Conestoga 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? |
|---|---|---|
add 950 951 as local for CO
| Ex L [EXL will update baseline migration form with this tag Note: OCLS decided this info (Sirsi catkey) should be preserved in 950 instead of 951. College [action]; due Jan 7, 2022 | Yes No |
preferred email not migrated as additional ID, despite field mapping; preferred email migrated correctly as an element of patron address | 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.
ExL Change requested above has been made to Baseline form-please review when the form is released. 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. From Andrea (5/4): this change has been made.  | Yes No
|
P2E resources should have been portfolios instead of collections/databases | College 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. | Yes No |
bibs for “College Complete” collection | College 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. | Yes No |
P2E items in UNASSIGNED | 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. | Yes No |
physical holdings in e-location “ONLINE” | College Consider adding these titles to your P2E input, so physical inventory in e-locations are rejected, and portfolio created. Approx 67K titles have physical holdings in location ONLINE Andrea Bainbridge (Unlicensed), I believe this is connected to the College Complete issue above, but I’ll be taking a closer look to try to avoid this ONLINE physical holdings issue. | Yes No |
possible changes needed to mapped IDs at Cutover | 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. | Yes No |
User preferred name mapping | 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. | Yes No |
course processing unit | 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. | Yes No |
Course start date | 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.
| Yes No |
Course term | 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. |
|
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 (5/4): Done. | 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. From Andrea (5/4): Chris Woodley (Unlicensed) , I have mapped 999$t to Item Type and Item material, since it seemed like this was the direction you were leaning. You can change this if you want after I post the baseline form. | 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.
From Andrea (5/4): Noted. | 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 (5/4): Noted for PQIS. Chris Woodley (Unlicensed) , do you want us to run EBC at migration? Andrea Bainbridge (Unlicensed) , sorry, yes please.
From Andrea (5/6): Ok, Chris Woodley (Unlicensed) , got it! | Yes No
From Andrea (5/4): Noted. | Yes No
From Andrea (5/4): 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) 86 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 | Extracted JM 2022/05/25 | Not applicable | Not applicable |
Bibliographic Records (unshadowed records) 97490 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 Exclude bib records with 996 containing any of the following: OREILLY, SCIENCEDIRECT, GALE, DESLIBRIS, NFB, CEL, EBC, COLLEGE_COMPLETE, ACCESSENG, EBSCO, LinkedInLearning, OVID, Taylor&Francis, WILEY, ELSEVIER, SAGE, CambUP, ALEXANDER, MYILIB, ejournal, CRITERION, OXFORD or SPRINGER (The college has already removed CEL and MYILIB collections from their system) | Extracted JM 2022/05/25 | Not applicable | Not applicable |
Courses/Reserves 1191 records |
| Exclude Item Type=LAPTOP (Laptops or other equipment items can be put into another location in Alma.) |
| Extracted JM 2022/05/25 | Not applicable | Not applicable |
Patrons 149613 records |
| Exclude User Profile=ADMIN |
| Extracted JM 2022/05/25 | Use same exclusion identifiers selected for cutover Use different exclusion identifiers. Please specify: | 152653 records extracted LM 2022/07/21 |
Fines and Fees/Active Bills 188 records |
| Exclude Bill Reason=PROCESSFEE |
| Extracted JM 2022/05/25 | Use same exclusion identifiers selected for cutover Use different exclusion identifiers. Please specify: | 145 records extracted LM 2022/07/21 |
Active Loans 261 records |
| Exclude all loans for the the pseudo user=MISSING |
| Extracted JM 2022/05/25 | Use same exclusion identifiers selected for cutover Use different exclusion identifiers. Please specify: | 290 records extracted LM 2022/07/21 |
Requests/Available Holds 3 records |
| Not applicable |
| Extracted JM 2022/05/25 | Use same exclusion identifiers selected for cutover Use different exclusion identifiers. Please specify: | 6 records extracted LM 2022/07/21 Andrea Bainbridge (Unlicensed) |
Serial Control 236 records |
| Exclude Serial Control Created > , or < DATE |
| Extracted JM 2022/05/25 | Not applicable | Not applicable |
Issue 6429 records |
| Exclude Issue Created > , or < DATE |
| Extracted JM 2022/05/25 | Not applicable | Not applicable |
Funds |
| Exclude Funds Created > , or < DATE | Not provided at test load. |
| Not applicable | Not applicable |
Orders (>2011) |
| Exclude Closed Orders | Not provided at test load. |
| Not applicable | Not applicable |
Invoices (>2011) |
| Exclude Invoices Created > , or < DATE | Not provided at test load. |
| 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. (66892 records, extracted JM 2022/05/25)
Collection Title | Collection Identifier (For example, 996=Curio, or 856=https://www.nfb.ca) | |
|---|---|---|
FilmsOnDemand | 996=FilmsOnDemand | Portfolio |
TechStreet | 996=TECHSTREET | Portfolio |
Kanopy | 996=KANOPY | Portfolio |
OverDrive | 996=OVERDRIVE | Portfolio |
American Welding Society | 996=AWS | Portfolio |
SafetyHub | 996=SAFETYHUB | Portfolio |
Red Book Online | 996=REDBOOK | Portfolio |
Link to 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: https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CI/pages/379781183
Link to Mapping and Migration Form Version Tracking Page
Conestoga College - Mapping & Migration Forms
Comments
Chris Woodley (Unlicensed) , I saw your comment about “Date Placed” above. You are correct: “Date Placed” exists in your data, but it was mapped as the course creation date, which is different from Course Start. Nothing was mapped to the “start” date for Test Load, but can be included in CO data and mapped, if this exists in Sirsi and can be extracted. Looking at your data, “Date Placed” has values dating as far back as 2006, like “20060213”--does that look like the date when the course record was created in Sirsi, rather than the date when the current iteration of the course started?
