Next Gen ILS Implementation

Current IT Contacts

List of Enterprise Systems by Institution

Updated October 12, 2020

Patron Load Files Support

All colleges and universities provide FALSC/FLVC with patron load files on a regular basis. These files contain records for all students, staff, and faculty for their institution which we load into our current Integrated Library System, Aleph. They are uploaded onto our SFTP server and then loaded into Aleph where records are either modified or created. Valid patron records allow users to check out materials as well as authorize access to other services provided by FALSC.

For our new system, Alma, the format of the patron load files changes, which means that each institution will need to re-write the program that generates these files. Once this is done, FALSC would like to have several test files with sample data so that we can make sure that these new files work properly. Details on exactly how this file should be structured are provided in the document, Patron Specifications for Alma.

If you have any questions about the process, please email eadevelopment@flvc.org.

Single Sign On Support

Single Sign On (SSO) has been configured and tested for all 40 institutions in both Alma and Primo VE. If you are having issues with SSO, please contact the FLVC Helpdesk at help@flvc.org.

Bursar Data Files Support

Nine universities use the Bursar Data Files Export service (also called Cash Export service) in our current Integrated Library System, Aleph. Those universities are Florida A&M Univ., Florida Atlantic Univ., Florida Gulf Coast Univ., Florida International Univ., Florida State Univ., New College, Univ. of Florida, Univ. of North Florida, and Univ. of South Florida. This service allows financial data regarding fees and fines to be transferred from Aleph to an institution's enterprise system via a file. This process is usually run on a regular basis.

In order to replicate this service in our new system, Alma, the format of the file changes from a flat file to XML and there are changes to the field structure within the file. Also, the files will be generated on a different schedule. Details on all of this are provided in the following document, Fines/Fees Export from Alma to Bursar.

If you have any questions about the process, please email eadevelopment@flvc.org.

OCLC Connexion Client and Web Configuration

For libraries that have a current OCLC Cataloging and Metadata subscription, they will want to set up their OCLC Connexion interface so that records can be sent directly to FALSC's Alma Network Zone (NZ) or the library's Institution Zone (IZ). Below is a link to a document that outlines how to set up this configuration with both the OCLC Connexion Client and the OCLC Connexion web interface. [Note: FALSC highly recommends libraries use the OCLC Connexion Client, if possible. It has more functionality than the web interface. It is very easy to download, install, and configure.]

During the process of setting up this service, staff will need to contact FLVC Help Desk (help@flvc.org) and ask for their institution's configuration password.

OCLC-Alma Information Document

Self Check Machine Support

Steps for Connecting Self Check Machines to Alma:

1. Setup Integration profile in Alma (Alma documentation about configuring Self-Check Integration Profile)

• FALSC staff will set this up for you initially.
• Download the Certificate for STunnel. FALSC staff will download and sent it to you as well.

2. Assign the Self Check machine to a Circulation Desk.

• FALSC will set this up initially.

3. Download, install, and configure STunnel. (STunnel Documentation from Ex Libris)

• During installation, you'll be prompted to enter the following:
  • Country: US
  • State: FL
  • City:
  • Company: Institution Name
  • Unit: Library Name
  • FQDN: Use your institution domain name (ex: xxx.edu)
• Go to the STunnel installation path (ex: c:/program files/....)
  • Locate the file stunnel.conf, and edit using the documentation instructions under "Configuring STunnel."
  • Key & Cert = path to the certificate (ex: client.pem)
  • Accept = The Selfcheck port, use the same port currently in use for your Selfcheck
  • Connect = Use your Alma address (ex: xxx-flvc.alma.exlibrisgroup.com:6443)

4. Start STunnel, then start your Selfcheck system.

Gotchas During Testing

• Check the user account in Alma to make sure it is not expired.
• Decide whether you want authentication turn on or off.  There is a setting on Alma to require authentication, and most likely, one on the SelfCheck machine (definitely on the 3>/Bibliotheca machines).  This setting must agree be the same on both.
• Be sure the item you are testing can be borrowed by the patron type on the user account. Generally, regular loan items should be okay.

Otherwise, FALSC will be happy to assist you as much as needed with your initial testing and setup. Please contact the FLVC Help Desk (help@flvc.org) to schedule an online setup and testing session.

Patron Photo Files

Patron Photos of students, faculty, and staff can uploaded into Alma so that they will show when a patron record is displayed in the system. Below are instructions on how institutions that currently use this service in Aleph can configure Alma to do the same.

Instructions

Patron photos for patron records cannot be added as part of the patron load. They must be loaded separately

1. Each patron photo file must be given a filename which matches the patron identifier. See the specifications listed below.
2. To start the process, please submit a case to the FLVC Helpdesk. This can be done by sending an email to help@flvc.org requesting this service. FLVC will provide you with a secure username/password and location for you to upload the file of images.
3. After a full file of patron photos has been processed, the institution has the option of sending delta files on an ongoing basis. The files will be automatically processed by the system if the filename convention is followed.

Photo Specifications and Workflow:

Assemble the images

• Available formats include: .jpg, .jpeg, .gif, .bmp, .jif
• All files need to share the same extension
• Each patron photo should be saved as a separate file.
• The filename should match the patron ID, in the format XXXXXX.jpg.
• Zip all pics into one zip file using the following naming convention: patronpics_{institution code}_{dev|test|prod}_{sequence}_{date}.zip
  example: patronpics_ssc_prod_1_20210601.zip

Upload Zipped File

• Send zipped file to https://securefiles.flvc.org. An account is needed to log in.
• If you need an account, contact the FLVC Help Desk at help@flvc.org.

An automated process will move the zip file to the Alma server and load the files.

Email Notices Support

How to Allow Patrons to Receive Notices from Alma

Unlike Aleph that uses a print daemon running on local machines at each institution, Alma is set up to send notices to patrons from their servers/domain. Notices to patrons are configured to have a From: email address that has the same domain as the institution. The difference between the sending domain and the From: address in the notice can cause legitimate library notifications to be marked as suspicious and either labelled as spam or blocked entirely. There are two ways to configure Alma and an institution's network so that notices to patrons are routed correctly to their inbox.

Use the Institution's SMTP Server

To configure the Alma Platform to pass the email to an external SMTP server, please refer to "Configure the Mail Handling Integration Profile’ in the following documentation. (FLVC will configure this.) Depending on the firewall policy of the institution, IT staff may need to open access from the Ex Libris cloud to the SMTP server for the relevant port. The outgoing IP range for Alma, Primo VE and Primo Classic can be found here.

IT staff will need to provide FLVC with the following information:

1. Institution's domain name
2. Institution's SMTP mail relaying hostname
3. Username/Password
4. Whether encryption is used - (encryption port 857)

Use "Sender Policy Framework" (SPF)

SPF is a method of allowing the Ex Libris cloud to send emails on behalf of the institution. When an email is received by a SMTP server, a security check is performed where the IP that had sent the email is compared to the IPs listed in the DNS record for the ‘From Address’ domain. To configure SPF, the DNS administrator of the institution needs to add the Ex Libris mail relay IPs to the institution’s domain in a TXT record. The Ex Libris mail relay IPs differ based on the region of the customer so the relevant ‘SPF Include Entry’ should be chosen. The different ‘SPF Include Entries’ for the different regions can be found at this site.

This method is fully configured by Institutional IT staff.