| Table of Contents | ||||
|---|---|---|---|---|
|
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.
...
Issue Description
...
Action Items/Due Date (check when done)
...
Ready for Cutover?
...
possible to include 866 data with holding policy?
...
Ex L
- TBD
College/OCLS
- Discuss extract options internally
- Notify EXL of conclusions
- See https://3.basecamp.com/3765443/buckets/23965261/messages/4567462052OCLS couldn’t extract Marc holdings, so we’ll enter this information manually after cutover
...
- Yes
- No
...
serial control/issues rejects
...
College/OCLS
- See discussion at https://3.basecamp.com/3765443/buckets/23965261/messages/4605826169#__recording_4610562045
- Review title references in serial control and issue extracts
- Is there a more reliable bib link, rather than SERC_TITLE_KEY?
- See bib/serial control linking requirements at https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/Symphony_to_Alma_Data_Delivery_and_Migration_Guide#Serial_Control_Record
- See discussion Options for Failed Sirsi Serial Control/Issues RecordsWe will pick the option of using SERC_TITLE_KEYs as a matching point but ignore the leading letter. While SISAC_ID option is highly recommended, we found not all our serial records have SISAC_ID (373 against 416).
...
- Yes
- No
...
Holding Code not mapped on TL mig form; holdings given an UNASSIGNED location, and P2E titles not made electronic
...
College
- Values from serial control mapped as HOLDING_CODE on Field Mapping Form will be listed in Column A of the Migration Form “Holding Code” tab
- Ensure columns C and D on the “Holding Code” tab are populated with combinations of SIRSI home library location, from columns A/B of the “Alma Location” tab.
...
- Yes
- No
...
marked additional ID 2 as internal during test Load
Mark Barcode as internal
...
ExL
Mark Additional IS 2 internal if requested.- Mark Barcode as internal; this is already noted on the internal ExL tracking spreadsheet.
College
- Confirm for Exl whether this should be repeated for Cutover
- Refer to: https://3.basecamp.com/3765443/buckets/23965261/messages/4664833789#__recording_4723013180
- Could you also mark Barcode field as internal AFTER cutover? We couldn’t sync this field through SIS anyway (the value is the same as primary ID)
...
- Yes
- No
...
TL funds extract was missing FY
...
College
- IF submitting a funds extract for CO, ensure it includes funds for the current FY that is declared on the CO migration form.
- Do not include the FY in fund codes for current FY. See https://3.basecamp.com/3765443/buckets/23965261/messages/4810954546#__recording_4813451642
- We have set up a new fund structure in Alma and will not reload fund extract since those currently in Alma will retain for cutover.
...
- Yes
- No
...
NOTES from Serial Control file records were not migrated to 852$x in Alma Holdings record.
...
ExL
- Determined this was a bug in migration script that will be fixed for Cutover
College
- Double-check that mapped serial control notes appear in the holding when data is delivered.
- I’m more concerned with the subscription status of the serials. While this cannot be migrated, we will manually add this in Alma after cutover.
...
- Yes
- No
- See my comment.
...
Preferred Name mapping (see TL Delivery Notes)
...
ExL
- Amend baseline CO Field mapping form to remove “USER_NAME” from preferred name mapping
...
- Yes
- No
...
Base status mapping from 999$k resulted in many items in “Technical Migration” that didn’t need to be
...
ExL
- Amend baseline migration form so that the default, for items with no 999$k, is that they are available/on shelf.
College
- Do not change line 5 on the “Item BAse Status” tab of the migration form. Map all other rows as directed.
...
- Yes
- No
...
Migration Preferences (For Colleges to Complete)
Indicate your library’s migration preferences by selecting the appropriate check boxes below. Use the links in the header row to find background information and documentation to assist with each decision.
...
Confirm Serial Control - bib matchpoint
Sirsi Item Material Type Mapping
...
Retain at Cutover
See #13 of Cutover Prep slides
Acquisitions Options at Cutover
...
Do you want PQIS enrichment and/or EBC run for you at Cutover, in addition to your 360 or LR form activations?
Troubleshooting E-Resource Duplication Issues
...
Will you participate in Fulfillment Cutover?
