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Introduction
The tables below will be used to capture important notes for Cutover including actions that must be taken prior to migration as well as your library’s data migration preferences. Please follow the instructions included with each table. Please complete sections for colleges by April 29th.
Notes for Cutover (For Ex Libris and Colleges to Complete)
Complete each action item assigned to the College below. Select the check box next to the action item when the item is complete. New items should only be added to this table by Ex Libris. Please contact Ex Libris via Basecamp for questions about these action items.
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Issue Description
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Action Items/Due Date (check when done)
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Ready for Cutover?
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TL users were missing “original ID”
Resolution Notes:
Per Katrina in Basecamp: data has been corrected; no need to update field mapping. https://3.basecamp.com/3765443/buckets/23965261/messages/4554663642#__recording_4746717058
Ex L
- [action]; due
College
- Review field mapping at Cutover; is there a better candidate for what to map to “USER_ID”, instead of USER_ALT_ID? And/or: review patrons who are missing whichever value is mapped to “USER_ID”. See https://3.basecamp.com/3765443/buckets/23965261/messages/4554663642
- See list of affected patrons here. NOTE: the tab is filtered to display only the missing USER_ALT_ID, but the other users are there. This way you can reference the same line numbers you see in stats:
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Ex Libris has prepared pre-extraction baseline (“version zero”) forms based on your test load forms and changes discussed on the Centennial - Notes for Cutover page. The baseline forms, both Field Mapping and Migration, have been posted below. Please review these forms and follow instructions included in the Sirsi Field Mapping Form Version Tracking table and the Sirsi Migration Form Version Tracking table below.
Sirsi Field Mapping Form Version Tracking
Version | Drop-dead Due Date | Who Will Post
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| name like “…FieldMap_Raw_June6…”
| name file like "...FieldMap_DRAFT_June11.xlxs")
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- Yes
- No
Preferred name mapping for patrons
ExL
- Remove “USER_NAME” as preferred name on baseline migration form.
Only fields that contain personal/first names should be mapped as preferred.
USER_NAME includes user first and surname
- Yes
- No
migrated patron barcode made internal per request
College
- Confirm whether this is needed at CO. It is no longer needed, per: https://3.basecamp.com/3765443/buckets/23965261/messages/4842756095
ExL
Mark Barcode as internal again at CO if requested.
- Yes
- No
Course unit mapping
At TL there was a bug in migration scripts that created multiple departments in stead of a single department, as requested on the migration form. ExL will fix for Cutover.
ExL
- Ensure migration form preferences for course unit mapping are applied
- Fix migration script
- Yes
- No
items embedded in shadowed bibs were not migrated
ExL
- Reason: shadowed bibs were not included in item extraction
- Cutover: migration analyst will extract items from all bibs
College
- Check that inventory from shadowed bibs exists in Alma at Cutover
- Yes
- No
CENTENN requests no resource be active for them in the NZ
College/OCLS
- See “Comments” from /wiki/spaces/CI/pages/379748394 and discuss internally.
- Amend NZ e-resource form if needed , based on discussion
- Yes
- No
missing 360 selective titles
https://3.basecamp.com/3765443/buckets/23965261/messages/4667662902
ExL/College
- check for multiple “tracked resources” reports
- Yes
- No
change to patron email mapping at CO
See Basecamp: https://3.basecamp.com/3765443/buckets/23965261/messages/4853790805#__recording_4864624909
ExL
- Amend baseline form per college preference
College
- Confirm changes needed
- Review when baseline form is released during week of May 2
- Yes
- No
Migration Preferences (For Colleges to Complete)
Indicate your library’s migration preferences by selecting the appropriate check boxes below. Use the links in the header row to find background information and documentation to assist with each decision.
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Confirm Serial Control - bib matchpoint
Sirsi Item Material Type Mapping
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Retain at Cutover
See #13 of Cutover Prep slides
Acquisitions Options at Cutover
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Do you want PQIS enrichment and/or EBC run for you at Cutover, in addition to your 360 or LR form activations?
Troubleshooting E-Resource Duplication Issues
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Will you participate in Fulfillment Cutover?
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Will you use the Alma offline Circ Utility during Fulfillment Freeze?
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- SERC_TITLE_KEY
- SISAC_ID
- OTHER:
- I do need to identify specific parameters for SERC_TITLE_KEY or OTHER as described in the Backgrounder (OCLS and Ex Libris will follow up with you)
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- Map nothing (items inherit material types from bibs)
- Map to same field as item type (usually Sirsi 999$t)
- Map to 999$x
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- Courses & Reading List Headers
- Ledgers and Funds
- Licenses
- COUNTER data
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PQIS Activations
- I want PQIS at Cutover
- I do NOT want PQIS at Cutover
Ebook Central Integration (Ebook Central Perpetual, DDA and Subscription)
- I want E-Book Central Pro Integration (EBC) run at Cutover
- I do NOT want EBC at Cutover
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- Yes
- No
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- Yes
- No
Data Preferences (For Colleges to Complete)
Check all that you are submitting again for Cutover.
