Completed Alma Projects

From Andrea: Like the wsj.com, it will require individual logins. They are implementing SAML for single sign-on.  We have also proxied a page where new users can register for an account with a Harvard email.  

From Andrea: Like the wsj.com, it will require individual logins. They are implementing SAML for single sign-on.  We have also proxied a page where new users can register for an account with a Harvard email.  

The HL EZProxy prefix string used in Alma/Primo is still plain http:// rather than https://. One of Harvard's e-resource vendors (ASTM) recently revamped their website, and they now state in their EZProxy stanza specs that all EZP requests must come by https, not by plain http. ITS ERS confirms that the resource is still working over plain html, but they request that we start planning to switch the EZP prefix over to https.

• Project size: small – simple change to one Alma config field, but need to test access to major resources and known http-only websites
• Project Impact: High – Updating the ezp-prod1.hul.harvard.edu integration profile prefix in Alma will affect all e-resource access over Primo that goes through the main proxy server – thorough testing will be key. 

Jason indicated they are okay using workorders for this purpose. Can always revisit if necessary.

So that items are automatically routed to Widener for processing from branch libraries.

• 1. Use SRU to get the record MMS ID – e.g. GET https://na01.alma.exlibrisgroup.com/view/sru/TR_INTEGRATION_INST?version=1.2&operation=searchRetrieve&recordSchema=marcxml&query=alma.other_system_number=CNV01483093

  2. Use the ‘Retrieve User Requests per Bib’ API to find out whether there is a request - e.g. GET https://AlmaSDK-exl_impl-institutionCode-TR_INTEGRATION_INST:Almawinter2014@na01.alma.exlibrisgroup.com/almaws/v1/bibs/991181940000541/requests

  3. Use NCIP to create lending resource sharing request with these identifiers which automatically creates an internal move request for the item

Completed via Import Profile

When a bib already has an OCLC number, there is no straightforward way to update it with newer copy other than one at a time. This tool would allow staff to identify sets of records in Alma that are not fully cataloged, or less cataloged, and update with newer copy from OCLC.

Mispaired non-Latin fields flipped to vernacular

Loss of non-Latin data in local records. (More detail on Known Issues page)

ICQ reports that staff fixed these manually in 2020. 

NA as of 11/30/23. 

this was resolved by adding the 966 as one of the Analytics Holdings Local Parameters fields. So, while it would be nice to have the 866 and 966 contents in a single field, it's possible to concatenate the two fields after downloading results as Excel.

An important feature of Alma Analytics reporting is that Analytics contains a summary holding field, making it possible to easily include holdings -- including serial holdings -- in a tabular report. This data is critical for the purposes for collaborative collection development with our ReCAP and Ivy Plus partners -- to identify strengths of and holes in holdings. This summary holdings information also serves to support several other key areas of library operations, including  periodical deduplication and weeding, digitization projects, remote storage transfer projects, and more. However, any holdings data stored in a 966 field is invisible to Analytics.

The Analytics summary holding field is populated with the aggregate contents of the 866 fields in the holding record. The 866 fields in Alma are generated as display versions of the 863/863 fields. 

The data that was previously stored in an 866 field in Aleph was converted as a 966 field in Alma. The old 866 (now 966) holdings data includes both serial holdings that were done in summary form (particuarly from retrospective conversion projects of periodical holdings recorded on cards, but also certain categories of more recent titles), as well as holdings for monographs and collections.  

The problem is that the data in the 966 field does not populate the Analytics holdings summary field -- it only recognizes the 866 field.  This means that the holdings for approximately 783K records -- of which 173K are serials -- display as blank fields in Analytics. Without this holdings information being reportable through the holdings field, compiling this data will be complex and time-consuming.  

The remedy to this problem is to convert the data in 966 fields 853 / 863 pairs via batch job, according to the following pattern:

853 02 $$8 1 $$a (*)
863 40 $$8 1 $$a [contents of converted 966]

The HL EZProxy prefix string used in Alma/Primo is still plain http:// rather than https://. One of Harvard's e-resource vendors (ASTM) recently revamped their website, and they now state in their EZProxy stanza specs that all EZP requests must come by https, not by plain http. ITS ERS confirms that the resource is still working over plain html, but they request that we start planning to switch the EZP prefix over to https.

• Project size: small – simple change to one Alma config field, but need to test access to major resources and known http-only websites
• Project Impact: High – Updating the ezp-prod1.hul.harvard.edu integration profile prefix in Alma will affect all e-resource access over Primo that goes through the main proxy server – thorough testing will be key. 

