This guide is meant to be a one stop easy to find site for everything related to our next gen ILS implementation of Alma and Primo VE. Instead of having to search trough emails and bookmark various sites, we can all just go to our LibGuides page and search for Alma to find everything we should need to know about Alma and Primo VE at any given moment.
Going forward, this tab will contain quick reference links and new information for 2021!
Have a general question or comment? Found an error in Alma? Want to suggest a chage to be made in Primo? Add it to our shared document in PIE: http://bit.ly/AlmaQuestions
For info that's soooooo 2020, check out the 2020 Alma Primo Archive Tab above.
The other Alma Libguide for TLCC, staff & faculty: https://libguides.polk.edu/NextGen_ILS/Welcome
Until go live we will only have access to the generic Alma sandbox environments from 2020.
*How may I access these sandbox environments?
Links and login information for the sandbox environments can be found on the "Play Zones" tab of our training checklist in PIE: https://bit.ly/32E5OH1
*If work at one of the other 39 institutions and want access to the sandbox environments, please contact the ILS coordinator at your institution or email me at firstname.lastname@example.org
Oh yeah we do!
Tabs are listed alphabetically by first initial.
Alma PLAY ZONES are on the 1st tab & Workshops Completed is the 2nd tab.
Alma Glossary - Translates Aleph lingo into Alma lingo
Alma Role Profiles - Staff User Roles as of Jan 2021
Migration Data Prep Suggestions - Includes comments from Ex Libris
Note: All important meeting recordings and slides are on the "FALSC &/or Ex Libris Presentations" tab in the Next Gen ILS Implementation Box.
Welcome to your one stop shop for our Alma and Primo VE implementation.
Earth shattering revelations and important to-do's will live on this tab. For a more thorough update see the Good to Know box below this one.
June 2021 To-Do's:
May 2021 To-Do's:
April 2021 To-Do's:
March 2021 To-Do's:
February 2021 To-Do's:
January 2021 To-Do's:
Below is a list of recordings for all major meetings and/or presentations related to the ILS Implementation Project. Many of these sessions were open and available to all library staff and cover topics that touch on all aspects of the project. Click on the corresponding link to view the presentation. Slides and other information may also be available.
|Vanguard Kickoff Meeting||Ex Libris||July 9, 2020||Recording|
|Vanguard Primo VE First Look||Ex Libris||September 18, 2020||Recording||Slides|
|Full Forty Kickoff Meeting||Ex Libris||November, 10, 2020||Recording||Slides|
|Primo VE Configuration Form Review||Ex Libris||December 1, 2020||Recording
(no longer available)
|eResources in Alma/Primo VE||FALSC Staff||December 9, 2020||Recording||Slides|
|Leganto Demonstration||Ex Libris||February 2, 2021||Recording|
|Alma Spring Workshops Informational Webinar||Training Working Group||February 4, 2021||Recording||Slides|
|E-Resources Clean Up 856 Fields||Cat/Authorities WG||February 4, 2021||Recording||Slides|
|Alma Full Forty Testload Release||Ex Libris||February 9, 2021||Recording||Slides|
|Alma Data Review Workshop||FALSC Staff||February 12, 2021||Recording||Slides|
|Full Forty Primo VE First Look||Ex Libris||February 16, 2021||Recording||Slides|
|eResources in Alma (Statewide eresources in the NZ, Linking parameters)||FALSC Staff||February 19, 2021||Recording||Slides|
|eResources in Alma (Finding "e" content, Display Logic rules, Autoholdings)||FALSC Staff||February 26, 2021||Recording||Slides|
|Primo VE - Overview of Features (General and Links Menu)||FALSC Staff||March 5, 2021||Recording||Slides|
|Primo VE - Overview of Features (Discovery Admin Session)||FALSC Staff||March 5, 2021||Recording||Slides|
|Alma Analytics Workshop||Ex Libris||March 9, 2021||Recording||Slides|
|Primo VE - Overview of Features 2 (Releases, Brief Results, & Facets)||FALSC Staff||March 12, 2021||Recording||Slides|
|eResources (FLVC Optimizing Alma Activations for the Central Discover Index (CDI)||Ex Libris||March 16, 2021||N/A||Slides|
|eResources Office Hours (PubMed, Google Scholar, Database types of records)||FALSC Staff||March 19, 2021||Recording||Slides|
|Primo VE - Overview of Features 3 (Record Actions, Dedup/FRBR, PubMed, & Google Scholar)||FALSC Staff||March 19, 2021||Recording||Slides|
