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Alma Licensing and User Accounts for Staff

Alma Licensing and User Accounts for Staff

Owned by Alexander Cooper
Dec 12, 2024

Costs

  • Staff licensing annual costs are based on number of licenses that we are using.
  • If users are not using their license (e.g. logging in at a minimum once every 3 months) then their license is deactivated.
  • Once a year Ex Libris audits the licenses we are using and then adjusts the annual bill
  • Licenses should be allocated if it is part of your regular job responsibilities. 

License Tiers and Permissions

  • License permission levels include: operator, admin, manager, analytics designer (tiers of roles)
  • The staff regular license has access to the Analytics predesigned reports that are widgets
  • Roles can be library specific (like only for Woodruff)
  • NOTE: Core Systems Analysts that are certified only get general systems administrator role (we want to keep that role within LTDS due to our Emory consortia environment and our need to minimize negative configuration changes that could impact multiple libraries and service points because of the way Alma treats admin permissions).
  • Every division should have a user manager (e.g. libraries and units in the org like RESC, TECH SVCS, etc)
  • NOTE: When going live with Alma years ago, Jon Bodnar was going to document all user managers. Currently this is not documented but the knowledge about license holders is spread out and can be queried in Alma.
  • NOTE: Sandbox access does not get daily updates from ESD (Emory Shared Data) and can be up to 3 months of delay of data from the production instance.
  • NOTE: We do not encourage the use of general accounts. When we implemented Alma all accounts need to be behind shibboleth. LTDS does not implement general accounts (unless directed to by senior leadership (e.g. for Alumni, etc). Library Service Desk(s) may create general accounts per their responsibilities with students and users.

Requesting a License

  • For LTDS staff that require an Alma license for their role they should put in their request via an email to coreserviceshelp@emory.edu
  • For non-LTDS staff that require an Alma license for their role they should submit a request to their library/unit Alma User Manager
  • We lean on the Emory Libraries user managers community to manage their users and licenses.
  • NOTE: ALMA-L is a listserv that should be used by everyone with a license (or using Alma for their role/responsibilities).

Alma Support and Salesforce