Lack of new/updated HFA data in HOLLIS

9/22/21 - ITS will review and determine if this is still a continued need.

POD workflow is complete and in production. 

POD login provided to Law

Part 1 entailed marking items as unavailable, and some serial clean-up performed by ITS

Project info: /wiki/spaces/LibraryStaffDoc/pages/43289303

Crucial for access during COVID. Online Reading Room model.

• HUA - Robin McElaney. Status: complete
• HFA - Amy Sloper. Status: Library does not have resources at this time. 

Data like the full order log, item history, request history and z00r did not migrate to Aleph. This project will provide access to this this data via Cognos. Tables to be added to Cognos Metadata Model: HVD01.Z00R, HVD60.Z00R, HVD10.Z00R, HVD12.Z00R, Order, subscription and invoice log (Z71), Hold Requests History (Z37H), Item history (Z30H). Allison is checking to make sure these are in LRW. The full set of Aleph tables will be reviewed by LRW and select tables with high priority need will added to HART data model.

ARWG has identified need for Aleph circulation history (Z30, Z36H). Other Aleph tables will be archived. 

• Creation of SEC library in Alma to support circulation and technical services for SEC collection

Status: SEC Library created/configured in production Alma in August 2021. Awaiting confirmation to enable circulation, which is expected in mid-September 2021.    

• Creation of collection and access policy in Alma. 
• Reviewing workflow for creating records in Alma.   
• Consult on any batch options (if needed).

See checklist for more information.

Determine if issues still exist with items in transit to HD/ReCAP not appearing in end of day files and requiring periodic reconciliation. Inventory all current issues with Alma/HD item status mismatches and determine which need to be resolved prior to SCSB go live.

Status: Have created reports for Rob to review. Will determine remediation steps for specific items in consultation with Access Services.

HD GFA accession checks relies on copy of full file of item records. Need to work with GFA to both ingest Alma item xml as well as revise checks for Alma coding.

With accession checks currently off in LAS, we are anticipating a fair amount of errors that will impact patron requests. For example, an item that should be refiled at ReCAP, that was never on file at HD, might be accessioned into HD instead of being returned to ReCAP. The longer these checks aren't done the way they used to be, the more cleanup there will be down the road, which could leave a number of partial trays. Cleanup work is also contingent upon ALMA data in Library Reporting Warehouse.

Status: LTS scripting complete. Waiting on go-ahead from GFA to push to prod.

Lamont would like to incorporate these libraries as Lamont locations.

Status DOC/MIC: Asked for confirmation 3/3/21 from Amy & Steve to see if DOC/MIC updates could move forward.

Status POE: Batch updates completed 5/24.  A handful of errors were sent to Susan for manual correction.

Lamont would like to incorporate these libraries as Lamont locations.

Status DOC/MIC: Asked for confirmation 3/3/21 from Amy & Steve to see if DOC/MIC updates could move forward.

Status POE: Batch updates completed 5/24.  A handful of errors were sent to Susan for manual correction.

Allow MED faculty to add Course Reserves in Canvas Course Sites.

Project includes: Integrate MED Canvas Course feed to Alma, training of staff on workflows, Alma configuration.

Close this. Work is complete for the courses in the central Canvas system. No current request to integrate with their Canvas.

In an effort to provide better access for recordings that have H08$ap level cataloging, a batch overlay of these records with updated OCLC records (I and blank encoding levels) could provide better access points for older records, allowing us to possible change them to H08$ac.

More information in ALEPH SUPPORT: ISSUE=21777 PROJ=14

Alma EOC Note: This request should be scoped more broadly when it gets worked on.  There would likely be additional eligible record sets that would benefit from this.

This was implemented in the form of a new import profile.

• Switch to Python 3
• Add date picker

Vitaly Zakuta for:

• Judaica Division
• Buddhist Resource Center
• MCZ / BHL

Multiple repositories previously used Aleph functionality to bulk-add new suppressed (or unsuppressed) holdings to existing Bibs with URNs to DRS items. The old process took a CSV of HOLLIS numbers and URNs and then created new digital holdings with URNs. These repositories would like Alma to offer similar functionality. This is especially critical for large scale projects when thousands of records in Alma need to be updated with new digital holdings with DRS URNs.

Resolved by creating Alma import profile for Judaica. Other units can request via Footprints.

• Patron Loader Enhancements - various issues discovered with new flow from IAM PDS and Alma terms of use
  
  Status: Complete

Allison Powers

Lack of new/updated BER data in Italian research consortium

ADSC

It is proving problematic implementing changes to AMS while it still has to support the EZProxy gateway.  I know that it was planned to move EZProxy off AMS and on to Shib/CAS. 

