FAQ for Trainers/Facilitators / Talking Points

We're All Learning Together

• Yes, I'm the Trainer, and I'm still learning Alma. Even the working group members are still learning about Alma and what it can do, after more than a year.
• I don't know everything, but we can look for an answer together and then go ask the working group members if needed.
• This is a project in flux - it's about 80% configured at this point (90% in later June/July) - and some elements are waiting on improvements coming for us in June and July. There will continue to be updates, and all of Harvard will continue to learn how best to use Alma in our work.

Privacy & Security Concerns in the Sandbox and in Production

We have received a few emails regarding privacy concerns in the training sandbox, particularly around staff and patron information. We sent those emails on to the Executive Oversight Committee and asked for guidance. If you get any questions in class about this, please use the following statement. You do not need to make an announcement, just answer questions if they come up.

“The University has an Information Security and Privacy policy that states:

Information resources are vital University assets. All employees who use or provide information have a responsibility to maintain and safeguard these assets. Employees are expected to use these shared resources with consideration and ethical regard for others and to be informed and responsible for protecting the information resources for which they are responsible.

See the website for more information: https://hr.harvard.edu/staff-personnel-manual/general-employment-policies/information-security-and-privacy-policy

Safeguarding administrative information about students, faculty, and staff who use the Harvard library collections is not a new practice; it has long been a core responsibility of library staff throughout the libraries. This essential standard of practice has never been more important than it is today and the policy applies to any and all information you may encounter in the course of doing your daily work. As a trusted member of the Harvard community, you “are expected to use these shared resources with consideration and ethical regard for others and to be informed and responsible for protecting the information resources for which [you] are responsible.” 

In the Alma test environment, you may see information you are not accustomed to having seen in Aleph. As employees of the university we are all obliged to abide by Harvard’s information security and privacy policy. Please treat the information you see in both the sandbox and production version of Alma confidentially.

If you have questions about this policy, please consult with your supervisor or Human Resources.”

When is Choosing Location Relevant?

Not all tasks are limited or governed by sign-in location!

• Searching, creating items (outside of the receipts process), doing anything in the Metadata editor, creating orders, etc. are not impacted by where one is signed in.
  • (Some of these tasks may be impacted by roles and permissions, but not by the sign in location.)
•  Where you are signed in will affect certain Fulfillment tasks; Receiving orders; and Work orders.

If you have location-specific questions not covered below:

• send those to the co-chairs of ASWG (add hyperlink for best email), as there are likely ordering and receiving associations that we were unaware of at migration
• The ASWG will also see about finalizing the various migration maps so that those will be available to consult which may help answer some of these questions

For staff who are part of ITS but work *at* the Music library

For ITS staff at 625 who place Music library monograph orders that are received at 625

Work at Houghton

Some staff at Houghton also do technical services work for Poetry and Theatre materials as well. The ASWG provided this helpful info:

• Fortunately ASWG anticipated this somewhat for Houghton and touched base with Susan Pyzynski when working on the migration maps.
  • HOU uses 3 distinct Aleph order units for these: POE01, THE01 and HOU01.
  • We mapped the migration for these to remain 3 separate PO owners:
    • Poetry Room (Lamont)
    • Theatre collection
    • Houghton
  • We also added Poetry and Theatre as served libraries for the HOU Tech Services department, so receiving for all three can take place when a user is “at” HOU Tech Services

Alma “Threes”

Three Phases of Training:

• Phase 1 = Preparing all staff to perform normal work duties as of Day 1 on the Alma platform.
  (May – August)
• Phase 2 = Training on Alma updates and/or introducing Alma features that didn’t exist in Aleph.
  (July – September)
• Phase 3 = Ongoing training for new hires in 2019 and beyond, refreshers for current staff, and support for staff development opportunities.
  (Official launch, Spring 2019)

Three Modes of Training for Phase 1 & 2:

• Primary mode: In-person sessions led by trainers and facilitators, mostly hands-on with some demo-style sessions
• Secondary mode: Self-directed individual learning, via online documentation and resources
• Supplemental mode: Peer learning opportunities, through the Alma Training Buddy match-up and informal Learning Circles

Staff Training

General staff training begins mid-May.

Training will be provided in the following locations:

• 90 Mt Auburn Street, basement-level rooms, fully accessible, buzz the front desk to be let in
• 625 Massachusetts Avenue/ITS, 3^rd floor and basement-level rooms, fully accessible - classes here are intended for 625 staff, if you don't normally have access to this building contact us ASAP
• Center for Government and International Studies (CGIS), Knafel Building, 1737 Cambridge Street (Harvard Square), sub-basement/elevator access only, fully accessible, does not require ID swipe or request for entry
• Lamont Library rooms, basement or 3rd floor, accessible, you need to have a Harvard ID to enter but no additional access
• Countway Library, Harvard Medical Campus, lower level or 4^th floor rooms, fully accessible (??), [key swipe/access??]
• Additional spaces may be used at libraries around campus, as needed and available

Hands-on

Training Sandbox for Practice: Staff will have access to an Alma training sandbox as of their first hands-on training session. We are not offering early access or access to the production service because that is live, and working groups will be doing final configurations and data clean-up while training is happening. The sandbox is a snapshot of Harvard's version of Alma as of spring 2018 (the data is a copy of Aleph/SFX/Verde production data from Jan 2018), and is cut off from the outside world: “sending” a notice from the sandbox will not actually trigger an email.

Training will continue after Go Live/cutover

Phase 1 training into August and Phase 2 training into September.

Training will not be a 1:1 match with job descriptions

We are basing training around the functions and features of Alma, not around specific job descriptions. Pre-requisites and suggested sequences of classes will be listed in the registration system; work with your manager to determine all of the classes you need to attend and stay for as much of the class as you can.

Why? Alma is heavily based on workflows and moving items from one part of the process to the next. By learning about the steps in the process before and after the work you do, you’ll understand the entire process more thoroughly and how your work has an impact on others and vice versa.

We are not training people on how to do their jobs – we are training them on how to use this new tool to do the work they already know how to do.

Classes will be available at a variety of days/times at the locations above

The longest single class will be 2 hours, but you can choose to attend multiple classes on a single day as your schedule permits. We will try to make as much of the schedule available at once so you can plan your training.

So, Phase 2 ends in September 2018 and Phase 3 launches in Spring 2019 – what about Fall/Winter/Early Spring 2018/2019?

The answer, in order of recommended use:

1. All training materials will be made available to managers who need to train new hires or staff in new positions with new Alma needs.
2. Staff in local units who were trainers/facilitators could be asked to reprise that role for this as-needed training.
3. We hope that the Learning Circles will have momentum and be a place where staff new to those functions in Alma can learn about and discuss how it works.
4. Alma Training Manager Jennifer Koerber will be available to answer questions about training through the end of her term in June 2019.