[Wactclc-alma] PO lines with no charge in Analytics

Thu Sep 2 13:56:51 PDT 2021

Thanks, Kirsti!

We transitioned to continuous POs for films in 2019, so the last of our one-time POs will be expiring over the next several months.

We also enter the expiration dates in the public notes fields, but they aren't consistent across collections, and some have additional notes like "Public performance rights not included." Normalizing them would be a good idea.

Thanks for sharing your reports. What we currently have, since some of our POs are still one-time, is a report of licenses, but we're finding that all three dates (portfolio note, PO, license) weren't always getting updated, so we're looking to streamline.

My new report is based on PO renewal dates and includes the names of the instructors who requested them, added as interested users, since that is inevitably one of the first questions that comes up when the films come up for renewal. I'll be continuing to refer to the other report until those one-time PO films expire, though, and I like the idea of making a report for expired films somehow.

regards,
sj

Saint-Jean Devereux
Library Technical Services

Shoreline Community College
library.shoreline.edu  |  206.546.6962
Pronouns: he, him / they, them

The library will be operating remotely until further notice. The best way to reach me in the interim is via email.

I welcome VSRE emails. More at http://vsre.info<http://vsre.info/>

________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> on behalf of Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu>
Sent: Wednesday, September 1, 2021 12:03 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] PO lines with no charge in Analytics

[ CAUTION: This email originated from outside Shoreline Community College. Do not click links or open attachments unless you recognize the sender and know the content is safe. ]

SJ,

We’re finding that Alma is pretty clunky still when it comes to managing e-resources that are licensed for limited periods of time.

We’re taking a multi-pronged approach to managing these.

  1.  In most cases (e.g. Kanopy titles licensed for 3 or 5 years), we create a continuous POL instead of a one-time POL and set the renewal date for the license expiration date.  These titles will show up on the Waiting for Renewal list when the license expiration date gets close. If we’re keeping an eye on that list, we’ll see that we need to either re-license or remove the title.

  1.  We add the following public note to the individual portfolio record:

License expires MM/DD/YYYY

Then we have an Alma Analytics report for any portfolio record with a License expires… public note.

If you’re consistent about the format of the expiration date, you can convert the text string into an actual date and do things like create reports of titles that have licenses about to expire or that have already expired.

See these Analytics reports in /shared/Community/Reports/Consortia/WACTCLC/Seattle:

Expired portfolios to be renewed or deleted

Portfolios expiring in the future

Portfolios expiring in the next 30 days

Having the public note in Primo is helpful for reference librarians and patrons when we get buried in everything else going on and forget to remove titles that have expired licenses.

It will be ok!

Kirsti S. Thomas

Library Technical Services Manager

Seattle Colleges

kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Devereux, Saint-Jean
Sent: Wednesday, August 25, 2021 14:38
To: wactclc-alma at lists.ctc.edu
Subject: [Wactclc-alma] PO lines with no charge in Analytics

Hi All,

I'm trying to make a report in analytics that includes PO lines with no charge, but they are not showing up with the other PO lines in my reports. I don't think I'm doing anything that should filter them out. Has anyone made such a report? Is this just a lost cause?

The goal is to track streaming film expirations without having to create a license in Alma for each film. We are billed separately for our other films, but these (films with PO lines that I want to show up, but aren't) are billed as a package, although the films have different expiration dates.

thanks!

sj

Saint-Jean Devereux
Library Technical Services

Shoreline Community College
library.shoreline.edu  |  206.546.6962
Pronouns: he, him / they, them

The library will be operating remotely until further notice. The best way to reach me in the interim is via email.

I welcome VSRE emails. More at http://vsre.info<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fvsre.info%2F&data=04%7C01%7C%7C79f2d441f46e48ffc6b608d96810a21a%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637655243506081178%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000&sdata=DNJqIq8yNbBMifWn0Q99dtxKd24b3g2vYIm6MZXJZWY%3D&reserved=0>

CAUTION: This email originated outside of the Seattle Colleges’ email system. Do not click links or open attachments unless you recognize the sender and know the content is safe. Questions? Contact IT Services at x6333 (Central), x3630 (North), x5844 (South) or email ITHelp at seattlecolleges.edu<mailto:ITHelp at seattlecolleges.edu>.

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