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.
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.
Additional Considerations
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.