Fulfillment

• CLS/AFN
• Faculty Due Date Maintanance
• Consortial Partners in CLS/AFN
• Standard Opening Hours - impact on yours and partner's patron's due dates
• Procedure: Update the Standard Opening Hours
• Peer to Peer Resource Sharing
• Configuring Peer to Peer Resource Sharing in the IZ
• Addons
• Alma Digitization Request Addon
• Alma Physical Item Request Addon
• Libraries and Location codes
• Delivery locations with Codes
• Courier routes
• wrlc user
• Updating a patron's linked account.

CLS/AFN

Faculty Due Date Maintanance

Each IZ that participates in consortial lending needs to maintain the fixed due date on their calendars for patrons in "wrlc user" user group with the "WRLC Faculty" job category.  This is done 3 time a year so that Faculty can have loans that last the semester.  The dates are changed about 6 weeks prior to the expiration of the current due date.

The designated due dates are January 31st for the Fall semester, May 31st for the Spring semester, and September 30th for the Summer sessions.

The dates are changed on the following schedule:

• January 31 due date is set on about August 15th.
• May 31st due date is set on about December 15th.
• September 30th due date is set on about April 15th.

Procedure: Update the Faculty Due Date

The following procedure assumes that the "End of Term WRLC Faculty" date is configured at and inherited from the Institution's Calendar.  All Libraries under the IZ that have this date on their calendar will be updated by the procedure below.

If you do not have this date configured on the Institution Calendar, you will need to select the individual Libraries that have this date and update them individually following the same basic procedure except at the Library level.

Go To:  Alma --> Configuration --> General --> Libraries --> Add a Library or Edit Library Information

Select the Calendar Management tab.  Click on the ellipsis to Edit the "End of Term WRLC Faculty" date.  Select Edit.

Click on the calendar button on the right.  Select the new "End of Term WRLC Faculty" date.  Then Save.

After saving, make sure that you "Apply Changes"!

You will be notified once you submitted the job to apply the changes.

The "End of Term WRLC Faculty" date is now updated.

Consortial Partners in CLS/AFN

Lending and Borrowing Partners

These partners are configured in the ROTA for the "Consortium Book Borrowing"

• American University - 01WRLC_AMU
• Catholic University of America - 01WRLC_CAA
• Gallaudet University -  01WRLC_GAL
• George Mason University - 01WRLC_GML
• Georgetown University - 01WRLC_GUNIV
• George Washington University - 01WRLC_GWA
• Howard University - 01WRLC_HOW
• Marymount University - 01WRLC_MAR
• University of the District of Columbia - 01 WRLC_DOC
• Washington Research Library Consortium (SCF) - 01WRLC_SCF

Borrowing Partners*

• American University, Washington College of Law - 01WRLC_AMULAW
• Catholic University of America, Columbus School of Law - 01WRLC_CUALAW
• Georgetown University Law Center - 01WRLC_GUNIVLAW
• George Washington University School of Medicine and Health (Himmelfarb Health Sciences Library) - 01WRLC_GWAHLTH
• George Washington University Law School (Jacob Burns Law Library) - 01WRLC_GWALAW
• University of the District of Columbia, David A. Clarke School of Law - 01WRLC_DOCLAW
• Trinity Washington University - 01WRLC_TRN

*Borrowing partners do not lend via CLS although they may lend via ILL requests and other methods.

Standard Opening Hours - impact on yours and partner's patron's due dates

A library's Standard Opening Hours along with other events in their calendar can affect item due dates and renewal dates.  It is good practice to review the Standard Opening Hours each semester when you may be adding specific events, exceptions or holidays.

A library's Standard Opening Hours are always set at the library level.  (They do not "inherit" from the institutional calendar.)  The "Valid from" date to the "Valid to" date is set to 3 years.  If the "Valid to" date is approaching, this can shorten due dates for items that would otherwise get a much longer loan period.

The procedure to update the "Valid to" dates in your library's calendar is fairly simple.  You must have the role of Fulfillment Administrator (or General Administrator).

