DRAFT - E-resources 1 - Class Materials and Script

Handouts, resources and display documents

Pre-reading and reference documents

• ERIN Application reference
• Licenses reference
• Usage Statistics in Alma reference
• Vendor information for e-resources processes reference
• Introduction to the Community Zone pre-reading

Outline and Links to related documentation

Script

Introduction

Welcome to eResources 1. My name is ..... and our facilitator/s in this class is/are... .

This class covers (ADD BRIEF OVERVIEW OF CONTENTS). It builds on what you learned in Search and Sets and (OTHER PRE-REQS). As we work, you can follow along with me as I demonstrate, or wait until each practice break to try it yourself.

A few notes:

• Alma went live on July 3rd and, as expected, we're learning new things about it as staff work with real data in the system. Everyone is continuing to learn Alma, and will have the support they need to do so.
  
  
• We are training on the tool of Alma, and while there is usually more than one way to do anything in Alma, we will show you one verified or preferred way to do tasks. Once you've learned the best practice, we encourage staff to discuss local procedures and workflows in your units.
  
  
• We also encourage everyone to come together in Learning Circles - either cross-functional within units or on the same functions across units - to discuss how the implementation is going and how the new features and workflows in Alma might change work at Harvard.
  
  
• Please continue to use the LTS Alma Support form to ask questions and report issues with Alma data, workflows, or roles & permissions. Asking these questions, and working groups providing answers, is an important part of everyone learning more about Alma. You can find the link in the Notifications widget in Alma, along with the link to Alma documentation on the LTS wiki.
  
  
• You have a 1-page handout that contains a link to the Alma sandbox, the wiki page for this class, and a few other useful links. (If there are other handouts, describe them.) The script and all materials for this class are available to review on the wiki, and will continue to be updated with any changes in procedures.

Some quick logistics information: 

• The nearest bathrooms & water supply are:
  
  • Lamont rooms: Restrooms are gendered by floor. Lamont 310 is on a men's room floor, Lamont B-30 is on a women's room floor.
  • 90 Mt Auburn: Two restrooms are on the opposite side of the building on the basement level, water is in the kitchenette and in a fountain by the restrooms
  • 625 Mass Ave: Restrooms are at the opposite end of the building on the 3rd floor, by the water fountain
• Please ask questions when they come up; I will also pause between sections for questions and to make sure things are clear.

Let's start by introducing ourselves. (Go around the room and ask everyone to share their name, library/unit, and how this class relates to their work.)

Now, if you haven't already, please log in to Alma.

High level overview of electronic resources

• Ebooks and electronic journals are ordered just like their print counterparts (See acq training), but don't require any item or shelf prep work.  Individual title purchases may start with patron requests or the work of selectors.  New requests are tracked in the Eresources group using ERIN, a workflow managing tool.  
• In most cases, electronic content lives at the vendor/publisher site, and we essentially lease access to that content via licenses.  
• Generally speaking we purchase Harvard-wide electronic access - authenticated use is via ip address.    Off campus access goes through the proxy server, for which users must use Harvard credentials (e.g., Harvard Key).  A few resources require users to create an additional user account (e.g., WSJ, Financial Times).
• There are many different models for ebook publishing:  ebooks take many forms.  Integrating resource, pdf or html versions of the print book, downloadable, etc...
• Once purchased and available on the publisher site, books and journals must be activated in Alma for users to be able to find them.  There are multiple ways to activate resources, we would like to emphasize using the task list for this process.
• CZ records are activated in Alma, which creates an instance of the same record in our IZ.  Any updates to the CZ record from Ex Libris will be reflected in our IZ records automatically.
• Disclaimer: there are many ways to accomplish the same task in Alma.  Workflows for many of these tasks are still being thought out.  When in doubt about anything, ask your manager or eresources staff.

Basic Topics 

Overview of pre-Alma workflows: Aleph, SFX, Verde, ERNIE, ERIN (screenshots)  (cut this?)

• Aleph:  orders and invoices, bringing in records, creating holdings
• ERNIE: create URN for resource, add URN to holdings record
• Verde: activating resources, maintaining platform and license info
• SFX: activating resources & services, updating coverage, batch changes to packages, generating reports
• ERIN: tracking requests, organizing workflow across units

Overview example:  all the pieces from ordering through activation - what does the ideal scenario look like?  Jamie's video is a good example of ordering & activating a single ebook. (link)

The Eresource task list - when resources are ordered but not yet activated, they will appear on the Electronic Resource Activation Task List.

• from the task list, can test access and activate resources.
• analogous to work orders/receiving workflow - click 'Done' or it will stay on the list.  (Reference acquisitions & order maintenance classes.)

Intro to CZ – searching, interpreting records, levels (service, collection, portfolio)

• portfolios are individual title level and must be part of a collection
• portfolios are grouped/organized into collections.  you can see a list of all the portfolios in a collection. best practice is that portfolios must be part of a collection.
• proxy settings for eresources are set at the service level, portfolios inherit these settings
• conceptual difference between collection & portfolio - analogy to print inventory (reference items & holdings class)

Activating Journals (continuous orders)

• Example:  search for 'The Laryngoscope'
• note that this title migrated from Aleph - there is an existing order so there will not be a task list entry
• find electronic version, expand portfolio list - note that Interfaces can have multiple collections (e.g., wiley)
• find inactive portfolio, click on 'view'
• in electronic portfolio editor, click 'active' radio button
• update coverage if necessary on coverage tab

Activating single Ebooks (with an existing order)  - update this section with task list workflow

• Example: search for 'Arts Therapies in the Treatment of Depression' (1-315-45441-6)
• click on Portfolio List
• note proxy settings: do you need to change?  (no)
• further work: Relink to another bibliographic record (advanced topic?)
• are we done?