Alma Working Group meeting Thursday 30 th August 2018 NHS Education - - PowerPoint PPT Presentation

Alma Working Group meeting

Thursday 30th August 2018

NHS Education for Scotland

• Review recent developments in Alma
• Discuss what is important to you
• Prioritise key areas for additional

development in Alma

Aims of the meeting

NHS Education for Scotland

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?

Before we start…

NHS Education for Scotland

• Backlog (Alma priorities May-Sep 2018)

What has been happening since we last met…

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

• 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

What has been happening since we last met…

NHS Education for Scotland

• 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 What has been happening since we last met…

NHS Education for Scotland

Questions?

NHS Education for Scotland

• 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

User registration and user management

NHS Education for Scotland

User management – your feedback

NHS Education for Scotland

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.

Changes to the OpenAthens registraton form

NHS Education for Scotland

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

• f 3 forms, step 3 onwards.

4. Registrant proceeds to complete personal information,

• rganisation details, accept terms and conditions, etc.

Demo

Changes to the OpenAthens registraton form

NHS Education for Scotland

“… 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?

Changes to lead employer

NHS Education for Scotland

New advice on registration form:

Changes to lead employer

NHS Education for Scotland

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?

Group discussion

NHS Education for Scotland

North Dianne Mitchell Fiona Turnbull Karen Sinclair Lynne Speirs Ann (F) East Alison Bogle June MacLeod Mari Porter Moira Mitchell Zena (F)

Groups

West Anne Smith Audrey Marshall Carol Hallesy Charlotte Boulnois Chloe Stewart Christine Gallagher Emily Fotheringham Rebecca Hart Derek (F)

NHS Education for Scotland

• 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?

Next steps

NHS Education for Scotland

Lunch

NHS Education for Scotland

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?

Group discussion

NHS Education for Scotland

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?

Question 1

NHS Education for Scotland

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

Question 2

NHS Education for Scotland

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?

Question 3

NHS Education for Scotland

Is there interest in having more access to Alma Analytics?

Question 4

NHS Education for Scotland

Group 1 Anne Smith Charlotte Boulnois Lynne Speirs Moira Mitchell Rebecca Hart Fiona Turnbull Derek (F) Group 2 Chloe Stewart Christine Gallagher Dianne Mitchell June MacLeod Mari Porter Zena (F)

Groups

Group 3 Alison Bogle Audrey Marshall Carol Hallesy Emily Fotheringham Karen Sinclair Ann (F)

NHS Education for Scotland

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?

Group discussion

NHS Education for Scotland

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?

Alma: what next?

NHS Education for Scotland

New reporting service in Eduserv

NHS Education for Scotland

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?

Alma workshop evaluation

NHS Education for Scotland

• 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 26th February 2019
• AOB?

Next steps

NHS Education for Scotland

Thank you