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Alma Early Adopter Experience at Bolzano University Library

An in-depth look at the Early Adopter journey of implementing Alma at the Free University of Bozen-Bolzano Library. Explore the integration of services, metadata management, user data exchange, and automation processes to enhance library efficiency and resource management.

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Alma Early Adopter Experience at Bolzano University Library

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  1. IGeLU 2013 Alma Panel: View from the Early Adopters Berlin, 9. September 2013 Alma at the Bolzano University Library: The Early Adopter Experience Paolo Buoso Free University of Bozen-Bolzano

  2. Bolzano (Alto-Adige Südtirol)

  3. The University 1997 Foundation Trilingual education, international focus 5 schools, 3.000 students, 3 locations The Library 3 locations in an integrated system A modern learning environment (RFID), open 8-24 + 24/7 Service provider for the university, the region and libraries Focus on digital library and information literacy Automation, self-service, outsourcing Top level in international rankings 20 FTE + 5 outsourced The Free University of Bozen-Bolzano

  4. University and Library locations

  5. Figures

  6. Subject Librarians Collectiondevelopment & informationliteracy Online Services and Resources E-resources, digital systems & projects Media Processing Acquisitions, metadata management, interlibrary loan Customer Services Public services and public relations University Press Editorial work, sales Library organization

  7. Complex digital landscape ILS with proprietary format: Bibliotheca2000 (BOND, OCLC) Discovery Service Primo ERM: SFX, MetaLib, Excel files Strong integration with external systems Student Information System (SIS) User data exchange (applications & partner libraries) Course reserve management system & ILL system Cooperation with partner libraries MetaOPAC & Primo User data, circulation, acquisition policy External pick-up locations in public libraries Starting situation

  8. Market analysis, requirements definition, decision for a cloud-based system (not yet on the market) Service improvement with an hosted Discovery Service December 2011 live with Primo Efficiency improvement in back-office with a new generation unified resource management system July 2011 Alma Early Adopter Programme Europe January 2013 live with Alma Roadmap 2010-2013

  9. Why Early Adopter? • Innovative future-oriented solution • Integration front-end Primo with back-end Alma • Unified resource management: all resources managed in every phase of the life-cycle in one single system • Sharing and reuse of common data - Community Zone • Stakeholders by our side – funding was given

  10. Our Expectations • Integration of external services • Metadata management, Web Services, API • Standardization • Support for process automation • Notifications, workflows, enhanced self-service • More efficiency, more resources for the library core business

  11. Our expectations / 2 • Networking and best practices exchange with libraries of the same type • Development of new target-oriented services through use analysis (Analytics) • Less IT in house • Reducing Total Cost of Ownership through Cloud Computing

  12. Requirements • Flexibility and change readiness • Change management& communication of the priority of the project • Team members / roles required: system librarian, metadata manager, IT people, department managers, quality and statistics librarian • Willingness to take risk as early adopter

  13. Data migration from ILS (catalogue, users, active loans and fees) SFX Knowledge Base Configuration Libraries, Locations, Policies (simplification) Integration with external systems SIS (Student Information System) Library Cards, SIP2 (Selfcheck 3M, Cash Machines) Metadata search and -import Authentication, Integration with Primo Scope of Work

  14. Apr 12 Alma Training Jun 12 Kick-off meeting Jul: Configuration and migrations Forms Aug-Oct: 2 Test migrations Oct: Functional Workshop Dec: Final Sprint 03-21 Staff Training 15-21 Cut-over period 22-26 Final Migration 27-29 Primo integration & ER activation Jan 13 Alma Live Timeline

  15. Alma Live: January 2013 • 02. Jan: Alma live and Fulfillment servicesactive • Integration of SIS via webservice • RFID andselfcheckintegration • Authentication via CAS in Primo • Net accountforlibraryaccount, requests, renewals • Activation of: • Workflow tracking (+ automatice-mailnotification) • Acquisitionsandfundmanagement • Resourcedescription in MARC21 • Feescalculation • Consolidation:workflowdefinition & improvement • Stafftraining

  16. Alma Live: the first months • General workflow revision (+ configuration) • Continue optimization, troubleshooting • General Area • Alma certification • Switch to regular support + “Top5 issues” • New ticketing system (from Pivotal to Salesforce) • A new circulation desk and a new SIP2 integration • Label printing • Acquisitions Area • EDI for orders and invoices • Approval Plans, gifts, exchanges workflows

  17. Alma live: the first months / 2 • Fulfillment Area • Optimization of the automatisms in circulation • Letter Customizations, Automatic Print Slips • Fees calculation • Revision of some policies • SFX Replacement with Alma Uresolver only in Primo • General Electronic Service for ILL, Link to 360Link • Resource Management Area • Clean ups and Ghost records • Electronic Packages management • Analytics • Reports, Dashboards • Clean ups

  18. Experience during configuration • Goodcooperationdespite time pressure • Solution-orientedandpragmaticapproach • No time for in-depthworkflowanalysis • More focusneeded on ERM and Alma Uresolver

  19. Lesson learned • Cloud computing requires a new approach with the software: • Monthly Releases • No traditional test environment • Dealing with occurring problems • Better reporting and controlling (under construction) • Impact on the organization • Workflow standardization & automation support • Manual work after migration needed • Clean ups • Electronic resources activation

  20. "erfahrung als

  21. Open and critical issues • Community Zone & E-Resources • Recentprintpublications and databasesaremissing • Organization of packagesdata: betterconcordancewithlicensessignedby the customersisneeded • Activation of ER is time consuming • Overlapanalysisismissing • Lack of functionalities of Alma Uresolver • Analytics • Weekly Update • Troubles withcombinationofdatafrom different areas

  22. Open and critical issues / 2 • Batch updates and set creation not always easy • Migration of subscriptions and entering of acquisitions data • More customization needed (e.g. in workflows, cataloguing, new user registration, etc.) • Less important, but look and feel could be improved (especially in the Resource Management search) • Development seems to be overloaded

  23. Outlook 2013-2014 • 3.-4. quarter 2013 • Troubleshooting andoptimization • Deliveryofstandardreports via Analytics • Alma Network • New Primo Layout • 2014 • Reserve Collections • InterlibraryLoan • Primo/Alma APIs • Maybemore Alma institutions in the network

  24. Digital Landscape before and after Alma

  25. Thankyou! paolo.buoso@unibz.it

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