...
Will you use the Alma offline Circ Utility during Fulfillment Freeze?
...
- SERC_TITLE_KEY
- SISAC_ID
- OTHER:
- I do need to identify specific parameters for SERC_TITLE_KEY or OTHER as described in the Backgrounder (OCLS and Ex Libris will follow up with you)
- We will pick the option of using SERC_TITLE_KEYs as a matching point but ignore the leading letter. As mentioned here Options for Failed Sirsi Serial Control/Issues Records
...
- Map nothing (items inherit material types from bibs)
- Map to same field as item type (usually Sirsi 999$t)
- Map to 999$x
...
- Courses & Reading List Headers
- Ledgers and Funds
- Licenses
- COUNTER data
- Will vendors be retained? We would like them to be retained.
...
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
...
- Yes
- No
...
- Yes
- No
Data Preferences (For Colleges to Complete)
Check all that you are submitting again for Cutover.
...
Scope
...
- Bib Records (Shadowed)
- Bib Records (Unshadowed)
- Course/Reserves
- Patrons
- Fines and Fees/Active Bills
- Active Loans
...
- Requests/Available Holds
- Serial Control
- Issue
- Funds
- Orders (>2011)
- Invoices (>2011)
...
- E-resource Activation Form
- P2E
...
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.
...
Data Type
Exclusion Identifier
...
Exclusion Identifier Examples
...
Notes
...
Status (For OCLS to Complete)
...
Bibliographic Records (Shadowed records)
...
Exclude bib records that contain certain MARC fields such as 996=Proquest, or 856=www.nfb.ca
...
Do you want Multi-volume custom script?
- Yes
- No
...
Bibliographic Records (unshadowed records)
...
Exclude bib records whose 856 link contains: https://learning.oreilly.com
https://ebookcentral.proquest.com
...
Exclude bib records that contain certain MARC fields such as 996=Proquest, or 856=www.nfb.ca
...
Please exclude these eBook packages from P2E
...
Courses/Reserves
...
Exclude Item Type=LAPTOP
Item Type=IPAD
...
Exclude Item Type=LAPTOP (Laptops or other equipment items can be put into another location in Alma.)
...
Patrons
...
Exclude User Profile = ACQU, ACQUFUND, BOOKING, CATA, CIRC, LIBRARYUSE, POCKETCIRC, PROCESS, REPORTS, RESERVES, SCANNER, SERIALS, SIRSI, STANDALONE, STUDENTEXT, SVA, TECH, TECHSERV, TEST, WCASA_LOMA, WDANIELS, WEBSERVER, WESL_CL, WIT-PRO, WNV_KIOSK, WSH_EATON, WST_JAMES, WWATERFRON, ZCCASA_LOM, ZCDANIELS, ZCESL_CL, ZCIT-PRO, ZCNV_KIOSK, ZCSH_EATON, ZCST_JAMES, ZCWATERFRO, ZTCASA_LOM, ZTDANIELS, ZTESL_CL, ZTIT-PRO, ZTNV_KIOSK, ZTSH_EATON, ZTST_JAMES, ZTWATERFRO
...
Exclude User Profile=ADMIN
...
Fines and Fees/Active Bills
...
Exclude Bill Reason=PROCESSFEE
...
Active Loans
...
Exclude all loans for the the pseudo user=MISSING
...
Requests/Available Holds
...
Not applicable
...
Serial Control
...
Exclude Serial Control Created > , or < DATE
...
Issue
...
Exclude Issue Created > , or < DATE
...
Do not migrate Issues
...
Funds
...
Exclude Funds Created > , or < DATE
...
Do not migrate funds (current funds and legers will retain at cutover)
...
Orders (>2011)
...
Exclude Closed Orders
...
Do not migrate orders
...
Invoices (>2011)
...
Exclude Invoices Created > , or < DATE
...
Do not migrate invoices
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.
...
Collection Title
...
Collection Identifier (For example, 996=Curio, or 856=https://www.nfb.ca)
...
Indicate if this collection is a Database or Portfolio
...
All home location = e_resource except the collections that have been excluded (see above)
...
