RMIT University

1
RMIT University

• An early Alma implementer

2
RMIT University

• 3 campuses Melbourne 2 Vietnam
• Offer programs through partners in 6 other
  countries
• 74,000 students includes 30,000 international
  students of whom 17,000 taught offshore
• RMIT is a global university of technology and
  design

3
Alma dates sort of

• First test load sometime in early December 2012
• Functional workshops in early January 2013
• Voyager freeze end April
• Live in mid May 2013
• Second Australian library to go live

4
Physical item workflow where we want to be
sort of
5
Order creation

• If from EDI vendors
• v Alma goes and retrieves a file of records
  via ftp (although not yet for us)
• v These are automatically loaded and the POL is
  created (can create POLs from EOD)
• v For approval plans no order is sent (half
  implemented)
• v For selections and notifications an EDI
  order is sent

6
Order creation 2

• If from non-EDI vendor
• v Search Libraries Australia and add required
  records to a file (staff training still to be
  completed)
• v Download set of records onto your desktop
• v Add EOD and load into Alma (not yet started
  as to EOD but can add to Alma)
• v Alma creates POL and sends off order via
  email

7
Receiving

• v Automatically load EDI invoices into Alma
  (just heard other Libraries can do this but not
  us as far as I know)
• v Manually load the other invoices (eventually
  try to get these in a form that can be
  manipulated and turn them into xml documents to
  automatically load into Alma)
• v Receive and invoice items together
• Add call number (if required), correct
  metadata record and pass to spine labeling (we
  can't yet get our shelf read call number
  populated into the Holdings record)

8
Metadata manipulation

• Daily extract of records added to Alma for
  ordering purposes
• Run these through MarcEdits RDA Helper
• Then run a MarcEdit task to make some required
  corrections
• Run any further scripts over the records to make
  them as RDA compliant as possible
• Load them back into Alma overwriting the existing
  record
• Staff correct any errors in records after
  receiving and invoicing the item

9
Metadata manipulation

• Daily extract of records added to Alma for
  ordering purposes
• Run these through MarcEdits RDA Helper
• Then run a MarcEdit task to make some required
  corrections
• Run any further scripts over the records to make
  them as RDA compliant as possible
• Load them back into Alma overwriting the existing
  record
• Staff correct any errors in records after
  receiving and invoicing the item
• RDA support for Alma??

10
Traps
11
Configuration

• Get your Libraries right and watch who owns the
  POL this impacts on where you need to be to
  receive and accession serial issues
• If coming from Voyager do NOT map 'happening
  locations' to a 'catch all' bucket they need to
  be mapped to the general location for the
  relevant library
• Any configuration changes after the first load
  need to be made by your Project Manager before
  the production load

12
Migration

• Anything not mapped as part of the P2E process
  will go into Alma as print and can't then be
  changed to electronic. It needs to be deleted and
  created anew as electronic
• With Verde make sure highly synced with SFX since
  SFX data only migrated

13
Other stuff

• In serials if creating new orders and want to
  attach this to an old Holding can reassociate the
  order
• Get your heads around Work Order Departments