George Brown College - Notes for Cutover
- Liana Giovando
- Jennifer Mo (Unlicensed)
- Joy Wen (Unlicensed)
- 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? |
|---|---|---|
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 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 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) @Joy Wen (Unlicensed) , I have it in my notes to mark BARCODE as internal. --Andrea | 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
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NOTES from Serial Control file records were not migrated to 852$x in Alma Holdings record. | ExL Determined this was a bug in migration script that will be fixed for Cutover College Double-check that mapped serial control notes appear in the holding when data is delivered. I’m more concerned with the subscription status of the serials. While this cannot be migrated, we will manually add this in Alma after cutover. | Yes No See my comment. |
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Preferred Name mapping (see TL Delivery Notes) | ExL Amend baseline CO Field mapping form to remove “USER_NAME” from preferred name mapping
| Yes No |
Base status mapping from 999$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$k, is that they are available/on shelf. College Do not change line 5 on the “Item BAse Status” tab of the migration form. Map all other rows as directed. | Yes No |
Migration Preferences (For Colleges to Complete)
Indicate your library’s migration preferences by selecting the appropriate check boxes below. Use the links in the header row to find background information and documentation to assist with each decision.
Do you want PQIS enrichment and/or EBC run for you at Cutover, in addition to your 360 or LR form activations? Troubleshooting E-Resource Duplication Issues | |||||
|---|---|---|---|---|---|
SERC_TITLE_KEY SISAC_ID OTHER: I do need to identify specific parameters for SERC_TITLE_KEY or OTHER as described in the Backgrounder (OCLS and Ex Libris will follow up with you) We will pick the option of using SERC_TITLE_KEYs as a matching point but ignore the leading letter. As mentioned here Options for Failed Sirsi Serial Control/Issues Records From Andrea (5/4): Noted. | Map nothing (items inherit material types from bibs) Map to same field as item type (usually Sirsi 999$t) Map to 999$x
From Andrea (5/4): Done. | Courses & Reading List Headers Ledgers and Funds Licenses COUNTER data Will vendors be retained? We would like them to be retained.
From Andrea (5/4): Noted. And: Vendors are always 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
From Andrea (5/4): Noted. | Yes No
From Andrea (5/4): Noted. | Yes No
From Andrea (5/4): Noted.
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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) 1585 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) 500987 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 |
Courses/Reserves 2937 records | Exclude Item Type=LAPTOP Item Type=IPAD | 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 188856 records | 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 |
| Extracted JM 2022/05/25 | Use same exclusion identifiers selected for cutover Use different exclusion identifiers Please specify: | 189459 records |
Fines and Fees/Active Bills 14936 records |
| Exclude Bill Reason=PROCESSFEE |
| Extracted JM 2022/05/25 | Use same exclusion identifiers selected for cutover Use different exclusion identifiers Please specify: | 14892 records |
Active Loans 3190 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: | 3125 records |
Requests/Available Holds 21 records |
| Not applicable |
| Extracted JM 2022/05/25 | Use same exclusion identifiers selected for cutover Use different exclusion identifiers. Please specify: | 21 records @Andrea Bainbridge (Unlicensed) |
Serial Control 416 records |
| Exclude Serial Control Created > , or < DATE |
| Extracted JM 2022/05/25 | Not applicable | Not applicable |
Issue |
| Exclude Issue Created > , or < DATE | Do not migrate Issues |
| Not applicable | Not applicable |
Funds |
| Exclude Funds Created > , or < DATE | Do not migrate funds (current funds and legers will retain at cutover) |
| Not applicable | Not applicable |
Orders (>2011) |
| Exclude Closed Orders | Do not migrate orders |
| Not applicable | Not applicable |
Invoices (>2011) |
| Exclude Invoices Created > , or < DATE | Do not migrate invoices |
| 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. (460625 records. Extracted JM 2022/05/25)
Collection Title | Collection Identifier (For example, 996=Curio, or 856=https://www.nfb.ca) | |
|---|---|---|
All home location = e_resource |
| Portfolio |
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Add additional Rows as necessary |
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Link to Test Load Environment Release Notes (For Ex Libris to Complete)
Notes regarding George Brown College - Test Load Environment Release can be found on a different page: https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CI/pages/379781231
Link to Mapping and Migration Form Version Tracking Page
George Brown College - Mapping & Migration Forms