Ex Libris Alma Education Catalog

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Ex Libris Alma

Education Catalog

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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.

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Unicode and the Unicode logo are registered trademarks of Unicode, Inc. Google is a registered trademark of Google, Inc.

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Introduction to Alma Configuration

14

3.2 Migration 15

Alma Migration Form

15 The Physical to Electronic (P2E) Conversion Process

16 From SFX to Alma

16

3.3 Alma Integrations 17

4 Alma Training 18

4.1 Orientation 18

Introduction to the Alma Training Program

18 Introduction to Alma

18

4.2 Navigation and Searching 19

Navigating in Alma

19 Searching in Alma

19

4.3 User Management 20

Day-to-Day User Management

20

4.4 Fulfillment 20

Working at the Circulation Desk

20 Physical Item and Move Requests

21 Course Reserves

21 Booking Requests

22

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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

25

4.6 Acquisitions 26

Acquisitions Conceptual Background

26 Purchasing Workflows

26 Receiving and Activation Workflows

27 Invoicing Workflows

27

4.7 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 37

6.0 Alma Concepts 37

6.1 Alma Community Zone Intro and Task List 37

6.2 Resource Sharing 38

6.3 Booking in Alma 38

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6.5 Course Reserves 39

6.6 Alma Link Resolver 40

6.7 Normalization Rules in Alma 40

6.8 Alma Requests Flow 41

6.9 Uploading User Records 41

6.10 Fiscal Period Closure 42

6.11 Alma Analytics 42

6.13 Managing Funds and Payments 43

6.14 Managing Trials for Electronic Resources 44

6.15 More on Resource Management 44

6.16 Synchronizing Alma and a Digital Repository 45

6.17 Integration with Self-Service Systems 46

6.18 Alma Collaborative Networks 46

7 Ask the Alma Expert 47

7.1 ALMA-AE-01: Ask the Alma Expert 47

8 New Release Education 48

8.1 ALMA-NW-01: New Features in Alma Release 48

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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

cost-effective. 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!

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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.

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

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 step-by-step walkthroughs within the system.

The next sections of this document describe the various Alma education programs.

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Discover Alma

2.1 Alma 100-level Classes

Target Audience Prospects, new Alma users

Prerequisites None

Duration 2.5 hours

Level Introductory

Delivery Mode Web-based recorded session

Course Code ALMA-100

Objectives

Introduce various areas in Alma to prospects.

Description

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.

Code

Course Name

Course Description

Duration

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.

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Code

Course Name

Course Description

Duration

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.

5 min.

Alma 202

Vendors in Alma

All you want to know about the structure

of vendor records and vendor accounts in

Alma.

5 min.

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.

5 min.

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.

5 min.

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.

5 min.

Alma 301

MD Editor, pt. 1

As an adjunct to Alma 105, this class

gives more detail about editing functions

in Alma.

5 min.

Alma 302

MD Editor, pt. 2

This class goes into the specifics about

help and alerts in Alma's Metadata Editor,

viewing versions of a record, finding

matches, and more.

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Code

Course Name

Course Description

Duration

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.

5 min.

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 306

880 Paired Fields

How can Alma help the cataloger manage

these complex records? See further

examples of Alma's out-of-the box

normalization rules.

5 min.

Alma 401

Indexing

Resource management configuration. Take

another look at Alma ‘under the hood’ and

see the rich indexing functionality offered

in Alma.

5 min.

Alma 402

Importing

Learn how to import records from various

sources in Alma.

5 min.

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

pre-filters options, facets, viewing options, and

more.

5 min.

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.

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Code

Course Name

Course Description

Duration

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.

5 min.

Alma 502

Activating

e-Resources

This class covers the step by step Alma

wizard for activating e-resources in the

local institution.

5 min.

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.

5 min.

Alma 504

CONSER Records

Learn about CONSER records in Alma

and the added value they give to your

library catalog.

5 min.

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.

5 min.

Alma 602

Primo Integration,

pt. 2

See more functionality related to Alma

Primo integration – accessing e-resources

or viewing digital files.

5 min.

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.

5 min.

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.

5 min.

Alma 605

Fulfillment

Configuration

Take this class to see the many

configuration options available for

managing Fulfillment in your library.

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Code

Course Name

Course Description

Duration

Alma 701

User Management

Patron management in Alma. What are the

options? What can be defined? Watch and

learn.