Procedure: Update the Standard Opening Hours

The following procedure assumes that you have the role of Fulfillment Administrator (or General Administrator) and you have selected a valid Library from the top of the Configuration page.

Go To:  Alma --> Configuration --> Fulfillment --> Library Management --> Opening Hours

Find the calendar entries of type "Standard opening hours".  (You can arrange the record types alphabetically by clicking on the Record type column header.)  Select the ellipsis at the right of the first entry.

Select Edit on the first Standard opening hours entry.

Select Save. This will automatically update the "from" and “to” date. (You do not need to make any changes.)

Repeat this for the remaining 6 Standard Opening Hours entries.

As with all calendar updates, "Apply Changes"!

Peer to Peer Resource Sharing

Configuring Peer to Peer Resource Sharing in the IZ

To fully configure peer to peer resource sharing, you will need to configure the following:

• Resource Sharing Library
• Temporary Resource Sharing Locations
• Resource Sharing Jobs
• Other Resource Sharing Settings
• Workflow Profiles
• Resource Sharing Partner
• Item Policy
• Temporary Item Creation Rule
• Fulfillment Policies
• Loan and Lending Resource Sharing TOUs
• Fulfillment Unit Rules
• Rota Template
• Rota Assignment Rule
• Sending Borrowing Request Rule

All names and descriptions listed in this document are merely suggestions.  You may use whatever names and descriptions work best for your library.

You will need the Fulfillment Administrator and Resource Sharing Partners Manager roles to do this configuration work.  All configuration work should be done at the institution level.

Resource Sharing Library

Your resource sharing library is the library where your temporary borrowing and lending locations are housed.  It is possible to use your main library as your resource sharing library, or you can use the stand-alone resource sharing library that was created by Ex Libris.  If you use the stand-alone resource sharing library, there will be a transit step between your main library and the resource sharing library whenever you receive or return a resource sharing item.  If you use your main library as your resource sharing library, there is no transit step.

As a frame of reference, WRLC's AFN / CLS process uses your institution's Main Library , NOT the resource sharing library created by Ex Libris.

1. Go to Configuration, select the library you want to be your resource sharing library from the Configuring dropdown, and then go to Fulfillment | Library Management | Library Details.

2. Scroll down to the Resource Sharing Information section and make sure the Is Resource Sharing Library box is checked.  Also, make sure your OCLC symbol is listed in the Symbol field.

3. Scroll down to the Borrowing Information section and check the Cancel Request on Locate Failure and Automatically Activate Locate Profile boxes.  Next, select your temporary borrowing location from the Default Location dropdown (see the next section if no temporary borrowing location has been configured).  Lastly, select the library that you would like to serve as your default pickup location from the Default Pickup Location dropdown.

4. Scroll down to the Lending Information section and check the Automatically Locate Resource, Reject Request When No Available Items, Reject Request When No Requestable Items, Reject Request When Only Electronic Available, Ignore Electronic Resources, and Automatic Creation boxes.  Next, select your temporary lending location from the Default Location dropdown (see the next section if no temporary borrowing location has been configured). 

5. Scroll down to the bottom of the page, check the Locate By Fields box, click the No button, and then check the Title, Author, ISBN/ISSN, System Control Number, and LCCN (010) boxes.

6. Click the Save button.

Temporary Resource Sharing Locations

Temporary item records for items borrowed from other libraries will be housed in your temporary borrowing location, and items loaned to other libraries will be temporarily moved to your temporary lending location. 

As a frame of reference, WRLC's AFN / CLS process uses CLSBORR and CLSLEND as your Institution's temporary resource sharing locations.

1. Go to Configuration, select the library you’ve designated as your resource sharing library, and then go to Fulfillment | Locations | Physical Locations. 

2. Click the Add Location link, enter the values in the first row of the table below into the window that opens, and then click the Add Location button.  Repeat that process using the values in the second row of the table.

