Alma Working Group meeting Thursday 30 th August 2018
NHS Education for Scotland Aims of the meeting • Review recent developments in Alma • Discuss what is important to you • Prioritise key areas for additional development in Alma
NHS Education for Scotland Before we start… Alma working group evaluation 1. How can we improve these meetings (e.g. length of meetings, frequency, online or face-to-face, etc.) 2. Are you the best person to be at these meetings or do you think someone else from your team should attend? 3. Are the changes we are making to Alma improving your team’s experience in using Alma? Examples? 4. What do you need more support with? 5. What are your priorities for the next 6 month period?
NHS Education for Scotland What has been happening since we last met… • Backlog (Alma priorities May-Sep 2018) Priority Development Resource Sharing peer support group Resource management/Cataloguing package Use Alma to host the SHINE Union List and make requests for items held by member libraries Analytics package Training/Guidance package Notifications package User registration and GDPR General/Ongoing activities
NHS Education for Scotland What has been happening since we last met… Priorities • – Merge and de-duplicate records in Alma – Resource Management guides have been reviewed and updated – New Cataloguing Electronic Resources guide – Import of records from Dundee University to Tayside – Progress on deleting the remaining old temporary ILL records from Aleph – Support for library staff with stocktaking – Updates made to patron notifications – List and current wording of notifications – New Creating Analytics Report guide – New Analytics widgets available and reports added to the Analytics menu in Alma – New Loans and Returns Dashboard
NHS Education for Scotland What has been happening since we last met… • Other Priorities – Resource sharing peer support group – Use Alma to host the SHINE Union List and make requests for items held by member libraries – Training and guidance package: FAQs – User registration and GDPR – General/ongoing activities
NHS Education for Scotland Questions?
NHS Education for Scotland User registration and user management • User management – your feedback • Demo of proposed changes to the OpenAthens user registration form • Impact of the changes to lead employer for medical trainees • Review of the registration process – group discussion
NHS Education for Scotland User management – your feedback
NHS Education for Scotland Changes to the OpenAthens registraton form Rationale Administration of OpenAthens registration is causing a lot of additional work for user support/Athens admin teams, e.g. student registration, user confusion, so the process and guidance for registrants needs to be improved.
NHS Education for Scotland Changes to the OpenAthens registraton form Key changes 1. Step 1 ‘Register with The Knowledge Network’ should just be an email checker. 2. Step 2 should ask registrants who they are (NHS staff, student or non-NHS staff) 3. Based on the answer to step 2 the registrant will complete 1 of 3 forms, step 3 onwards. 4. Registrant proceeds to complete personal information, organisation details, accept terms and conditions, etc. Demo
NHS Education for Scotland Changes to lead employer “ … employment arrangements for junior doctors and dentists are to be simplified from August. Under the new arrangements, 22 Health Board employers will be reduced to four." (https://hub.nes.digital/lead-employer- arrangements/welcome/lead-employer-arrangements/) Trainees may be more likely to choose 'lead employer' under • Organisations Most should receive automatic activation, based on unique email • patterns (e.g. borders.scot.nhs.uk) But not if the Board uses nhs.net, or applicant chooses to use • private email How will we deal with large number of extra applications to lead • employers?
NHS Education for Scotland Changes to lead employer New advice on registration form:
NHS Education for Scotland Group discussion For the group discussion we would like you to discuss the following questions: 1. What is the greatest problem you face in user management? 2. What changes would you like to see in how users are managed. 3. What other changes would you like to see made to the user registration form? 4. How important are job title/position? 5. How will we deal with large number of extra applications to lead employers?
NHS Education for Scotland Groups North West Dianne Mitchell Anne Smith Fiona Turnbull Audrey Marshall Karen Sinclair Carol Hallesy Lynne Speirs Charlotte Boulnois Ann (F) Chloe Stewart Christine Gallagher Emily Fotheringham East Rebecca Hart Alison Bogle Derek (F) June MacLeod Mari Porter Moira Mitchell Zena (F)
NHS Education for Scotland Next steps • Review feedback • Complete work on revising the OpenAthens registration form. • Testing • Mapping to Alma and changes to be made in Eduserv • Staff training/updating • Target date : end of 2018?
NHS Education for Scotland Lunch
NHS Education for Scotland Group discussion For the group discussion we would like you to discuss the following questions: 1. How should we deal with lost/missing items in Alma? 2. How can we improve the process for making BL requests? 3. Should we use Alma to make evidence summaries created by NHS library staff available on Primo? 4. Is there interest in having more access to Alma Analytics? 5. Any other questions?
NHS Education for Scotland Question 1 How should we deal with lost/missing items in Alma? • Do you currently have a policy locally? • If so, what? • How should we deal with users/expired users with lost/missing items? • Any other issues? • Are you happy to have a common policy on this? • Feedback and discussion around a common policy?
NHS Education for Scotland Question 2 How can we improve the process for making BL requests? • A number of unnecessary requests are being made to the BL. • Do you have a local protocol for checking holdings before making BL request? • Are you happy to have a common policy on this? • Feedback and discussion around a common policy? • Work with Resource Sharing peer support group
NHS Education for Scotland Question 3 Should we use Alma to make evidence summaries created by NHS library staff available on Primo? • Example in Alma and Primo • Is Alma/Primo the best resource to store these summaries? • Should this be available on request or electronic? • Discoverability on Primo, e.g. tagging, facets, resource recommender • Any barriers, e.g. sensitivity of information, reusability, enough content, anything else?
NHS Education for Scotland Question 4 Is there interest in having more access to Alma Analytics?
NHS Education for Scotland Groups Group 1 Group 3 Anne Smith Alison Bogle Charlotte Boulnois Audrey Marshall Lynne Speirs Carol Hallesy Moira Mitchell Emily Fotheringham Rebecca Hart Karen Sinclair Fiona Turnbull Ann (F) Derek (F) Group 2 Chloe Stewart Christine Gallagher Dianne Mitchell June MacLeod Mari Porter Zena (F)
NHS Education for Scotland Group discussion For the group discussion we would like you to discuss the following questions: 1. How should we deal with lost/missing items in Alma? 2. How can we improve the process for making BL requests? 3. Should we use Alma to make evidence summaries created by NHS library staff available on Primo? 4. Is there interest in having more access to Alma Analytics? 5. Any other questions?
NHS Education for Scotland Alma: what next? What we think are the priority areas for development… Current/future activities: Migration of Health Protection Scotland’s collection into Alma • Supporting RCPSG export to COPAC • Ongoing improvements to the Open Athens user registration form • Ongoing priorities, e.g. SHINE project, data tidying, resource sharing peer • support Ongoing backlog of activities, e.g. reviewing user guidance, configuration • changes Take forward some of the activities from today’s discussion • Call for anyone else interested in joining the Cataloguing Group • Anything else? •
NHS Education for Scotland New reporting service in Eduserv
NHS Education for Scotland Alma workshop evaluation Alma working group evaluation 1. How can we improve these meetings (e.g. length of meetings, frequency, online or face-to-face, etc.) 2. Are you the best person to be at these meetings or do you think someone else from your team should attend? 3. Are the changes we are making to Alma improving your team’s experience in using Alma? Examples? 4. What do you need more support with? 5. What are your priorities for the next 6 month period?
NHS Education for Scotland Next steps • Write up notes and share feedback (monthly update) • Highlight priority areas of work and invite feedback • Continue to provide monthly updates • Contact knowledge@nes.scot.nhs.uk and colleagues directly at alma@k2anetwork.simplelists.com • Next meeting on 26 th February 2019 • AOB?
NHS Education for Scotland Thank you
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