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    Working with Overlap and Collection Analysis

    Translatable
    To work with overlap analysis, you must have one of the following roles:
    • Purchasing Operator
    • Purchasing Manager
    • Repository Manager
    • Electronic Inventory Operator
    With Overlap and Collection Analysis, Alma generates reports that can provide you with the following kinds of information about your electronic collections using an Alma set of records or an Excel spreadsheet with a list of identifiers for the analysis:
    • Set Comparison Analysis Reports (Alma set of records)
      • Matching titles with identical coverage dates in the Institution Zone
      • Matching titles with partially overlapping coverage dates in the Institution Zone
      • Matching titles with mutually exclusive coverage dates in the Institution Zone
      • Titles in the Institution Zone that are unique to the source set you created for the comparison
      • Comparison of titles from a single electronic collection in the Institution Zone with the titles of one or more electronic collections in the Institution Zone or in the Community Zone
        This comparison matches records at the title level using identifiers like the ISSN or ISBN and compares the coverage information at the portfolio level.
      See Performing Overlap Analysis for a Set for more information.
    • Selected Titles Analysis Reports (Excel spreadsheet with a list of identifiers)
      • Matching titles that exist more than once in the Institution Zone
      • Matching titles that exist only once in the Institution Zone
      • Titles that do not have any matches, not in the Alma database in the Institution Zone
      • Matching titles that exist in the Community Zone
      • Titles that do not exist in the Community Zone
      With the Selected Titles analysis capability you can determine:
      • What electronic resources you have in the Institution Zone compared with the list of resources that you identify in an Excel spreadsheet
      • What electronic resources are available in the Community Zone compared with the list of resources you identify in an Excel spreadsheet
      • What electronic resources do not exist in either the Institution Zone or the Community Zone compared with the list of resources you identify in an Excel spreadsheet

    When you perform an overlap analysis using either the set or selected titles method, the analysis searches for matching electronic collections that have a service type of FullText or SelectedFullText.

    For more information, see the Overlap Analysis Expanded to Include Community Zone Analysis video (1:35 min.).
    For more information about Overlap Analysis, refer to the Electronic Collection Overlap Analysis video (7:46 mins).
    For information about performing Overlap Analysis on selected titles using an import file, see the Electronic Collection Overlap Analysis Using Import File video (6:41 mins).

    Performing Overlap Analysis for a Set

    Use the procedure below to perform overlap analysis on a set of records to generate the reports described in Set Comparison Analysis Reports. In this procedure, you identify electronic collections to compare that are known as the source and target electronic collections. In the Excel files produced from running the comparison (that you access from the job report), the columns are labeled with headings that identify the source and target resources that you compared. See Overlap and Collection Analysis Job Reports for more information.
    To perform overlap analysis for a set:
    1. Open the Overlap and Collection Analysis page (Resources > Advanced Tools > Overlap and Collection Analysis).
    2. Select Submit New Report. Alma defaults to the Set Comparison type of report.
    3. Select Next. The Compare Electronic Collections page appears.
    4. Select Source Electronic Collection and complete the steps to identify the source electronic collection in the Institution Zone for your comparison.
      1. Complete a repository search.
      2. From the search results list, select an electronic collection; and select Add Selected.
      3. Select Done. Alma displays your source selection on the Compare Electronic Collections page and identifies the scope of your selection.
    5. Select Institution Zone or Community Zone to identify the type of comparison/analysis you want in your report.
      Target_Electronic_Collections_Zone_Selection_04_TC.png
      Target Electronic Collections Zone Selection
      If you choose to select more than one target electronic collection, all your selections must be from the same zone. You cannot mix your target selections from both the Institution Zone and the Community Zone.
    6. Select Target Electronic Collections and complete the steps to identify the target electronic collection(s) in the Institution Zone or in the Community Zone for your comparison.
      1. Complete a repository search.
      2. From the search results list, select an electronic collection; and select Add Selected.
        Repeat the selecting/Add Selected step for each target electronic collection you want to use in your analysis.
      3. Select Done. Alma displays your target selection(s) on the Compare Electronic Collections page and identifies the scope of your selection(s).
        Compare_Electronic_Collections_Selections_04_TC.png
        Compare Electronic Collections Selections
    7. When you have completed defining your source and target electronic collections, select Next.
    8. Enter the following to match your requirements:
      • Report name
      • Report description
      • Match method (ISSN, ISBN, Title, LCCN, or 035)
      • Use date coverage information in the comparison
        Select the check box if you want to use this information. When you select this option, the Reference year for calculating the embargo parameter becomes an active parameter.
      • Reference year for calculating the embargo
        Select one of the options such as Current Year, Current +1, Current +2, and so forth from the drop-down list.
    9. When you are finished setting the parameters, select Submit. Alma displays a message confirming that your job has been successfully submitted.
    10. Use the Monitor Jobs page (see Viewing Running Jobs) to track the progress of your Overlap Analysis report.
    11. View information about the job report on the Job Report page. For more information, see Overlap and Collection Analysis Job Reports.