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Scope
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- Bib Records (Shadowed)
- Bib Records (Unshadowed)
- Course/Reserves
- Patrons
- Fines and Fees/Active Bills
- Active Loans
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- Requests/Available Holds
- Serial Control
- Issue
- Funds
- Orders (>2011)
- Invoices (>2011)
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- E-resource Activation Form
- P2E
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Data Extract Tracking (For Sirsi Colleges and OCLS to Complete)
This table will be used to capture details of the data extract scope indicated above in the Data Preferences table. You may prefer to exclude records from the data extracts that OCLS will complete on your behalf. Use the second column of this table to provide the details OCLS will use to exclude data from your extracts if this is your preference. For example, indicate “exclude bib records that contain 996=Proquest. You will find examples of exclusion identifiers in the third column. Please provide whatever information will be necessary to identify records for exclusion.
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Data Type
Exclusion Identifier
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Exclusion Identifier Examples
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Notes
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Status (For OCLS to Complete)
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Bibliographic Records (Shadowed records)
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Exclude bib records that contain certain MARC fields such as 996=Proquest, or 856=www.nfb.ca
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Do you want Multi-volume custom script?
- Yes
- No
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Bibliographic Records (unshadowed records)
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Sirsi Home Location = E_RESOURCE (same as test load)
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Exclude bib records that contain certain MARC fields such as 996=Proquest, or 856=www.nfb.ca
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Courses/Reserves
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Exclude Item Type=LAPTOP (Laptops or other equipment items can be put into another location in Alma.)
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Patrons
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Exclude User Profile=ADMIN
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Fines and Fees/Active Bills
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Exclude Bill Reason=PROCESSFEE
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Active Loans
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Exclude all loans for the the pseudo user=MISSING
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Requests/Available Holds
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Not applicable
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Serial Control
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Exclude Serial Control Created > , or < DATE
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Issue
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Exclude Issue Created > , or < DATE
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Funds
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Exclude Funds Created > , or < DATE
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Orders (>2011)
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Exclude Closed Orders
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Invoices (>2011)
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Exclude Invoices Created > , or < DATE
OCLS Assistance with P2E (For Colleges to Complete)
Do not include collections in P2E that will be activated by other means. See the Troubleshooting e-Resource Duplication Issues note for more information.
Use the table below to identify collection titles that can be extracted in batch by OCLS for your P2E files. Include information OCLS staff can use to identify the collection records.
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Collection Title
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Collection Identifier (For example, 996=Curio, or 856=https://www.nfb.ca)
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Indicate if this collection is a Database or Portfolio
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***As we did for test load, Centennial will again create our own short P2E file of bib records for physical items which also contain links to online versions of the resource. We will not need OCLS assistance. (MM)
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N/A
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N/A
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Add additional Rows as necessary
Test Load Environment Release Notes (For Ex Libris to Complete)
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June 20, from Andrea: Katrina Hansen , Mary-Margaret Mirtsos , emcdonald Apologies, here is the form where SERC_TITLE_KEY is mapped. Please review and indicate your approval below. If you do approve, this will be the final version of your field mapping form. | ||||||||
Notes
| Notes
| Notes
| Notes
| Notes
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| From Andrea, 6/15: emcdonald Katrina Hansen , I updated your field mapping with a single change:
Andrea Bainbridge (Unlicensed) Mary-Margaret Mirtsos It looks like that SERC_TITLE_KEY is not mapped to a note field? I tried to map it myself but cannot. I tried to unprotect the sheet but it requires a password.
Here is that updated form:
Download this form and review it. If you approve of the change and have no further changes of your own, this may be considered your final field mapping form, and can be re-uploaded in the column to the right. |
Sirsi Migration Form Version Tracking
Version | Drop-dead Due Date | Who Will Post
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| name like "MigrationForm_Raw_May25.xlsm"
June 9, from Andrea: emcdonald , here is your item subfield report, referenced in Basecamp:
| name file like "...MigrationForm_DRAFT_date.xlxs")
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June 22: Katrina Hansen , I made no changes to your last version of the form, other than to run it thru our internal validation. Please review and indicate your approval below. Thanks! --Andrea June 23: Version with additional locals added.
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Notes
| Notes
| Notes
| Notes
Approved by Katrina Hansen
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| June 15, from Andrea I have updated your migration form draft:
Download THIS VERSION of the migration form in order to make the changes requested in “Action Items” before you submit your final migration form. For “Changes” listed below, there is no action needed unless you want to make a different choice than I did. Changes Item Base Status
Action Items Item Type
Material Type
User Group
Andrea Bainbridge (Unlicensed) here is our Final Migration Form:
Andrea Bainbridge (Unlicensed) – there were three ‘errors’ in the last ‘Report’ tab:  Line 9 we can ignore. Line 8 – there was no ALMAME_VAL_NOT_FOUND in the form delivered to us, so I didn’t enter it in that tab. If it needs to be there would you be able to add it for us? Anything ‘not found’ can be just mapped to Progress Reserve. Line 7 - That particular cell was already populated with PROGRESS as the Alma Library Code when the form was delivered to us, which is the correct code. However, I hadn’t populated the Alma Library tab yet (obviously), so I wonder if that is why this is showing up as an error. ~Katrina June 22: Katrina Hansen , I’m looking over your latest version. Thanks! About the errors: you can ignore them. I had made the location correction before giving you the form. After I review your form I’ll let you know if we can call it final (and I’ll ask for your formal approval) or if I have any other questions. Thanks!! --Andrea Excellent! ~Katrina |
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