Status: LTS is configuring test version of EzP. HL EResources will partner for testing in July/August.

LLT

Adding retention notes to support collaborative partnerships (Hathi, ReCAP, LoR, JSTOR Retention)

Circulation and management of Rubel collections separate from Fine Arts present issues with patron interfaces (Rubel appears as a pick-up location) and with staff workflows (staff have to flip "currently at" location to discharge Rubel items to put "in place"). Consolidation would simplify patron request options and provide more efficiency in circulation workflows.

Status: Mapping location codes

Lack of digital bookplates in HOLLIS for new receipts.

Status: 7/25/19 - everything is done except waiting on decision from Leadership re: CZ records. We are logging CZ records that could not be updated so we'll consider this project complete. If leadership wants to do something with them we'll be able to provide them.

HUA Aeon integration

Create 200K+ item records for HUA Aeon implementation.

Cleanup required related to items that require modification of holdings update script

Requires framework for extending HOLLIS APIs.

• Policy and process defined and distributed to Baker. Sandbox Keys generated for Baker 5/24/2019.
• Full set of forms for project team received from Baker 7/18/2019.
• Sandbox API key distributed 7/18/2019.
  
  

Status: Waiting for confirmation of receipt of keys/access from Baker.

Claire DeMarco

Robin Wendler

6/13/2018

Prepared 700+ library staff to begin work in Alma as of Day 1/Go-Live (7/3/2018). Training in the following classes was offered weekly between May 16 and August 31, 2018:

• "Introduction to Alma" and "Search and Sets," required of all staff
• Items & Holdings 1 & 2
• Acquisitions training: Searching for Funds, Vendors, and Invoices; One-Time Orders 1 & 2; Continuous Orders 1 & 2; Order Maintenance
• Fulfillment 1 & 2
• Cataloging 1 & 2

Provided in-person Alma training on additional topics identified by working groups, managers, and staff. Training in the following classes was offered as-needed between September and December 2018:

• eResources 1
• Course Reserves 1
• Analytics Overview
• Creating Analytics
• Cataloging Templates
• Batch Upload (pilot project)
• Work Orders
• Alma Overviews online course (modules launched between December 2018 - March 2019)

In addition, all training materials are available to managers & staff to work through as needed until the Phase 3 training materials are complete.

Feb 2019 update: Additional class developed on Change Physical Items job as a pilot for extending batch/job functionality to staff outside LTS. Cohort trained in late January 2019.

April 2019 update: Further jobs/batch processes trainings developed and cohorts trained in March/April 2019.

• Change Physical Items job
• Import Records (Bibs/Holdings/Items) from Excel or MARC file
• Update PO Lines Information job
• Withdraw Items job (2 staff trained)
• Initiate Work Orders job (2 staff trained)
• Change PO Lines Status job (documentation only, no training)
• Update PO Lines Workflow job (documentation only, no training)

Create an app that will accept an input file and update items in batch

ITS is having difficulty processing three month backlog of materials. Automated scripts or processes in place to manage them at bulk. In some cases in may be due to connectivity issues.

• Design of Record Load Pilot
  • Profile & Workflow
  • Training

Records cannot be found in HOLLIS:

• non-latin pairing issues - Manual cleanup by Debbie Funkhouser
• decomposed diacritics in call number - open case with Ex Libris for long term fix, manual cleanup by Debbie Funkhouser

Design batch processes for updating item/holdings records to remote storage locations and setting items in transit. Pilot projects:

• DIV Transfer for renovation - Fall 2018 (In process of support transfer)
• Google Scanning - Phase 3 - Fall 2018 (In process of support transfer)
• Pusey 3 Transfer - Winter 2019 (waiting for requirements from HLAS) (Johnny handling manually piece-by-piece for transfer to ReCAP).

Add other fields to the OpenURL link: add the 506 first indicator, $a, $c, and $3 and the material type that displays to the patron (the one that controls with material type icon shows in HOLLIS). Also requested: temp loc (currently only perm loc is delivered)

PENDING ExL development plan for item-level GES options`

• Configure Alma (analytics location mapping tables, general publishing profile, norm rules) - Fall 2018 (complete)
• Test extracts/output review - Fall 2018 (complete)
• Publish extract and transfer file - Fall 2018 (complete)
• Review compiled data - January 2019 (Complete)
• Further tasks TBD - Spring 2019

Gutman Library

Karen Carlson Young/Rebecca Martin

GSE project to relocate special collections and accession much to HD.

