(copied from Managing work in the Alma NZ instance 1/11/2024)
Recommendation
If access to the Network Zone instance is specified in a SILS team’s charge, members will automatically receive access. In addition, if there is already an approved use case, users may request access to the NZ by working through the appropriate SILS group. Otherwise, work in and access to the Network Zone (NZ) Alma instance will be determined on a case-by-case basis using the process outlined in this decision page.
Reasoning
As the UCs enter a new phase of a shared work in Alma, some needs and activities may shift from individual campus library systems into the Network Zone. These needs and activities may be complex and require a thoughtful transformation of UCs’ practices. As the ‘operational center’ of the SILS, including in particular the NZ Alma instance, CDL is committed to ensuring campus needs are met while maintaining integrity of the system.
CDL NZ Administrators will work within the SILS cohort to analyze and collaborate in decision-making for identified NZ Alma needs and activities. The SILS Service Manager will coordinate their work with the campuses and vendor as needed.
Scope: Network Zone vs Network Zone Alma instance
We are careful in this document to differentiate between the “Network Zone” and the “Network Zone Alma instance.”
The “Network Zone” is a collaborative network of shared data in which all the UC Libraries participate;
The “Network Zone Alma instance” is the individual instance of Alma administered by SILS Operations Center at CDL for the purposes of facilitating shared work within Alma, supporting CDL-managed UC systemwide electronic resources, and providing access to systemwide reports via NZ Alma Analytics.
It is possible for campus staff to do work “in the NZ” or affecting the NZ from their own IZ instance. For this, they use their same local campus Alma account. It is also known that some activities can only be done in the Network Zone Alma instance which requires a separate account.
The scope of this document only covers work done within the Network Zone Alma instance. Work done in the Network Zone at-large is coordinated and governed by the appropriate SILS teams, and documented in other decision pages.
Decision-making process for “Network Zone Deputy Account”
Once campus staff identify an activity that must be performed in the NZ Alma instance, meriting the creation of a new account or additional permissions, they should consult with the relevant SILS Operations Subteam member or campus Operations Team representative to understand and detail the use case(s) and workflow(s).
Email the NZ Administrators at sils-sysops@cdlib.org to request access to the NZ Alma instance via an NZ account. Please include answers to the following questions:
What is the purpose of this account? Is this part of an already-approved SILS workflow or is it a new case? Which SILS Chair or team has approved this account?
What tasks are you expecting to do?
What roles/permissions are required for those tasks?
What are the possible risks associated with these roles?
Would these roles provide access to any personally identifiable information?
How long will this account need to exist and why? Is there an expiration? If not, who will be responsible for letting SILS Operations Center know when the account is no longer needed?
Who is responsible for the training of staff prior to doing tasks in the NZ for this account?
Do these tasks generate any maintenance (further tasks or work)? Who is responsible for that continuing maintenance
NZ Admins, in consultation with the appropriate SILS teams and others, will begin the analysis process for newly-identified activities, using the Network Zone Principles, to understand the available options for doing this work: e.g. does it really need to be done from the NZ Alma instance, how often does it need to be done, what is the most efficient way to do it, etc.
NZ Admins record the decision and communicate with relevant SILS teams and the original stakeholder. If an account is created, the original requester will be notified with instructions for logging in. If SILS Operations Center feels an account should not be created, the relevant SILS teams may escalate to Operations Team.
Workflow-creation process
Once a decision about how to do the work and whether an NZ Alma account will be granted is made, NZ Admins will collaborate with the appropriate SILS team and the original stakeholder on assigning the account.
Any individual given access to the Network Zone instance must sign the “Data Privacy & Security Responsibilities (NZ)” form, even if they’ve signed an equivalent form for their campus.
The NZ Deputy will be given a clear definition of the work, timetable, deliverables, etc.
A SILS team will be designated as the “home” of this particular activity and point of contact for questions, reviewing the work, troubleshooting, etc.
Dependencies + Context
Within the CDL as operational center, the Network Zone Administrators act as stewards of the Network Zone, monitoring performance and growth; performing maintenance; and administrating access, among other things. They do this in the context of the SILS governance, working in conjunction with the SILS Service Manager and the SILS teams.
NZ Alma accounts:
Accounts will be granted on the basis of the necessary work (as documented in the use cases.)
Accounts may be granted on a rotating basis if NZ Deputy work rotates among a SILS team.
Many campus-specific tasks involving the Network Zone can be done from within that campus’ IZ; for access to the NZ Alma instance, priority will be given to work being on behalf of all UCs system-wide.
The UC Libraries contract with Ex Libris limits the total number of named accounts in the SILS system; approval of NZ accounts may be influenced by any issues with the total number of accounts nearing this limit.
Example use cases:
ILS Data Cleanup
ILS Data Cleanup (ILSDC) identified an NZ use case: data that is in the NZ but is not maintained by CDL (Shared Cataloging and Acquisitions). Catherine and TJ, the ILSDC chairs, met with Alison and Gem, from CDL, to discuss how to identify and fix any data issues in the NZ.
After meeting, the group decided on this process:
ILSDC will contact sils-sysops@cdlib.org for any NZ reports needed to find potential problems.
ILSDC will then review the reports.
If it is a cleanup issue, ILSDC will work with the campuses to clean up the data.
However, if it indicates a migration error, they will inform Alison and Gem who will create a ticket with Ex Libris.
It was not necessary to create an NZ account for ILSDC in this case.
NZ Authority Control
SILS Resource Management: Cataloging & Metadata Operations Subteam worked together with the SILS Operations Center to explore ways for NZ Authority Control work to be done outside of the Network Zone. However, after extensive testing, we determined that Network Zone instance access was required to efficiently do this work. As a result, selected catalogers responsible for Authority Control work have been granted the role of cataloger in the NZ.