|Primo VE - Overview of Features 4 (Permalinks, Mango redirect, EDS/Full Text Finder, adding fields to display)||FALSC Staff||March 26, 2021||Recording||Slides|
|eResources Permalinks, Mango redirect, EDS/Full Text Finder, eResources Activation spreadsheet for cutover||FALSC Staff||March 26, 2021||Recording||Slides|
|eResources - Two Primo views, eResources activation form, planning for go live, adding institution specific linking parameters||FALSC Staff||April 2, 2021||Recording||Slides|
|Primo VE - Record display fields, local fields, two Primo views||FALSC Staff||April 2, 2021||Recording||Slides|
|Resource Sharing in Alma - how UBorrow functionality will be configured in Alma and Primo VE||Ex Libris||April 2, 2021||Recording||No Slides|
|Primo VE - Local (custom) fields, Hathi Trust, Donor field, Labels, slow response, location maps (if in Mango already), AAL widget||FALSC Staff||April 9, 2021||Recording1
|eResources - Links from portfolios, IZbibs, Athenized URLs that don't work (working with Ex Libris for fix with Alma replacing %26 with &)||FALSC Staff||April 9, 2021||Recording||Slides|
|Aleph Freeze and Alma Go-Live||FALSC Staff||April 16, 2021||Recording|
|Primo VE - My Account, Search profiles/scopes, Deep linking, creating a search box to embed on a web page, Display of holdings information||FALSC Staff||April 16, 2021||Recording||Slides|
|eResources - ProQuest ebook central, Suppressed records, Why certain records appear in Primo and where they come from||FALSC Staff||April 16, 2021||Recording||Slides|
|Primo VE - A Second Look||Ex Libris||May 7, 2021||Recording|
|Alma Analytics and Reports Delivery||FALSC Staff||May 28, 2021||Recording||Slides|
|Resource Sharing - UBorrow in Alma and Primo VE||FALSC Staff||June 2, 2021||Recording||Slides|
|Work Orders & Related Records ("bound with")||FALSC Staff||June 8, 2021||Recording|
|Open Office Hours in UBorrow||FALSC Staff||June 9, 2021||N/A?|
|Primo Office Hours||FALSC Staff||June 14, 2021||Recording||Slides|
|Open Office Hours in UBorrow||FALSC Staff||June 14, 2021||N/A?|
Last updated June 17, 2021 - Table mostly taken from FALSC Next Gen ILS Implementation LibGuide
Only the recordings from week 2 will live here. The remainder will (most likely) be posted on a date in the near future here: https://falsc.libguides.com/ILS-Implementation/spring_ws_recordings
|Session||Date Recorded||Topics Covered||Link|
All institutions will go live on Alma/Primo VE on Tuesday, July 13, 2021.
In order to successfully transition all data from Aleph to Alma, it will be necessary to pause various system processes and services currently available to library staff and patrons. Below is a timeline that details when these processes and services will be affected. Please be assured that the dates listed were not made arbitrarily, but rather after numerous discussions between FALSC and Ex Libris; both keeping in mind the amount of time needed to successfully convert the data and the desire to allow the least amount of disruption to library services as possible.
March 1, 2021 - May 7, 2021 - Ex Libris Spring Workshops
March 10, 2021 - Functionality Testing Officially Begins
FALSC New ILS Implementation Timeline (All Phases): https://falsc.libguides.com/ILS-Implementation/timeline
Eight Working Groups:
They want YOU !
To facilitate this broad participation, FALSC has set up eight discussion lists, one for each working group, where any library staff can subscribe. Each working group is obligated to post notes from each of their meetings to their respective discussion list and monitor all messages posted to it. The working groups are also encouraged to post questions to the list asking for input. They may also sponsor open web meetings from time to time to invite discussion on a particular topic. These lists are a wonderful way to stay informed and contribute to the project.
Feel free to subscribe to as many of these lists as you want. Joining a list is pretty straightforward, and instructions are listed below.
How to join an Alma/Primo VE Implementation Discussion List
FALSC "will be using this LibGuide to share information among the teams, Working Groups and Discussion Groups outlined in the Organization Framework for Implementation Document and the Organizational Framework for Implementation Graphic. Please feel free to check back to this guide often for updates and the latest information on this exciting project."
