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Fulfillment: Organizational Structure (New UI)

1. Organizational Structure

1.1 Welcome

Notes:

Welcome to this session of the Alma Administration Fundamentals Training. In this session we will discuss the organizational structure in Alma from the perspective of fulfillment-related configurations.

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1.2 Agenda

Notes:

In this session we’ll discuss the following topics:

The organizational hierarchy in Alma, which consists of the Institution, Libraries and Locations Calendars for standard library opening hours and exceptional open hours - which Alma uses

when calculating due dates and overdue fines Fulfillment relationships between libraries that allow libraries to circulate material for each

other And finally, we’ll discuss the use of Campuses in Alma.


1.3 Basic Structure

Notes:

Institutions in Alma are the foundation of the organizational structure, and each customer has their own institution.

The data from your legacy system was migrated to your Institution, and virtually everything you do in Alma takes place within the context of your institution. When you login to Alma, you are logging into your institution.


1.4 Basic Structure - Institution

Notes:

Here we see the configuration screen for the Institution in Alma. Notice there is a single institution, and no option to create or delete institutions. Institutions are created and provided only by Ex Libris. Customers cannot create or delete institutions, regardless of user roles or privileges.

Institutions contain Libraries.


1.5 Basic Structure - Institution

Notes:

Here we see the list of libraries which are owned by this institution.

1.6 Basic Structure

Notes:


A library is the basic functional and operational unit in Alma. Circulation desks, acquisitions departments, locations - all of these are configured at the library level.

You must have at least one library in your institution although, of course, you may have many more. Your libraries were created in Alma during the migration of data from your legacy system, and based on your migration form. Users with the General System Administrator role can create additional libraries in Alma.

1.7 Basic Structure - Library

Notes:

Here we see the configuration screen for one of the libraries in our institution. Libraries are the middle level of the organizational hierarchy in Alma, built on the foundation of the institution. The next level in the hierarchy is the location.


1.8 Basic Structure - Library

Notes:

And here we see the list of locations in this library.

1.9 Basic Structure

Notes:


Locations are a sub-entity of libraries. You cannot have a location on the institution level, rather, only on the library level.

Locations contain physical inventory: holdings records and item records. As such, any library with physical inventory must have at least one location.

Alma’s approach to fulfillment is based on locations. Alma assumes that items in the same location circulate according to the same policies for a given user group. Of course, Alma supports exceptions to this assumption as we’ll discuss in a later session.

1.10 Basic Structure - Locations

Notes:

Here we see the configuration screen for a location.


1.11 Calendars

Notes:

Let’s talk now about calendars.

1.12 Calendars

Notes:


Every library that has physical inventory must have a calendar that defines the library’s standard opening hours and any exceptions to those hours. Alma uses the calendar, for example, when calculating due dates and overdue fines.

Calendars can be configured on the library level and on the institution level. However, only library level calendars contain standard opening hours.

You can configure a calendar on the Institution level for institution-wide events and exceptions to normal library operating hours that apply to all libraries in the institution - for example, national holidays and end of term. Events and exceptions defined in the institution’s calendar are inherited by the library-level calendars and override the standard open hours of each library.

1.13 Institution Calendar

Notes:

Here we see the configuration screen for the institutional calendar.


1.14 Library Calendar

Notes:

And here we see the configuration screen for a library-level calendar. Notice the Exceptions and Events at the bottom of the screen. The green check mark indicates that these are configured in the Institution-level calendar and applied to every library.

1.15 Relationships


Notes:

Alma allows you to configure relationships between libraries in the institution. Relationships define how libraries work together from a fulfillment perspective.

1.16 Relationships

Notes:

Alma supports two different kinds of fulfillment relationships between libraries: ‘Circulate for’ and ‘Deliver to’.

If the Main Library has a ‘Circulate for’ relationship with the Science Library, it means that the Main Library is able to check-out and check-in physical material owned by the Science Library.

If the Main Library has a ‘Deliver to’ relationship with the Science Library, it means that patrons can potentially request that material owned by the Main Library be delivered to the Science Library circulation desk for check-out.


1.17 Relationships

Notes:

The ‘Circulate for’ and ‘Deliver to’ relationships are not automatically reciprocal and must be configured individually for each library.

In other words, if the Main Library has a ‘Deliver to’ relationship with the Science Library, ensure that the Science Library has a ‘Circulate for’ relationship with the Main Library. Otherwise, a Main Library item can be delivered for patron pickup to the Science Library, but the patron will not be able to check-out the item there.

By default, all libraries in the institution have ‘Circulate for’ and ‘Deliver to’ relationships with all other libraries, although you may have configured this differently in your Configuration Form or during implementation.


1.18 Campuses

Notes:

The next topic on our agenda is Campuses. Campuses are not a part of the organizational hierarchy we discussed earlier, which consists of the institution, its libraries and their locations. Rather, campus is an entity that can be configured within the institution, and used when configuring physical and electronic fulfillment.

1.19 Campus


Notes:

‘Campus’ is not a mandatory configuration, even if your university has more than one physical campus.

However, there are additional configuration possibilities related to physical and electronic fulfillment which are available only if you have configured campuses.

1.20 Campus

Notes:

For example, you may assign an IP range to a campus and then designate electronic resources as being available only for on-campus users, that is, users who connect to that resource from within the IP range assigned to the campus.

You can also associate your users with a particular campus. This will allow them to access the campus-restricted e-resources even when they are off-campus without connecting via a VPN.


1.21 Campus

Notes:

By associating libraries and/or patrons with a campus, you can configure pickup locations for physical material according to the campus of the owning library and/or the campus of the requesting patron.

1.22 Campus


Notes:

Additionally, you can publish your e-resources to Google Scholar per campus.

1.23 Session Review

Notes:

In this session, we discussed:

The basic structure of Alma’s organizational units - First, the Institution, which is created by Ex Libris and is unique to each customer Second, the Library, which is the primary operating unit in Alma. Libraries are owned

by the institution. Third, Locations, which are owned by a library and contain physical inventory.

We learned about calendars: Library-level calendars define the operating hours of each library as well as any exceptions to those hours. Institution-level calendars define institution-wide exceptions and events, which are inherited by the calendars of each of the libraries in the institution.

We discussed fulfillment relationships between libraries, specifically “Deliver to” and “Circulate for” relationships.

And finally, we discussed Campuses, which is an optional configuration that can be useful in configuring physical and electronic fulfillment, even if you have only one campus in your institution.


1.24 Thank You!

Notes:

Thanks for listening today. We look forward to seeing you in our next session of the Alma Administration Fundamentals training.

1.25 About this Training

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Documents

Articulate Word Output - exl-edu.comexl-edu.com/.../Fulfillment_Organizational_Structure_New… · Web viewThis will allow them to access the campus-restricted e-resources even