This page is a draft policy on Analytics role assignment and is not yet complete.
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 can vary among specific jobs.
Creating Reports
What kinds of access can be granted
There are four available roles that can be assigned, depending on what data a library staff member needs to report on.
Designs Analytics – Fulfillment: limits access to the API Usage, Analytics Objects, Analytics Usage Tracking, Borrowing Requests, Course Reserves, DARA, Fines and Fees, Fulfillment, Lending Requests, Local Authorities, Requests, Resource Sharing, System Events, Title, and Users subject areas.
Designs Analytics – Resources: limits access to the Analytics Objects, Analytics Usage Tracking, API Usage, DARA, Digital Inventory, Digital Usage, Digital Waitlist, E-Inventory, Licenses, Link Resolver Usage, Local Authorities, Physical Items Historical Events, Physical Items, System Events, Title, and Users subject areas.
Designs Analytics – Acquisition: limits access to the Purchase Requests, Analytics Objects, Analytics Usage Tracking, API Usage, DARA, Funds Expenditure, Local Authorities, System Events, Title, Usage Data (COUNTER), and Users subject areas.
Designs Analytics: Provides access to all Alma Analytics subject areas for reporting, including those that are not specifically listed in the Fulfillment, Resources or Acquisition subject areas.
Alma Analytics subject area documentation can be found here: Subject area documentation
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.
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.
Managers may request their staff be assigned one or more of the Designs Analytics roles based on the business needs of the department.
If managers determine 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:
If a staff member needs access to report 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 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.
Analytics Administrator role
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 other Alma users.
Analytics users who need to create reports must 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.
If you need access to be able to schedule and share reports, your manager should request that access for you.