Alma Fulfillment Configuation Thursday 21 st July 2016

Alma Fulfillment Configuation Thursday 21 st July 2016 Quality Education for a Healthier Scotland

Circulation is Fulfillment in Alma • • • Fulfillment in Alma is based on item location not item status Item status is used for exceptions Collections in Aleph will become locations in Alma gathers all the locations (old Aleph collections) of the same type into a fulfillment unit Each fulfillment unit has rules which determine the circulation policy for all the items in all the locations in that unit Quality Education for a Healthier Scotland

Configuration Form • • • This includes the rules applied to each fulfillment unit We will fill in the form here at NES for the whole of Shelcat Ex Libris will use the information to create our initial Alma configuration After the test load in early November everyone will be involved in testing and we can feedback requested changes to the initial configuration to Ex Libris Post going live we will then have access to configure the system directly ourselves and can make further changes over time Quality Education for a Healthier Scotland

Location Table • Can have up to 5 Location Types in Alma, e. g. o Main lending o Short loan o Reference o Media o Store • Each type can have a separate fulfilment policy • Each library can have any number of locations (Aleph collections), but each much map to one of the five location types Quality Education for a Healthier Scotland

Quality Education for a Healthier Scotland

Aleph Collections Spreadsheet • • Spreadsheet with worksheet for each board Lists collections and their current item statuses by library Provides an indication of how each collection currently circulates Maps current item status to suggested new status (as provided in previous spreadsheet) Maps collections to locations – same or similar as existing in most cases but some suggestions in attempt to standardise where possible Maps locations to one of five location types Limited number of item exception types (based on item status) can be defined Quality Education for a Healthier Scotland

Patron Types • • • Can have up to four different patron types We have agreed three o Staff o Students o External o Optional fourth These are used in conjunction with the (five) location types to define circulation policies for each patron type for each location type, i. e. up to twenty different fulfilment policies across the whole of Shelcat – one policy for each patron type in each location type Quality Education for a Healthier Scotland

Quality Education for a Healthier Scotland

Feedback from Spreadsheet Would like to discuss worksheet with each board individually so get a better idea of what is preferred and feasible Have tried rationalising some collections, for example CDs, DVDs, videos, AV Audio visual Storage, archives etc. Store Common collections include: • Main lending • Reference • Short loan • Journals • Audio visual Some items in Main lending collections have non-circulating item status – could these move to a Reference collection (Also vice versa) Quality Education for a Healthier Scotland

Feedback from Spreadsheet • Can have a small number of exceptions defined by item status but these should be kept to a minimum so if possible good to review where these could be removed and keep items from the same collection circulating in the same way. • Initial suggestion of location types: Main lending: e. g. loan period 28 days Short loan: e. g. loan period 7 days Reference: e. g. non-circulating Store: loan period 28 days or non-circulating or can this be covered by ML? Could replace with Limited, e. g. for overnight loans o Media: e. g. bookings o o • Have highlighted rows in bright yellow in spreadsheet where possible changes to collection or item status and bright orange where error codes need further investigation. Quality Education for a Healthier Scotland