Conference Program 

Day One |  Thursday, December 5, 2024 

1:00pm - 1:15pm, Introduction and Welcome

1:15pm - 2:05pm, Ex Libris Update

A representative from Ex Libris will update us on goings on with Ex Libris, use cases, and things coming down the pipe. 

Please note: Only attendees and those at ELSUG region institutions may access this recording, please contact us to be granted access.

Panelists:  

Elyse Profera, Software Partner, Platform Engagement & Library Solutions, Ex Libris (Part of Clarivate) 

2:15pm - 2:40pm, Session 1

Automating Data Processing with Alma Data Visualization

Though it shares a database with Analytics, Data Visualization offers unique functionality that can streamline data processing and reduce the need for manual data cleaning. George Mason University Libraries has been exploring the potential in the tool’s data flow capabilities to automate data preparation for recurring projects, saving staff work-hours and headaches.

After a collections assessment pilot project in which a graduate student was tasked with determining the geographic “aboutness” of thousands of theater monographs, it was agreed that such an effort was impractical and non-reproducible. The team turned to creating a series of data flows to create a data set of theater works in our collection, identify their geographic focus using case statements, and create joins to the E-Inventory, Physical Items, and Usage Data (COUNTER) subject areas. The goal is to automate the running of this process so that it is updated on a monthly basis and accessible to the subject librarian at will.

Once we saw the potential in automating data processing, our unit began to look for other areas where data flows could be implemented. One application identified was in support of GMU’s participation in a regional shared print program. The data review workflow is one which has historically been time-intensive but repetitive in a way that suggested it would work well within the data flow framework. The resulting process has reduced time spent to under an hour in most cases. Our next test cases are to incorporate data flows into annual statistics gathering and weeding processes. 

Presenters:

Emily Nilson, George Mason University Libraries

Kimberley Edwards, George Mason University

2:50pm - 3:15pm, Session 2

Managing Alma in a Multi-Tenant Environment: The University of Houston System Libraries Approach in Acquisition and Electronic Resources

The University of Houston System has a unique approach to managing Alma in a shared environment. Within the areas of Acquisitions and Electronic Resources, the needs between multiple libraries can be quite different within the scope of big library needs and small library needs, especially when many functions within the Alma configuration are managed at an institutional level, rather than at a library level. Without a Network Zone, not having our information and data separate is often times a challenge. There are multiple issues in maintaining collections and keeping these separate from display in Primo. Staff levels and time vary, sometimes disproportionately between the large library and the smaller libraries within the system. This presentation will discuss how one big library and three small libraries achieve this management and discuss the opportunities and challenges associated with the committee approach. 

Slides

Presenters:

Jeannie Castro, University of Houston Libraries

Steve Bonario, University of Houston Downtown 

3:25pm - 3:50pm, Session 3

Can We Talk? Making ILLiad and Alma Friends

The University of Arkansas Libraries, Fayetteville, has been using ILLiad since 2007 and Alma / Primo since 2022.  As we near completion of a major renovation, a goal is to merge Interlibrary Loan and Alma holds queues.  We’ll describe how we are configuring the ILLiad ALMA NCIP Borrowing Client System Addon and Alma Resource Sharing to process ILL loans through the Alma fulfillment system as well as changes we had to consider in Alma loan terms of use, fines and fees, notices, and proxy borrowers. 

Slides

Presenters:

Robin Roggio, University of Arkansas Libraries

Beth Juhl, University of Arkansas

Dennis P. Stephenson, University of Arkansas

Sherryl Faulkner-Robinson, University of Arkansas

4:00pm - 5:30pm, Panel

Migration Insights

Panelists have been invited to share their experiences migrating to Alma or other Ex Libris products (Leganto, Rapido, etc.). We’re excited to hear about any difficulties encountered and the valuable insights they gained throughout the process!