5 min.

Alma 702

Roles and

Authorizations

All you wanted to know about roles,

authorizations templates, and more in

Alma.

5 min.

Alma 703

User Management -

Role Templates

Learn more about user management and

creating, duplicating, and editing role

templates.

5 min.

Alma 704

User Management

Configuration

Take this class to learn about

configuration options related to fines and

fees, patron groups, and more.

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3. I mplement at ion Tools Tut orials

3

Implementation

Tools Tutorials

Introductory lessons to Alma concepts and workflows.



Configuration during Implementation: 3 sessions, 1 hour



Migration: 3 sessions, 1.5 hours

3.1 Configuration during

Implementation

Introduction to Alma

Configuration

Target Audience Implementation team, Functional area leads, Trainers.

Prerequisites OC-02: Introduction to Alma

Duration 11 minutes

Course Code ALMA-CI-01

Objectives

Participants who complete this course will be 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.

Description

This lesson describes the configuration process, including background information important for completing the Alma

Configuration Form.

Alma Configuration Form

Target Audience Implementation project team.

Prerequisites CI-01: Introduction to Alma Configuration AF-Intro: Introduction to Administration Fundamentals Duration 26 minutes Level Introductory

Objectives

Participants who complete this course will be able to complete the Alma configuration form on behalf of their institution.

Description

This session describes how to complete specific tabs and tables of the Alma Configuration Form.

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Alma Configuration Form

(Cohort)

Target Audience Implementation project team (in institutions part of a cohort).

Prerequisites CI-01: Introduction to Alma Configuration AF-Intro – Introduction to Administration Fundamentals Duration 16 minutes Level Introductory

Course Code ALMA-CI-02-Cohort

Objectives

Participants who complete this course will be able to complete the Alma configuration form on behalf of their institution, which is part of a cohort.

Description

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.

3.2 Migration

Alma Migration Form

Target Audience Implementation team, functional area leads, trainers.

Prerequisites CI-01: Introduction to Alma Configuration

Duration 40-60 minutes

Objectives

Participants who complete this course will be able to fill in the Alma Migration Form.

Description

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.

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The Physical to Electronic (P2E)

Conversion Process

Target Audience

Implementation team, functional area leads, trainers.

Objectives

Participants who complete this course will learn how electronic resources originating in the integrated library system are migrated to Alma.

Description

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

Implementation team, functional area leads, trainers (in legacy SFX-using institutions).

Objectives

Participants who complete this course will better understand how Ex Libris migrates their data from SFX to Alma.

Description

In this short session, we will discuss how SFX data is extracted, converted, and displayed in the Alma User Interface after migration.

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3.3 Alma Integrations

Target Audience Integrations decision makers and staff working on setting up the

integrations

Prerequisites Alma Training

Duration 2-5 minutes per clip

Level Basic

Course Code Alma-Intg

Objectives

Participants who complete this course will be able to decide which integrations to

implement and have a general idea about how the integration is set up.

Description

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 full-text materials.



How to Fill in the Integration Form

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 self-check machines, allowing patrons to self-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.

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3. AlmaI nitial 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

Implementation team, Acquisitions area lead, Purchasing, Receiving, Invoice and Electronic Resources Managers, Trainers.

Course Code ALMA-OC-01

Objectives

Participants who complete this course will be able to:



Recognize how training will be delivered to you



Identify the different stages of training.

Description

Introduces the Alma training program; describes how and when training occurs during different phases in implementation.

Introduction to Alma

Target Audience Implementation team, Acquisitions area lead, Purchasing, Receiving, Invoice and Electronic Resources Managers, Trainers.

Duration 12 minutes.

Objectives



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

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Description

A high-level overview of Alma to answer the question "What is Alma?"

4.2 Navigation and

Searching

Navigating in Alma

All Alma users.

Course Code ALMA-NS-01

Objectives



Navigate in Alma



Use the Alma Menus



Add/Remove widgets from the home page

Description

A look at the Alma homepage and navigating, persistent menu elements and widgets.

Searching in Alma

Target Audience All Alma users.

Prerequisites None.

Course Code ALMA-NS-02

Objectives

After this session, you will be familiar with Alma’s quick search and repository search, using the simple and advanced search.

Description

Discusses quick search and repository search (simple and advanced).