Code	Name	External Name	Type	Remote Storage	Fulfillment Unit	Call Number Type	Map
BORROWING	Borrowing	Borrowing	Open	leave blank	Select value ending in “_FU”	leave blank	leave blank
LENDING	Lending	Lending	Open	leave blank	Select value ending in “_FU”	leave blank	leave blank

3. Go to Fulfillment | Locations | Physical Locations, click the ellipsis next to your Borrowing location, scroll down to the Physical Location Circulation Desk List section, click the Attach Existing Circulation Desk link, select your resource sharing library’s circulation desk, make sure the Check In, Check Out, and Reshelve boxes are checked, click Attach Existing Circulation Desk, and then click the Save button.  Repeat this process for your Lending location.  

Resource Sharing Jobs

This job must be running in order for resource sharing requests to automatically move on to the next lender if they’re not filled within the expiry days value listed in the resource sharing partner.

1. Go to Configuration | Fulfillment | General | Fulfillment Jobs Configuration, switch the status of the Expired Resource Sharing Requests job to Active, select Every Day at 02:00 from the Schedule dropdown, and then click the Save button.

Other Resource Sharing Settings

Setting	Value
ill_item_creation_lib_code	the code for your resource sharing library
ill_item_creation_location_code	the code for your temporary borrowing location
rs_allow_actions_on_scan_in	true
rs_auto_request_lending	true
rs_disable_borrowing_auto_assign	true
rs_disable_lending_auto_assign	true

Workflow profiles

Workflow profiles help determine how resource sharing requests behave.

1. Go to Configuration | Fulfillment | Resource Sharing | Workflow Profiles.

2. Click the Add Workflow Profile link, enter “Peer to Peer Borrowing” into the Workflow Profile field, leave the Type dropdown set to Borrowing, check the boxes listed below, and then click the Add and Close button.

·         Automatic renew, Cancelled By Patron, Cancelled by partner, Cancelled by staff, Conditional, Lender check in, Manual renew, Reject, Renew requested, Request accepted, Will supply

3. Click the Add Workflow Profile link again, enter “Peer to Peer Lending” into the Workflow Profile field, switch the Type dropdown to Lending, check the boxes listed below, and then click the Add and Close button.

·         Borrower recall, Cancel reply, Conditional, Lender check in, Patron renewal, Staff renewal

Resource Sharing Partners

Resource sharing partners allow Alma institutions to send resource sharing requests to each other.

1. From the main Alma screen, go to Fulfillment | Resource Sharing | Partners, click the Community tab, change the search dropdown from Description to Name, and search for the partner, click the ellipsis next to their name, and then click Copy.

2. Click on the Institution tab, click the ellipsis next to the partner's name, and click Edit. 

3. Select the workflow profiles you configured from the Borrowing Workflow and Lending Workflow dropdowns. 

4. Click the Parameters tab, change the Expiry Time (Days) setting to the appropriate number, and then click the Save button.

 

Item Policy

This Item Policy will be added to the temporary records Alma will create for the items you borrow from SUNY.  This configuration work must be done at the resource sharing library level.

1. Go to Configuration, select your resource sharing library from the Configuring dropdown, and then go to Fulfillment | Physical Fulfillment | Item Policy.

2. Click the Add Row button.  The Item Policy configuration window will open. 

3. Configure the Item Policy as shown in the image below and then click Add Row.  Once the Item Policy configuration window closes, click the Save button. 

 

Temporary Item Creation Rule

This Temporary Item Creation Rule will add the Item Policy you previously configured to the temporary item records Alma will create for the items you borrow from your peer-to-peer lending institutions.  It will also determine the temporary item record’s location.  This configuration work must be done at the resource sharing library level.

