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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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preferred name mapping
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Ex L
- remove Sirsi USER_NAME as preferred name in patron mapping
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- Yes
- No
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course unit mapping
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ExL
- ensure migration form preferences are honored (N/A no course units)
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- Yes
- No
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base status for 999$kRESERVES
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College
- review migration form mapping on the “Item Base Status” tab for this $k value
We are working on ensuring this is corrected in SIRSI but will still review.
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- Yes
- No
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user stat categories not wanted for Cutover
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ExL
- remove mapping from field mapping form
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- Yes
- No
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Migration Preferences (For Colleges to Complete)
Indicate your library’s migration preferences by selecting the appropriate check boxes below. Use the links in the header row to find background information and documentation to assist with each decision.
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Confirm Serial Control - bib matchpoint
Sirsi Item Material Type Mapping
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Retain at Cutover
See #13 of Cutover Prep slides
Acquisitions Options at Cutover
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Do you want PQIS enrichment and/or EBC run for you at Cutover, in addition to your 360 or LR form activations?
Troubleshooting E-Resource Duplication Issues
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Will you participate in Fulfillment Cutover?
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Will you use the Alma offline Circ Utility during Fulfillment Freeze?
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- SERC_TITLE_KEY
- SISAC_ID
- OTHER:
- I do need to identify specific parameters for SERC_TITLE_KEY or OTHER as described in the Backgrounder (OCLS and Ex Libris will follow up with you)
From Andrea (5/2): I’ve made this change to your baseline field mapping.
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- Map nothing (items inherit material types from bibs)
- Map to same field as item type (usually Sirsi 999$t)
- Map to 999$x
From Andrea (5/2): I’ve made this change to your Baseline Field mapping.
Be sure to fill out the “Item Material” tab of your migration form after data validation.
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- Courses & Reading List Headers
- Ledgers and Funds
- Licenses
- COUNTER data
From Andrea (5/2): noted. nothing to be retained.
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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
From Andrea (5/2): noted.
- Yes
- No
From Andrea (5/2): noted.
- Yes
- No
From Andrea (5/2): noted.
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)
Exclude records that belong to the libraries IT-PRO and SMITHSFALL
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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 records that belong to the libraries IT-PRO and SMITHSFALL
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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.)
Not provided for test load.
Not providing again.
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Patrons
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Exclude User Profile=
ADMIN
BOOKING
CATA
CIRC
CIRCSTUD
INTRANSIT
LIBRARYUSE
LOST
MISSING
PROBLEM
PUBLIC
REPORTS
RESERVES
SERIALS
STANDALONE
TECH
TECHSERV
SIRSI
WBROCKVILL
WCORNWALL
WEBSERVER
WITPRO
WKINGSTON
WSMITHSFAL
ZCBROCKVIL
ZCCORNWALL
ZCIT-PRO
ZCKINGSTON
ZCSMITHSFA
ZTBROCKVIL
ZTCORNWALL
ZTIT-PRO
ZTKINGSTON
ZTSMITHSFA
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Exclude User Profile=ADMIN
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We do not want stat categories mapped for Cutover
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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 for test load.
Not providing again.
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Orders (>2011)
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Exclude Closed Orders
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Not provided for test load.
Not providing again.
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Invoices (>2011)
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Exclude Invoices Created > , or < DATE
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Not provided for test load.
Not providing again.
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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Add additional Rows as necessary
Test Load Environment Release Notes (For Ex Libris to Complete)
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Introduction
Ex Libris has prepared pre-extraction baseline (“version zero”) forms based on your test load forms and changes discussed on the St. Lawrence - 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 17: Brenda Stull Desjardins we have reviewed your e-res activation form. A few notes:
FREE_PKG: no activations. This is ok, but Pls confirm this is your intention.
LICENSED_AGG: Proxy is not set to "Y" for "Docuseek2 Complete Collection - Canada." Did you want to proxy this collection?
TITLES: 22 "EBSCOhost Audiobooks" lines do not have ISSN numbers. without IDS, we can’t match to a CZ portfolio.
If you need to make changes based on our comments, you can upload a new form to MFT--just make sure you give it an updated date in the file name, and ping me here to let me know. Thanks!
June 17: Leigh Cunningham (Unlicensed) , you can make the changes for yourself and upload a new form to MFT. Just ping me when it’s there. Thanks!
June 17: Andrea Bainbridge (Unlicensed) new form has been added to MFT.
