NZ Deputy in the Alma NZ instance procedure/practice

(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. 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. This updated recommendation is primarily based on the Test Load + 3 Months process.

Reasoning

As the UCs enter a new phase of a shared bibliographic collection 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 shared bibliographic collection.

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 managed by CDL for the purposes of supporting CDL-managed UC collections. It also is a repository for shared UC bibliographic records as well as, via Analytics, provide access to system-wide reports.

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 covers only 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”

1. 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).

2. 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:

   1. Is this account for an individual or for a group?

   2. What is the purpose of this account?

   3. What permissions does this account need? What work are you expecting to do?

   4. How long will this account need to exist and why? When is the expiration?

   5. Which SILS Chair or team has been consulting?

3. NZ Admins, in consultation with the appropriate SILS teams and others, will begin the analysis process for newly-identified activities 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.

4. On a case-by-case basis, NZ Admins determine whether NZ Alma instance access is needed or whether the use case can be satisfied by other means, such as an automated process or by dedicated NZ staff.

5. 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.

Workflow-creation process

1. 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 defining the work and assigning the account.

2. 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.

3. A person assigned an NZ Alma account will be a “Network Zone Deputy” and will perform the work on behalf of all UCs system-wide. Given the limitations on NZ Alma instance account numbers, and to maximize efficiencies, an NZ Deputy may do work for multiple similar use cases.

4. The NZ Deputy will be given a clear definition of the work, timetable, deliverables, etc.

5. The NZ Admins will be given a timetable for the use of the account.

6. 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) not on a campus representative basis.

  • 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.

  • Because the NZ Alma instance can only support a few number of accounts, priority will be given to accounts which do multiple tasks.

• The NZ has 30 user accounts. From a contract perspective, the NZ Deputy account would be in addition to a campus IZ account for a single person. It would count as two accounts toward the UC’s total number of purchased Alma accounts. (verified by ExL via basecamp 3/25/2021).

Example use case and decision:

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:

1. ILSDC will contact sils-sysops@cdlib.org for any NZ reports needed to find potential problems.

2. ILSDC will then review the reports. 

3. If it is a cleanup issue, ILSDC will work with the campuses to clean up the data. 

4. 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.

Decided use cases:

(Test load/Go-live) Requesting the creation of NZ Normalization Processes from CDL

(Go-Live) E-Resources Troubleshooting: Best Practices for Reporting Broken Links in CDL/SCP Records, etc. (MVP 008)

IC (Test Load + 3 months) Managing work in the Alma NZ instance