St. Clair College - Notes for Cutover
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:
| 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 Jan 7, 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 Jan 7, 2022 | Yes No |
[issue description] | College [action]; due Jan 7, 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.
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 | ||||
|---|---|---|---|---|
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
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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 |
|---|---|---|
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Notes
| Notes
| 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 |
|---|---|---|---|
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Notes
| Notes
| Notes
| 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 |
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Patrons | Yes Not submitting |
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Active Loans | Yes Not submitting |
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Active Requests | Yes Not submitting |
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360 Reports | Yes Not submitting |
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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: https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CI/pages/379781350
Comments
Hi Marnie Kursiss-Morrow Here are the basics of what St. Clair will see for cutover. If you choose to not migrate patrons for cutover - that is fine of course. You will not fill out that tab on the Migration Form. If there are no patrons to migrate, the migration script will not create/update any of the existing User Groups in Alma using the migration form.
Recommendations:
External patrons SIS
Modify/Add to your current User Groups in Alma now: Configuration > User Management > User Details > User Groups so that they are either “Staff” or “Students”
This can be tested now
Since this is considered configuration, table will be retained through cutover migration
Internal accounts/staff
Can create an internal, staff account for “Front Desk” - because this account is both internal and staff - this will be retained through cutover migration
Any internal, staff accounts that appear here - will be retained through cutover migration
I believe there is also a question regarding library staff that are both internal staff in Alma and external staff coming from SIS - this is fine but they cannot have one or the same account. The SIS load will not touch the internal accounts at all. Internal accounts are manually maintained.
Please let me know if there are additional questions. Thank you!
Olivia
Hi Olivia Montolin (Unlicensed) I have posted all four draft forms for review. Just a note again that we are not migrating patrons.
Hi
Olivia Montolin (Unlicensed) 
Liana Giovando (Unlicensed) Our IT is intending to bring over everyone that is active in the SIS. Do to a mess of alternative ID’s, we are not bringing over any patrons from our current system. Essentially starting fresh with the SIS load. With that in mind, can you take a look at how we have our user group tab. With the load, IT has asked, if we need to differentiate user groups. It will be delivered as either staff or students. I suspect, if we aren’t migrating from our current system, these categories can be broken down to staff or students? They asked if we could worry about retirees and alumni later. Question 2: if library staff are also coming in via the SIS as employees, can library staff also have one internal admin account? Question 3: In addition, is it possible to have a front desk user group, set up as internal, for student employees to use as one generic group? Or should this not be in the user group category at all? 
Liana Giovando (Unlicensed)