Andrea Bainbridge (Unlicensed) - Ooohhhh. I believe so, but I’ll check. Thanks for clarifying. I was looking at that table incorrectly.
Andrea Bainbridge (Unlicensed), Hi again. Getting more confused on how to configure this. Date Placed was mapped as Date Created - where does that land in migration? When I look at Courses we’ve migrated in Alma, I don’t see a spot where that would have gone, anyway. For example, below I see where the Start date info should have gone but has the default migration date value instead, but where would the Date Placed detail we mapped have gone? For the course below, it’s supposed to be 20190124. I’m thinking that this is what we need to migrate to Start Date (Course Start), but I wanted to verify what it looked like in Alma for both Course Start and Date Created, and not seeing Date Created values at all in the example I checked, that confused me. I hvae another question below, too:
Our extract also had a column with Term data, but it doesn’t seem to have migrated, possibly because it doesn’t match the phrasing I see in the Terms List drop-down, above. Is there a way we can edit what the Terms List values are? Or map what our Terms terms are form SIRSI to the Terms List values in Alma?
Hi, Chris Woodley (Unlicensed) . For Test Load nothing was mapped for “Course Start,” so the migration date is used. “Course start”/Course End reflect when the course is in session, so to speak. I think “Date placed”/”Course Creation date” reflect when the course entity was created. You can see the created date from your data in analytics--not all fields display in Alma. (See below.)
For the Term, I also see this in Analytics--as well as Alma. Did you add these manually? I need to look into the term mapping/configuration.
Hi again Andrea Bainbridge (Unlicensed) when I look closer at our Course Extract and compare to the Course Terms I see (or don’t see) the the Analytics custom report, I think the pattern is that anything in SIRSI that was labeled “Fall” did receive a Course Term in Alma as “Autumn”; Spring (SIRSI) also became Spring in Alma. “Yearly” in Alma seems to correspond to Courses in SIRSI which didn’t have anything in the Term field. Blanks in Alma seem to correspond to Courses in SIRSI that had one of the following phrases in SIRSI, which the migration process must not have recognized: PERMANENT, FALL-WINT, SPRING-SUM, WINTER. Did you find out if and where we can configure this mapping so it transfers over more accurately?
Hi, Chris Woodley (Unlicensed) . I talked with our migration team, and they reported this was an error in the mapping. It will be fixed for Cutover. I will note it above as something to watch for. Apologies for the inconvenience. Good eye for catching this!
Great! Thank you!
Regarding Item Material Type mapping - in terms of how our Item Material facets display in Alma, whatever we did the first time seems to have turned out pretty well. I believe we did the mapping to $t. If this is the only factor to consider, then I don’t see why we wouldn’t use $t again. Does the Item Material Mapping also affect display elsewhere? (bib) Material Mapping was less impressive, but I understand that that’s a LDR issue that can’t be solved with migration.
Hi, Chris Woodley (Unlicensed) . Yep, you mapped Item Material to $t at Test Load, so this would be a solid option for you again at Cutover. Depending on how you have Primo configured, I believe it also displays there, not just in Alma. But, the values would be the same as you see in Alma for the Item level. As you pointed out, if Primo is pulling from the bib material type, that is a different story. Tagging Russell Thompson (Unlicensed) for his comments on Primo and bib vs. item material display in Primo.
Chris Woodley (Unlicensed) I don't think the Alma Item Material type is used or displayed by Primo VE, except perhaps as part of its item display in the holdings. If you have further questions, please post to Basecamp.
Documentation: "Mapping to the Display, Facets, and Search Sections in the Primo VE Record" - "MARC21 and KORMARC" - "Resource Type Mapping"
https://knowledge.exlibrisgroup.com/Primo/Product_Documentation/020Primo_VE/Primo_VE_(English)/120Other_Configurations/Mapping_to_the_Display%2C_Facets%2C_and_Search_Sections_in_the_Primo_VE_Record#Resource_Type_Mapping
Documentation: "Configuring Item Display for Primo VE"
https://knowledge.exlibrisgroup.com/Primo/Product_Documentation/020Primo_VE/Primo_VE_(English)/080Configuring_Delivery_Services_for_Primo_VE/Configuring_Item_Display_for_Primo_VE