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Ability to run Analytics reports on Alma Configuration settings

It would be exceptionally helpful to be able to run Analytics reports on all areas of Alma Configuration.

It should be possible both for each individual library to run the reports on their own behalf, AND for libraries belong to a consortium, possible for consortial staff to run the reports across all institution zones simultaneously for comparison between member IZs.

Use cases:
1) Reviewing a spreadsheet containing all of the settings in a configuration area makes settings review easier, and reduces errors. Needing to click between screens and take screenshot to compare settings is cumbersome, and leads to mistakes or unintended differences between settings. It is also easier to review many settings in comparison to each other (example, Fulfillment TOU and Rules), and it is easier to discuss the settings with colleagues through a report format.

2) Since Alma does not maintain an internal change log to configuration changes for most settings, it is possible that library staff may accidentally change configuration and be unable to recover what the settings were prior to the change. The ability to run reports provides libraries with the opportunity to snapshot their settings, in case edits occur that need to be reverted.

3) When libraries are in a consortium, that consortium may have consortial configuration settings/policies that each library should follow. Without the ability to run reports on Configuration settings, consortial staff must log in to each member's institution zones individually, and review each setting manually. This is inefficient, leads to the potential for error, and can impact the patron's experiences. This also prevents consortial staff from being able to provide reports that allow member institutions to compare their settings to the settings of other member institutions for baselining.

We have been using Voyager since 2002, and have had the ability to report on Voyager System Administration settings. I have found those reports invaluable in my time working at the consortium, and would appreciate the same access in Alma/Primo VE configuration.

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Debbie Campbell shared this idea  ·   ·  Admin →
Completed  ·  AdminShoshana de la Fuente (Product Manager, Esploro Repository, Ex Libris) responded  · 

Dear Colleagues,


we are very happy to provide you with the ability to review fulfillment unit roles and terms of use policies with the analytics "Configurations (Limited)" subject area. 


For more information see our online help.


Additional requests for configuration analytics will require separate ideas in the idea exchange. 


All the best,

Shoshana

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  • Jeff Karlsen commented  · 

    But there are missing TOU policies. For instance, for Loan-type TOU, "Is renewable" is missing. The list of available policy types is much smaller than what is listed in Configuration > Fulfillment > Physical Fulfillment > Advanced Policy Configuration, which is what the documentation refers to. Are these ommissions by design? Where is it documented?

  • AdminShoshana de la Fuente (Product Manager, Esploro Repository, Ex Libris) commented  · 

    I'm happy to let you know that in the November release you will see a new analytics subject area titled "Configurations (limited)".

    The first fields that will be available in the new subject area are:
    TOU (terms of use) Name
    TOU Type
    TOU Owner
    TOU Description

    TOU Policy Type
    TOU Policy Name
    TOU Policy Description
    TOU Policy Value Type
    TOU Policy Value (binary)
    TOU Policy Default Policy (T/F)

  • Gem Stone-Logan commented  · 

    Just to expand what Tom said below, UC campuses have agreed on this list as our shared priorities.

  • Tom Bustos commented  · 

    Thank you to ExLibris for accepting this Idea Exchange suggestion.

    In addition to Fulfillment Rules and Fulfillment Terms of Use additions to analytics that Shoshana de la Fuente has identified are in the process of being added, UC Merced would like to include the following:

    1. Licenses (Manage License Terms)
    This list is lengthy, but would be extremely helpful to compare terms. In particular, it would help with custom terms.

    2. External Systems (Integration Profiles)
    These often require detailed information. Analytics would be helpful to track settings over time catch errors, and share settings across a consortium.

    3. Other Settings (Resource Management)
    This Includes several settings necessary to compare across campuses. Specifically we have identified the need to check on “central record management,” “merge method,” and “match profiles”.

