alma working group meeting€¦ · nhs education for scotland alma working group evaluation 1. how...

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


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…


• 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


• 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



• 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



Questions?


• 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


User management – your feedback


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


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


“… 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


New advice on registration form:

Changes to lead employer


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


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)


• 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


Lunch


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


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


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


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


Is there interest in having more access to

Alma Analytics?

Question 4


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)


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


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?


New reporting service in Eduserv


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


• 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


Thank you

alma working group meeting€¦ · nhs education for scotland alma working group evaluation 1. how...

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