Alma Working Group meeting
Thursday 30th August 2018
NHS Education for Scotland
• Review recent developments in Alma
• Discuss what is important to you
• Prioritise key areas for additional
development in Alma
Aims of the meeting
NHS Education for Scotland
Alma working group evaluation1. How can we improve these meetings (e.g. length of
meetings, frequency, online or face-to-face, etc.)
2. Are you the best person to be at these meetings or do
you think someone else from your team should attend?
3. Are the changes we are making to Alma improving your
team’s experience in using Alma? Examples?
4. What do you need more support with?
5. What are your priorities for the next 6 month period?
Before we start…
NHS Education for Scotland
• Backlog (Alma priorities May-Sep 2018)
What has been happening since we last met…
Priority Development
Resource Sharing peer support group
Resource management/Cataloguing package
Use Alma to host the SHINE Union List and make requests for items
held by member libraries
Analytics package
Training/Guidance package
Notifications package
User registration and GDPR
General/Ongoing activities
NHS Education for Scotland
• Priorities– Merge and de-duplicate records in Alma
– Resource Management guides have been reviewed and updated
– New Cataloguing Electronic Resources guide
– Import of records from Dundee University to Tayside
– Progress on deleting the remaining old temporary ILL records from Aleph
– Support for library staff with stocktaking
– Updates made to patron notifications
– List and current wording of notifications
– New Creating Analytics Report guide
– New Analytics widgets available and reports added to the Analytics menu in Alma
– New Loans and Returns Dashboard
What has been happening since we last met…
NHS Education for Scotland
• Other Priorities
– Resource sharing peer support group
– Use Alma to host the SHINE Union List and
make requests for items held by member
libraries
– Training and guidance package: FAQs
– User registration and GDPR
– General/ongoing activities
What has been happening since we last met…
NHS Education for Scotland
Questions?
NHS Education for Scotland
• User management – your feedback
• Demo of proposed changes to the
OpenAthens user registration form
• Impact of the changes to lead employer
for medical trainees
• Review of the registration process – group
discussion
User registration and user management
NHS Education for Scotland
User management – your feedback
NHS Education for Scotland
Rationale
Administration of OpenAthens registration
is causing a lot of additional work for user
support/Athens admin teams, e.g. student
registration, user confusion, so the process
and guidance for registrants needs to be
improved.
Changes to the OpenAthens registraton form
NHS Education for Scotland
Key changes
1. Step 1 ‘Register with The Knowledge Network’ should just be an email checker.
2. Step 2 should ask registrants who they are (NHS staff, student or non-NHS staff)
3. Based on the answer to step 2 the registrant will complete 1 of 3 forms, step 3 onwards.
4. Registrant proceeds to complete personal information, organisation details, accept terms and conditions, etc.
Demo
Changes to the OpenAthens registraton form
NHS Education for Scotland
“… employment arrangements for junior doctors and dentists are to
be simplified from August. Under the new arrangements, 22 Health
Board employers will be reduced to
four." (https://hub.nes.digital/lead-employer-
arrangements/welcome/lead-employer-arrangements/)
• Trainees may be more likely to choose 'lead employer' under
Organisations
• Most should receive automatic activation, based on unique email
patterns (e.g. borders.scot.nhs.uk)
• But not if the Board uses nhs.net, or applicant chooses to use
private email
• How will we deal with large number of extra applications to lead
employers?
Changes to lead employer
NHS Education for Scotland
New advice on registration form:
Changes to lead employer
NHS Education for Scotland
For the group discussion we would like you to
discuss the following questions:
1. What is the greatest problem you face in user management?
2. What changes would you like to see in how users are
managed.
3. What other changes would you like to see made to the user
registration form?
4. How important are job title/position?
5. How will we deal with large number of extra applications to
lead employers?