    4. Block Preferences & Block Descriptions & Definitions (Fulfillment)
    In a consortial environment, our institutions need to have several of the Block Preference settings configured identically, so that requests and loans function as anticipated. Since it is not possible to “lock” those preferences to prevent edits by library staff, we need to be able to review the settings periodically to ensure they remain set as required. Manually reviewing the settings for all of the necessary institutions is time consuming. Being able to run a report for how the settings are set would make this more efficient.

    5. Search Indexes (Resource Management)
    This would help in comparing the several shared search indexes with other campuses in our consortium.

    Thank you again for considering these additions.

    ~ Tom Bustos
    UC Merced Library
    UC Libraries Operations Team Chair

  • Andrew Brown commented  · 

    Same from me - I'd agree with Debbie's top 5 and emphasis on the top two. Thank you.

  • Etta Thornburg commented  · 

    I echo Debbie's top five, but would place special emphasis on her top two. The expanded desire list are also on mine but I would request that display logic be prioritized among that group.

  • Debbie Campbell commented  · 

    Others are welcome to comment here too with their most desired configurations. Here is my list:

    1) Fulfillment Unit Rules: Ability to report on Fulfillment Unit rules (loan, request, and booking), to have all in one view the [a] rule "demographic" information, [b] rule number (order), [c] input parameters, and [d] at least the name of the Output TOU.

    This would provide backup in case of accidental changes to rules, allow for comparisons across Fulfillment Units for consistency, and make it easier to explain policies to library staff (and patrons).

    2) Terms of Use: Ability to report the full list of terms of use (all types of TOU), with all of the policies set in the TOU.

    This would allow comparison across TOU for consistency, backup, and explaining policies to library staff (and patrons).

    3) Overdue and Lost Loan Profiles: Being able to report on all of the settings that define the Overdue and Lost Loan profiles would make it more efficient for library staff to have accurate and appropriately inclusive/exclusive Overdue and Lost Loan Profiles.

    Some profiles are complex- including subsets of locations, item policies, material types, user groups, statuses, etc., and, the profiles build upon each other for timing of future additional notices. Having a report would make it more efficient to double-check that the policies within a "set" of policies all contain the appropriate parameters. The report would also provide backup in case of accidental changes to policies.

    4) Block Preferences.
    In a consortial environment, our institutions need to have several of the Block Preference settings configured identically, so that requests and loans function as anticipated. Since it is not possible to "lock" those preferences to prevent edits by library staff, we need to be able to review the settings periodically to ensure they remain set as required. Manually reviewing the settings for 88 institutions is time consuming. Being able to run a report for how the settings are set would make this more efficient.

    5) Request Pickup Configuration
    In our consortial environment, we have standardized settings for the Request Pickup Configuration rules for patron physical item requests. During holiday breaks, we adjust the Expiry time for 'Pick from shelf' to allow requests to be held in the queues for longer before expiring. Being able to report on the settings in the table would make it possible for us to confirm the setting was shortened after the break ends, and extended correctly during the break, as well as remaining at the consortial standard at other times (since it is not possible to "freeze" the setting to prevent changes by library staff).

    Other "top desire" settings I would appreciate:
    -Linked Account Rules
    -Restricted Users
    -Searchable Identifiers
    -Display Logic Rules/ General Electronic Services
    -Auto Loan Renewals
    -Block Descriptions & Definitions (combined together for complete picture)

  • Andrew Brown commented  · 

    Ex Libris - this now has a lot of support - will you be reviewing it please?

  • Alice Creason commented  · 

    We are in the process of reviewing our terms of use for certain items, and it is really frustrating that I can't download our TOU's from Alma for staff to review.

  • Anonymous commented  · 

    Yes, we need that. I think it would be _very_ helpful to be able to make snapshots of configurations and put them into a revision control system. Having the configurations in text files would it make much more easy to work with them (I'm in IT), e.g. compare them. For example it is a blessing that you can download letter templates and work with them outside alma -- I hope ExL never changes that.

  • Skalk van der Merwe commented  · 

    I would second this idea! With Voyager it was really useful to run a report on all the settings. Especially for Circulation / Fulfilment / Offsite retrieval. To make screen captures takes ages to do.

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