Sirsi Field Mapping Form Version Tracking
Version | Drop-dead Due Date | Who Will Post
0. Baseline/Version Zero | May 6 | ExL |
| 2. Raw Field mapping form from the validator | June 6 | Jennifer/Stacey | 3. Draft Form for ExL Review | June 14 | Colleges/Jennifer/Stacey | 4. Final Version for Migration | June 21 | ExL | ||||||||||||||||||||
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| name file like "...FieldMap_Reviewed_20May.xlxs"
| name like “…FieldMap_Raw_June6…”
| name file like "...FieldMap_DRAFT_June11.xlxs")
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June 20: Brenda Stull Desjardins , I see your note that the above is approved as final. Thanks! | ||||||||||||||||||||
Notes
| Notes
| Notes
| Notes
| Notes
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From Andrea, June 13: Brenda Stull Desjardins , a few questions. Just confirming your intention: Serial control I know you are using SISAC_ID as your bib matchpoint. Do you want to preserve the old Sirsi SERC_TITLE_KEY as a note? Your current mapping indicates “Do Not migrate.” this is fine, if you don’t think you will need it. Hi Andrea Bainbridge (Unlicensed) Yes, I’d like to preserve the old Sirsi SERC_TITLE_KEY. To understand what happened is it because the SERC_TITLE_KEY is mapped to SISAC_ID and it isn’t listed anywhere else on the mapping? Brenda Stull Desjardins , you are correct. When we swapped in SICAC_ID as the bib matchpoint, the Sirsi field “SERC_TITLE_KEY” was no longer mapped to anything. I made the change to line 27 of the serial control tab for your review. (New version below) Loans I see that you chose not to map NUM_RENEWALS and RENWEAL_DATE. Was this intentional? Hi Andrea Bainbridge (Unlicensed) I believe this is is a mistake please ensure they are mapped. Not sure how these got moved. Brenda Stull Desjardins , it’s fixed. See below.
Please consider this version as your current draft. Please review my changes. and if you approve, you can resubmit as your final field mapping. Hi Andrea Bainbridge (Unlicensed) I have submitted this as our final field mapping. Cheers, Brenda |
Sirsi Migration Form Version Tracking
Version | Drop-dead Due Date | Who Will Post
0. Baseline/Version Zero | May 6 | ExL |
| 2. Draft Form for ExL Review | June 14 | Colleges | 3. Final Version for Migration | June 21 | ExL | ||||||||||||||||||||||||
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| name like "MigrationForm_Raw_May25.xlsm"
June 9, from Andrea: Brenda Stull Desjardins here is the item subfield report I mentioned in Basecamp
| name file like "...MigrationForm_DRAFT_date.xlxs")
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June 20: Brenda Stull Desjardins , I have put your migration from thru final validation. Please review and indicate below that you formally approve. Thanks! --Andrea P.S. You can ignore the “report” tab, showing results of our internal form validation--these are false errors and can be ignored. June 27: Version with all local tags added, and updated form validation tab for ExL migration team.
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Notes
| Notes
| Notes
| Notes
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From Andrea, June 13: Brenda Stull Desjardins , I made some updates to your draft migration form. See below for a list of the “Changes” I made, and “Action Items” for you.
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 Alma Location Tab
Item Material Tab
Thank you Andrea Bainbridge (Unlicensed) 06/15/2022 Action Items Item Type Tab and Item Material Tabs
Holding Code tab
Hi Andrea Bainbridge (Unlicensed) this is a funny one. Can it be removed completely for Kingston and Default? Not sure what to do here. Brenda Item Base Status I don’t see Sirsi value “INTRANSIT,” listed here. Do you want to map it? If not, it will receive the default status of “in place” with no item note. (This might be what you wanted, but just checking.) Hi Andrea Bainbridge (Unlicensed) I have re-added “INTRANSIT” Brenda
June 17: Brenda Stull Desjardins , for the Holding Code tab, you just have to pick a Sirsi pair from the Alma Location tab to map those to. If it’s not a great fit, you can reassign the issues to a different location, and/or u date the Alma holding with a better location ( like if no items are attached). IF we take those lines off of the holding code tab, then the serial will end up associated with the default “UNASSIGNED” location. Let me know what you want to do. Hi Andrea Bainbridge (Unlicensed) , I made a selection of Stacks and have updated the spreadsheet. Here is the updated spreadsheet:
Thank you. Hopefully we’ve got it all now. Cheers, | Hi, Brenda Stull Desjardins . Our migration team discovered there were a number of locations that I still missed on your migration form, that do exist in your data. There are two options. 
Thanks! Please let me know your preference as soon as you can. --Andrea here is the updated spreadsheet for those columns:
July 11 Hi, Brenda Stull Desjardins --no worries! I just posted this morning. We did find inventory in your data with those locations. I’ll share your new mapping with the migration team. --Andrea | ||||||||||||||||||||||||||