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4.3 User Management

Day-to-Day User Management

Target Audience Implementation team, fulfillment area lead, user administrator, user manager, trainers.

Prerequisites OC-02: Introduction to Alma NS-01+02: Navigating and Searching in Alma AF-UM-01: User Management Basics Duration 14 minutes Level Introductory

Course Code ALMA-UM-01

Objectives



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

Description

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

Target Audience Circulation Desk Manager,

Circulation Desk Operator, Circulation Desk Operator – Limited

.

Prerequisites UM-01: Day-to-Day User Management AF-UM-01: User Management Basics AF-FL-01+02+03+04: Fulfillment Administration Fundamentals Duration 13 minutes Level Introductory

Course Code ALMA-FD-01

Objectives



Conduct transactions: loans, renewals, returns



Manage fines and fees

Description

Common circulation desk activities: loans and renewals, returns, paying fines and fees, and aspects of patron management for circulation desk staff.

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Physical Item and Move

Requests

Target Audience 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).

NS-01+02: Navigating and Searching in Alma

UM-01: Day-to-Day User Management

AF-UM-01: User Management Basics

Objectives



Create and process patron hold requests for physical items and

permanent/temporary moves.



Use the active & expired hold shelf

functionality



Monitor requests

Description

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

Target Audience Implementation team, fulfillment area lead, user administrator, user manager, trainers.

Prerequisites NS-01+02: Navigating and Searching in Alma

FD-02: Physical Item and Move Requests

FD-05: Digitization Requests

Objectives



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

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Description

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.

Booking Requests

Target Audience Implementation team, fulfillment area lead, circulation desk manager, trainers.

FD-01: Working at the Circulation Desk

Objectives



Create booking requests



Manage booking requests



Understand how loans work when an item has been booked for use

Description

Looks at booking request workflows and functionality: how to create booking requests, as well as manage and monitor them.

Digitization Requests

Target Audience Implementation team, fulfillment area lead, circulation desk manager, trainers.

FD-01: Working at the Circulation Desk

Objectives



Understand the difference between full and partial digitization requests



Create and process digitization requests

Description

Focuses on the workflows related to creating and managing digitization requests.

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4.5 Resource

Management

Creating Sets, Running and

Monitoring Jobs

Target Audience 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

Delivery Mode Web-based recorded session

Course Code ALMA-RD-01

Objectives



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

Description

Creating logical and itemized sets of different content type (bibliographic, inventory,

acquisitions, etc.). Running batch jobs on sets.

Metadata Editor and Cataloging

Templates

Target Audience Implementation team, Resource Management area lead, Repository, Cataloging and Purchasing Manager, trainers

Objectives



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

Description

Introduces working in the Metadata editor, creating and editing bibliographic records, adding holdings and inventory, using look-up for authorities headings, and creating

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Configuring External Search

Target Audience Catalog Administrator

RD-02: Metadata Editor and Cataloging Templates

Objectives



Describe the external search configuration process in Alma

Description

Step-by-step instructions for configuring external search profiles in Alma, useful for copy cataloging.

Importing Bibliographic,

Inventory and Order Records in

Batch

Target Audience Run imports: Catalog managers, purchasing operators and purchasing managers; edit inventories: electronic inventory

operator, physical inventory operator

Objectives



Run and monitor an import



Handle loading and matching import issues

Description

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.

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Work Orders

Target Audience Work order operator, digital/electronic inventory operator, fulfillment services manager/operator, physical inventory operator, purchasing

manager/operator, repository manager, requests Operator

Objectives



Create and manage work orders

Description

Creating and processing work orders (staff-initiated requests for internal processing of physical inventory).

Electronic Resources

Conceptual Background

Target Audience Manage and configure e-resources: electronic inventory operator; delete privileges: electronic inventory operator extended

Objectives



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

Description

Terminology and data model: electronic collection, portfolio, service; Community Zone; navigating e-resources in the Alma interface; local and standalone e-resources.

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4.6 Acquisitions

Acquisitions Conceptual

Background

Target Audience Implementation team, acquisitions area lead, purchasing, receiving, invoice and electronic resources managers, trainers

Course Code ALMA-ACQ-01

Objectives



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

Description

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

Target Audience Implementation team, Acquisitions area lead, Purchasing, Invoice and Electronic Resources Managers

Prerequisites NS-01+02: Navigating and Searching in Alma RD-06: Electronic Resources Conceptual Background ACQ-01: Acquisitions Conceptual Background Duration 30 minutes Level Introductory

Objectives



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

Description

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.

