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    How Are Collection Activations Moved from Primo Central to CDI for Consortia and Multi-Campus Institutions?

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    Introduction

    The following types of consortia configurations currently exist in Primo Central and are supported in the move to CDI:

    • A single Alma institution and multiple Primo Central institutional profiles (PC Keys). This is typically the case when you have multiple campuses or libraries or subject portals that require their own Primo Central activations. For information on how activations for this type of configuration are moved, see Single Alma Institution with Multiple Primo Central Profiles.

    • A group of member institutions that are configured to inherit the activations from the Central Office. This is the classic consortium configuration in which a Central Office purchases part of the resources on behalf of their members and each member buys additional resources for itself. For information on how activations for this type of configuration are moved, see Institutions using the "Inherit Consortium Central Office Resources" Option.

    In order to move Primo Central activations to the correct Alma environment, some requirements have to be met. Please read this document carefully because you may need to make small changes prior to moving the activations.

    Single Alma Institution with Multiple Primo Central Profiles

    In this scenario, a separate Primo Central institutional profile exists for each Primo institution, which has its own PC Key and Primo Central holdings file to allow its own activations.

    The move process will use the Holdings file URL stored in the Primo Central institutional profile to determine which Alma environment corresponds to each Primo Central institutional profile. The activations are moved to Alma according to that match. The Holdings file URL therefore needs to be unique for every institution or campus. In a multi-campus setup in Alma, each Alma campus has its own Primo Central publishing profile. The name of this publishing profile distinguishes the Holdings file URLs for the different campuses; it is added to the URL as the member code parameter—for example:

    https://<Alma_domain>/rep/getFile?institution_code=<Alma_Institution_Code>&file=institutional_holding&member_code=<electronic_profile_name>

    Based on this unique URL, the move process will take the activations from the Primo Central institutional profile and activate the corresponding collections in Alma for the institution or campus (inventory group) that is identified by the member_code parameter.

    For more information, refer to Publishing to Primo Central, specifically the Configuring Primo Central to Use the Institutional Holdings File in Publishing to Primo Central section.

    What If I Am Using the Same Holdings File for Multiple Primo Central Institutional Profiles?

    In order to move activations from Primo Central to Alma, each Primo Central institutional profile must have its own unique holdings file URL. If two institutional profiles share the same holdings file URL, no activations will be moved to Alma. This will make sure that the holdings file URL is unique, but you can still use the same full text activations for two or more institutional profiles.

    To resolve this issue, perform the following changes prior to the move in February 2020:
    1. For every Primo Central institutional profile that shares the same holdings file URL, create the following in Alma:

      1. An Alma Inventory 'Available For' Management Group that includes the libraries and/or campuses that the Primo Central institution profile supports. This inventory group will be used when moving the Primo Central activations to Alma. For more information, see Configuring Distributed Access to Electronic Resources.

        It is possible but not necessary to activate electronic collections for this inventory management group in the Alma institution. Activations are automatically inherited from the institution.

      2. A Primo Central publishing profile for each Alma Inventory 'Available For' Management Group created in the previous step. Make sure that the libraries/campuses selected in the Alma publishing profile match the libraries/Campuses defined in the Alma Inventory 'Available For' Management Group. For more information, see Publishing to Primo Central.

    2. For each Primo Central institutional profile that shares the same holdings file URL, make sure that the Holdings file URL has a member_code parameter that contains the corresponding PC publishing profile created in step 1b.

    Multi-Campus Example 1

    Alma Configuration:
    The customer has a single institution with two campuses called Arts and Sciences. In Alma, a single Primo Central publishing profile has been defined for the institution, but no campuses have been defined. All full text activations are done for the whole institution in Alma.

    Primo Central Configuration:
    The customer has defined a Primo Central institutional profile for each campus Arts and Sciences to permit separate activations at the campus level, but the following Holdings file URL is shared by both at the institution level:

    https://na01.exlibrisgroup.com/rep/getFile?institution_code=01ALMA01&file=institutional_holding
    To allow activations to be moved to Alma, the customer must perform the following configuration changes:
    1. In Alma, the customer will need to create the following:

      1. Campus definitions for the following campuses: Arts and Sciences. For more information, see Configuring Campuses.

      2. An inventory management group for each campus: CDI_Arts (with campus Arts included in the group) and CDI_Sciences (with campus Sciences included in the group).

      3. A Primo Central publishing profile for each inventory management group: CDI_Arts (with campus Arts selected in the publishing profile) and CDI_sciences (with campus Sciences selected in the publishing profile).

    2. In Primo Central, the customer will need to update the Primo Central institutional profiles for each campus and make sure that the Holdings File URLs contain the associated member_code:

      • PC key1 for Arts campus:
        https://na01.exlibrisgroup.com/rep/getFile?institution_code=01ALMA01&file=institutional_holding&member_code=CDI_Arts

      • PC key2 for Sciences campus:
        https://na01.exlibrisgroup.com/rep/getFile?institution_code=01ALMA01&file=institutional_holding&member_code=CDI_Sciences

    If the above configurations are made prior to the move, the active collections for PC key1 will be activated in the Alma institution for inventory management group CDI_Arts, and the active collections for PC key2 will be activated in the Alma institution for inventory management group CDI_Sciences.

    After the move, it is possible to activate collections in Alma for search and availability as follows:

    • If activation is done for the whole institution, collections will be included in both holdings files.

    • If activation is done for either of the two inventory groups: collections will be included only in the corresponding holdings file.

    For more information about publishing electronic records per campus/library, see the Library-Level Publish to Google Scholar and Primo Central video (4:08 mins).

