessions of the configuration course, and make more informed decisions related to migration and configuration. able to complete the Alma configuration form on behalf of their institution. This session describes how to complete specific tabs and tables of the Alma Configuration Form. 14

15 Alma Configuration Form (Cohort) Implementation project team (in institutions part of a cohort). CI-01: Introduction to Alma Configuration AF-Intro Introduction to Administration Fundamentals 3.2 Migration Alma Migration Form Implementation team, functional area leads, trainers. CI-01: Introduction to Alma Configuration minutes 16 minutes ALMA-CI-03 ALMA-CI-02-Cohort able to complete the Alma configuration form on behalf of their institution, which is part of a cohort. This session describes how to complete specific tabs and tables of the Alma Configuration Form, for institutions who are implementing Alma as part of a cohort. able to fill in the Alma Migration Form. This session provides an introduction to filling in the Alma Migration Form. Three recordings are available, according to the legacy ILS migrated: Voyager, Aleph and non-ex Libris ILS.

16 The Physical to Electronic (P2E) Conversion Process Target Audience Implementation team, functional area leads, trainers. OC-02: Introduction to Alma 32 minutes ALMA-CI-04 Participants who complete this course will learn how electronic resources originating in the integrated library system are migrated to Alma. This session provides a deep understanding of the Physical to Electronic resource migration process, and touches on requirements, migration processes, and system/business logic for the conversion of electronic resources. From SFX to Alma Target Audience Implementation team, functional area leads, trainers (in legacy SFXusing institutions). OC-02: Introduction to Alma 9 minutes ALMA-CI-05 Participants who complete this course will better understand how Ex Libris migrates their data from SFX to Alma. In this short session, we will discuss how SFX data is extracted, converted, and displayed in the Alma User Interface after migration.

17 3.3 Alma Integrations Integrations decision makers and staff working on setting up the integrations Alma Training 2-5 minutes per clip Basic Alma-Intg able to decide which integrations to implement and have a general idea about how the integration is set up. These clips provide a brief overview of Alma's integrations with various external systems to help you decide which integrations to implement. The following clips are available: Student Information System Import and update user information from your SIS into Alma. External Resources Search Search for bibliographic records in external resources to import into Alma or to merge or overlay with existing records. Resolver Proxy Connect to content-providers through a proxy server that ensures authorized access to fulltext materials. Collect and track progress of the setup and testing of integrations with third party external systems in Alma. EOD Import Import inventory orders into Alma from a vendor with embedded order data (EOD). Self-Check Machines Integrate Alma with SIP-2 compliant selfcheck machines, allowing patrons to check-in and check-out library items on their own. LDAP Authentication Authenticate staff users via institutional LDAP (Lightweight Directory Access Protocol) using a secure connection. Repository Import Import bibliographic records and, optionally, create physical and/or electronic inventory using the Repository Import. EDI (Electronic Data Interchange) Alma uses the EDI (Electronic Data Interchange) format to send orders and receive invoices via the vendor s FTP server. SAML-Based User Authentication Alma users can sign in once and be recognized in all other applications without requiring additional authentication using the SSO (Single Sign On). Finance Invoices and purchase orders can be exported from Alma to the institutional Enterprise Resource Planning (ERP) and payment information can be imported from the ERP to Alma. How to Fill in the Integration Form 17

18 3. AlmaInitial Courses 4 Alma Training Alma Training includes introductory lessons to Alma concepts and workflows. Orientation: 2 sessions, 23 minutes Navigation and Searching: 2 sessions, 13 minutes User Management: 1 session, 14 minutes Fulfillment: 5 sessions, 1 hour Resource Management: 6 sessions, 1 hour Acquisitions: 4 sessions, 1.5 hours Administration Fundamentals: 16 sessions, 2 hours 4.1 Orientation Introduction to the Alma Training Program Target Audience Implementation team, Acquisitions area lead, Purchasing, Receiving, Invoice and Electronic Resources Managers, Trainers. None 11 minutes ALMA-OC-01 Recognize how training will be delivered to you Identify the different stages of training. Introduces the Alma training program; describes how and when training occurs during different phases in implementation. Introduction to Alma Implementation team, Acquisitions area lead, Purchasing, Receiving, Invoice and Electronic Resources Managers, Trainers. None 12 minutes. ALMA-OC-02 Understand the needs that led to the development of Alma Understand the key functional areas of Alma Understand the general workflow concept Understand the Alma deployment and release model 18

