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    Working with Overlap and Collection Analysis

    Translatable
    To work with overlap analysis, you must have one of the following roles:
    • Purchasing Operator
    • Purchasing Manager
    • Repository Manager
    • Electronic Inventory Operator
    With Overlap and Collection Analysis, Alma generates reports that can provide you with the following kinds of information about your electronic collections using an Alma set of records or an Excel spreadsheet with a list of identifiers for the analysis:
    • Set Comparison Analysis Reports (Alma set of records)
      • Matching titles with identical coverage dates in the Institution Zone
      • Matching titles with partially overlapping coverage dates in the Institution Zone
      • Matching titles with mutually exclusive coverage dates in the Institution Zone
      • Titles in the Institution Zone that are unique to the source set you created for the comparison
    • Selected Titles Analysis Reports (Excel spreadsheet with a list of identifiers)
      • Matching titles that exist more than once in the Institution Zone
      • Matching titles that exist only once in the Institution Zone
      • Titles that do not have any matches, not in the Alma database in the Institution Zone
      • Matching titles that exist in the Community Zone
      • Titles that do not exist in the Community Zone
      With the Selected Titles analysis capability you can determine:
      • What electronic resources you have in the Institution Zone compared with the list of resources that you identify in an Excel spreadsheet
      • What electronic resources are available in the Community Zone compared with the list of resources you identify in an Excel spreadsheet
      • What electronic resources do not exist in either the Institution Zone or the Community Zone compared with the list of resources you identify in an Excel spreadsheet
    For more information, see the Overlap Analysis Expanded to Include Community Zone Analysis video (1:35 min.).
    For more information about Overlap Analysis, refer to the Electronic Collection Overlap Analysis video (7:46 mins).
    For information about performing Overlap Analysis on selected titles using an import file, see the Electronic Collection Overlap Analysis Using Import File video (6:41 mins).

    Performing Overlap Analysis for a Set

    Use the procedure below to perform overlap analysis on a set of records.
    To perform overlap analysis for a set:
    1. Open the Overlap and Collection Analysis page (Resource Management > Advanced Tools > Overlap and Collection Analysis).
    2. Click Submit New Report. Alma defaults to the Set Comparison type of report.
    3. Click Next. The Compare Electronic Collections page appears.
    4. Click Definition of Source Set and complete the usual repository steps to identify your source set of records.
    5. Select the Select All option or select individual records from the repository search results to identify the records in your source set and click Add Selected.
    6. Click Done when you have completed identifying the records for your source set. Alma displays your source set on the Compare Electronic Collections page.
      Source Set Defined
    7. Click Definition of Target Set and complete the usual repository steps to identify your target set of records
    8. Select the Select All option or select individual records from the repository search results to identify the records in your target set and click Add Selected.
    9. Click Done when you have completed identifying the records for your target set. Alma displays your target set on the Compare Electronic Collections page.
      You may repeat the Definition of Target Set steps again to define an additional target set for comparison.
    10. When you have completed defining your source and target sets, click Next. The Compare Electronic Collections page refreshes as follows:
      Compare Electronic Collections Parameters
    11. Enter the following to match your requirements:
      • Report name
      • Report description
      • Match method (ISSN, ISBN, Title, LCCN, or 035)
      • Use date coverage information in the comparison (select the check box if you want to use this information)
        When you select this option, the following parameter becomes active.
      • Reference year for calculating the embargo: Current Year, Current +1, Current +2, and so forth
    12. When you are finished setting the parameters, click Submit. Alma displays a message confirming that your job has been successfully submitted.
    13. Use the Monitor Jobs page (see Viewing Running Jobs) to track the progress of your Overlap Analysis report.
    14. View information about the job report on the Job Report page. For more information, see Viewing Overlap and Collection Analysis Job Reports.

    Performing Overlap and Collection Analysis for Selected Titles

    Use the procedure below to perform overlap and collection analysis using an Excel input file of specific title identifiers. With the Selected Titles type of analysis, you are able to evaluate the resources in both your Institution Zone and the Community Zone.
    To complete an overlap and collection analysis for selected titles:
    1. Click Submit New Report on the Overlap and Collection Analysis page (Resource Management > Advanced Tools > Overlap and Collection Analysis).
    2. From the Choose Report Type section, select the Selected Titles option and click Next.
    3. Complete the parameters for step 2 of the wizard using the explanations in the table below.
      Overlap and Collection Analysis - Wizard Step 2
      Parameter Description
      Select File
      Browse to locate the Excel file containing the unique identifiers for the selected titles you want to compare against the Institution Zone or the Community Zone.
      The column heading in the Excel file identifies the contents in the column as one of the following to use for matching records that you want to compare:
      • ISBN
      • ISSN
      • LCCN
      • TITLE
      The Excel file is a single-column file.
      Example Single-Column Excel File
      The Excel file cannot be larger than 10 MB.
      Detect overlap based on the following population
      Select one of the following options from the drop-down list:
      • Do not include titles from the Community
        When you select this option, the analysis is completed by comparing the Excel file list with the electronic resources in the Institution Zone. This option generates the following reports:
        • Selected Titles – Title Overlap Report
        • Selected Titles – Unique Titles Report
        • Selected Titles – Not in DB Report
      • Include titles from the Community that are not in the Institution
        When you select this option, the analysis is completed by comparing the results in the Selected Titles – Not in DB Report (from analyzing resources in the Institution Zone as described above) with the Community Zone.
        The results for the Selected Titles – Not in DB Report is an Excel spreadsheet that contains a list of identifiers such as ISSNs that were not found. This generated list is compared with the resources in the Community Zone.
        This option generates the following reports:
        • Selected Titles – Title Overlap Report
        • Selected Titles – Unique Titles Report
        • Selected Titles – Not in DB Report
        and
        • Selected Titles – Not in CZ report
        • Selected Titles – In CZ report
      • Include all titles from the Community
        When you select this option, the analysis is completed by comparing all the titles in the Excel file list with the electronic resources in the Community Zone. This option generates the following reports:
        • Selected Titles – Title Overlap Report
        • Selected Titles – Unique Titles Report
        • Selected Titles – Not in DB Report
        and
        • Selected Titles – Titles in CZ report
        • Selected Titles – Titles not in CZ report
    4. Click Next.
    5. Complete the following information on the Compare Electronic Collections page:
      • Report name – A unique name or use the default that is supplied
      • Report description – Further identify the report generated by Alma
      Compare Electronic Collections Page
    6. Click Submit. Alma displays a message confirming that your job was successfully submitted and displays your report job in the Report History section of the Overlap and Collection Analysis page.
    7. On the Overlap and Collection Analysis page, click View to see the job results or use Monitor Jobs (Administration > Manage Jobs > Monitor Jobs) to view the job results. For more information, see Viewing Overlap and Collection Analysis Job Reports.
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