Panelists:

Jeffrey Hines & Linda Seguin, University System of Maryland & Affiliated Institutions (USMAI)

Ron Lewis & Jason Mitchell, Loyola Marymount University

Christopher Lee, California State University 

Liliana Galindo, University of Texas-Rio Grande Valley, Slides

Emily Boss, University of Nevada-Reno

Day Two |  Friday, December 6, 2024 

1:00pm - 1:15pm, Introduction and Welcome, Day 2

1:15pm - 1:40pm, Session 1

Who are you calling generic?: Using Generic XML normalization rules for ETDs in Primo VE

In 2024, UTSA Libraries started hosting electronic theses and dissertations (ETDs) in our DSpace institutional repository.  This presentation will describe the process by which those ETDs were added to the library’s Primo VE discovery system, using a discovery import profile and custom normalization rules.  Because of the particular metadata needs of theses and dissertations, we chose not to use Primo’s standard Dublin Core normalization rules; instead, we used a more detailed metadata output from DSpace and created Generic XML normalization rules in Primo.  I will discuss why we chose this method, examples of how we used normalization rules to manipulate the ETD metadata, and challenges and trade-offs with using Generic XML normalization rules.  Primo VE’s Generic XML normalization rules are not especially well documented, so my goal with this presentation is to provide tips and examples to help other libraries create customized normalization rules that fit their needs.

Slides

Presenters:

Elliot Williams, University of Texas at San Antonio

1:50pm - 2:15pm, Session 2 

Promoting Collection Discovery: Extending Your Reach in a Few Easy Steps

Have you ever dreamed of a simple way to promote collections linked to local interest, events, or other campus needs? Collection Discovery is a powerful tool that was added to Primo VE with the December 2017 monthly release, enabling libraries and institutions to create curated collections in an interactive and user-friendly manner.  This tool was designed to help libraries bring their unique resources to the forefront in a more dynamic and appealing way, making it easier for users to explore and engage with collections that might otherwise go unnoticed.  Kansas State University Libraries started utilizing this feature in 2023, particularly to promote select faculty publications, offering a new dimension for scholarly communication and outreach.  The Collection Discovery interface provides a convenient way for users to virtually browse both physical and electronic collections, making it easier to find resources that may otherwise remain hidden.  Collection Discovery provides a seamless browsing experience that enhances the user's ability to engage with the library's curated resources.  This presentation will not only introduce the basics of Primo VE Collection Discovery, but it will also dive into how Kansas State University Libraries has been effectively utilizing this feature to meet the unique needs of their faculty and student body.   We'll explore specific local policies and guidelines for creating and managing collections, focusing on how these policies can be adapted to suit a wide variety of institutional needs. Additionally, we will demonstrate how to harness the full potential of this tool for improved collection visibility and resource discoverability. By the end, you’ll understand why Collection Discovery should be an integral part of your library's digital strategy and how it can enhance the overall research experience for your academic community.

Slides

Presenters:

Raymond Deiser, Kansas State University Libraries

Michelle Turvey-Welch, Kansas State University Libraries

2:25pm - 2:50pm, Session 3

Decreasing Staff Intervention for Borrowing Requests in a RapidILL/Primo VE integration

The ISSN/ISBN is one of the required fields for a borrowing request to be sent from Alma to RapidILL automatically without library staff intervention at the borrowing institution. However, ISSN/ISBN is not information that's usually in an article/chapter citation, so users frequently didn't include it when placing a resource sharing request in Primo. This was a problem at the Xavier University of Louisiana Library because limited staffing meant that we were unable to regularly monitor borrowing requests that didn’t meet the requirements to get sent to RapidILL automatically, delaying the user getting their requested content. This presentation will detail system changes and user education we implemented to help users include the required ISSN/ISBN when completing the form, therefore decreasing their wait time for resource sharing requests.

Slides

Presenters:

Lucy Rosenbloom, Xavier University of Louisiana

Mary Elzinga, Xavier University of Louisiana

Ashaki Haroon, Xavier University of Louisiana 

Rae Mair, Xavier University of Louisiana

3:00pm - 3:25pm, Session 4 

Out of Control User Notes? We've Got a Plan for That!