19 A high-level overview of Alma to answer the question "What is Alma?" Searching in Alma All Alma users. None. 4.2 Navigation and Searching 7 minutes Navigating in Alma Target Audience All Alma users. OC-02: Introduction to Alma 6 minutes ALMA-NS-02 After this session, you will be familiar with Alma s quick search and repository search, using the simple and advanced search. Discusses quick search and repository search (simple and advanced). ALMA-NS-01 Navigate in Alma Use the Alma Menus Add/Remove widgets from the home page A look at the Alma homepage and navigating, persistent menu elements and widgets.

20 4.3 User Management Day-to-Day User Management Implementation team, fulfillment area lead, user administrator, user manager, trainers. OC-02: Introduction to Alma NS-01+02: Navigating and Searching in Alma AF-UM-01: User Management Basics 14 minutes ALMA-UM-01 Search for and update user records Create new user records Assign roles / role profiles to users Purge user records Load a list of users and assign circulation desk roles automatically Conduct bulk fine waiving Manage user record sets Utilize user identifier types for uploading sets of users Working with user records: creating, editing and assigning roles. Other options: purge, loading operators, bulk fine waiving, user sets. 4.4 Fulfillment Working at the Circulation Desk Circulation Desk Manager, Circulation Desk Operator, Circulation Desk Operator Limited. UM-01: Day-to-Day User Management AF-UM-01: User Management Basics AF-FL : Fulfillment Administration Fundamentals 13 minutes ALMA-FD-01 Conduct transactions: loans, renewals, returns Manage fines and fees Common circulation desk activities: loans and renewals, returns, paying fines and fees, and aspects of patron management for circulation desk staff. 20

21 Physical Item and Move Requests Requests Operator role (for access to Pick from Shelf list, Active Hold Shelf, Expired Hold Shelf, Monitor Requests workbench); Fulfillment Manager or Operator (for access to Monitor Requests workbench). OC-01: Introduction to Alma NS-01+02: Navigating and Searching in Alma UM-01: Day-to-Day User Management AF-UM-01: User Management Basics 12 minutes ALMA-FD-02 Create and process patron hold requests for physical items and permanent/temporary moves. Use the active & expired hold shelf functionality Monitor requests End-to-end requesting workflow in Alma: how to place, manage and monitor hold and move requests, including active and expired hold shelves. Course Reserves Implementation team, fulfillment area lead, user administrator, user manager, trainers. NS-01+02: Navigating and Searching in Alma FD-02: Physical Item and Move Requests FD-05: Digitization Requests 12 minutes ALMA-FD-03 Understand the course reserves workflow and terminology Create and manage course records and reading lists Rapidly add items in a reading list using scan-in items or repository search Manually add citations to a reading list and choose an action to fulfill citations 21

22 Examines the workflow used to create and manage course reserves, including details on how to create course records and reading lists, and how to fulfill citations on the reading list. Digitization Requests Implementation team, fulfillment area lead, circulation desk manager, trainers. Booking Requests Implementation team, fulfillment area lead, circulation desk manager, trainers. NS-01+02: Navigating and Searching in Alma FD-01: Working at the Circulation Desk FD-02: Physical Item and Move Requests NS-01+02: Navigating and Searching in Alma FD-01: Working at the Circulation Desk FD-02: Physical Item and Move Requests 7 minutes ALMA-FD-04 Create booking requests 7 minutes ALMA-FD-05 Understand the difference between full and partial digitization requests Create and process digitization requests Focuses on the workflows related to creating and managing digitization requests. Manage booking requests Understand how loans work when an item has been booked for use Looks at booking request workflows and functionality: how to create booking requests, as well as manage and monitor them.

