FAQ for Trainers/Facilitators / Talking Points

Why isn’t Training “done”?

Creating training specific to Harvard’s needs and configuration has been and continues to be a bootstrapping process. We get additional information on needs or processes, we update what we’re doing. Since Alma is a “live” product, with monthly releases, this will continue to be true.

As preview materials are complete, we will be releasing them to staff:

The Alma section on the LTS Documentation wiki https://wiki.harvard.edu/confluence/display/LibraryStaffDoc/Alma

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.

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:

All training materials will be made available to managers who need to train new hires or staff in new positions with new Alma needs.
Staff in local units who were trainers/facilitators could be asked to reprise that role for this as-needed training.
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.
Alma Training Manager Jennifer Koerber will be available to answer questions about training through the end of her term in June 2019.

When do you have to sign in at a specific location?

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

What about if I work at Music?

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

Doesn’t matter where you are signed in

Must sign in at specific location

For placing an order, staff do not have to be signed in at any specific location

Staff should choose Eda Kuhn Loeb Music Library as the PO owner for any order created where material should be sent to directly to Music
- (Aleph order unit MUS01, used by ITS staff at Music for scores and sound recordings ordered from and received at the Music library, has migrated over to Alma as Eda Kuhn Loeb Music Library as the PO owner)

For receiving an order, staff must be signed in at Eda Kuhn Loeb Music Library

For cataloging work: staff do not have to be signed in at any specific location

To scan in a work order and or edit it: staff must be signed in at Eda Kuhn Loeb Music Library

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