Humber 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? |
|---|---|---|
PO/POLs rejected due to number of POLs on single PO[issue description] | Ex L Migration team has tested an alternate loading method and successfully loaded PO/POLs to impl server At Cutover, PO/POLs will be loaded in segments > Andrea Bainbridge (Unlicensed)April 12/22: Humber has decided that we will not be loading PO/POLs College See note above | Yes No N/A |
bibs representing e-resources were not included on TL P2E; other titles should be “portfolio” rather than “db” | College review P2E input and extend/revise for Cutover if necessary. April 12/22: Stacey Boileau (Unlicensed) Humber will be generating this file instead of OCLS | Yes No |
mapping 999|t to both item type and item materials | https://3.basecamp.com/3765443/buckets/23965261/messages/4576735432 Andrea Bainbridge (Unlicensed) May 11: no longer needed March 16, 2022 - Humber added this note; we prefer ExL makes the change
| Yes No |
866 used as summary tag | https://3.basecamp.com/3765443/buckets/23965261/messages/4646658256 ExL ExL migration will not use 866 (or other tag) as holding ”summary statement” unless requested. | Yes No |
course unit mapping | ExL ensure mig form preferences are honored | Yes No |
preferred name mapping (see TL release notes) | ExL amend mapping form so that Sirsi USER_NAME is not mapped as preferred | Yes No |
single PO value with multiple vendors | College if migrating orders at CO, disambiguate PO numbers by incorporating the vendor code see TL delivery notes for specifics | Yes No N/A--not migrating orders |
PO vs. POL notes | College If migrating orders at CO, reivew PO note mapping. some should be moved to the POL level. See TL delivery notes for details | Yes No N/A--not migrating orders |
review P2E for CO | College Many physical holdings are in electronic “online” location. May indicate these bibs should have been on P2E. Review P2E list. | Yes No |
Migration form (patron data reference) | April 26: since we are not migrating patron data at cutover then the User Group and UserStatCategories tabs are not relevant nor is the primary identifier question | Yes |
Migration form (patron data reference) | April 26: regarding the User Stat Categories, we have spent a lot of time creating those in Alma for our SIS load and want to ensure that these don't get over-ridden by what is in the mig form tab. | Yes |
Special Request: | May 2: For ExLibris > we changed the following 10 accounts to STAFF so that they will be retained at cutover. The primary identifiers are:
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Special Request: not migrating fulfillment data | April 26: to prevent user, loan, bill, hold, etc information to be moved from Sirsi Workflows to Alma, make sure to flag as "Do not migrate" in mapping form | Yes |
for CO, choose “Central Order Library” on the migration form | See BAsecamp: https://3.basecamp.com/3765443/buckets/23965261/messages/4903401093 ExL Make this change to CO baseline form Andrea Note: (5/4): Done
College Incorporate this change into the your CO draft migration form.
| 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
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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 (5/4): Done. | Map nothing (items inherit material types from bibs) Map to same field as item type (usually Sirsi 999$t) Map to 999$x
From Andrea (5/4): Done. May 11: changed choice to “no”
| Courses & Reading List Headers Ledgers and Funds Licenses COUNTER data
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. | 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 > April 12/22: Andrea Bainbridge (Unlicensed) and Stacey Boileau (Unlicensed) - we will provide a new file Orders (>2011) Invoices (>2011) | 360 Report 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) |
|---|---|---|---|---|
Bibliographic Records (Shadowed records) 63 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 LM 2022/05/26 |
Bibliographic Records (unshadowed records) 114310 records | P2E eBooks
P2E Streaming Videos
SIRSI Library:
SIRSI Location:
| 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 LM 2022/05/26 |
Courses/Reserves 2466 records |
| Exclude Item Type=LAPTOP (Laptops or other equipment items can be put into another location in Alma.) | May 11: we are migrating all courses | Extracted LM 2022/05/26 |
Patrons |
| Exclude User Profile=ADMIN | April 12: we are not migrating patrons |
|
Fines and Fees/Active Bills |
| Exclude Bill Reason=PROCESSFEE | April 12: we are not migrating fines |
|
Active Loans |
| Exclude all loans for the the pseudo user=MISSING | April 12: we are not migrating loans |
|
Requests/Available Holds |
| Not applicable | April 12: we are not migrating holds |
|
Serial Control 234 records |
| Exclude Serial Control Created > , or < DATE | April 12: N/A | Extracted LM 2022/05/26 |
Issue 23707 records |
| Exclude Issue Created > , or < DATE | April 13: N/A | Extracted LM 2022/05/26 |
Funds |
| Exclude Funds Created > , or < DATE | April 12: we are not migrating funds |
|
Orders (>2011) |
| Exclude Closed Orders | April 12: we are not migrating orders |
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Invoices (>2011) |
| Exclude Invoices Created > , or < DATE | April 12: we are not migrating invoices |
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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) | |
|---|---|---|
April 13: Stacey Boileau (Unlicensed) - we will be generating the P2E file ourselves |
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May 16: Stacey Boileau (Unlicensed) - see the attached file that Dijana has generated. Do you need it as a .txt file or can you convert it yourself? 
