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Alma has a built-in reporting tool called Alma Analytics. Staff who need to create or design reports need an Alma Analytics role or role(s) assigned to them.

Assigning these roles is handled separately from the profile assigned to a job role, as reporting duties through its own policy, since reporting responsibilities can vary among specific folks with similar jobs.

Creating Reports

What kinds of access can be granted

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How to decide which roles are needed for a staff member

In May 2024 the Library Services Platform Steering Group recommending using these roles with the following guidance.

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A staff member’s manager is best placed to know what kind of data they might need to report on, and should be the person to request access for staff.

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Managers may request their staff be assigned one or more of the Designs Analytics roles based on the business needs of the department.

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Requesting Analytics permissions must follow the general process for requesting roles. Requesting Alma access and roles for new and continuing library staff

If it is determined that a staff member needs reporting access to all three areas, or needs access to an analytics subject area otherwise not included in the more granular roles, the staff member should be assigned Designs Analytics.

Please note the following guidance in determining needed roles:what roles to request for a staff member.

• If a staff member needs access to report create reports on Work Orders, they need access to Designs Analytics - Fulfillment or Designs Analytics so that they can report on the Requests subject area.

• If a staff member reports on how items are used, but only needs loan usage measures over time, that data is included in the Physical Items subject area, part of Designs Analytics - Resources.

• If a staff member needs to able to report on Leganto usage, they need Designs Analytics, as Leganto is not included in any of the more granular roles.

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Generally, administrator roles are not assigned widely to staff. However, the Analytics Administrator role provides some functionality that is needed by staff outside of system administration, namely being able to schedule reports to send to others, and share reports to be run ad-hoc as “Analytics objects” with by other Alma users.

Analytics users who need to create reports must also have a Designs Analytics role of some type; just granting Analytics Administrator will not let them create reports.

Staff who have a Designs Analytics granular role or the full Designs Analytics role will be able to see and use reports and dashboards from within Analytics > Access Analytics, and be able to use Analytics Objects that they have access to via Analytics > My Analytics. They will be able to export report results and share those exports with others.

Guidance for granting Analytics Administrator permissions

In May 2024, the Library Services Platform Steering Group gave the following guidance of use of Analytics Administrator:

• Requests for the Analytics Administrator role should be mediated through a staff member’s manager, who is best able to judge who in their area needs the ability to schedule reports and create Analytics objects.

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User Administrators

If the staff member needs analytics permissions, use the individual granular permission, or use one of these role profiles:

• Designs Analytics - Fulfillment and Resources

• Designs Analytics - Resources and Acquisitions

If a staff member needs all three roles, grant Designs Analytics.

If a staff member needs Analytics Administrator, assign Analytics Administrator directly.

Change log