23 4.5 Resource Management Creating Sets, Running and Monitoring Jobs General administrator, cataloger, catalog manager/administrator, electronic/digital inventory operator, repository manager, requests operator, purchase order operator/manager, acquisitions administrator, fulfillment administrator, user manager/administrator NS-01+02: Navigating and Searching in Alma 15 minutes ALMA-RD-01 Differentiate between logical and itemized sets Create sets of search results Run and monitor jobs using saved sets Create sets for other areas in Alma such as Acquisitions, Fulfillment and User Management Creating logical and itemized sets of different content type (bibliographic, inventory, acquisitions, etc.). Running batch jobs on sets. Metadata Editor and Cataloging Templates Implementation team, Resource Management area lead, Repository, Cataloging and Purchasing Manager, trainers NS-01+02: Navigating and Searching in Alma 19 minutes ALMA-RD-02 Understand basic Alma metadata editing workflows Create and edit records using Metadata Editor s toolbars and shortcuts Use templates to create and edit records Use authority control Conduct searching using Alma internal and external resources Introduces working in the Metadata editor, creating and editing bibliographic records, adding holdings and inventory, using look-up for authorities headings, and creating templates. 23

24 Configuring External Search Catalog Administrator OC-02: Introduction to Alma NS-01+02: Navigating and Searching in Alma RD-02: Metadata Editor and Cataloging Templates 5 minutes ALMA-RD-03 Describe the external search configuration process in Alma Step-by-step instructions for configuring external search profiles in Alma, useful for copy cataloging. Importing Bibliographic, Inventory and Order Records in Batch Run imports: Catalog managers, purchasing operators and purchasing managers; edit inventories: electronic inventory operator, physical inventory operator OC-02: Introduction to Alma NS-01+02: Navigating and Searching in Alma 8 minutes ALMA-RD-04 Run and monitor an import Handle loading and matching import issues Discusses functionality and use case scenarios of three types of batch import profiles: Repository, New Order (EOD), and Update Inventory (Shelf-Ready), running and monitoring imports, and resolving import issues. 24

25 Work Orders Work order operator, digital/electronic inventory operator, fulfillment services manager/operator, physical inventory operator, purchasing manager/operator, repository manager, requests Operator OC-02: Introduction to Alma NS-01+02: Navigating and Searching in Alma FD-02: Physical Item and Move Requests Electronic Resources Conceptual Background Manage and configure e- resources: electronic inventory operator; delete privileges: electronic inventory operator extended NS-01+02: Navigating and Searching in Alma 15 minutes ALMA-RD-06 8 minutes ALMA-RD-05 Create and manage work orders Creating and processing work orders (staffinitiated requests for internal processing of physical inventory). Identify electronic resource elements and terminology Understand the levels associated with electronic resource types and how to navigate each level Understand how linking in the Community Zone is Important Terminology and data model: electronic collection, portfolio, service; Community Zone; navigating e-resources in the Alma interface; local and standalone e-resources. 25

26 4.6 Acquisitions Acquisitions Conceptual Background Implementation team, acquisitions area lead, purchasing, receiving, invoice and electronic resources managers, trainers OC-02: Introduction to Alma NS-01+02: Navigating and Searching in Alma 11 minutes ALMA-ACQ-01 Have high-level knowledge of the Acquisitions process for the purchasing, receiving, and invoicing of materials Understand acquisitions infrastructure data and vendor records, funds and ledgers, and license information Introduces acquisitions workflows for purchasing, receiving/activation, and invoicing, as well as Acquisitions infrastructure data and records that must be in place for vendors, funds and ledgers, and licenses. Purchasing Workflows Implementation team, Acquisitions area lead, Purchasing, Invoice and Electronic Resources Managers NS-01+02: Navigating and Searching in Alma RD-06: Electronic Resources Conceptual Background ACQ-01: Acquisitions Conceptual Background 30 minutes ALMA-ACQ-02 Create a one-time order, a subscription order, and orders for other types of materials Understand the statuses a PO line can go through and how a PO line is packaged into a purchase order (PO) Understand the manual and automatic options for creating a PO line Shows the workflow for ordering a one-time print book and print subscription, as well as the purchasing variations for electronic resources, gift materials, or ordering without inventory. Discusses the purchasing stages for a PO line during the purchasing process. 26