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Receiving and Activation

Workflows

Target Audience Implementation team,

Acquisitions area lead, Purchasing, Receiving, Invoice and Electronic Resources Managers, Trainers

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 Duration 26 minutes Level Introductory

Objectives



Receive one-time materials



Perform post-receiving work



Receive subscriptions and create items at the same time



Activate electronic resources via the activation task list

Description

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

Target Audience Implementation team, acquisitions area lead; purchasing, receiving, invoice and electronic resources managers, trainers

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

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Objectives



Describe the invoice process



Create and review invoices



Understand tax options for invoices



Approve invoices



Pay invoices

Description

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

Target Audience Implementation team, Administrator roles, Workflow decision makers, Managers, trainers

Duration 2 hours

Course Code ALMA-AF

Objectives

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.

Description

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.

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Code

Course Name

Description

Duration

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

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

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30

Code

Course Name

Description

Duration

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

5 min.

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.

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Code

Course Name

Description

Duration

ALMA-AF-ACQ-03

Acquisitions:

Finance Integration

Integration with institutional ERP:

export invoices, import payment

confirmation, export orders, and

fund allocation loader

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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.

Implementation team, functional area leads, trainers.

Duration 22 hours

Level Advanced

Delivery Mode



Web-based recorded

session



4 practice and review

interactive quizzes



Online certification

exam

Code

Course Name

Course Description

Duration

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

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Code

Course Name

Course Description

Duration

Alma-CRT-UM03

Cert. User

Management 03

Integration Profiles:



S/FTP



SIS



Bursar

45 min.

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.

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34

Code

Course Name

Course Description

Duration

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

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Code

Course Name

Course Description

Duration

Alma-CRT-FUL10

Cert. Fulfillment 10

Participants who complete this course will

be able to configure:



Letter emails



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

25 min.

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



Description Templates



Physical Item Sort Routines

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Code

Course Name

Course Description

Duration

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.

Alma-CRT-ACQ03

Cert. Acquisitions

Configuration 03

Participants who complete this course will

be able to configure and manage the

miscellaneous acquisitions aspects

described below:



Miscellaneous



Reporting Codes



PO Line Types



VAT Codes



Fund and Ledger Fiscal Period



Receiving Department Validations



Licenses



Other Settings



Purchasing Review



Invoice Review



Invoice Approval

28 min.

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6

Extended

Training

5. Exten ded Tr aining

6.0 Alma Concepts

Target Audience Implementation team, functional area leads, trainers.

Duration 30 minutes.

Objectives

Participants who complete this course will be able to describe the Alma approach to:



Catalogs, inventories, and users



Workflow lifecycles

Description

Provides an introduction to the concepts and structure of Alma.

6.1 Alma Community

Zone Intro and Task List

Target Audience Advanced Alma users

Level Intermediate

Course Code Alma-CZ-101

Objectives



Search for electronic resources in the community zone



Work with the CZ update tasks list

Description

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.

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6.2 Resource Sharing

Target Audience Advanced Alma users, Fulfillment Services Operator, Fulfillment Service Manager

Course Code Alma-ResourceSharing

Objectives

Participants who complete this course will be able to handle an ILL workflow from the initial request until the item’s return on both borrower and lender sides.

Description

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



Resource Sharing ARTEMail and Email

6.3 Booking in Alma

Target Audience Advanced Alma users

Course Code Alma-Booking

Objectives



Configure booking in Alma



Handle a booking workflow from start to finish

Description

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.

Ex Libris Alma Education Catalog

Ex Libris Alma

Education Catalog

Table of Contents

Introduction to Alma Configuration

14

Alma Migration Form

15

The Physical to Electronic (P2E) Conversion Process

16

From SFX to Alma

16

Introduction to the Alma Training Program

18

Introduction to Alma

18

Navigating in Alma

19

Searching in Alma

19

Day-to-Day User Management

20

Working at the Circulation Desk

20

Physical Item and Move Requests

21

Course Reserves

21

Booking Requests

22

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

25

Acquisitions Conceptual Background

26

Purchasing Workflows

26

Receiving and Activation Workflows

27

Invoicing Workflows

27

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