Status:

• Collection codes:
• Karen will continue to work with Kara on using an Alma batch process to move existing items from the old SPEC* collection codes to the new HD SPEC* collection codes.
• Item creation:
• Karen will continue to work with Kara on using an Alma batch process to create items for holdings without items based on the report and template Marilyn had provided to Gutman Library. Karen will loop Marilyn into any updates on this process. We will be sure that all Special Collections items stay non-requestable until go-live.

Medium

Create feed of AR credit information to AS Privileges team for review and manual remediation.

For some historical reason, for things at HD, staff added these (now incorrect) notes to items at HD: “Consult Circ. Desk for HW6P17.” This is deeply misleading to patrons because they do not have to consult the circ desk, they just have to click the request link in the catalog. 

Develop and implement the publishing profiles for sending Harvard Library holdings to RAPID. LTS work complete, test file sent to RAPID. Monthly incremental publishing jobs active.

New DASH / print dissertation records not represented in catalog

• Alma process defined. Testing with ETD extract and loads in process
• Process for file retrieval needed. Tim and Dave to discuss.

Status: On hold pending DASH/Vireo work

Update holding script

Robin Wendler

Publish of Alma data for use in Library Cloud.

Status: Full republish for bibs/holdings/items in process. Stakeholders need to confirm this meets requirements.

Test and implement GOBI Holdings Service for Harvard Collections

• Set up new circulation desk
• Customize several notices
• Test
• Move to production (March 2021)
• Final signoff May 2021

• EDI ordering implemented December 2020.
• Ex Libris addressed remaining issue with vendor configuration September 2021.

Ingest data into LRW

• Specifications - Complete
• Item Table - Complete
• Holdings Table - Complete
• Bib Table - Complete

Model data in HART

• Specifications - Complete
• Item Table - Complete
• Holdings Table - Complete
• Bib Table - Complete

Hathi will download GBS scans and provide access to Harvard Researchers. Requires GLIB process to complete.

Create process to export google scanning metadata to Hathi.

• Test Alma to Hathi record export (in process)
• Finalize Hathi Project Request with Hathi (next up)
• Need to confirm when to send another batch

Export 2018 - Oct 2019 Google Scanning Metadata to Hathi. - 2018 data complete. 2019 data next up. Cleanup may needed; waiting until 2019 data sent (items scanned that were not in Alma to send to Hathi, various Hathi ingest errors). Will need to do another batch in July 2020.

Status: Moved to new charter - Google and HathiTrust Discovery and Data Maintenance (Ongoing Data Flows, Data Sync) 

 Required for HL priorities related to content scanned by Google.

• Finalize process for destructive scanning (waiting on HL for information)
• Update of GLIB with GBS availability information (not yet scheduled)
• FIG holdings/portfolios - creation/maintenance (not yet scheduled)
• Local copy of digitized item (not yet determined if this is an HL Priority)

Status: Moved to new charter - Google and HathiTrust Discovery and Data Maintenance (Ongoing Data Flows, Data Sync) 

VC included a local database that stored additional subject data not present in underlying database of records. With migration of VC to Spotlight, this data needs to migrate to a new home. This project is includes investigation of possible fields in Alma MARC records to store these subjects (they are not a controlled vocabulary), as well as planning for load of data into Alma.

Cancellation note: curators were either able to recreate the browse categories/canned searches they wanted with existing catalog metadata or they didn't ask/don't have a desire to recreate the old canned searches.

Create an app that will accept a file of barcodes and receive the item to remove acq status

• 6200+ items identified so far as unavailable to patrons, but on shelf at HD or RD

• Crosswalk Ares data into Alma format for ingest as Alma reading lists (January-February 2021)
  • Test with sample data (March 2021)
• Load on production (Done)

Certain Data Elements may not be available in Alma Analytics for reporting. In addition, some data points may be needed in LRW to cross with other data sources, like HD data. This project would evaluate whether a subscription to this service and ingest of data into LRW would meet assessment and reporting needs not met by Alma analytics directly.

9/22/21 - Laura to ask Rachel for status?

Alma created holdings will not be in sync with WorldCat. Requires full synchronization of database prior to ongoing maintenance processes. There are several Harvard prerequisites prior to starting the synchronization for each symbol.

Status: Phase 2, implementation of ongoing Bibliographic Data Sync is complete. Phase 3, implementation of Local Holdings Records (LHR) Data Sync has started. See timeline for details.