Everything you ever wanted to know about the ILS transition lives here.
Some early notes for June, from various sources.
UBorrow webinar - 6/2/21
Some early notes for May, from various sources.
Alma-Generic sign in: FALSC deactivated the generic sign in accounts as of May 1, 2021. They were only meant to be a temporary solution for those w/o functioning staff accounts.
Resource Sharing: Pick Up Locations for hold requests has been completed. Pick Up Locations for Resource Sharing requests are still in progress.
End of Aleph - FALSC needs to focus on Alma/Primo VE going forward. If there's a change we would like in Aleph, first consider if it's something we can wait to do in Alma instead.
Letters - FALSC requested ONE email address from each institution, where patrons can respond if they need to follow up. For Go-Live, our address will be the generic library email for WH. After the transition to Alma, we will be able to "set up email addresses tied to specific locations" and add the LK email.
Use of Mango After Go-Live – One institution asked about this possibility, and about having a special banner with their own wording. After July 8th, Mango will be available until September 30th in a read-only mode. This means that the data in Mango will not be updated. In fact, loading new or edited records will cease on May 27th when the database freeze happens in Aleph. Patron empowerment features such as UBorrow and hold requests will not be available to users. (UBorrow was disabled May 1st and hold requests will be turned off on July 8th.) After July 8th, the availability information (on Shelf, checked out, etc.) will not display since it will be inaccurate. Even the My Account information will not be truly accurate after Go-Live since all current circulation records will be kept in Alma and available in Primo VE. The main reason that Mango will still be available is for the many permalinks that will still exist in libraries’ Libguides and learning management systems. Therefore, FALSC doesn’t recommend that any institution continue to use it as a public facing tool after Go-Live.
Notes from meeting:
May 24th & 25th – ExLibris will send new config forms to FALSC – we will need to resubmit… no date provided for when we will receive them or when they will be due.
May 28th – special Aleph user accounts for Circ
June 15 – Functional testing ends / configuration freeze - The 2 default sandboxes will be available from
June 15th until Go live (sign in info & links on our training checklist
July 8th – 12th – We made the decision to NOT use Alma’s offline circ & will be tracking circ using a spreadsheet.
Workshops: Now over, but recordings from Two weeks are still available.
Mango will still be available for the many permalinks that will still exist in libraries’ Libguides and learning management systems. FALSC doesn’t recommend that any institution continue to use it as a public facing tool after Go-Live.
Some early notes for April, from various sources.
Item Process Statuses:
In Aleph, Item Process Statuses were usually used to designate items as undergoing a "behind the scenes" process in cataloging, acquisitions, or circulation. Adding an IPS to an item made it easy to find them using Aleph's reports.
Alma does not use Item Process Statuses and instead uses Work Orders and Work Order Statuses to keep track of items requiring processing. In Alma, instead of running a report to find items that require work, they are available in a list and can be retrieved with just a few clicks.
The following are the Item Process Status Codes for our Institution:
|Item Status||Item Process Status||Description|
|##||SB||Sent to Binder|
|##||SC||Send to Cataloging|
|##||BD||In House Repair|
|##||NA||Has Not Arrived|
|##||DO||In Dept. Office|
A printable version of this list as well as related cleanup instructions for Aleph/Alma can be found in PIE: HERE
Digital Functionality in Alma Webinar - Ex Libris webinar held April 5th
Monthly status report from Ex Libris:
LIVE FALSC webinars from last week:
Simplified Alma Acquisitions Webinar – Not sure if any of the content presented will be useful for us…. some fund info, lots of serials workflows, some creation of skeleton records being created & tracked by acquisitions (w/o really using real money)
Switch from Aleph to Alma - June & July
Spring Workshop Updates
Things learned via random webinars & emailing FALSC over the past month:
Patron letters – The creation of or turning on/off of the many Letter options will be managed by FLVC. A document/survey will be sent to us soon to solicit the information needed to set up notifications. (After Go Live we will have the option to manage them ourselves. IF we choose to do so, there will be some type of training provided by FALSC) I am also assuming this survey will ask which emails we would like to have activated to test this functionality. (Currently we are unable to add functioning emails).
Some early notes for March, from various sources. Additional notes will be added to the March tab through 3/20/21
Primo customizations – We can do our own (to a point) or have FALSC do it for us – After playing around a bit, we opted to go with the FALSC version using our branded colors & it’s now on our live site.
