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April 4, 2016

Alliance News April 2016

Program & Team Updates


Assessment

The Primo Assessment Joint Working Group (PAJWG) is charged with evaluating Primo 5 in relationship to known problems and limitations of the current Primo. In a nutshell, we were asked to answer the question “Does Primo 5 solve all of the issues people currently have with Primo?” To create a full picture of Primo 5, we have been collecting information from existing data sources such as the Priority Support Issues list, system enhancement requests, and the customizations toolkit list. We are creating additional data sources where necessary to fill information gaps (e.g., the Reference and Instruction survey and the Clark usability work). We have also conducted interviews with experts in key areas to inform our understanding of Alliance needs.  

The Primo 5 Overview of data sources with associated evaluation information, including timelines and implications for transitioning is available on the PAJWGwebsite. The P5 Overview is a living document that we are updating as information becomes available.

Each Alliance institution will decide when to transition to Primo 5. We hope this clearinghouse will help inform those transition decisions and help to minimize unnecessary duplication of work at the institutional and consortial level.

To state the obvious; our strength as an Alliance is that we share. If you know of work that would be beneficial to include in the P5 Overview, please emailmichele.burke@chemeketa.edu directly, or communicate with any member of the PAJWG. Our group relies on input and contributions. We are also happy to answer questions, and to provide more granular detail when possible. We would love to hear from you.
 

Collaborative Workforce

CW Team
The CW Team is working on a report based on the findings of the collaborative workforce inventory performed this winter. The inventory was the first step to analyze current work carried out by Alliance teams, working groups, and groups and map to the Collaborative Workforce Model. 

Technical Services Working Group
TSWG has been busy reviewing reports from groups and discussing next steps: The Authority Control Group released their Phase 1 report (March 2016) detailing current authority control functionality in Alma, summarizing institution responses to a survey on authority control, and detailing the group's next steps. 
 

Content Creation & Dissemination

Data Sets Open Calls
Research Data Management in Alliance Libraries: An Environmental Scan
 
The Orbis Cascade Alliance Data Sets Exploration Working Group of the Content Creation & Dissemination Team invites all interested members of Alliance libraries to participate in a moderated open discussion on research data management activities and services at their institutions. We want to hear about your institution’s experiences with data management. We will be holding two open discussions:
 
     Thu, Apr 21, 2016 9:00 AM - 10:00 AM Pacific Standard Time 
     You can also dial in using your phone: 408-650-3123 (Access Code: 655-995-629)
 
     Tue, Apr 26, 2016 9:00 AM - 10:00 AM Pacific Standard Time
     You can also dial in using your phone: 571-317-3122 (Access Code: 333-124-477)

Archival Collection Management Working Group Appointed
The Content Creation & Dissemination Team has re-deployed its Archival Collection Management Group. The group is charged to work between now and the end of June to develop the implementation plan for ArchivesSpace at the Alliance. The Alliance will be migrating from Archivist's Toolkit to ArchivesSpace over the course of FY17-18.
 
Working Group members are:
  • Eva Guggemos, Pacific University (chair)
  • Nathan Georgitis, University of Oregon
  • Mark Carlson, University of Washington 
  • Tony Kurtz, Western Washington University
  • Jodi Allison-Bunnell, Alliance (ex officio)
 

Discovery & Delivery

Renormalization/Re-indexing
A production renormalization/re-indexing process was conducted from March 18 - March 21 on the Alliance’s Primo production environment to implement normalization rule changes (outlined below).  The process went smoothly, and Alma updating was caught up by Monday evening at 5pm.  The time required for just the renormalization/dedup/re-indexing process was 77 hours, 20 minutes.

Normalization Rules
The Normalization Rules Working Group led the successful implementation of a new set of changes to the Alliance’s Primo normalization rules.  Those changes included:
  • Removal of non-LC subjects from the existing “Subjects” field and relabeling to “LCSH and PCI subjects”.
  • Removal of local genre/form terms from the existing “Local Subjects” field.
  • Display of MeSH subjects in new “MeSH subjects” field
  • Display of non-LC, non-MeSH subjects in two new “Additional subjects” fields (selected, all).
  • Display of genre/form terms in two new genre display fields (Genre/form, MeSH genres).
  • Display of added entries in two new display fields (Includes, Related works and collections).
  • Three new facets for genre and subject terms (MeSH subjects, MeSH genres, LCGFT genres).
  • eNewspapers add to the A-Z list (for institutions that did not opt out).
  • Prevent CKB records from deduplicating against NZ records.
  • Improvements to course instructor name display.
  • Improvements to citation publisher and city of publication data.
  • Invalid creation dates removed from search and facet indexes.
  • Improved display of qualified names.
  • Punctuation used for local authors in MARC 953 field has been made consistent with MARC 710.
If you have any questions about these changes, please contact NRWG chair Lesley Lowery (loweryl@wwu.edu).

Courier
Bookbands are being printed and should be going out to libraries soon.

