2018-01-31 Open forum

HR:

• Setup: Ability to map auxiliary users to “staff” or “faculty” types.
• Setup: Allowed checkbox option to send employee addresses or not.

Student:

• Setup: Changed Address Type field from required to “NOT required”
  • to allow campuses to decide whether or not to send addresses for students.
• Set ALMA Expiry Date to the run date when a student has withdrawn
• Prevent process from failing when a student has multiple plan sequences with the same number
  • student will display in message log instead as a warning.
• Prevent process from failing when a student has a future dated plan stack and is enrolled.

General Information:

• Changes were made in December to make the patron loads more flexible.  If you don't have the new version, let your systems people know if you want the new version.  Contact David if you have any problems or questions.

• The training will most likely be a 2 day training – 1 1/2 day Alma, 1/2 day Primo.  The majority of the training will be led by ExLibris.
• Our group needs to send a ranked list of suggested training topics today.
• Christine shared this list and added additional suggested topics.
• Let Christine know asap or add a comment to the document if you have additional topics.

• The number of notifications can be overwhelming.
• Christine found it helpful to close out channels that weren't needed and customize notification settings.
• In the free version, messages drop off after 10,000.  Ideas for capturing important information from Slack:
  • Consider the paid version?  There are discounts for schools.  Kevin Phillips at Fullerton says they use the paid version and is willing to consult.
  • Maybe transfer important info to the wiki.  But how would that be managed – a lot of work!
  • APIs for conversation archiving.
  • If you see something on Slack that should be saved, post the link in the Fulfillment Comment Form and we can post to the Wiki.

• There is now a comment form on the Fulfillment home page for people to ask questions of the Fulfillment Committee.
• Comments can be anonymous.
• The committee wants to encourage everyone to put in comments, training requests or any concerns in this form for the group to review.

• Analytics training is on the recording from 22:15 - 55:02.
• Patron financial information – Jamie (22:15 - 33:45)
  • Alma has "Fines and Fees report" but it only goes back 7 days, so usually need Analytics.
  • Reports are transaction based rather than patron based.
  • Select the Fines and Fees subject area when creating analysis.
  • Report of Fines and Fees Paid or Waived
    • Filter n Fine Fee Status = Closed
    • Can filter by Status Date if desired
  •  Report of Active Fines
    • Filter on Fine Fee Status = Active
    • Can filter by Fine Fee Creating Date if desired.  That is when the fine hit the patron's account.
• Loan Counts for specific periods of time – Natasha (36:15 - 47:10)
  • Select the Fulfillment subject area when creating analysis
  • Be sure to include all of the circ desks you want to get counts from
  • If you want to order by month, include Loan Month Key!
  • Filter on In-house Loan Indicator = N
  • Use Loan Date to set date range
  • Results edit view has the option of a "total" sign
• Open and edit someone else's report – Matthew (47:20 - 55:02)
  • Go to shared folder, example Community Reports
  • Can go to reports from a specific institution
  • Open the report
  • There may not be correct results, probably because of filters specific to someone else.
  • Use Save As to save the report where you want it – can be a report or a widget.  Reports get sent; widgets can be added to your Alma homepage.
  • Can set up the widget with access to users with certain roles.
  • Those users can then enable the widget and put it on their homepage and it will be updated constantly.

• The next Open Meeting will be scheduled for the end of Feburary.

What's making you crazy this week?

What's working particularly well?

• This is a new agenda item that we will have at every Open Meeting so that we know what's not working for you at your campus and what is working exceptionally well so you can share with other campuses
• We ran out of time for this agenda item for this Open Meeting, but will add it to the next agenda for February's meeting.