27 Receiving and Activation Workflows Implementation team, Acquisitions area lead, Purchasing, Receiving, Invoice and Electronic Resources Managers, Trainers NS-01+02: Navigating and Searching in Alma RD-02: Metadata Editor and Cataloging Templates RD-04: Importing Bibliographic, Inventory and Order Records in Batch RD-06: Electronic Resources Conceptual Background ACQ-01: Acquisitions Conceptual Background ACQ-02: Purchasing Workflows 26 minutes ALMA-ACQ-03 Receive one-time materials Perform post-receiving work Receive subscriptions and create items at the same time Shows the workflow for receiving one-time print book, print subscriptions, and other print materials, as well as the activation workflow for electronic resources. Invoicing Workflows Implementation team, acquisitions area lead; purchasing, receiving, invoice and electronic resources managers, trainers NS-01+02: Navigating and Searching in Alma RD-02: Metadata Editor and Cataloging Templates RD-04: Importing Bibliographic, Inventory and Order Records in Batch RD-06: Electronic Resources Conceptual Background ACQ-01: Acquisitions Conceptual Background ACQ-02: Purchasing Workflows ACQ-03: Receiving and Activation Workflows 28 minutes ALMA-ACQ-04 Activate electronic resources via the activation task list 27

28 Participants who complete this course will be Describe the invoice process Create and review invoices Understand tax options for invoices Approve invoices Pay invoices Focuses on manual and EDI invoicing workflows that are available including following the process from creation of an invoice through processing where the invoice can be reviewed, approved, and paid. Shows different tax options that are available for invoicing and payment. 4.7 Administration Fundamentals Implementation team, Administrator roles, Workflow decision makers, Managers, trainers OC-02: Introduction to Alma 2 hours ALMA-AF Administration Fundamentals sessions are designed to help you understand the configuration possibilities and options available in Alma, the implications, considerations, advantages, and disadvantages of those configuration possibilities in order to help you make informed decisions about implementing workflows in Alma. Administration Fundamentals sessions prepares project team for review of the data and workflows in the production environment (containing customer data and configuration) which will be delivered at the beginning of the Build phase.

29 Code Course Name ALMA-AF-Intro Administration Fundamentals Introduction An overview of the goals and objectives of the Administration Fundamentals training 4 min. ALMA-AF-UM-01 User Management: Basics Discusses some basic user management concepts and configuration options: Account Type, Record Type, Roles and Scopes, User Groups, and Job Categories 11 min. ALMA-AF-UM-02 User Management: Creating and Updating User Records A discussion of alternative methods for creating and updating external user records, including the User Integration (SIS) and API. Also includes a brief discussion of SFTP 12 min. ALMA-AF-UM-03 User Management: Exporting Blocks, Fines, and Fees Discusses configuration of two integration profiles and an API that can be used for exporting user blocks, fines and fees 11 min. ALMA-AF-FL-01 Fulfillment: Organizational Structure Discusses the organizational hierarchy in Alma: Institution, Libraries and Locations. Also discusses: Calendars, Fulfillment relationships between libraries, and Campuses 9 min. ALMA-AF-FL-02 Fulfillment: Circulation Desks Configuration considerations related to circulation desks, printers, and remote storage 9 min. ALMA-AF-FL-03 Fulfillment: Fulfillment Units Configuration considerations related to patron loans and requests: Fulfillment Units, Fulfillment Unit Rules, Terms Of Use, and Policies 29

30 Code Course Name ALMA-AF-FL-04 Fulfillment: Additional Fulfillment Options Additional fulfillment configuration possibilities: Auto loan renewals, Lost loan profiles, Loan limits, Digital fulfillment possibilities, Display logic rules (Primo), General Electronic Services (Primo), and Notifications 6 min. ALMA-AF-RM-01 Resource Management: Work Orders Overview and configuration considerations of Work Orders: Types, Departments, and Statuses 7 min. ALMA-AF-RM-02 Resource Management: Local Search Indexes and External Search Resources Local Search Indexes External Search Resources ALMA-AF-RM-03 Resource Management: Normalization Rules, Merge Methods and Match Methods Topics related to managing bibliographic records and metadata: normalization rules, merge methods, and match methods. 13 min. ALMA-AF-RM-04 Resource Management: Import Profiles Profiles for batch import of bibliographic, inventory and order records. (Same as ALMA-AF- ACQ-01). 8 min. ALMA-AF-RM-05 Resource Management: Authorities Global authorities, local authorities, and batch processes relevant for authorities 9 min. ALMA-AF-ACQ-01 Acquisitions: Import Profiles Profiles for batch import of bibliographic, inventory, and order records. (Same as ALMA-AF-RM- 04). 8 min. ALMA-AF-ACQ-02 Acquisitions: Acquisition Workflow Rules Configuration of optional validation checks for acquisitions workflows: Purchasing Review Rules, Invoice Review Rules, and Invoice Approval Rules. 9 min. 30