Summit Working Group
The rota changes proposed by the Summit Working Group and approved by the Discovery and Delivery Team are now in the Alma production environment. A quick overview about what this means and why it is important:

Summit borrowing and lending is predicated on Alliance libraries lending as many items as they borrow. We strive to maintain a 1:1 borrowing-to-lending ratio, but local demand levels change over time. It’s important to periodically review these levels and make adjustments as needed, which is done by moving libraries higher or lower in the rota, the ranked order of libraries which determines how lending requests are distributed throughout the Alliance. If two libraries own the same book and one of those libraries is higher in the rota, that higher library will receive the request first, whereas the second library will only get it if the first one rejects it.

There are limits on how far a library can move up or down in the rota in any given review cycle, because significant changes to a library’s ranking can create staffing and workflow problems. The Summit Working Group reviewed the analytics information for both the past six- and twelve-month cycles, and made rota move recommendations based on the six-month numbers (those numbers appear to accurately reflect the current borrowing and lending activities post-Summit 3 implementation). Moving forward, the rota will be reviewed and adjusted (as needed) every 6 months, in January and July.

Special thanks goes to Erin Bledsoe (CWU) and Julie Carter (Whitman) for reviewing all the data and providing insightful recommendations, and to Ray Henry and Al Cornish for implementing these changes without causing any disruptions of service.

 

Shared Content

Alma Network Zone Licensing Test Coming Soon
The Shared Content Team has a working group examining the use of the Alma Network Zone to create efficiencies for managing electronic resources. 
 
The group is planning to test the display of license terms soon (date TBD). The ProQuest license covering the DDA program is coded in the Alma NZ, and it will be linked to the Ebook Library collection of titles in the NZ. This action will enable users to view rights for interlibrary loan, coursepacks, and more when discovering the titles in their Primo searches.
 
You can read the group's progress report online.  

Publisher Disruptions to DDA
As was previously announced to the Shared Content Representatives, 
five publishers have recently announced changes that affect the Alliance's ability to offer their titles within DDA. 
Publishers Implementing Front-List Embargoes
1. Ashgate Publishing 
2. CRC Press 
3. University of California 
 
Publishers Ending their DDA / STL Participation
1. Morgan & Claypool 
2. McFarland & Company
Affected titles must be removed from the DDA program and the Alma e-collection because they will be unavailable for patron use. Work is underway to reflect these changes, and representatives will be notified when it is complete.

E-books: Wiley Pilot Approved, Negotiations Underway
Council overwhelmingly approved the use of a portion of the e-book budget for an evidence-based acquisitions pilot with Wiley. The E-book Working Group Chair, Kristi DeShazo, and Program Manager, Kathi Fountain, are currently in negotiations on pricing and start date. 
 
Statement of Collection Development Best Practices: Approved, Posted
Council approved a new set of guidelines to help inform local collection development practices within our shared consortial collection. The final document is posted on the Alliance website and available for sharing within your community.

Thanks to the Shared Content Team and the Representatives for their work in crafting such a well received recommendation.
 

Systems

Primo enhancements update
The Alliance's Ray Henry coordinated the second round ballot submission for the 2015 user groups' Primo enhancements cycle. An Alliance working group created a voting recommendation, and the Alliance's full voting strength (3,800 votes) was applied for this voting.  
 
Two of the four enhancement requests expected to move forward to Ex Libris Development were supported by the Alliance: 4840 (users return to where they were after logging in) and 4482 (add new PNX fields for search and display - note the complexity points assigned were for adding display fields only). 
 
Whitworth University update
The Whitworth University migration work is going forward. Whitworth is scheduled to go live on the Alliance’s Alma and Primo on June 27, becoming the 38th institution using Alma, the Alliance Network Zone, and Alliance Primo. The Alliance’s Cassie Schmitt is organizing Alliance-specific training to be conducted in April for Whitworth (including Network Zone technical services work, Summit 3 processing, and Primo Back Office). 
 
Update on removing PDS from Primo authentication
Systems Team chair Wade Guidry and Portland State University's Nathan Mealey are leading this work, which promises to reduce the number of Primo authentication problems encountered by users. Ex Libris is currently investigating an issue that has come up in no-PDS authentication testing, that occurs when a user authentication attempt is processed by a specific Primo Front End (FE) service in the hosting environment. Updates will be provided to the Systems community and in future Alliance News posts. 
 
Appending of information to Salesforce cases to improve search and export of data 
Ex Libris Salesforce recently began supporting customer modification of the case title information. Following a Systems Team discussion earlier this month, the Alliance's Al Cornish will be working in Salesforce to append information to the existing title of cases (both Alliance-level and institution-level) based on their mapping to one or more initiatives:
  • [ae] will be added if it's a Alma enhancement case
  • [pe] will be added if it's a Primo enhancement case
  • [psi] will be added if it's a Priority Support Issues case
That is, institutions do nothing, the code(s) will be appended centrally to existing title information. This insertion will improve the searching and export of case information from Salesforce, and reduce the amount of effort required to gather enhancement information during voting cycles. 
 
Al Cornish is currently working with ExL to have title editing support added for cases at Closed status. 
 
Ex Libris-related in person meetings in May
The schedules for the early May Ex Libris Technical Seminar and ELUNA meeting are available online. 

Editor's Note

Please send any feedback, thoughts, or suggestions for future content to Cassie Schmitt.

Check out the Alliance News on the web for future reference.
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