1. Go to Configuration, select your resource sharing library from the Configuring dropdown, and then go to Fulfillment | Library Management | Temporary Item Creation Rules

2. Click the Add Rule button

3. Configure the Temporary Item Creation Rule to have the following input parameters

Name = Resource Sharing Partner

Operator = InList

Value = [List of Resource Sharing Partners]

4. Make sure this rule is positioned at the top of your Temporary Item Creation rules list.

 

Fulfillment Policies

These fulfillment policies will be used in the Loan and Lending Resource Sharing TOUs you will configure for items borrowed from and loaned to your peer-to-peer lenders.  This configuration work should be done at the institution level.

Please contact your lending partners to determine the values necessary for your fulfillment policies.

1. Go to Configuration, select your institution from the Configuring dropdown, and then go to Fulfillment | Physical Fulfillment | Advanced Policy Configuration.

2. Click the Add Fulfillment Policy button, select the type of policy you would like to configure, configure the relevant policies, and then click the Save button.

Note: If you already have policies configured for these resource sharing partnerships, there’s no need to configure additional policies.  You can use the policies you’ve already configured.

 

Loan, Borrowing, Resource Sharing, and Lending Resource Sharing TOU's

These TOUs will determine the loan and renewal periods for the items you borrow from and loan to your peer-to-peer partners.  They will also determine which user groups are allowed to submit borrowing requests in Primo.  This configuration work should be done at the institution level.

Please contact your lending partners to determine the values necessary for your fulfillment policies.

1. Go to Configuration, select your institution from the Configuring dropdown, and then go to Fulfillment | Physical Fulfillment | Terms of Use and Policies.

2. Click the Add a Terms of Use button.

3. Click the Loan button and then click the Next button.

4. Select the relevant policies in the table below, click the Next button, and then click the Save button.

5. Click the Add a Terms of Use button again.

6. Click the Lending Resource Sharing button and then click the Next button.

7. Select the relevant policies in the table below, click the Next button, and then click the Save button.

8. Click the Add a Terms of Use button again.

9. Click the Borrowing Resource Sharing button and then click the Next button.

10. Select the relevant policies in the table below, click the Next button, and then click the Save button.

 

Fulfillment Unit Rules

These fulfillment unit rules will determine which Loan and Lending Resource Sharing TOUs are assigned to the items you borrow from and lend to your peer-to-peer partners.  This configuration work must be done at the resource sharing library level.

1. Go to Configuration, select your resource sharing library from the Configuring dropdown, and then go to Fulfillment | Physical Fulfillment | Fulfillment Units

2. Click the ellipsis next to your resource sharing fulfillment unit and then click Edit.

3. Click the Fulfillment Unit Rules tab, select “Loan” from the Rule Type dropdown, and then click the Add Rule button.

4. Configure the Loan fulfillment unit rule to use your newly created Item Policy, then click the Save button.

5. Make sure the Loan fulfillment unit rule you’ve configured is positioned above any other Loan fulfillment unit rules that could potentially be applied to items borrowed from your peer-to-peer partners and then click the Save button.

6. Click the ellipsis next to your resource sharing fulfillment unit and then click Edit.

7. Click the Fulfillment Unit Rules tab, select “Lending Resource Sharing” from the Rule Type dropdown, and then click the Add Rule button.

8. Configure the Lending Resource Sharing fulfillment unit rule as shown in the image below and then click the Save button.

9. Make sure the Lending Resource Sharing fulfillment unit rule you’ve configured is positioned above any other Lending Resource Sharing fulfillment unit rules that could potentially be applied to items loaned to your peer-to-peer partners and then click the Save button.

10. Click the ellipsis next to your resource sharing fulfillment unit and then click Edit.

11. Click the Fulfillment Unit Rules tab, select “Borrowing Resource Sharing” from the Rule Type dropdown, and then click the Add Rule button.

12. Configure the Borrowing Resource Sharing fulfillment unit rule as shown in the image below (when configuring the input parameter, select the user groups you want to be able to submit borrowing requests) and then click the Save button.

13. Make sure the Borrowing Resource Sharing fulfillment unit rule you’ve configured is positioned above any other Borrowing Resource Sharing fulfillment unit rules that could potentially prevent users from submitting borrowing requests.