31 Code Course Name ALMA-AF-ACQ-03 Acquisitions: Finance Integration Integration with institutional ERP: export invoices, import payment confirmation, export orders, and fund allocation loader 7 min. 31

32 4. Alma A dministrator Certificati on 5 Alma Administrator Certification This 4-week online training program consists of over 20 expert level configuration sessions that prepare you as a system librarian to become a library champion, able to respond to Alma library configuration requests. The program runs on a monthly basis, and concludes with a final certification exam. Participants of this program become Certified Alma Administrators. Target Audience Implementation team, functional area leads, trainers. Alma Training 22 hours Advanced Web-based recorded session 4 practice and review interactive quizzes Online certification exam Code Course Name Course Alma-CRT- UM01 Cert. User Management 01 Roles and Scopes Templates and Rules User Record Types User Groups and Job Categories User Record Type Mappings User Name Display 43 min. Alma-CRT- UM02 Cert. User Management 02 Registration Rules Statistical Categories Fines/Fees Behavior Reasons for Waiving Fine/Fee User ID Generation Other Settings 49 min. 32

33 Code Course Name Course Alma-CRT- UM03 Cert. User Management 03 Integration Profiles: S/FTP SIS Bursar 4 Alma-CRT- FUL01 Cert. Fulfillment 01 Institution, Libraries, Locations, Calendars, Transit Times, Relationships, Campuses 62 min. Alma-CRT- FUL02 Cert. Fulfillment 02 Manage circulation desks Configure printers Manage remote storage. 57 min. Alma-CRT- FUL03 Cert. Fulfillment 03 Participants who complete this course will be able to fully configure the terms of use for the items of a given location: Fulfillment Units TOU Rules Policies 90 min. Alma-CRT- FUL04 Cert. Fulfillment 04 Fulfillment troubleshooting: investigate and resolve various fulfillment related problems. 36 min. Alma-CRT- FUL05 Cert. Fulfillment 05 Participants who complete this course will be able to configure: Blocks Renewals Lost Loans Requests Limits 48 min. 33

34 Code Course Name Course Alma-CRT- FUL06 Cert. Fulfillment 06 Participants who complete this course will be able to configure: Digitization Departments Digitization Profile Rules Access Rights Electronic Document Delivery Rules 33 min. Alma-CRT- FUL07 Cert. Fulfillment 07 Participants who complete this course will be able to configure: Display Logic Rules Labels Related Records Direct Linking General Electronic Services Ordering resource display: P and E 60 min. Alma-CRT- FUL08 Cert. Fulfillment 08 Participants who complete this course will be able to configure: Courses and Reading Lists Processing Departments Academic Departments Additional Reading List Citation Statuses Course Terms 17 min. Alma-CRT- FUL09 Cert. Fulfillment 09 Participants who complete this course will be able to configure: Partners Workflow Profiles Copyrights Rota Templates & Assignment Rules Locate Profiles Shipping Cost Lender and Shipping Cost Borrower Rules Sending Borrowing Request Rules Article Form Mandatory Fields Book Form Mandatory Fields 77 min. 34