Our journey began when we identified a discrepancy in the Read-Only User roles within Alma Analytics User Reports. This led us to the realization that User Notes, remnants from our migration, were causing inconsistencies in both the Note Type and Note, hindering meaningful data extraction. However, we took proactive steps to address this issue. They were Out-Of-Control, but not for long!

Solution: In our continuous quest to optimize the efficiency and effectiveness of our library Alma system and processes, we have implemented a new policy regarding patron notes. This is not just a procedural change for Alma roles, but a significant leap towards achieving consistency across our library Alma system, promising a brighter future. 

Our goals were to create system-wide consistency of notes, enhance Analytics capabilities, improve patron experience, streamline internal processes, and increase efficient staff communication. 

What the audience can take away from the session:

• How our policy manages user notes within the constraints of the Alma system

• How we went about creating a procedure to remove unwanted notes in bulk

• Standardization of Notes under specific Note Types

• Note removal

• How the use of Notes can create a more affective analysis of Read-Only roles 

Future Tasks:

• Create training sessions/materials to teach others how to create standardized Notes 

Slides

Presenters:

Michele Reilly, University of Arkansas Fayetteville Library

Sherryl Faulkner-Robinson, University of Arkansas

3:35pm - 4:00pm, Session 5

Welcome to Mixpanel: An Overview of the New Primo Analytics Platform

As part of the upcoming New Discovery Experience, Ex Libris is implementing a series of enhancements to Primo including the recent unveiling of its new analytics platform: Mixpanel. This presentation aims to provide a brief overview of Mixpanel, emphasizing its capabilities and the potential for obtaining granular insights into user engagement, session details, search methods, and user journey.

We will examine the various components of the Mixpanel interface and design and briefly review the types of reports available, such as Insights, Funnels, Flows, and Retention, and best use cases for each of them. We will learn how these different reports can be combined to create tailored dashboards that meet your institution’s needs by reviewing the out-of-the-box dashboards and reports offered by Ex Libris in your own instance of Mixpanel.

This session will provide attendees with the knowledge to effectively begin their exploration of tracking events, creating reports, and gathering actionable insights in the new Primo analytics platform. 

Slides

Presenters:

Adrian Johnson, Rice University

4:10pm - 4:50pm, Session 6

An Introduction to Alma Data Visualization

Ex Libris’ Data Visualization (DV) tool offers powerful functionality with significant potential for streamlining data processing in addition to creating charts and graphs. It allows the uploading of external datasets such as Excel spreadsheets and the joining of these datasets to Analytics Subject Areas. Data flows can automate joins, the creation of custom columns, and much more. Datasets created in DV can be accessed in Analytics as well and incorporated into reports there- and can overcome the 9,999-entry limit of Analytics filters. However, this potential is hidden behind a UI that differs from Analytics and its perception as a tool primarily for making graphs. 

This session is an overview of the DV UI and functionality, providing the building blocks for custom workbooks and data sets. It will provide a baseline for DV beginners both with and without Analytics experience and provide a peek at opportunities for further exploration. We’ll begin with how to access DV in Alma and the UI elements on the DV home page including how to create a new dataset and workbook. Next, we’ll quickly look at the UI for creating and formatting data visualizations with a simple demonstration before exploring basic data flow capabilities. Finally, we’ll go over four ways to join Subject Areas and datasets and where intermediate users can play with regular expressions. 

The entire presentation will be a live exploration of the DV UI, though I will pre-record a walkthrough without sound as a backup in case of an Oracle login screen or other unforeseen issues. Presentation materials will include a bibliography of documentation sources that I often consult as I explore the tool. By the end, audience members will have the foundation to customize Data Visualization workbooks and explore potential functionality for their institution. 

Presenters:

Emily Nilson, George Mason University Libraries