Analytics webinar – hopefully staff all understand what needs to be created & what already exists, etc.
FALSC- Working on 3rd party integrations.
May 1st - UBorrow is suspended (UBorrow demo for Alma – beginning of April – You should have received an email invite from me on 3/11 to register for this)
May 27th COB – Tech Services Freeze Begins – (6-week freeze) this is as tight as they could make the timeline.
May 28th – FALSC copies EVERYTHING from Aleph Production Server
June 15th – Alma Configuration Freeze
June 28th – Automated processes cease in Aleph - EXCEPT those directly affecting circulation
July 2nd – Patron loads stop
July 8th COB - Fulfillment (circulation) freeze Friday 9th – 12th
Use offline circ program or something else… FALSC will host a How to use Alma offline circ software special webinar – details much later
July 9th – Aleph placed into “read only” mode till July 2022 (1 year)
July 13th - A BRAND NEW DAY
Q&A - The was some discussion and concerns about vendor records, acquisitions,.. – not us!
Love timelines and want to know more?
FALSC added a new tab on their implementation timeline page for the “Go-Live Phase” (An overview of their To-Do’s for those that are interested) - https://falsc.libguides.com/ILS-Implementation/timeline
Spring workshops – 10 weeks of training. There are 9 sessions & the first session is an intro session.
March 08, 2021
Potential training for after Go Live - Link ebooks to ERM
OMG - So many important meetings for February - many of which you will probably want to watch or at least view the slides for.
Where are these slides & recordings?
So glad you asked! Why, they are now in the box above this one on the "FALSC &/or Ex Libris Presentations". FALSC just added a similar table to their LibGuide today & I totally stole it! (With Daves' permission of course - got it in writing!)
Biggest takeaways from the multiple February meetings so far:
*We received one of our two BIG Valentine’s Day gifts from FALSC late Tuesday 2/9/21 afternoon - Our instance of Alma (replacing - Aleph)
We will get our instance of Primo VE (replacing - Mango) sometime next week
There are 2 links to our Alma instance & 1 to the Network Zone. All three links and their explanations are in the “It’s Finally Here” box on this page, as well as at the top of the Play Zones tab in our Alma/Primo VE training checklist.
Next 3 weeks: Get comfortable searching & verify our data migrated “correctly.”
We were instructed NOT to Change ANY data until the end of the month (when functional/workflow testing will begin.
A few things to spot check:
*We were also gifted with multiple documents that initially appeared torturous, but now seem much less so. FALSC (with the help of Aleph) has prepopulated most of the answers! We basically need to double check them and see if anything needs to be changed. Copies of all those documents are in the “February FALSC Alma Documents” folder in PIE. This link also lives at the top of the Play Zones tab in our Alma/Primo VE training checklist. (Things that do not pertain to us (ex/ Acquisitions) should be left blank).
Remember - We need you!
Next Friday – “Open hours” meeting – Topic: NEW eresource activation worksheets… linking parameters (looking forward to cutover) – Jarrod & Shannon will attend.
UBorrow - Stop date before cutover - Tentatively 5/1/21. There will be additional information about this later.
March – May: Functional testing, & workshops, & setting up of 3rd party integration, Oh my!
Overview/Status of the Alma Implementation (as of 1/13/21)
Webinars / Workshops / Trainings
Reports subgroup of the Systems-Reports Working Group
End of February – timeline for the freeze for “cutover” will be finalized. (cataloging, circ)
Updates on Work by ILS Coordinators
Other & Future Topics:
|Document Name||Date Due||Date Submitted|
|“Item Status and Collection Clean Up”||10/14/2020||10/13/2020|
|Borrower Status Clean Up spreadsheet||11/20/2020||11/7/2020|
|“Duplicate Barcodes” report - optional (but important)||10/23/2020||Completed by Melissa on our behalf 10/23/2020|
|eResources Activation Form||11/6/2020||Revised version submitted 11/6/2020|
|Alma Staff Roles Worksheet||1/15/2021||1/14/21|
|Primo VE Configuration Forms||1/13/2021||1/11/21|
|Patron Load Test Files||2/1/2021||1/29/21|
|Final eResources Activation Form||5/13/2021||5/11/21|
|Patron Load New Test File & Survey...||4/16/2021||4/16/21 - Success!|