Health Checklist Session

1. Health Checklist Session 1/7/19 Shannon Pritting, SUNY LSP Project Many Slides created by Kristy Lee, SUNY LSP Project Manager

2. NZ New Bib Record Not Found in Network Zone

3. OCLC Connexion Alma Export Integration for Network Zone

4. Import & Overlay OCLC records into Alma NZ Must have: • In Alma - for NZ only - an Integration Profile set up for OCLC (no action required by individual campuses) • In Connexion - for all SUNY campuses - a Gateway Export

5. In Connexion - create an OCLC Gateway Export (Tools > Options > Export > Create … > OCLC Gateway Export) Host Name: suny-network.alma.exlibrisgroup.com Port: 5500 Timeout: 90 Retries: 3 Delay:0 Remember to click Send Local System Logon Id and Password before inputting: Logon ID: 01SUNY_NETWORK Password: 4almatesting [password may change after go-live, check with LSP support team] Click OK, Name your Gateway Export something like "Alma NZ" to differentiate it Record Characteristics...Set Record Standard MARC21 & Character Set UTF-8 Unicode Click to select the gateway export you just created and apply

8. Editing OCLC Records (in Connexion) • Corrections and changes to bibliographic records brought into Alma Network Zone must be made to the master record in WorldCat, not locally in Alma. • Actions you can take on records depend on the cataloging level associated with your logon authorization. Your authorization tells Connexion what actions you are authorized to take when you log on.

9. Adding local extensions/fields to NZ record (in Alma) • Individual SUNY campus can add local information to the NZ record. The local field added is visible only to that individual local campus and not to others • Local information in the MARC 21 77X/78X, 09X, 59X, 69X, and 9XX fields. SUNY Shared Bib Network Zone and Local Fields • To add a local field to a Network Zone record using the MD Editor: - Open a Network Zone record in the MD Editor. - Select Edit > Add Local Field to enter a local field

10. Optional Alma Configuration: Institution Zone Instances (to enable export from Connexion directly into your Institution Zone ­- action optional by each institution).This should be utilized only in limited use cases where the record you’re importing from OCLC is not appropriate for the NZ (i.e. an ebook)

11. IZ New Bib Record Import into the local campus institution zone (IZ) Not shared with Network Zone

12. OCLC Connexion Alma Export Integration for Institution Zone

13. Import OCLC records into Alma IZ Must have: • In Alma (local institution) - an Integration Profile set up for OCLC • In Connexion - for the local institution - a Gateway Export

14. In Alma - create an IZ Connexion Integration Profile Alma Configuration > General > External Systems - Integrations Profiles • Create a new profile - Add an Integration Profile • Create Code / Name (can be whatever you want, but code should be unique) • Integration Type - select OCLC Connexion • Make sure “Use network zone” box is unchecked • Click Next • Edit Match and merge Target Format: MARC21 • Bibliographic Normalization: [not set] • IZ Validation: Check the data using MarcXML Bib Import • Merge: • Serial Match Method: Unique OCLC Identifier • Non‑Serial Match Method: Unique OCLC Identifier • Merge Method: Overlay all fields but local • Do not override/merge a record with a lower brief version (unchecked) • Do not override merge record with an older version (Disabled) • Management Tags: Synchronize with External Catalog • Create password (whatever you want) • Click Save

17. In Connexion - create an OCLC Gateway Export (Tools > Options > Export > Create … > OCLC Gateway Export) Host Name: suny-xxx.alma.exlibrisgroup.com (xxx campus code) Port: 5500 Timeout: 90 Retries: 3 Delay:0 Remember to click Send Local System Logon Id and Password before inputting: Logon ID: 01SUNY_XXX (XXX campus code) Password: ******** [whatever you set in your Alma IZ profile] Click OK, Name your Gateway Export something like "Alma IZ" to differentiate it Record Characteristics...Set Record Standard MARC21 & Character Set UTF-8 Unicode Click to select the gateway export you just created and apply

19. Keeping IZ Alma Holdings in Sync with OCLC • OCLC can be updated from Alma using a Publishing Profile. • Removes the need to update holdings on each title, or to manually manage a separate batch process.

