Centennial College - Notes for Cutover
- 1 Introduction
- 2 Notes for Cutover (For Ex Libris and Colleges to Complete)
- 3 Migration Preferences (For Colleges to Complete)
- 4 Data Preferences (For Colleges to Complete)
- 5 Data Extract Tracking (For Sirsi Colleges and OCLS to Complete)
- 6 OCLS Assistance with P2E (For Colleges to Complete)
- 7 Link to Test Load Environment Release Notes (For Ex Libris to Complete)
- 8 Link to Mapping and Migration Form Version Tracking Page
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? |
|---|---|---|
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 Jan 10, 2022 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:  Use other data in the record, like USER_ID field to identify the patron. | Yes No
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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 Andrea Bainbridge (Unlicensed) We aren’t including preferred name in our SIS load, so we actually don’t want any names mapped as preferred. | 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 https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CI/pages/379748394/Centennial+College+-+Test+Load+Environment+Release 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 |
field mapping changes for CO | Bibs & Items tab Line 32 - Don’t ‘Preserve in Note’ Sirsi Date Inventoried Line 35 - Don’t ‘Preserve in Note’ Sirsi Item Category 2 Patrons tab Line 16 - Don’t Migrate USER_BIRTH_DATE Preferred Email issue - addressed by you already on ‘Notes for Cutover’ doc Will decide on mapping User Stat Categories next week Katrina Hansen (Unlicensed) , let me know when you decide on this. Andrea Bainbridge (Unlicensed)Natalie Colaiacovo (Unlicensed) we have decided we are NOT mapping User Stat Categories. Line 106 - Don’t ‘Preserve in Note’ USER_LAST_ACTIVITY Line 119 - Don’t ‘Preserve in Note’ USER_ADDR1.CITY Line 120 - Don’t ‘Preserve in Note’ USER_ADDR1.COUNTRY Loans Tab Line 16 - Don’t ‘Preserve in Note’ ITEM_CALLNUM Line 19 - Don’t ‘Preserve in Note’ USER_ALT_ID
Fines & Fees Tab Line 13 - Don’t ‘Preserve in Note’ USER_ALT_ID | Yes |
migration form changes for CO | Questionnaire tab Line 31 - change to Yes (I think this is necessary to get Courses the same as in our test environment? – just correct me if I’m wrong)
Item Type tab Andrea Note (5/3): Katrina Hansen (Unlicensed) , you can make these changes directly to the “raw” migration form that comes out of the data validator. See my other notes in green below. We will be renaming some of these. Have already been configured to the proper Fulfillment Units (ex: DVD_3DAY already circulates in Alma for 7 days, which is what we want – now we need to rename that item type to DVD_7DAY) --- Below is the list of Item Types to be renamed: Line 6 - 3_DAY_LOAN – change to 7_DAY_ACCM – change to description: Accompanying Book for DVD - 7 day loan Line 13 - AUDIO_CD3 – change to AUDIO_CD7 – change to description: Accompanying Audio CD for DVD - 7 day loan Line 29 - CDROM_3DAY – change to CDROM_7DAY – change to description: CDROM - 7 day loan (essentially they want them to be the same as Line 30) Line 35 - DVD_3DAY -- change to DVD_7DAY – change to description: DVD - 7 day loan Line 37 - DVD_3_DIV -- change to DVD_7_DIV – change to description: Diversity Collection - DVD - 7 day loan Line 57 - VIDEO_3DAY – change to VIDEO_7DAY – change to description: Videocassette - 7 day loan *don’t ask why we still have videocassettes, but alas, we do… Line 58 - VIDEO_DIV3 – change to VIDEO_DIV7 – change to description: Diversity Collection - Video - 7 day loan
User Group tab Andrea Note (5/3): Katrina Hansen (Unlicensed) , you can make these changes directly to the “raw” migration form that comes out of the data validator. IMPORTANT: Line 15 – CCEMPLOYEE change to External Line 36 – STAFF change to External (we will be getting all employee records in our SIS load!)
UserStatCategories tab Decision pending, as you know
Fine Fee Type tab Line 6 and Line 11 – Jessica created new Fine/Fee types for us for these two fee types. Not sure if these new Fine/Fee types will be included to ‘match’ on our new migration form? From Andrea (5/3): changes to Alma do not also update the migration form. But depending on the change, code vs. label, the form may offer the “correct” option. What are the two new types in Alma? I will take a look. Andrea Bainbridge (Unlicensed) the two new types are ‘3D Printing’ and ‘Makerspace’; Katrina Hansen (Unlicensed) , we won’t be able to assign that fine/fee type during migration. Courses tab Again, I think we will need to map these, in order to achieve what we currently have in our Alma test load. Andrea Note (5/3) Yes--and I have made this change to field mapping, which will cascade to the “raw” migration form. | Yes |
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.
