Page Comparison

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Recommendation

In order to fix an order bug impacting campuses trying to order some Network Zone (NZ) electronic collections, we recommend that:

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Back in December 2022, UC Santa Barbara noticed they were occasionally unable to create orders off Network Zone (NZ) electronic collections for recharge purposes. A ticket was created with Ex Libris.

In August 2023, Ex Libris told us that the ordering problem was due to a comma in the Organization Unit Name in three campus institutional zones (IZ): UC Merced, UC Santa Barbara, and UC Santa Cruz. In addition, they need to update a backend NZ table to match the IZ names (see screenshot below).

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Based on our discussions with Ex Libris and our sandbox testing, we expect there to be minimal visible changes to our users.

Visible changes in the IZ:

• Alma Configuration

• Analytics folder for your Institution (NOTE: because the sandbox does not have analytics, we were unable to test this.)

• How holdings for other campuses display in UC Library Search/Primo VE (that is, "University of California, Santa Barbara" will change to "University of California Santa Barbara")

• The University name displayed on Alma Letters. However, at the moment it looks like that field may not be used in the Alma Letters.

Updating the Network Zone Configuration table (these should not be visible to patrons):

• Search facets in NZ Alma

• Held By information for individual records

Likely Analytics Changes:

Note: we have been unable to test Analytics changes because the sandbox does not offer an Analytics option. However, based on the feedback from Ex Libris and other Alma customers, below are changes we consider likely.

• In the Fulfillment subject area, “Loan Details”.”Loans – Linked from Institution Name” and “Loan Details”.”Loaned at Institution Name” may contain both forms of the name, with the old form appearing on any loan transactions that existed prior to the name change. This will impact every campus borrowing from a campus with a comma currently in their organization unit name.

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• Borrowing Requests subject area. “Requester”.”User – Linked from Institution Name” will contain both forms, with the old form appearing on any requests prior to the name change.

• Requests subject area, “Requester”.”User – Linked from Institution Name. This will impact every campus borrowing from a campus with a comma currently in their organization unit name.

• Changing the organization unit name will *not* lead to a change in the name of the institution’s folder under Shared Folders. However, this is something we can request that Ex Libris do for us.

Mitigation/Workaround

Analytics Workaround: Organization Unit Name Change

Unexpected Changes

If there are unexpected issues, they are most likely to be related to Alma Analytics due to our inability to test Analytics in the sandbox. We do not believe that custom Primo VE domains would be impacted but this is another area we could not test in the sandbox.

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1. Campus Reps: Does this change impact the campus Primo VE?

   1. Check how campus and UC-wide holdings display

   2. Confirm there are no changes to the UC Libraries search facet

   3. Verify custom domains are not impacted

2. Campus Reps: Alma IZ Searching

   1. Search for Network Zone titles

   2. Search for Network Zone electronic collections and portfolios

   3. How do the search facets display?

   4. Does combined search work as expected?

3. NZ testing

   1. Gem: Electronic Collection/Portfolio Group Settings (check the Inventory Management Group Details config table to see if the full name was updated)

   2. Gem: All Titles Held By 

   3. Gem: Pick a campus with access to a particular collection and open it in their Primo VE (to confirm that group settings/linkages weren’t broken in Primo after change - Inventory Management Group Details)

   4. Gem: Post to Discovery Slack so members can look over Primo VE pages. Pay particular attention to the campus facets.

   5. CDL Shared Collections: Negotiated License - member details

   6. Gem: Review how institution names appear in NZ Analytics.

4. NZ Analytics testing (Gem)

   1. Test analytics report located in /Shared Folders/University of California System 01UCS_NETWORK/Reports/CDL IC/Organization Unit Change Test 1 and Organization Unit Change Test 2

   2. Also need to test “Requester”.”User – Linked from Institution Name” field in the Borrowing Requests subject but am having trouble getting any data to appear. - Need to look into this more.

   3. Note: we need to wait one day before this can be tested.

Testing Order Functionality

1. Campus Reps: Using the collections identified for pre-testing which include:

   1. Collection doesn't have a license attached and has NO group settings (meaning the collection is available for everyone)

   2. Collection doesn't have a license attached AND HAS group settings including the campus trying to make the order

   3. Collection doesn't have a license attached AND HAS group settings excluding the campus trying to make the order

   4. Collection Has License attached to the collection and Has Group Settings that include the campus trying to make the order

2. The selected campuses will test each of the scenarios and report back on whether or not they were able to order off NZ inventory.

Testing Analytics

Test reports have been created to compare before and after results. They are located in Shared Folders/University of California System 01UCS_NETWORK/Reports/CDL IC. They reports are called:

• Organization Unit Change Test - Fulfillment

• Organization Unit Change Test - Borrowing Request

• Organization Unit Change Test - Requests

What Happens If Something Goes Wrong?

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