20. Configuring your OCLC Profile • Can schedule to publish bib or LHR data to OCLC on a daily or weekly basis, or to run on demand. • Need to set up a Data Sync collection in Worldshare Collection Manager. • Will need to create a Data Sync Collection and Publishing Profile for both LHRs and Bib records.

21. Resources on Data Sync Collections and Updating IZ in Alma • OCLC: • https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/Choose_your_Collection_Manager_workflow/Data_sync_collections/About_data_sync_collections_in_Collection_Manager/About_data_sync_collections • Alma/ExLibris: • https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/090Integrations_with_External_Systems/030Resource_Management/110Publishing_to_OCLC

22. Workflow if Item is not Found in NZ, but is in OCLC NZ record not foundgo to Connexion and Export appropriate record to NZ Go to Almafind NZ record exported from Connexion, and link holdings to NZ record. Look in NZ for record.

23. Workflow if Item is not Found in NZ, but is in OCLC Look in NZ for record. NZ record foundLink holdings to NZ record Alma Publishing Profile updates OCLC holdings on nightly/weekly basis.

24. Look in NZ for record. Workflow for Brief Bib for Order if Title isn’t in OCLC NZ record not foundlook in OCLC for record OCLC record not found Create brief bib in NZ Original cataloging in OCLC when item arrives. Overlay Brief Bib with full record Export OCLC record to NZ

25. Testing Patron Notices • Are patron-facing notices sent (e.g. courtesy notices, lost loan notices, borrowing activity letters)? • This is good to test if notices are going to get caught in your campus’ spam filter as well. • First, need to allow emails to be sent. • ConfigGeneralAllowed Emails

26. Two steps are required to send notifications via email. • First, add email to the mapping table for allowed emails. • Next, remove SCRUBBED from the email address for the user you want to receive notifications for.

27. Now, to test Notifications • Main screen from “Manage Patron Services” is a good way to send letters/notifications. • Can also create the scenarios (i.e. cancelled hold, overdue notice) to truly put the system through its paces. • Can send a payment report for fines.

28. If patrons can pay fines/fees at the circulation desk, can you successfully process these payments? • Fines/fees can be easily added, or you can create scenario where fines will be added based on terms of use. • Pay button will allow you to pay with the methods you have enabled in your circ. desk.

29. If you don’t see an option to pay, it’s likely that the circulation desk needs updating. • ConfigurationFulfillmentCirculation Desks. • Ensure that at least one payment type is configured.

30. If the e-mail works, this is a good opportunity to review. • If there are areas that you don’t like in the notification, you can update/customize, and it will be kept at cutover. • Some pieces can be easily customized, while others may take a little more work.

31. Some “Quick and Clean” Letter Customization • Alma offers a lot of options for customizing letters. • Session on customizing letters was on 10/3: • https://public.3.basecamp.com/p/GymHiyxzBiw54ZtRZprUUxCU • ConfigGeneralLetter Emails • Good way to change some of the letters without editing XSL. • Prioritize “Patron Facing” letter customization (look at table that indicates which letters patrons will see: • https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/050Configuring_General_Alma_Functions/070Configuring_Alma_Letters

32. When patrons ask about fines/fees assessed to them, or loaned items claimed to have been returned, are you able to find relevant information (e.g. dates, barcodes, amounts, audit trail). • Take some test patrons and perform a variety of activities, and then view the audit trails. • Remember to filter for closed/all rather than just the default of active.

33. Quick Primer on Batch Updating Using Update Jobs • All jobs require a set to act on. • Sets can be created from searching Alma, or from Analytics. • Batch Updating can only occur within the parameters of the 68 jobs listed under: • AdminRun Jobs • There are some caveats, though….. • Lesson Learned: make sure that your Set matches the content type of the job, and vice versa. • For the Health Checklist, what you may want to do is create a set, and then run a job, or identify a job that could be run.

34. Information on Health Checklist • We understand that most campuses will not be able to successfully complete several tasks. • Acquisitions Workflows are an area where we’ll have more focused training upcoming. • Try to work through as much as possible, but don’t spend days working on something unless you want to investigate. • Will complete the checklist again close to cutover. • Meant as a diagnostic tool to help us coordinate upcoming training and support. • Created a Libguide for the Health Checklist: • https://slcny.libguides.com/healthchecklist

35. Questions or Comments?