35 Code Course Name Course Alma-CRT- FUL10 Cert. Fulfillment 10 Participants who complete this course will be able to configure: Letter s Letter Activity Customize Letters XML To Letter Admin Notification Template 39 min. Alma-CRT- RES01 Cert. Resource Management 01 This course covers the following topics: Work Order Types Work Order Departments Work Order Statuses 62 min. Alma-CRT- RES02 Cert. Resource Management 02 This course covers the following topics: Search Indexes: Customization & Local Fields External Search: Resources & Profiles 2 Alma-CRT- RES03 Cert. Resource Management 03 Participants who complete this course will be able to create and apply normalization rules for MARC records. 90 min. Alma-CRT- RES04 Cert. Resource Management 04 This session covers the following topics: Metadata Configuration Controlled Vocabulary 21 min. Alma-CRT- RES05 Cert. Resource Management 05 Participants who complete this course will be able to configure import profiles and run imports for bibliographic records and inventory. 51 min. Alma-CRT- RES06 Cert. Resource Management 06 This course covers the following topics: Provenance Codes Accession Numbers E Task Statuses Call Number Parsing Barcode Generation Templates Physical Item Sort Routines 29 min. 35

36 Code Course Name Course Alma-CRT- ACQ01 Cert. Acquisitions Configuration 01 This course covers the following topics: Import Profiles - New Order (EOD) Update Inventory (Shelf Ready) 38 min. Alma-CRT- ACQ02 Cert. Acquisitions Configuration 02 Participants who complete this course will be able to define and configure the various acquisition rules: Purchasing Review Invoice Review Invoice Approval 29 min. Participants who complete this course will be able to configure and manage the miscellaneous acquisitions aspects described below: Miscellaneous Reporting Codes PO Line Types Alma-CRT- ACQ03 Cert. Acquisitions Configuration 03 VAT Codes Fund and Ledger Fiscal Period 28 min. Receiving Department Validations Licenses Other Settings Purchasing Review Invoice Review Invoice Approval 36

37 5. Exten ded Tr aining 6 Extended Training 6.1 Alma Community Zone Intro and Task List Advanced Alma users 6.0 Alma Concepts Implementation team, functional area leads, trainers. OC-02: Introduction to Alma 30 minutes. ALMA-OC-03 able to describe the Alma approach to: Catalogs, inventories, and users Workflow lifecycles Provides an introduction to the concepts and structure of Alma. Alma Training 23 minutes Intermediate Alma-CZ-101 Search for electronic resources in the community zone Work with the CZ update tasks list The Alma Community Zone (CZ) is a shared repository for all Alma users. It includes authority records, bibliographic metadata, and an electronic materials knowledge base. In this lesson you are introduced to the CZ, learn how it impacts your library's inventory, and how to work with the CZ updates task list. 37

38 6.2 Resource Sharing 6.3 Booking in Alma Advanced Alma users, Fulfillment Services Operator, Fulfillment Service Manager Advanced Alma users None 22 minutes Alma Training Intermediate 72 minutes Intermediate Alma-ResourceSharing able to handle an ILL workflow from the initial request until the item s return on both borrower and lender sides. A thorough overview of resource sharing and inter-library loans in Alma, covering the following topics: Resource Sharing Resource Sharing Concepts Resource Sharing Process Demonstration Alma-Booking Configure booking in Alma Handle a booking workflow from start to finish Library patrons can make sure they have the items they need on time, by using advanced booking. Bookings can be made either by the patron in Primo or by the staff user in Alma. Booking functionality is demonstrated, showing its different options and configurations. Resource Sharing ART and 38

39 6.4 Operational Reports 6.5 Course Reserves Advanced Alma users Advanced Alma users None Alma Training 38 minutes 65 minutes Intermediate Intermediate Alma-OperationalReports Alma-CourseReserves Monitor jobs and processes. Produce lists of users, or of items filtered by advanced search criteria. An overview of the different reports that can be produced from Alma (without Alma Analytics), such as monitoring processes, getting users information, and performing advanced search queries. Manage university courses in Alma Create reading lists for courses including citations and catalog records These lessons cover the management and workflow of university courses in Alma, covering course management, reading lists, and citations. Course management Reading lists Citations 39

40 6.6 Alma Link Resolver Advanced Alma users 6.7 Normalization Rules in Alma Alma Training Advanced Alma users 63 minutes Alma Training Intermediate 41 minutes Intermediate Alma-LinkResolver Find relevant electronic services for your institution Configure service menu Troubleshoot link resolving issues. The Alma Link Resolver ensures that library patrons get the right links to library owned electronic content. This lesson provides an indepth overview of link resolving in Alma, including detailed demonstrations. Alma-NR Create normalization rules for bibliographic records Run a normalization process to change a whole set of records This lesson demonstrates how to create and use normalization rules. You can change a whole set of records by running a normalization process on a set. 40

