How to - A checklist for creating a new Library in Alma
This is a cheat sheet for creating a new Library in Alma, shared with the community because the OLH is very brief.
The scenario is a move from one main SSH (Social Sciences & Humanities) Library to a new CEN (Central) Library.
This work was initiated as part of renaming the Library physically, undertaking significant physical movement of resources as part of a nine month renovation, and our desire to draw a line in the sand for all inventory and data as part of transition to our new main Library.
As always, there will be differences with how individual institutions utilise various aspects of Alma, but it’s hoped that this will prove useful as a starting point at the very least.
Systems Specs
- Alma with Primo Back Office
- ILL: Relais as single broker partner, and RapidILL
- Centralised Alma management structure, including single Acquisition Department
Checklist table
Task |
Staff responsible |
Date Required |
Date Done |
Dependencies |
Notes |
Create Alma Library (Code CEN) |
Note: Delete OTB default Library Level Acquisition Department |
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Add CEN to Served Library for default ISRS Acquisition Department |
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Will give weekly HealthCheck error if not done:
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Update Primo BO Institution Wizard Library config (add CEN) |
Must be before collections start moving, for facet display |
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Update Primo BO normalization rules for Curriculum Special Collections facet |
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Alma Location creation |
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Alma Circulation desk creation |
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Add Alma Library opening hours |
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Check/add Alma Location codes to TOU |
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Define Alma Campuses - Update St Lucia |
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Update Alma Transit times |
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Update Alma Libraries Served on LRes Work Order Dept |
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Update Role Profiles - Remove SSH and add CEN |
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Circulation Desk Operators and Request Operators Can be done earlyish but need to be careful if new staff come on board in interim stage |
Setup SSH to CEN Non-transit config |
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Create new Alma printer |
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Required for hold slips - will also need to update Alma print server and scripts |
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Add Alma Library contact information |
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Note: The Start Date and End Date fields on the Library's address are informational fields only |
Add new Alma Location codes to SpineOMatic programming |
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Advise Monograph vendors of new (replacement) location codes |
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Advise Journal vendors of new (replacement) location codes |
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GO LIVE WEEK |
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Update active Staff roles (add CEN) for all applicable staff accounts |
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Note: Must use Load Desk/Department Operators, as cannot use the Update/Notify Users job for these circ/request parameter based roles Internal comms to staff to start using CEN ‘Currently at’ location and stop using SSH |
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Holds: Active holds (not yet assigned) - Pick up location to be changed from SSH to CEN Items transiting to SSH holdshelf - Pick up location to be changed Activate 'Supports personal delivery' |
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When done and ready, remove the 'Has hold shelf' checkbox from SSH |
Double-check Staff roles in Analytics next day (add CEN) |
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Note: Export list option from Alma is very unsatisfactory, in only listing the operator name, rather than also the associated roles, so is essentially useless |
Inventory moved |
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Check Primo UI for functionality, display and facets |
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Note: Depending on amount of inventory running through hotswap, may need to check indexing in BO and re-run sets through Publish to Primo job for any issues, especially stubborn suppressed records still discoverable, and host bibliographic records which like to be sticky (Tip: gather all records in Analytics, including host, and load by set to republish) |
Check Alma inventory by Library and Location in Analytics widgets to ensure no lingering SSH |
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Update active Staff roles (remove SSH) for all applicable staff accounts |
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After Inventory is done Retain for Admins for near future for troubleshooting, until SSH Library deleted |
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Double-check Staff roles in Analytics next day (remove SSH) |
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Self circ integrations Remove self circ integration profiles from SSAH circ desks Rename integrations from SSH to CEN in Alma & lib-stun Add renamed integration profiles to the self circ for Central Circulation desks |
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Note: Machine circulation must stop while integrations are moved to the new circ desks. Do early in morning before Library gets busy ie less disruptive time |
Add SIP sorting rules |
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Resource Sharing Partner - Default Pickup Location (single Relais broker) from SSH to CEN |
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Changed even though non-mandatory field in NCIP Accept parameters |
Finalise any outstanding inventory move issues |
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Notes: 1. The Change Physical Items Job report consistently indicates that all records have been processed successfully. However, upon checking the location code which should have been moved, we find that there are still sometimes items in that location. A consistent trigger of these items appears to be a non-unique barcode, which occurs both when instances of the duplicate barcode are both active (which is a user error at some point as this should not occur), and when one is active and the other deleted (which is legitimate and expected, such as when a resource is withdraw as missing and then is found later and added back to Alma with the same barcode). The job appears to halt at the first record of this type it encounters and then fails to process the remainder, despite indicating Job success. If the offending barcode is removed manually from the set, the Job can be re-initiated on this set and then truly completes successfully. Case submitted 2. Some records are 'stuck' and not editable such as for Withdrawal, and cannot be processed either by job or manually. These are those records above which have a non-unique barcode, both those which are active x 2 and those which are active x 1 and deleted x 1. Submit case. |
Delete SSH Locations once empty of holdings |
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Note: Prevents resurrection issue of holdings with no items |
Update Analytics reports for customized locations and libraries – Widgets, Scheduled, and Main Menu reports |
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Lesson learned: Don’t do too much customization, as this is timeconsuming! |
Update any Alma Letters Configuration, which have been customized to refer to the old Library by static text eg if / then rules | Note: Users will continue to get letters referencing the original Library by automated data in some scenarios, such as for resources loaned when the item was located in the old library / location and still on loan | ||||
Update ILL vendor (Relais) List of all new CEN location codes and SSH codes to be removed New Central Library details to add pick up location to webforms |
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Update physical report in Analytics Dashboard for ILL vendor - RapidILL holdings |
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Note: Feeds Publishing Profile |
Update Primo BO normalization rules for Curriculum Special Collections facet Remove extra OR rules |
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Note: Deleted rules and deployed but did not renorm as unnecessary |
Update Primo BO Library Institution Wizard config (remove SSH) |
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Library Location Facet will appear as code rather than label if any inventory remaining. No other impact as other elements Alma RTA |
Check Alma Temporary Locations for SSH and remove |
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Remove Alma Primary circulation desk from Levels 3 & 4 |
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Delete Alma Library (SSH) |
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OLH
Changes or suggestions
- Stacey van Groll
- Discovery and Access Coordinator
- University of Queensland
- s.vangroll@library.uq.edu.au