2 Who are we? Tarrant County College Opened South campus in 1965 Originally called Tarrant County Junior CollegeName changed in 1999 to Tarrant County College6th largest college/university in TexasFall 2012 enrollment: 50,439Spring 2013 enrollment: 46,750Spring 2012 Distance Learning enrollment: 11,179Average student age: 26 yearsAnn– experienced Voyager cataloger- also took over acquisitions implementation.Jana– experienced cataloger, but no Voyager experience.- stepped in part way through implementation because our previous coordinator left (Dan Bull)Jim- WebVoyage experience, Oracle (SQL) experience- No library experience before 2001
3 Who are we? Tarrant County College 5 campuses Fort Worth (3 campuses)ArlingtonHurstOther satellite campusesTrinity River East for Health Care ProfessionalsDegrees: AA, AS, AA-Teaching, AAS80 technical and transfer areas
4 Who are we? Ann Kutulas - Voyager Cataloger Jana Murphy - No Voyager ExperienceJim Robinson - Programmer
5 Why Move to Alma? Dr. Richard Heyser, Ph.D. (our boss) Implemented Voyager in 2001 from mainframe.Subscription, cloud-based solutions are Ex Libris’ future.The Cloud is supposed to make things easier:Automatic updates!No client installations!Shared data is more accurate data!We had the money available.
6 Why Move to Alma? Aggressive Schedule (March – August) We had the money available when we started the process in September 2012Implementation by August 31, 2013No disbursement of funds if it was spread over 2 fiscal years.Implemented Primo TotalCare and SFX with Voyager in September 2012.We had problems with SFX from the start…
7 Patron Load 1st Attempt – load everything like Voyager Programmers wrote a new script to re-create the Voyager SIF file as an XML file.But, Alma cannot have multiple roles for patrons like Voyager can.Patrons who were both student and staff were loaded with a seemingly random role.
8 Patron Load 2nd Attempt Thanks David Schuster!! Load students first, then load staff.Still has problems. Only the first few hundred patrons would load.File size problem?
15 Patron Load 4th Attempt Still having problems! Claudia is a student who works in the print shop.Claudia was loading as a student, not as staff.Dolph suspected there was a database commit timing issue.2 different load schedules.
16 Patron LoadStudents and staff load at 1:00 a.m.
17 Patron Load Staff load again every 6 hours, which varies. Since then, a 6 a.m. time has been added.If it’s not broken, don’t fix it!
18 Reporting Fines and Fees Report Automatically generated by Alma each night.TCC uses Datatel Colleague for all business.TCC would have to spend >$10,000 to implement.Could not use Analytics (weekly until Nov 2013).Now usually nightly, but some problems.
19 Reporting Tried to teach librarians simple Access reports. Created web interfaces for reports.
22 Reporting Reluctant to give librarians Analytics access. Must provide trainingNot any easier than Access reportsLess data availableOnly one role for Analytics – Design AnalyticsAll-or-nothing means users can alter reports.Slowly building a widget/dashboard library.
29 Withdrawn Items Reporting Itemized list of all items deleted that month.Required by TCC administration to help in determining the value of the library collections as defined by the Texas Higher Education Coordinating Board (the value of the collection has to be depreciated)
30 Withdrawn Items Reporting Required Information:Item IDTitleCall NumberLibraryBarcodeDescription (Chronology and Enumeration)PriceMMS IDHolding IDDate CreatedDate WithdrawnItem PolicyItems in red present challengesCrucial ones as used to determine the depreciated value.
31 Withdrawn Items Reporting ChallengesPriceIn migration placed in replacement cost fieldReplacement cost not available in analyticsUnable to get financial info related to specific Item IDDate CreatedAnalytics return migration dateOriginal date displays in item record summaryIdeally we want the price information from invoice not replacement cost.Accurate date currently available only for items created in Alma.
32 Withdrawn Items Reporting Out-of-the-box Alma report “Item Withdrawals”Count onlyOur 1st attempt, report based only on life cycle “deleted”Detailed data only for items with existing holdingsItems with deleted holdings: Item ID, barcode and datesIncludes items deleted as part of acquisitions workflowFunctionality added in Feb. release but still very limited data available for items with deleted holdings
33 Withdrawn Items Reporting Current workaround procedureStatistics note 3 “withdrawn”Statistics note 2 “dd/mm/yyyy” – deletion dateRun local Analytics reportMatch results against our Voyager item information exported into Access table to get price and accurate create date – match point: Originating System IDThis is what we are doing until our cases are resolved.Running a Change Physical Items job to add Statistics notes.
34 Withdrawn Items Reporting Physical Item DetailsItem ID, Barcode, Enum A, Chron I, Creation Date, Originating System ID, Material Type, Item Policy, Creator, Stat. Note 2 & 3, Life Cycle, DescriptionBibliographic DetailsTitle, MMS IDHolding DetailsHolding ID, Permanent Call Number, Summary HoldingLocationLibrary UnitPO Line Reference
35 Withdrawn Items Reporting FiltersStatistics Note 3 is equal to / is in withdrawnANDLife Cycle is not equal to / is not in DeletedHappy to share the report if anybody is interested.
36 Withdrawn Items Reporting FutureWe have cases open and we are looking forward to simplifying the process in the future.I am told that the process was very straightforward in Voyager because the price information was readily available and I am hoping that, with time, it will become straightforward in Alma as well.
37 Acquisitions & Cataloging Challenges and lessons learned
38 Implementation (We made it!!) Short road Total time from start to production was about 4 monthsTechnical Services staff challengesAcquisition ChallengesImmediate challenges after implementationProcessing of Physical items challengesPositives of Alma (or Wow we couldn’t do that before!)
39 Technical Services Challenges Getting staff members on boardTraining was focused on individual ordering of item, most of our ordering is in batches by cartTraining manuals keep being updatedKeeping positiveShort implementation/turn around timeOrdering for five libraries with five vendor accounts at our major vendor (plus different for entertainment items..DVDs,etc.)Not much time for learning Cataloging b/c Catalogers busy helping to implement other areas
40 Acquisition Challenges Biggest challenge was getting EDI ordering to work with our major vendor Baker and TaylorFirst tested right before “go live” August , didn’t work, finally working at the end of November because of communication with Alma Developers, B&T representatives, and us
41 Steps to EDI:Set up New Order Import Profiles (right now we have 20 different New Order Profiles)
43 Steps to EDI:Send out order using EDI, set up vendors for EDI (at this stage we have 8 vendor profiles set up for B&T)
44 Alma Cataloging Centralized cataloging for our five libraries Each physical item goes through catalogingOverlay acq. records with OCLC record/or original cataloging as neededSet up OCLC Gateway between OCLC & Alma
45 Physical ProcessingTake items out of the work order process to set to transit to library (mark books as Done)For spine labels we use the Spine-O’Matic (has really helped us a lot)
46 Continuing Challenges Setting EDI vendor accounts for our DVDs (they are ordered differently through the vendor)Number of items we order at a time, right now Alma seems to max out at 50 for us (this with importing the records and using EDI for ordering)All the initial delays created a backlogWork order departments are new to us (Manage In Process Items)
47 Alma PositivesCan map our ISBNs directly to the identifier in the POL (don’t have to worry about the 020s fields)Able to un-receive itemsAbility to change Process type right on the item record (really helps for relinking)And the list keeps growing…