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**Alma/Primo VE Main Resource Guide

This guide is one-stop site for everything related to FLVC's integrated library system (Alma) and discovery tool (Primo VE). Included are sections on training courses, basic functions of Alma, access to test environments, managing staff accounts, and more

Archived Reports Dashboard

Archived Aleph Reports Dashboard

As part of the migration from Aleph to Alma/Primo VE, FLVC negotiated with Ex Libris to allow access to the Aleph server and database, including the Data Warehouse (DW), for one year following Go-Live. On July 14, 2022 the Aleph server and DW was shutdown. 

The ARROW and LRS reports, which query the Aleph and DW databases in real-time to deliver reports, will no longer be available. 

FLVC has been harvesting Aleph and DW data to an on-site server, and will be providing a dashboard of reports, separated by institution, from this harvested data.   The harvested Aleph data, and reports are not intended to be a comprehensive representation of all history from Aleph, but rather a tool to be used for projects or inquiries related to historical data. 

The vast majority of your reporting needs will be satisfied via Analytics.

If you have any questions, please contact the FLVC Help Desk at help@flvc.org.

Staff Usage

We are unable to host Archived Aleph Reports on a platform that offers access using Alma logins.

Reports are hosted on a Teams Channel with a separate Team for each institution.

In early July 2022 we asked the ILS-Coordinators at each institution to provide the names of up to 3 library staff who should have access to these reports.

After the dashboard has launched and we've worked out any problems identified from user testing, we'll allow additional staff to be added, if needed.  

Note:  For multi-campus institutions, one person can run reports for all campuses at their institution.

Types of Data Available

The Archived Aleph Report Dashboard is not intended to be a comprehensive reporting tool.  Almost all of the data and reporting needs can be met by doing searches in Alma or via Alma Analytics.

The Archived Aleph Report Dashboard might be useful for special projects such as weeding or other analysis that might require historical data not already present in Alma.   

Since the bulk of data has been migrated to Alma, we focused on harvesting data that did not migrate from Aleph to Alma, and a few tables that would be needed for meaningful reports.

Two types of reports that will be provided on the Dashboard at launch are:

  1. The Loan History Report: Includes data that is not available in Alma for loans made prior to July 8, such as:
    • the Patron Status of the patron borrowing the material did not migrate to Alma
    • the date of the loan 
  2. Cash History Report:  FLVC is required by the State of FL Records Retention policy to keep cash transactions for five years after the transaction date.  Only open cash transactions were migrated to Alma.  Cash transactions with the following statuses did not migrate.
    • Closed
    • Waived 
    • Transferred

Please note that data harvested from Aleph available for reporting was frozen as of:

  • May 1, 2021 for UBorrow Freeze 
  • May 28, 2021 for Technical Freeze (includes: Bibliographic, Holdings and Items records, Acquisitions records, Course Reserves records)
  • July 8, 2022 for Fulfillment Freeze (circulation transactions)

 

Current and Future Reports

Two reports that will be provided initially are:

  •  Loan History Report:  including patron status and date of loans prior to July 2021,  (SUS only)

    • Used to find information about loans within a date range and can be narrowed down by sublibrary, collection, item status, material type or patron status. 

  • Cash History Report:  Closed, withdrawn and transferred, open transactions were migrated to Alma  (FCS and SUS)
    • Used to find information about older cash transactions for an individual patron
    • Report is run by entering a patron ID 

Note:  During implementation, we discovered that some university libraries had a large number of open cash transactions that hadn't been sent to the bursar.  To prevent these very old transactions from being migrated to Alma and sent to the Bursar after Go-Live, we  worked individually with these institutions to manage the transactions.  Based on their decisions, we either purged open cash transactions that were older than 2016, or modified the status to Closed/Transferred, and modified the statuses for newer transactions.

For FCS Libraries, FLVC has captured a backup of LRS reports which can be provided on an as needed basis by sending a request to the HelpDesk.

Requests for additional reports will be added to the Dashboard, if technically possible, via Help Desk requests.  Please send an email to help@flvc.org.