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 | |||||
|---|---|---|---|---|---|
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 (5/3): Done. | 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 (5/3): Done. | Courses & Reading List Headers Ledgers and Funds Licenses COUNTER data
From Andrea (5/3): I’m unchecking “funds” to be retained, based on conversation below. Please submit a new funds file for Cutover. | 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 (5/3): Noted. | Yes No
From Andrea (5/3): Noted. | Yes No
From Andrea (5/3): Noted. |
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) | Fulfillment Data Exclusion Identifier | Fulfillment Data Status (For OCLS to Complete) |
|---|---|---|---|---|---|---|
Bibliographic Records (Shadowed records) 13682 records extracted 68 records submitted for cutover (see comment - MM, 2022/06/06) |
| 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 | Extracted JM 2022/05/24 | Not applicable | Not applicable |
Bibliographic Records (unshadowed records) 70838 records | Sirsi Home Location = E_RESOURCE (same as test load) | 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 | Extracted JM 2022/05/24 | Not applicable | Not applicable |
Courses/Reserves 1527 records |
| Exclude Item Type=LAPTOP (Laptops or other equipment items can be put into another location in Alma.) |
| Extracted JM 2022/05/24 | Not applicable | Not applicable |
Patrons 113895 records |
| Exclude User Profile=ADMIN |
| Extracted JM 2022/05/24 | Use different exclusion identifiers. Please specify: ACQU ACQUFUND ACQVIEW ADMIN BINDERY BOOKING CATA CCTEST CIRC DISCARD HYPERADMIN HYPERION ILL LIBRARYUSE LOST LOSTCARD MISSING PROCESS PUBLIC REPORTS SCANNER SERIALS SHIPCAMPUS SIRSI STANDALONE SVA TECH TECHSERV WASHTONBEE WCC WCCC WDOWNSVIEW WEBSERVER WIT-PRO WKIOSK WPOLLOCK WPROGRESS WSTC ZCASHTONBEE ZCASHTONBE ZCCCC ZCDOWNSVIEW ZCDOWNSVIE ZCIT-PRO ZCKIOSK ZCPOLLOCK ZCPROGRESS ZCSTC ZTASHTONBEE ZTASHTONBE ZTCCC ZTDOWNSVIEW ZTDOWNSVIE ZTIT-PRO ZTKIOSK ZTPOLLOCK ZTPROGRESS ZTSTC | 114799 records |
Fines and Fees/Active Bills 575 records |
| Exclude Bill Reason=PROCESSFEE |
| Extracted JM 2022/05/24 | Use same exclusion identifiers selected for cutover Use different exclusion identifiers. Please specify: | 718 records |
Active Loans 1898 records |
| Exclude all loans for the the pseudo user=MISSING |
| Extracted JM 2022/05/24 | Use same exclusion identifiers selected for cutover Use different exclusion identifiers. Please specify: | 2071 records |
Requests/Available Holds 74 records |
| Not applicable |
| Extracted JM 2022/05/24 | Use same exclusion identifiers selected for cutover Use different exclusion identifiers. Please specify: | 65 records Andrea Bainbridge (Unlicensed) |
Serial Control 308 records |
| Exclude Serial Control Created > , or < DATE |
| Extracted JM 2022/05/24 | Not applicable | Not applicable |
Issue 30738 records |
| Exclude Issue Created > , or < DATE |
| Extracted JM 2022/05/24 | Not applicable | Not applicable |
Funds 137 records |
| Exclude Funds Created > , or < DATE |
| Extracted JM 2022/05/06 | Not applicable | Not applicable |
Orders (>2011) 5 records |
| Exclude Closed Orders |
| Extracted JM 2022/05/24 | Not applicable | Not applicable |
Invoices (>2011) |
| Exclude Invoices Created > , or < DATE | The college doesn’t migrate invoices at cutover |
| Not applicable | Not applicable |
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) | |
|---|---|---|
***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) | N/A | N/A |
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Link to Test Load Environment Release Notes (For Ex Libris to Complete)
Notes regarding Centennial College - Test Load Environment Release can be found on a different page: https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CI/pages/379748394
Link to Mapping and Migration Form Version Tracking Page
Centennial College - Mapping & Migration Forms
Comments
Centennial wants to migrate open orders created after April 1st.
The fund codes that were migrated already should remain in Alma. If we need to add any new fund codes, e.g. in order to match our existing Oasis account, that will be done by us after Go-Live.
Hi, Eva. If you are retaining funds but migrating some open orders, that is no problem. But if the orders you are migrating refer to one of these new fund codes, then you should probably create the new code in Alma before the June 28 configuration freeze--that way we can link the order and fund during migration. Does that make sense?
Thanks, Andrea, have tapped Linda, our Acquisitions person to make a decision on this.
Andrea Bainbridge (Unlicensed) - this is from Linda McKillop, our Alma ACQ admin (she has no access to this page… Liana Giovando (Unlicensed) can she be granted access?).
I'm not sure why there are missing fund codes but I can add them to Alma before June 28. Do you know what is considered an open order so that it will migrate to Alma? In SIRSI there are fields for an order to be received, loaded, invoiced and paid. I've hesitated to mark any of the roll over orders from last year as any of these because I want all of the orders from April 1 onward to be transferred to Alma so that we have all of the current fiscal year in Alma so I'm leaving all orders invoiced after March 31 as open.
Hi Eva, I have added LMckillop (Unlicensed) as an editor to this page. Sorry for the omission! -Liana
Thanks, Liana!
Will any of the orders you are migrating “belong” to a FY other than the current one, which is 2022 in Alma? Will they all be paid out of 2022 funds?
To be certain that I was correct above, that you can retain funds but provide a new order extract, I am confirming this with our migration team. I think this is ok as long as they are all in the same FY, but I want to confirm.
Tapping LMckillop (Unlicensed) to answer this one.
Yes, we want only open orders from April 1, 2022 (FY 2022) and onward to migrate from Sirsi to Alma.
We want all options activated.