Add additional Rows as necessary
Test Load Environment Release Notes (For Ex Libris to Complete)
...
Ex Libris has prepared pre-extraction baseline (“version zero”) forms based on your test load forms and changes discussed on the George Brown College - 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.
June 17: Joy Wen (Unlicensed) , great! I’ll clear out the old forms, and consider this your final e-res form. Thanks!
E-Resource Activation Form Draft Comments
June 16: Joy Wen (Unlicensed) , I hadn’t noticed that you posted a new e-Res form on MFT. Does the “June 15” file replace the “June 14” file? Which tabs were updated in the June 15 version?
We had made the following notes on your June 14 version:
There are no activations on the “FREE” tab. Is this intentional? If so this is ok, just checking your intention.
On the “TITLE” tab, one STANDALONE line has PORTFOLIO_PID. Reminder: STANDALONE activations are intended for "local" IZ BIB records and "local" portfolios. A PID applies to CZ-linked records.
June 16 Andrea Bainbridge (Unlicensed): For the STANDALONE title with Protfolio_PID, it’s called “Asian Intelligence” and should be under “Singled Journals”. I’ve revised it and posted the file as June 16. It will replace both June 15 and June 14 files (sorry for the many version as I couldn’t remove files in MFT). The June 16 file also includes activations on the “FREE” tab and some other minor changes. Thanks!
Sirsi Field Mapping Form Version Tracking
Version | Drop-dead Due Date | Who Will Post
|
|
|
|
| ||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| name file like "...FieldMap_Reviewed_20May.xlxs"
Joy Wen (Unlicensed) , this is the box where you should post the version of the form you want to see in the data validator. Please post here. Thanks! --Andrea Andrea Bainbridge (Unlicensed) Jennifer Mo (Unlicensed) Stacey Boileau Uploaded. Thanks! | name like “…FieldMap_Raw_June6…”
| name file like "...FieldMap_DRAFT_June11.xlxs")
|
June 17 Joy Wen (Unlicensed) , this is the final version of your field mapping. Please confirm below that you ahve reviewed and approve it. (It's just a copy of your draft--no changes were needed, but I still need a confirmation.) | ||||||||||||||||||||||||
Notes
Comment from Joy: We are letting SIS populate statistical categories, should I remove Patrons / USER_STAT_CATEGORY? From Andrea (5/9): Yes, Joy Wen (Unlicensed) , you can remove that mapping. Andrea Bainbridge (Unlicensed) Please find the modified version with the above mentioned change. Thanks! | Notes
| Notes
| Notes
| Notes
| ||||||||||||||||||||||||
|
|
|
|
Sirsi Migration Form Version Tracking
Version | Drop-dead Due Date | Who Will Post
|
|
|
| ||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| name like "MigrationForm_Raw_May25.xlsm"
June 9, from Andrea: Joy Wen (Unlicensed) , here is the item subfield report I mentioned in Basecamp:
| name file like "...MigrationForm_DRAFT_date.xlxs")
|
Hi, Joy Wen (Unlicensed) . Here is your final migration form for approval. Please review and indicate your approval below. One small, additional change I made: on the User Group form, I switched line 5, the default, to be an internal group, since all of the groups your had mapped to “NotFound” you had marked as internal. Thanks! June23: migration from with additional local tags added.
| ||||||||||||||||||||||||
Notes
| Notes
| Notes
| Notes
| ||||||||||||||||||||||||
|
| June 17: Joy Wen (Unlicensed) 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, which I’ll review before making it final. Thanks! Changes
Action Items
Hi Andrea Bainbridge (Unlicensed) , I made the following changes based on the June 17th draft:
| June 30 Andrea Bainbridge (Unlicensed) , Hi Andrea, I just wonder whether it’s too late to make one small edit in the migration form: in the “Item Material” tab, map REF-BOOK to MANUSCRIPT. I know it sounds weird but we’ll change it after Go Live. The reason is the material type REF-BOOK is supposed to be globally changed to the location “Reference” to tell them apart from regular books, however, I just noticed this global change didn’t happen… So have to map them somewhere to avoid them being mixed with regular books. So sorry for this late notice and I hope we can still make the edit. Please let me know. Thanks! |