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?

Item Types were not merged entirely

List:

Audiovisual Equipment
Children Books
Course Reserve Books
Special Collection

Ex L

Where the descriptions are the same on the Item Type tab of the Migration Forms - Chatham’s codes/descriptions should match Windsors - also additional pre-processing should be done to merge ahead of migration; due TBD - when draft/final forms are due

College

[action]; due 07 Jan 2022
Olivia Montolin (Unlicensed) We already sorted out item types and circulation status for both campuses to match with the Item Type tab of the Migration Forms, and also created proper locations in Alma. We will map that information in the Migration Forms.

Yes
No

[issue description]

College

[action]; due 07 Jan 2022

Yes
No

[issue description]

College

[action]; due 07 Jan 2022

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.

Generic Item Material Type Mapping

See Basecamp FAQ

Retain at Cutover

ExL Documentation;

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?

ExL Documentation

Will you use the Alma offline Circ Utility during Fulfillment Freeze?

ExL Documentation

Map nothing (items inherit material types from bibs)
Map to same field as item type (CAT - same as test load)

Courses & Reading List Headers
Ledgers and Funds
Licenses
COUNTER data

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 (Non-suppressed)
Items
Patrons
Active Loans
Active Requests

360 Reports

Form Version Tracking and Data Extract Tracking

Ex Libris has prepared pre-extraction baseline (“version zero”) forms based on your test load forms and changes discussed on the St. Clair 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 tables below.

Field Mapping Form Version Tracking

Baseline

Draft Form for ExL Review

Final Version for Migration

Notes

This is a copy of Final Test Load form that includes changes discussed in Notes for Cutover
St. Clair should review/amend this version (version has been updated since test load)

Notes

College should review and make changes to form and post form here for Olivia to review
Olivia will post comments here if additional changes should be made

Notes

No further changes
Submitted to Migration (Olivia will check this box)

Migration Form Version Tracking

Baseline

Draft form for College to Review

Draft Form for ExL Review

Final Version for Migration

Notes

This document is FOR REFERENCE ONLY.
This is a copy of Test Load (TL) form that includes changes discussed in Notes for Cutover.
On many tabs it also still contains TL mapping preferences. Use this as a reference for filling out the CO form after June 6th, but DO NOT COPY/PASTE from this form into the CO form.

Notes

Olivia will post an updated version of your Migration Form here.
St. Clair should review/amend this version.
This version has been updated since test load and includes most recent data extracts.

Notes

New Question: line 17 - Do you want to use a call number in the generated holding records?
- Answer “Yes” here to see holdings call number generated same as test load
- Answer “No” here to not have a holdings call number generated at migration. Useful if you were seeing volume information in holding call number and no longer want to see that. Call numbers will be applied to item call number field only in this case.
College should review and make changes to form and post form here for Olivia to review
Olivia will post comments here if additional changes should be made

Notes

No further changes
Submitted to Migration (Olivia will check this box)

Data Extract and Form Tracking

Use the table to notify Ex Libris when you have loaded your extracted records to your MFT folder. You and Ex Libris may also use this table to capture notes and reminders about your extracts and forms.

Data Type	Submitted to MFT	Notes (if necessary)
Bib Records (Non-suppressed)	Yes Not submitting	Patrons not being carried over. Any bib records with current loans, holds, or fines will be recorded from legacy system and re-entered into Alma after migration
Items	Yes Not submitting
Patrons	Yes Not submitting
Active Loans	Yes Not submitting
Active Requests	Yes Not submitting
360 Reports	Yes Not submitting

Link to Test Load Environment Release Notes (For Ex Libris to Complete)

Notes regarding St. Clair College - Test Load Environment Release can be found on a different page: /wiki/spaces/CI/pages/379781350