 

Rota Template

This Rota Template will determine which peer-to-peer libraries are added to your request rotas.  This configuration work must be done from the main Alma page, not the Configuration page. 

1. Go to Fulfillment | Resource Sharing | Rota Templates

2. Click the Add Template button.

3. Configure the Rota Template and then click the Save and Add Members button.

4. Click the Add Partners button, select your peer-to-peer partners, and then click the Save Button.

 

Rota Assignment Rule

This Rota Assignment Rule will determine where peer-to-peer libraries will be positioned in your request rotas.  This configuration work should be done at the institution level.

1. Go to Configuration, select your institution from the Configuring dropdown, and then go to Fulfillment | Resource Sharing | Rota Assignment Rules.

2. Click the Add Rule button.

3. Configure the Rota Assignment Rule according to the terms of your lending agreement, and then click the Save button.

4. Make sure the Rota Assignment Rule is positioned at the top of your rota assignment rules list. 

 

Sending Borrowing Request Rule

This rule will make sure borrowing requests assigned to your peer-to-peer libraries are sent automatically.  This configuration work may not be necessary given how your other Sending Borrowing Request rules are configured.  This configuration work should be done at the institution level.

1. Go to Configuration, select your institution from the Configuring dropdown, and then go to Fulfillment | Resource Sharing | Sending Borrowing Request Rules.

2. Click the Add Rule button.

3. Configure the Sending Borrowing Request rule according to the terms of your lending agreement, and then click the Save button.

Addons

Alma Digitization Request Addon

RSAC decided that all digitization request be made though ILLiad. To facilitate requests for material held at the SCF, the Alma digitization addon for ILLiad was created. This Addon takes an ILLiad digitiation request and creates an Alma digitization request that is sent to the SCF IZ.

The source code and installation instructions can be found on github here:  Alma_Digitization_Addon.

TO BE COMPLETED.

Alma Physical Item Request Addon

SCF request processing is transitioning from using emails for items to be sent to fill an ILLiad request for our partners to requests generated in Alma by the Alma_Physical_Addon. This new request path provides for more accountability and documentation. It will also be easier to see when an item is sent to fill a request.

The source code and installation instructions can be found on github here:  Alma_Physical_Addon.

Set up, Installation and Configuration

User/Account Set Up:

You will need to identify or create an ILL user in your Alma instance that will be the requesting patron.  This may be the same or similar to the account used for ILLiad Addon Digitization.  This user must have a Job Category of "ILL Staff", a local user group that is allowed to request items from the SCF.  Make note of the Primary ID as you will need this for Configuration (see below).

Once you have this user created, please forward the Primary ID to WRLC (kilduff@wrlc.org) so that we can make sure a linked account is created in the SCF.  We will also need your return address that will be printed on the slip that will be sent with the item.  This should be the same return address that prints on your ILLiad slip.

Installation:

Download and install the Addon in your ILLiad client. See: Installing the ILLiad Client Addon

Configuration:

Configure these settings in the ILLiad client's 'Manage Addons' form:

• • • Institution Code = 01WRLC_GML  (Be sure to use your own code!)
    • UserId = this is the Primary ID of the user from “User/Account Set Up”
    • IlliadClientSecret = (same secret as Digitization Addon, contact WRLC for secret)

(Main ILLiad → Manage Addons → Select “Alma-Physical-Request Addon” )

ILL Staff Addon Instructions

1. Once a request has been received in ILLiad for a physical item that is located at the SCF you will need certain item information.  You will need to get the item’s “Item ID” and “MMS ID”.  This can be accomplished using an Alma Physical item search.

2. These two ID numbers need to be inserted into the ILLiad transaction form.  The MMS ID goes in the “Call Number” field, and the Item ID goes under the “Reference Number” field (Reference number is used instead of item number because ILLiad truncated item number to 10 characters, but Alma’s Item IDs can be longer than 10 digits).

