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    Managing Trials

    Translatable
    To manage trials, you must have at least one of the following roles:
    • Trial Operator
    • Trial Manager
    Unless noted, wherever Trial Operator is used in the following sections, the action can be performed by either a Trial Operator or Trial Manager.
    For information on how to request or start a trial, see step 2 of the Evaluation Workflow.
    In order for a trial to proceed, you must:
    • Enter general details of the trial, including the title of the material, the trial start and end dates, and whether the trial is public or private.
    • Create the survey form to be completed by the participants when evaluating the material.
    • Enter details of the participants in the trial, if the trial is private.
    For detailed instructions, see Editing Trial Information.
    After the trial has ended, analyze the trial results and record a purchasing decision. For detailed instructions, see Analyzing Trial Results.
    For a detailed description of the various steps of a trial, see Evaluation Workflow.
    You manage existing trials on the Manage Trials page (Acquisitions > Purchase Order Lines > Manage Trials). You can also view this page with the requests pre-filtered by Status by clicking one of the following tasks in the Tasks List in the persistent menu (see Tasks in the Task ListTasks in the Task List):
    • Order Lines in evaluation - analysis
    • Order Lines in evaluation - draft
    • Order Lines in evaluation - requested
    Manage Trials Page
    Select one of the following options in the Actions menurow actions list:
    • Edit – Edit trial information (see Editing Trial Information).
    • Close – Mark the trial as completed. Click Confirm in the confirmation dialog box.
    • Delete – Delete the trial. Click Confirm in the confirmation dialog box.
    • Edit PO Line – Edit the PO line associated with the trial. Opens the Summary tab of the PO Line Summary page (see step 8 in Manually Creating a PO Line).
    • Activate – Activate the trial. Opens the Activation Wizard, as described in Activating Electronic Resources.
      After you activate the trial, the daily Trials – Start and Notify Participants job assumes control of the trial until the trial end date. On the trial end date, the trial once again appears in the task list, enabling the Trial Operator to study the analysis of the trial results and make a purchasing decision.

    Editing Trial Information

    You can edit a PO line’s trial information.
    If you have the roles of both a Purchasing and Trial Operator, the Summary tab on the Trial Details page appears when you click the Request evaluation link on the Purchase Order Lines in Review page. Continue with step 3 in the procedure below.
    To edit trial information:
    1. On the Manage Trials page (Acquisitions > Purchase Order Lines > Manage Trials), select Actions > Edit in the row actions list for the trial you want to edit. The Trial Details page appears.
      Trial Details Page
    2. In the Summary tab, modify the displayed PO line information, as required. A description of the fields is provided in the following table.
      Trial Summary Tab Fields
      Section Field Description
      Details Name (Required) The name of the trial as entered by the Purchasing Operator.
      Title The title of the trial material.
      Start date (Required) The start date for the trial, selected from the Calendar dialog box. The date must be later than the current date. The trial’s status changes to Active on this date.
      End date (Required) The end date for the trial, selected from the Calendar dialog box. This date must be later than the start date. The trial’s status changes to In Analysis on this date.
      Notification period The number of days before the start of the trial that you want the email invitation sent to trial participants.
      For notifications to be sent, the Trials – Start and Notify Participants job must be marked as Active on the Monitor Jobs page – see Viewing All Scheduled Jobs. The notification sent is the Trial Letter and can be configured—see Configuring Alma Letters.
      Available to public When selected, indicates that the trial is available to the public (open to anyone).
      By default, this check box is not selected, and the trial is a private trial. This means that the trial is limited to the trial participants whom you invite to participate in the trial (in the Participants tab).
      Contact The name of the contact person in the institution who is responsible for the trial.
      Participant page URL The path to the trial survey. Filled in automatically after the start and end dates are entered, and cannot be edited. The URL for the trial includes the Participant Page URL field, as follows: https://<Alma domain>/<participant page url>
      Analysis and Results This section is completed by the Trial Operator after reviewing and analyzing the results of the trial (see Analyzing Trial Results).
    3. In the Survey Form tab, create the questions for the survey.
      Trial Details Survey Form Tab
      Add questions to the survey using one or both of the following methods:
      • In Select questions, select a question from a list of existing questions. The Survey Form Question List page opens. Select the questions you want to use for the survey and click Select. The questions are added to the form.
      • Click Add Question. The Add Question dialog box appears.
        Add Question Dialog Box
        • In Group, select a logical grouping to group questions of a similar nature within the survey: Conclusion, Content, or Interface.
        • From the Type drop-down list, select one of the following types of questions: Scale of satisfied (for example, 1-5), Yes/No, Free text, or General.
        • Enter the text of the question in the Question field.
        • Click Add to add the question to the survey and leave the dialog box open to add an additional question, or click Add and Close to add the question to the survey and close the dialog box. The question is added to the form.
      To edit a question, select Actions > Edit in the row actions list for the question you want to edit. Modify the question as required and click OK.
      To rearrange the order of questions, use the Move Down and Move Up arrows.
      To delete a question, select Actions > Delete in the row actions list for the question you want to delete, and click Confirm in the confirmation box.
    4. If you are defining a private trial, click the Participants tab to select the participants in the trial.
      Participants Tab with List of Participants
      Use the secondary search to search for the participants you have added to the trial.
      To add participants, click Select participants to search for and select users on the Find and Manage Users page (see Managing UsersSearching in Alma). Select the users and click Select. The selected participants are added to the trial.
      To remove a participant, select Actions > Delete in the row actions list for the user.
    5. The Analysis tab appears only after the trial is created. In the Alerts tab, view the alerts generated for the trial.
    6. In the Attachments tab, add, update, or delete attachments for the survey. For details on working with attachments, see Attachments TabAttachments Tab.
    7. In the Notes tab, add, update, or delete notes for the survey. For details on working with notes, see Notes TabNotes Tab.
    8. When you have modified the PO line information for the trial as required, click Save.