41 6.8 Alma Requests Flow 6.9 Uploading User Records Advanced Alma users Advanced Alma users None None 61 minutes 20 minutes Intermediate Intermediate Alma-RequestsFlow Alma-UserImport Handle a patron holding request from start to finish Handle a digitization request from start to finish This lesson presents the complete workflow of requests in Alma, from initial configuration to troubleshooting of the request. The lesson focuses especially on patron holding requests and digitization requests. Import users into Alma from your institution s student information system Set up an automatic process that updates user records regularly. In this lesson we learn how to import new user records into Alma from an external system, such as in your Student Information System, and how to set up an automatic process that updates the records.

42 6.10 Fiscal Period Closure 6.11 Alma Analytics Advanced Alma users Alma Analytics users Alma Training Alma Training 34 minutes 134 minutes Intermediate Intermediate Alma_FPC AL-Analytics-101 Rollover Funds and Ledgers at end of fiscal period Rollover PO Lines at end of fiscal period Time to close the previous fiscal period and start a new one? This lesson shows you how to roll over the funds, ledgers, and purchase order lines to the next fiscal period in Alma. Rollover Funds and Ledgers Rollover PO Lines able to produce and view reports using Alma Analytics: Connect and navigate around Alma Analytics environment Modify canned reports (broken up to subject areas) Create new reports from scratch Make reports available to staff users in Alma This course is an introduction to Alma Analytics, demonstrating basic actions performed in Alma Analytics. 42

43 6.13 Managing Funds and Payments Invoicing Workflows Implementation team, Acquisitions area lead, Purchasing, Invoice and Electronic Resources Managers, trainers A Little about Fiscal Period Close Implementation team, Acquisitions area lead, Purchasing, Invoice and Electronic Resources Managers, trainers MF-04: Synchronizing with ERP Systems 26 minutes MF-01: Fund Management 1:41 minutes ALMA-MF-05 ALMA-MF-02 able to process an invoice: from creation through payment. Focuses on the available invoicing workflows, including follow the process from creation of an invoice through processing where the invoice can be reviewed, approved, and paid. able to close a fiscal period (on an introductory level). Introduces Fiscal Period Close 43

44 6.14 Managing Trials for Electronic Resources implementation team, resource management and acquisitions area leads, electronic resources and trials managers, trainers none 18 minutes ALMA-MF-02 able to create and manage a trial for an electronic resource. Trials allow a select group of people access to an electronic resource for a trial period to decide on purchase. This session demonstrates how trials for electronic resources may be managed in Alma More on Resource Management Resource Management Fundamentals Implementation team, Resource Management area lead, Repository, Cataloging and Purchasing Manager, trainers OC-02: Introduction to Alma OC-03: Alma Concepts NS-01+02: Navigating and Searching in Alma 30 minutes ALMA-RD-00 Use the fundamentals learned within to perform resource management tasks Create and use normalization rules Discusses the repository's data structure, including the inventory model for physical, electronic, and digital resources. 44

45 Import Profiles and Patron Driven Acquisitions Implementation team, Resource Management and Acquisitions area leads, Repository, Cataloging Purchasing and Invoicing Managers, trainers AA-01+02: Acquisitions Fundamentals 15 minutes Intermediate ALMA-MR-01 able to create import profiles for PDA orders run a patron-driven acquisition from start to finish. Discusses import profiles as it relates to patron-driven acquisitions, how titles in this repository file are published to the discovery layer to be accessed by patrons, how access is monitored by the vendor, and what happens when thresholds are exceeded Synchronizing Alma and a Digital Repository Synchronizing with ERP Systems Implementation team, Acquisitions area lead, Purchasing, Invoice and Electronic Resources Managers, trainers MF-03: Invoicing and Tax 14 minutes ALMA-MF-04 able to export invoices to and import payment information from an ERP system. Focuses on profiles and processes for exporting invoices from Alma to an ERP system along with importing payment information from the ERP system. 45

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