Group discussion
NHS Education for Scotland
North
Dianne Mitchell
Fiona Turnbull
Karen Sinclair
Lynne Speirs
Ann (F)
East
Alison Bogle
June MacLeod
Mari Porter
Moira Mitchell
Zena (F)
Groups
West
Anne Smith
Audrey Marshall
Carol Hallesy
Charlotte Boulnois
Chloe Stewart
Christine Gallagher
Emily Fotheringham
Rebecca Hart
Derek (F)
NHS Education for Scotland
• Review feedback
• Complete work on revising the
OpenAthens registration form.
• Testing
• Mapping to Alma and changes to be made
in Eduserv
• Staff training/updating
• Target date: end of 2018?
Next steps
NHS Education for Scotland
Lunch
NHS Education for Scotland
For the group discussion we would like you to discuss the following questions:
1. How should we deal with lost/missing items in Alma?
2. How can we improve the process for making BL requests?
3. Should we use Alma to make evidence summaries created by NHS library staff available on Primo?
4. Is there interest in having more access to Alma Analytics?
5. Any other questions?
Group discussion
NHS Education for Scotland
How should we deal with lost/missing items in Alma?
• Do you currently have a policy locally?
• If so, what?
• How should we deal with users/expired users with lost/missing items?
• Any other issues?
• Are you happy to have a common policy on this?
• Feedback and discussion around a common policy?
Question 1
NHS Education for Scotland
How can we improve the process for making BL requests?
• A number of unnecessary requests are being made to the BL.
• Do you have a local protocol for checking holdings before making BL request?
• Are you happy to have a common policy on this?
• Feedback and discussion around a common policy?
• Work with Resource Sharing peer support group
Question 2
NHS Education for Scotland
Should we use Alma to make evidence summaries created by NHS library staff available on Primo?
• Example in Alma and Primo
• Is Alma/Primo the best resource to store these summaries?
• Should this be available on request or electronic?
• Discoverability on Primo, e.g. tagging, facets, resource recommender
• Any barriers, e.g. sensitivity of information, reusability, enough content, anything else?
Question 3
NHS Education for Scotland
Is there interest in having more access to
Alma Analytics?
Question 4
NHS Education for Scotland
Group 1
Anne Smith
Charlotte Boulnois
Lynne Speirs
Moira Mitchell
Rebecca Hart
Fiona Turnbull
Derek (F)
Group 2
Chloe Stewart
Christine Gallagher
Dianne Mitchell
June MacLeod
Mari Porter
Zena (F)
Groups
Group 3
Alison Bogle
Audrey Marshall
Carol Hallesy
Emily Fotheringham
Karen Sinclair
Ann (F)
NHS Education for Scotland
For the group discussion we would like you to discuss the following questions:
1. How should we deal with lost/missing items in Alma?
2. How can we improve the process for making BL requests?
3. Should we use Alma to make evidence summaries created by NHS library staff available on Primo?
4. Is there interest in having more access to Alma Analytics?
5. Any other questions?
Group discussion
NHS Education for Scotland
What we think are the priority areas for development…
Current/future activities:
• Migration of Health Protection Scotland’s collection into Alma
• Supporting RCPSG export to COPAC
• Ongoing improvements to the Open Athens user registration form
• Ongoing priorities, e.g. SHINE project, data tidying, resource sharing peer support
• Ongoing backlog of activities, e.g. reviewing user guidance, configuration changes
• Take forward some of the activities from today’s discussion
• Call for anyone else interested in joining the Cataloguing Group
• Anything else?
Alma: what next?
NHS Education for Scotland
New reporting service in Eduserv
NHS Education for Scotland
Alma working group evaluation1. How can we improve these meetings (e.g. length of
meetings, frequency, online or face-to-face, etc.)
2. Are you the best person to be at these meetings or do
you think someone else from your team should attend?
3. Are the changes we are making to Alma improving your
team’s experience in using Alma? Examples?
4. What do you need more support with?
5. What are your priorities for the next 6 month period?
Alma workshop evaluation
NHS Education for Scotland
• Write up notes and share feedback (monthly update)
• Highlight priority areas of work and invite feedback
• Continue to provide monthly updates
• Contact [email protected] and colleagues directly at [email protected]
• Next meeting on 26th February 2019
• AOB?
Next steps
NHS Education for Scotland
Thank you