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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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add 951 as local for CO
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Ex L
- [EXL will update baseline migration form with this tag
College
- [action]; due
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- Yes
- No
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preferred email not migrated as additional ID, despite field mapping; preferred email migrated correctly as an element of patron address
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College
- Confirm if user ADDR 1 is still preferred and still needed as an additional identifier. Andrea Bainbridge (Unlicensed)Yes, but see reorganization of ADDL_ID’s below. USER_ADDR1.EMAIL now goes to ADDL_ID_1, as this is how our SIS extract was configured.
ADDL_ID_1 : USER_ADDR1.EMAIL
ADDL_ID_2 : USER_GROUP_ID
ADDL_ID_3 USER_XINFO.ACTIVEID
ExL
- See context at: https://3.basecamp.com/3765443/buckets/23965261/messages/4562399045#__recording_4562718150
- For Cutover, ExL will map incoming Sirsi email field directly to the additional ID field, like screenshot below. Do not map “preferred_email” to the ADDL_ID field. ExL will add to baseline migration form. Note: see above for changes.
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- Yes
- No
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P2E resources should have been portfolios instead of collections/databases
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College
- See discussion at: https://3.basecamp.com/3765443/buckets/23965261/messages/4568110418#__recording_4570476401
- For Cutover, review whether Bib ids on the P2E input (the .csv file) should be migrated as portfolios or collections/dbs. Andrea Bainbridge (Unlicensed)Yes, in almost all cases it should be portfolios. Will specify on P2E.
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- Yes
- No
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bibs for “College Complete” collection
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College
- See https://3.basecamp.com/3765443/buckets/23965261/messages/4587510881
- Decide whether to include bibs in question on P2E, or manage resources via an available CZ collection. Andrea Bainbridge (Unlicensed) , we will exclude College Complete Bibs from P2E and manage in NZ instead.
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- Yes
- No
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P2E items in UNASSIGNED
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See https://3.basecamp.com/3765443/buckets/23965261/messages/4629619027
College/ExL
- Ensure all Sirsi locations, including those from the Holdings tab of the migration form, are mapped to Alma locations on the Alma Location tab.
- See Bib with 951= 535318. DB was created as requested per P2E, but there is still physical inventory on the bib. Will ensure all are reflected on the final migration form.
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- Yes
- No
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physical holdings in e-location “ONLINE”
College
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- Yes
- No
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possible changes needed to mapped IDs at Cutover
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Comments from Feb. 18 and later at: https://3.basecamp.com/3765443/buckets/23965261/messages/4562399045#__recording_4655064532. Andrea Bainbridge (Unlicensed), Let’s stick with the existing ID mapping. We definitely need UNIV_ID = USER ALT_ID and ADDL_ID_1 = USER_ADDR1.EMAIL, but the other values maybe be useful too, for accounts that we bring over that aren’t part of our SIS load. I don’t think it can hurt.
College
- Review ID needs for Cutover mapping
- Assess whether changes to Alma ID config needed after Go Live.
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- Yes
- No
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User preferred name mapping
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Only map fields that contain first/personal name to USER_PREFERRED_NAME. Do not map Sirsi USER_NAME as preferred, or any other field that contains a first and surname.
ExL
- Change baseline field mapping to remove USER_NAME as preferred.
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- Yes
- No
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course processing unit
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ExL
- 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.
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- Yes
- No
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Course start date
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Courses Start date migrated with the date of migration 01/05/2022 due to non-mapped ‘date placed'
College
- Include and map data field “date placed” for Cutover if a different course start date is needed.
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- Yes
No
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Course term
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See discussion in comments below.
ExL
- Consult migration team about application of mapped “Term” values.
- Error was identified in application of mapping. ExL migration reports this will be fixed for Cutover.
- will monitor when CO data is loaded.
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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
*See comment in Comments below.
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- Courses & Reading List Headers
- Ledgers and Funds
- Licenses
- COUNTER data
*Yes, I don’t want any of the above retained. We want a fresh set of course data, and the rest don’t apply to us.
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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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Exclude bib records that contain certain MARC fields such as 996=Proquest, or 856=www.nfb.ca
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Exclude bib records with 996 containing any of the following: OREILLY, SCIENCEDIRECT, GALE, DESLIBRIS, NFB, CEL, EBC, COLLEGE COMPLETE, ACCESSENGINEERING, EBSCO, LinkedInLearning, OVID, Taylor&Francis, WILEY, ELSEVIER, SAGE, CambUP, ALEXANDER, MYILIB, ejournal, CRITERION, OXFORD or SPRINGER
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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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Not provided at test load.