Note: You could also enter the MMS ID and Item ID on the ILLiad Physical Item Request form that is loaded in a following step.

3. Select the WRLC Physical Request plugin tab.

4. Once on the plugin tab, select the Load Request Page button for the WRLC Physical Request form.  This will load the form with information pre-populated from ILLIad.  You will still need to enter some data.

5. The WRLC Physical Request Addon Form

6. You must complete the “WRLC mails item (Y or N)” field.

• • • Yes
      • •  WRLC will mail the item if the address information is complete. (We may contact you if there are any questions.)
        • We will insert a pull slip similar to this in the book (see below).
        • We will scan the item in the SCF to put it “in transit” and then scan the item into the owning IZ.  (This should put the item on the hold shelf for the requesting ILL patron.   This will allow you to see when the item was pulled and sent to the requestor.)
    • No
      • • WRLC will scan the item “in transit” and send it to the owning library via the courier.

7. If you did not enter the Item ID and MMS ID in the “Transaction form, then you must do so now.  Be sure that both IDs are correct and one or both are not numbers from the original request.

8. All items will have instructions on the Pull Slip to return the item to the owning library.  (See example below.)

Libraries and Location codes

Delivery locations with Codes

Partners with Library Names, Pull Slip Codes and Courier Slip Code

Institution Name (IZ)	Library name	Location Code (Pull Slip)	Courier Slip Code
American University	American University Library	AU	AU
AU, Washington College of Law Library	Pence Law Library	AULAW	AU-WCL
Catholic University of America	Mullen Library	CU	CU
CUA, Columbus School of Law *	Law Library	(CU LAW) *	CU LAW
University of the District of Columbia	Main Library	DC	DC/UDC
UDC, Law School	UDC Law Library	DCL	?
Gallaudet University	Gallaudet University Library	GA	GA
George Mason University Libraries	Fenwick Library	GM	GM
	Mason Square Library	GMA	GM-A
	Mercer Library	GMP
	Law Library	GMA	GML
Georgetown University	Lauinger Library	GT, GT-OD	GT
	Bioethics Research Library	GT-Bioethics	(GT)
	Blommer Science Library	GTB	(GT)
	School of Continuing Studies Library	GT-SCS	(GT)
	Woodstock Theological Library	GT-WTL	(GT)
GU, Law Library	Georgetown Law Library	GTL	GTL
George Washington University	Gelman Library	GW	GW
	Eckles Library	GWE	MTV
	Virginia Science & Technology Campus	GWN	GW-NVCL
	GW Online-Only Community	GWOC	(GW)
GWU, Himmelfarb Health Sciences Library	Himmelfarb Health Science Library	HI	HI
GWU, Jacob Burns Law Library	Jacob Burns Law Library	JB	GW-JB
Howard University	Founders Library	HU	HU
	Louis Stokes Health Sciences Library	HU-HS	HU-HS
	Law Library	HUWC	HU LAW
Marymount University	Reinsch Library	MU	MU
	Ballston Coakley Library Extension	MUB	MU-B
Shared storage institution	WRLC - Shared Collections Facility	WR
	Trinity Library (for Trinity Patrons)	TR	TR
Trinity University Washington *	Trinity Main	(TR) *	TR

* Not configured as part of the CLS/AFN Fulfillment Network

Courier routes

wrlc user

Updating a patron's linked account.

Patron linked accounts can be updated in several ways.

• If a patron renews an item on loan from partner institution, the patron's expiry date will automatically be updated to match the expiry date at the home institution.
• If a patron requests a new item from a partner institution, the patron's expiry date will automatically be updated to match the expiry date at the home institution.
• A staff member can manually force an update to a linked patron's expiry date by using "Manage Patron Services". 

             Fulfillment  --> Checkout/Checkin  -->  Manage Patron Services  -->  Patron Services page

• • • Select "Find user in other institution", select the appropriate institution.
    •  Scan patron's ID or search for patron and select appropriate one.
    • "Find User"  (This will force an update to the patron's linked account.