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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 Humber College - Test Load Environment Release can be found on a different page: https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CI/pages/379781277
Link to Mapping and Migration Form Version Tracking Page
Comments
Apologies for missing this Lisa Di Barbora ! If you post the forms you want me to review right here, I will add them to a table above that will help us with version tracking.
Hi Andrea Bainbridge (Unlicensed). See the attached file for our Cutover choices for the migration form. Here is the list of changes/additions for your reference as you look through the file.
Questionnaire tab changes: column B > rows 21 (now blank), 25 (now blank), 37 (no), 43 (second), 44 (2023), 52 (999 m)
Alma Library tab additions: rows 8-10 (green highlight)
Alma Location tab changes: column F > rows 7-10, 12-15, 22, 28-30, 31, 33, 36, 38, 42, 46, 48, 49, 52-54, 59-60 (green highlight)
Alma Location tab changes: row 16, 17 columns C & D (green highlight)
Alma Location tab additions: rows 61-78 (green highlight)
Item Type tab changes: columns C & D > rows 6-49 (green highlight)
From today’s session, we realize that the field-mapping form is what drives the migration form not the other way round so please let us know what impact these changes will make to our field mapping. Will we be responsible for modifying the mapping form or will you?
Thank you for your support. Lisa
Lisa Di Barbora , let me take a look at what you have shared and I’ll let you know if anything isn’t clear. Thanks! --AB
UPDATED
Lisa Di Barbora , are you saying that you do not want any item types applied during migration? If so, I can remove that mapping.
For any location mapping changes, you will need to make those directly on the version of the form produced during data validation--the one you turn in as your draft on June 14.
I’ll make changes to the Questionnaire tab of your baseline migration form-be sure to transfer these changes to the draft form you fill out for June 14.
I’m going to leave the “migrate acquisitions” line of the migration form to Yes, since you are providing us with a funds file.
Andrea Bainbridge (Unlicensed) - this is in reference to Questionnaire row 37 col B. We are providing a new funds file BUT do not want any other ACQ data migrated. Therefore, is YES still needed on the mig form?
Yes, funds are considered acq data.
Andrea Bainbridge (Unlicensed) Please let us know how to submit the new funds file.
You will submit to MFT by June 6, just like at Test Load. https://migration-dc82.hosted.exlibrisgroup.com/#/migration_data_DC82/alma/01ocls_humb/
Andrea Bainbridge (Unlicensed) - I have uploaded the funds file to the MFT today, name is “Humber_Symphony_Funds - May 30 2022” to the top level. Let us know if you have any questions about the file.
Andrea Bainbridge (Unlicensed) - That is correct, we do not want item types applied. Please remove that mapping.
Lisa Di Barbora , since I wasn’t sure of the intent, I left the 999$t mapped as item type on the “Bibs & Items” tab of field mapping. You can remove it from the field mapping form you submit for data validation--then no item types will be applied during migration.
Nicole Morgan (Unlicensed) For the list of NZ deactivations and activation confirmation, what is the best way to share those details with you?
Thanks, Lisa
Dijana Kladnjakovic (Deactivated) , I see the note above about not purging internal users. Unfortunately we can’t selectively preserve users with a “Public” record type. That said, we DO preserve users on the “Staff” tab. I’m looking into how you might make that change in bulk before Cutover. Jessica.Alverson (Unlicensed) , can we do this via SIS? See: https://knowledge.exlibrisgroup.com/Alma/Knowledge_Articles/How_to_change_the_Alma_User_Record_Type_from_Public_to_Staff .
Thank you Andrea Bainbridge (Unlicensed) and Jessica.Alverson (Unlicensed) . We made the change.
I updated this request note in the Cutover table to reflect the change
Thanks, Lisa