Library Management System Implementation
Status
Highlights/News
Terms of Reference
Within its own context, each team is focused on implementing Alma as prescribed by the Alma project team. This is a timeframe from November 2017 through to go live on May 2018.
Member Responsibilities
Team Lead
- Attend Alma weekly team lead meetings.
- Ensure that team deliverables are met per the Alma implementation schedule.
- Enroll and complete Alma certification training.
- In consultation with OCM Lead and Business Owner (Renee and Susan) will establish meeting agendas.
- Ensure members are aware of their obligations.
- Officiate and conduct meetings – ensure that discussion on agenda items is on topic, productive and professional.
- Ensure there is sufficient time during meeting to fully discuss agenda items and an opportunity for members to ask questions, provide advice.
- Advise members of any restrictions on sharing information covered in meetings.
- Ensure minutes (action/decision items) are complete and accurate, retained and reviewed at the next meeting.
- Ensure that meeting notes are posted on the LMS Libguide within 1 working day of the meeting.
All Members
- Attend all meetings.
- Actively participate in discussions, contributing their perspectives and knowledge.
- Prepare for each meeting by reviewing all meeting materials and gathering their thoughts and questions to facilitate effective and efficient discussion in the meeting.
- Complete and report back on assigned action items.
- Cascade information/action items as appropriate to their teams.
Guest Presenters
- Prepare documents/presentations before submitting to the Team Lead/OCM Lead/Business Owner
- Honor time allocations and other meeting protocols.
Terms of Service
Implementation phase starting in November until May 15, 2018. May or may not continue afterward.
Member Criteria
- Opinion leaders
- Committed to leadership and change
- Strong performer and ability to execute within quick turn around times
- Influential – able to put recommended changes into effect and work with associated stakeholders.
- Understand and are passionate about the benefits and value of the new Library Management System and the leverage it provides to organizational success.
Timeline
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Detailed Timeline (Excel)A more detailed timeline is available as an Excel file.
Acquisitions Business Processes
Mandate
Prepare migration forms for acquisitions from SIRSI & other Electronic systems (includes funds, ledgers, and e resources (360, Intota Assessment, Verde).
Team is responsible for preparation and recommendation of data fields to migrate for acquisition and license records which will map from Symphony/Verde to Alma
Work with business analyst and project manager and resource people on system integrations.
Plan for acquisitions freeze and, in conjunction with team leads, the technical services freeze.
Migrate and validate license and Acquisition data (vendors, orders, funds & ledger setup, invoice configuration information)
Plan training and communications for staff performing these functions.
Team
- Heather D'Amour - lead
- Andrew Forte
- Michelle Lipp
- Betty Luong
- Linda Ryan
Meeting Notes
Resource Management and Description
Mandate
Work with our Symphony data expert on mapping data for migration, validating data in the test and final load, continue data cleanup throughout implementation, and planning for post implementation clean up if necessary.
Establish initial workflows, plan and lead training for staff in this functional area.
Consult with SAIL on their configurations as necessary.
Team
- Laura Doublet - lead
- Andrea Fahey
- Nella Lall
- Ingrid Reiche
- Nancy Ritchie
Meeting Notes
Fulfillment
Mandate
This team is responsible for mapping, migrating, and validating patron data.
Implement configurations and workflows for patron registration and management, circulation policies and calendars.
Work with the project manager and business analysist to ensure system integrations with document delivery system and PeopleSoft.
Plan for the circulation cutover process including timelines for term end due dates, managing offline circulation files during the fulfillment/circulation freeze, and transferring over any unfilled hold requests manually.
Recommend policy and workflow regarding implementing a fulfillment network in consultation with SAIL including user access, circulation policy, requesting items.
Recommend decision matrixes related to how a request is fulfilled: when do we lend, when do we buy, subscribe, scan on demand etc. That matrix will tie in with document delivery, the e resource team, and the resource management team.
Team
- Stephanie Kurmey - lead
- Mary Grant
- Mary Jane Pon
- Glenda Magallon
- Rachel Shabalin
- Mark Smith
- Chieu Ta
- Lucille Wallace
Meeting Notes
Primo
Troubleshooting/Issue reporting: If you run into problems with Primo or would like to provide feedback, please send it to lms@ucalgary.libanswers.com. Implementation team members will monitor this queue and deal with troubleshoots. Due to volume, we will only respond if you indicate you would like a response to the issue you're reporting.
Mandate
Recommend configurations in Primo to allow students, scholars, and staff to locate research and learning materials.
Plan the change from the Summon discovery layer to Primo including communications and training for staff.
Consult with SAIL on their own Primo configurations as necessary.
Team
- Heather Ganshorn - lead
- Justin Anders
- Nadine Hoffman
- Rhiannon Jones
- Robin Lee
- Bart Lenart
- Saundra Lipton
- James Murphy
- Cindy Wong
- John Wright
Meeting Notes