    Analyzing Trial Results

    As responses are completed and submitted by the trial participants, they are recorded and analyzed in the Analysis tab. The Trial Operator reviews the results, makes a purchasing decision, and enters the decision in the Analysis and Results section of the Summary tab (see Entering and Saving Trial Results).
    After the results of the trial are entered, the Trial Operator saves the trial. If no purchasing decision was taken, a dialog box appears asking for confirmation that the trial can be saved without this information. The trial then remains on the Manage Trials page.
    If the decision is not to purchase, the Purchasing Operator can decide to cancel the PO line. For more information on canceling the PO line, see Canceling PO Lines.
    If a purchasing decision was taken:
    • The trial information is normalized and validated.
    • An alert is generated indicating that there is a purchasing decision for the trial.
    The PO line is sent to the review PO lines task list (see step 2 in Purchasing Workflow). The Purchasing Operator can then proceed to process the PO line as part of the normal purchasing workflow.
    To view the trial analysis:
    1. On the Manage Trials page (Acquisitions > Purchase Order Lines > Manage Trials), select Actions > Edit in the row actions list for the trial you want to edit. The Trial Details page appears on the Summary tab (see Editing Trial Information).
    2. Click the Analysis tab to open the Trial Analysis page.
      Trial Details Analysis Tab
    The Analysis tab contains the following sections:
    • General Information – The number of surveys sent out to participants as well as the number of responses returned (with totals for each category of respondent).
    • Interface / Conclusion / Content – Grouped according to the ranges (described in Editing Trial Information).
    Within each range, the following information is displayed:
    • Question Number
    • Question
    • Responses
    • Average — For Yes/No questions, the number of yes/no responses is shown. For Scale of satisfied questions, the average of all responses is shown. For questions where the answers are in free text, the number of responses is shown, as well as a list of each response.
    In addition to response totals, you can view graphical representations for the answers to each question and for the total of each range of questions.
    To view a pie chart of the yes/no answers to a question:
    Click View in the row actions list for the question for which you want to see a pie chart. The Trial Analysis page updates and shows a pie chart of the answers to the question.
    Pie Chart for a Question
    Click Back to return to the main view of the Trial Analysis page.
    To view a chart of the total yes/no responses:
    Click View in the row actions list for the Total line for a group of questions for which you want to see a chart. The Trial Analysis page updates and shows a chart of the total for the yes/no group of questions.
    Pie Chart of the Total Responses to Yes/No Group
    Click Back to return to the main view of the Trial Analysis page.
    To view a bar chart of the scale of satisfied responses to a question:
    Click View in the row actions list for the question the Yes or No question. The Trial Analysis page updates and shows a bar chart of the answers to the question.
    Bar Chart for a Yes or No Question
    Click Back to return to the main view of the Trial Analysis page.
    To view a chart of the total scale of satisfied responses:
    Click View in the row actions list for the question the Total line for a group of questions with the Scale of Satisfaction type. The Trial Analysis page updates and shows a chart with the total for the scale of satisfied group of questions.
    Bar Chart for the Total Responses to Scale of Satisfied Group
    Click Back to return to the main view of the Trial Analysis page.
    To view comments in free text:
    In the Analysis tab, click View to the right of any question that containing answers in free text. The Analysis tab updates and displays a list of all the comments in free text.
    Click Back to return to the main view of the Trial Analysis page.

    Entering and Saving Trial Results

    After analyzing the responses to the trial, the Trial Operator enters the results and the purchasing decision in the Analysis and Results section of the Summary tab. The minimum information that the Trial Operator must enter in this section is the Result and Result Date.
    After the results are entered, the PO line is saved. If the decision was made to purchase the material, the PO line continues with step 2 of the purchasing workflow (see Purchasing Workflow). If the decision was made not to purchase the material, the Purchasing Operator can decide to cancel the PO line on the Purchase Order Lines in Review page (see Canceling PO Lines).
    To enter the analysis and results of the trial:
    1. On the Manage Trials page (Acquisitions > Purchase Order Lines > Manage Trials), select Actions > Edit in the row actions list for the trial you want to edit. The Trial Details page appears on the Summary tab (see Editing Trial Information).
    2. Enter the analysis and results of the trial in the Analysis and Results section. A description of the fields in this section is provided in the following table.
      Analysis and Results Fields
      Section Field Description
      Analysis and Results Result Select the trial result.
      Result date Select the date on which the trial result decision is taken from the Calendar dialog box.
      Result reason Select the reason for the result (from a list predefined by an administrator).
      Purchase decision Select No or Yes from the drop down list.
    3. Click one of the following buttons:
      • Save — Store the results of the trial. If you decided to purchase the material, the PO line continues with step 2 of the purchasing workflow (see Purchasing Workflow). If you decided not to purchase the material, the PO line can be canceled, as described in Canceling PO Lines.
      • Export — Exports the trial feedback to an Excel spreadsheet.