    Performing Overlap and Collection Analysis for Selected Titles

    Use the procedure below to perform overlap and collection analysis using an Excel input file of specific title identifiers. With the Selected Titles type of analysis, you are able to evaluate the resources in both your Institution Zone and the Community Zone.
    To complete an overlap and collection analysis for selected titles:
    1. Select Submit New Report on the Overlap and Collection Analysis page (Resources > Advanced Tools > Overlap and Collection Analysis).
    2. From the Choose Report Type section, select the Selected Titles option and select Next.
    3. Complete the parameters for step 2 of the wizard using the explanations in the table below.
      Overlap and Collection Analysis - Wizard Step 2
      Parameter Description
      Select File Browse to locate the Excel file containing the unique identifiers for the selected titles you want to compare against the Institution Zone or the Community Zone.
      The column heading in the Excel file identifies the contents in the column as one of the following to use for matching records that you want to compare:
      • ISBN
      • ISSN
      • LCCN
      • TITLE
      The Excel file is a single-column file.
      Example Single-Column Excel File
      The Excel file cannot be larger than 10 MB.
      Detect overlap based on the following population Select one of the following options from the drop-down list:
      • Do not include titles from the Community
        When you select this option, the analysis is completed by comparing the Excel file list with the electronic resources in the Institution Zone. This option generates the following reports:
        • Selected Titles – Title Overlap Report
        • Selected Titles – Unique Titles Report
        • Selected Titles – Not in DB Report
        See Viewing the Overlap Analysis Job Report for more information.
      • Include titles from the Community that are not in the Institution
        When you select this option, the analysis is completed by comparing the results in the Selected Titles – Not in DB Report (from analyzing resources in the Institution Zone as described above) with the Community Zone.
        The results for the Selected Titles – Not in DB Report is an Excel spreadsheet that contains a list of identifiers such as ISSNs that were not found. This generated list is compared with the resources in the Community Zone.
        This option generates the following reports:
        • Selected Titles – Title Overlap Report
        • Selected Titles – Unique Titles Report
        • Selected Titles – Not in DB Report
        and
        • Selected Titles – Not in CZ report
        • Selected Titles – In CZ report
        See Viewing the Overlap Analysis Job Report for more information.
      • Include all titles from the Community
        When you select this option, the analysis is completed by comparing all the titles in the Excel file list with the electronic resources in the Community Zone. This option generates the following reports:
        • Selected Titles – Title Overlap Report
        • Selected Titles – Unique Titles Report
        • Selected Titles – Not in DB Report
        and
        • Selected Titles – Titles in CZ report
        • Selected Titles – Titles not in CZ report
        See Viewing the Overlap Analysis Job Report for more information.
    4. Select Next.
    5. Complete the following information on the Compare Electronic Collections page:
      • Report name – Enter a unique name or use the default that is supplied.
      • Report description – Enter a description to further identify the report generated by Alma.
    6. Select Submit. Alma displays a message confirming that your job was successfully submitted and displays your report job in the Report History section of the Overlap and Collection Analysis page.
    7. On the Overlap and Collection Analysis page, select View to see the job results or use Monitor Jobs (Admin > Manage Jobs and Sets > Monitor Jobs) to view the job results. For more information, see Viewing the Overlap Analysis Job Report.
    After the Overlap and Collection Analysis job completes, an Overlap and Collection Analysis Letter (letter code: OverlapAnalysisLetter) is sent to the staff user to indicate that the job has completed. For information on configuring the letter, see Configuring Alma Letters.

    Comparing All Your Activated Electronic Resource Holdings Against a Non-Active Database

    For cases where you want to compare all of your activated electronic resource holdings against a non-active database, first obtain a list of the ISSNs/ISBNs of the new electronic collection (that you do not have activated), and then select Submit New Report.
    On the first page of the Overlap and Collection Analysis wizard, select the Selected Titles option; and select Next.
    Selected_Titles_02.png
    Selected Titles Option
    Select the file of ISSNs/ISBNs that you obtained earlier, and choose the Do not include titles from the Community option.
    Select_ISSN_ISBN_File_02.png
    Select ISSN/ISBN File
    Complete the remainder of the wizard and select Submit.
    Alma compares the ISSNs/ISBNs of your Excel file against the entire electronic inventory of your institution.