    What If My Primo Central Publishing Profiles Contain Campuses/Libraries That Do Not Belong to an Associated Inventory Management Group?

    In order to move activations from Primo Central to Alma, each set of libraries/campuses specified in the Electronic profile members section of each Primo Central publishing profile must also be defined in an associated Alma Inventory 'Available For' Management Group. Otherwise, collections will not be activated for the missing campuses/libraries in Alma.

    To resolve this issue, perform the following changes prior to the move in February 2020:

    For every Primo Central publishing profile in Alma, check the campus/library selections in the Electronic profile members section and make sure that there is a corresponding Alma Inventory 'Available For' Management Group that contains the same campus/library selections.

    You may need to add missing campuses/libraries to an inventory management group, or create missing inventory management groups. The inventory management groups are necessary when moving the Primo Central activations to Alma.

    It is possible but not necessary to activate electronic collections for this inventory management group in the Alma institution. Activations are automatically inherited from the institution.

    Multi-Campus Example 2

    Alma Configuration:
    The customer has a single institution with two campuses called Arts and Sciences and two libraries called Main and Riverside. In Alma, all full text activations are done for the whole institution, except for a few collections activated only for inventory group Main (which includes library Main) and inventory group Riverside (includes library Riverside). No other inventory groups have been defined in Alma.

    In addition, the following Primo Central publishing profiles have been defined:

    • Arts – Library/Campus selections: Campus Arts and Library Main.

      Holdings file URL:
      https://na01.exlibrisgroup.com/rep/getFile?institution_code=01ALMA01&file=institutional_holding&member_code=Arts

    • Sciences – Library/Campus selections: Campus Sciences, and Libraries Main and Riverside.

      Holdings file URL:
      https://na01.exlibrisgroup.com/rep/getFile?institution_code=01ALMA01&file=institutional_holding&member_code=Sciences

    • Main – Library/Campus selections: Library Main.

      Holdings file URL:
      https://na01.exlibrisgroup.com/rep/getFile?institution_code=01ALMA01&file=institutional_holding&member_code=Main

    To ensure that all campus-level activations for each Primo Central institutional profile are moved to the correct inventory groups in Alma, create the following inventory groups in Alma:

    • CDI_Arts – Select the following libraries/campuses: Campus Arts and Library Main.

    • CDI_Sciences – Select the following libraries/campuses: Campus Arts and Libraries Main and Riverside.

    • Because an inventory group that contains only the Main library already exists, there is no need to create an additional inventory group to move the activations from the Primo Central institutional profile Main to Alma.

    • It is not necessary to use the CDI_ prefix in the inventory group name, but it may be useful to identify this inventory group after the move.

    Institutions Using the "Inherit Consortium Central Office Resources" Option

    In Primo Central, consortia can create a Central Office institution in My Profile, which enables a consortium administrator to activate resources that are shared with all member institutions. The Central Office is not associated with a Primo institution, and its only function is to activate shared resources for the consortium.

    Members can elect to inherit either all or none of the shared resources from the Central Office by selecting the Inherit Consortium Central Office Resources option. Although member institutions can activate other resources, they cannot deactivate resources that were inherited from the Central Office. For more information about this option, see Consortium Activation in Primo Central.

    With this option, the following scenarios are supported in the move to CDI:

    Scenario 1: Alma is a Collaborative Network with a Network Zone

    For more details regarding this configuration in Alma, see Introduction to the Network Zone.

    Moving Central Office Activations

    Primo Central activations for the central office are moved to the network zone on Alma. To match the central office correctly to the network zone in Alma the move process requires for a HoldingsURL including a member_code with the publishing profile name to be added to the institutional profile of the central office. The only function of this URL is to identify for the process where to move the activations. Please note that this task of adding the URL to the central office institutional profile will be performed by Ex Libris. No action from the customer side is required.

    Moving Activations for Member Institutions

    Member institution activations will be moved to each corresponding institution zone in Alma. The Consortium Central office inheritance indication will be copied as is from the Primo Central institutional profile (on/off) to Alma, and the inheritance will work in Alma in the same way it works in Primo Central: Members can elect to inherit either all or none of the shared resources from the Central Office. Please note that the move only happens once. Changes made on the Primo Central  institutional profile after the move will not have any effect on Alma.

    Scenario 2: Primo Central Has a Central Office - No Network Zone in Alma

    For member institutions with the 'Inherit Consortium Central Office resources' turned on, the Primo Central activations for the central office will be moved to the individual Alma institution, together with the local Primo Central activations. The effect is that an institution that inherits on Primo Central will not inherit on Alma (no network zone exists to inherit from) but all collections that are active for this institution in Primo Central, regardless whether inherited or not, will be active directly on this institution in Alma.

    For member institutions with the 'Inherit Consortium Central Office resources' turned off, the Primo Central activations for the central office will not be moved to the Alma institution. Only the local Primo Central activations will be moved to Alma. 

    How Do Consortia Move to Production with CDI?

    Consortia and multi-campus environments will move to CDI together in order to deal with the inheritance of activations appropriately. The move will be handled by Ex Libris per Alma environment.

    In addition, members of consortia will switch to production together. During the the individual switchover period (March to July 2020), consortium members can decide at any time to go live with CDI, but the decision has to be made together. In July/August all remaining customers (including consortia) will be switched to production with CDI. The switch is done at the customer level, not the institution level.

    Consortia that consist of institutions using Alma as well as institutions using SFX will move when single activation is available from SFX. This means that Alma customers will have to wait until the second half of 2020 to move to production with CDI. A separate plan will be published for such cases in due course.

    If you have any questions about the move to CDI for your consortium, please contact us at cdi_info@exlibrisgroup.com.

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