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Orders (>2011)
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Exclude Closed Orders
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Not provided at test load.
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Invoices (>2011)
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Exclude Invoices Created > , or < DATE
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Not provided at test load.
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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FilmsOnDemand
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996=FilmsOnDemand
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Portfolio
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TechStreet
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996=TechStreet
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Portfolio
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Kanopy
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996=Kanopy
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Portfolio
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OverDrive
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996=OVERDRIVE
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Portfolio
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American Welding Society
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996=AWS
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Portfolio
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SafetyHub
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996=SAFETYHUB
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Portfolio
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Red Book Online
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996=REDBOOK
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Portfolio
Test Load Environment Release Notes (For Ex Libris to Complete)
Notes regarding Conestoga College - Test Load Environment Release can be found on a different page: /wiki/spaces/CI/pages/379781183 Ex Libris has prepared pre-extraction baseline (“version zero”) forms based on your test load forms and changes discussed on the Conestoga - 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.
E-Resource Activation Form Draft Comments
June 16:
Chris Woodley , in general your e-Res form looks good. A few comments:
On the FREE_PKG tab, some activations have “Y” for enabling the Proxy. Do you want proxy applied to these free packages? No action needed if this was intentional. Andrea Bainbridge (Unlicensed) This was intentionally, as we subscribe to paid content through these platforms too, and I wanted users to be able to run additional searches once they land there and have access to all the content we can provide.
TITLES tab: "EBSCOhost Ebooks" lines do not have ISSN or ISBN numbers. We will not be able to match to CZ portfolios without identifiers, e.g line 1153 and 861. Andrea Bainbridge (Unlicensed) thanks for catching that. I guess the ebsco extract I was using didn’t have anything in those fields for them. I’ll look for values and load again.
Let me know if you will be uploading a new form to correct the missing EBSCOhost lines and/or the proxy selection on the FREE tab.
June 17: Chris Woodley , just post a comment to this page when the e-Res form is final and on MFT. Thanks! --Andrea
Sirsi Field Mapping Form Version Tracking
Version | Drop-dead Due Date | Who Will Post
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| name like “…FieldMap_Raw_June6…”
This is an exact copy of the form above, except that the “patron” tab is unlocked.
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Only change is on Patron Tab - you unlocked it so I could (removed the User Categories) |
June 20, from Andrea Chris Woodley , this is an exact copy of the draft we last discussed in the column at left (3rd row). Can you please review and give your formal acceptance below. Once you do we will consider it final. Thanks! |
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Notes
| Notes
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| June 16: Chris Woodley , here is an updated field mapping form for your review.
 If you are ok with my change and have no further changes yourself, you can post here to confirm you ahve reviewed/approved of my version. Or, post a new version below. Thanks! One other note: We had discussed course start date on your Notes for Cutover page, but I see nothing is mapped for that. Is that intentional? The date that does exist in your data is mapped to the course creation date. The “courses” tab is unlocked, in case you need to make a change here.
Andrea Bainbridge (Unlicensed) The current version is good to go. Comments: Thanks for mapping the old SERC KEY - good idea! We seem to have only one 999$v in the current file, so I’m just going to skip it and fix the volumes issue manually later. And we just don’t seem to have a field in SIRSI that matches what is meant by “Course Start” so the mapping should stay as is.
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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: Chris Woodley , here is the item subfield report I referenced in Basecamp:
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Note some tabs locked and have data that should not be migrated - we discussed this over here. Essentially - ignore UserStateCategory, Campus Code and Course Unit tabs. |
June 20 (from Andrea): Chris Woodley , this is an exact copy of the draft we last discussed in the column at left (3rd row). Can you please review and give your formal acceptance below. Once you do we will consider it final. Thanks! June24: version with additional local fields added
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Notes
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| June 16, from Andrea Chris Woodley , 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. You can upload your next version below, or comment here to let me know you approve of my version. Andrea Bainbridge (Unlicensed) thank you, that seems correct (knowing that you also said the populated Campus Code and Course Unit tabs will be ignored due to the “n”s I added on the Questionnaire tab). Thanks again for your review. Fingers crossed! Changes
Action Items
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