2016-12-06 Pre-Kick-off Meeting notes

• Working on answering questions that I sent over on 12/5
• Implementing single Alma institution and have individual libraries within the institution
• We have a premium migration
• We will also have a premium Alma sandbox - will have a pre-populated database
• At GoLive, sample database will be replaced with a static copy of production environment
• Also have a Primo sandbox closer to GoLive - won't look at Primo until later in the project
• Primo will provide one OAI-compliant repository (could be CONTENTdm if we wanted to)

• Expectations: Core implementation team:
  • start meeting on a weekly basis for project status call
  • Our team will meet weekly as well to prepare for status call or do the work that is needed.
• Documents on the Knowledge Center to review (include links to documents)

• Getting started
  • organizational planning - this is mostly in place
    • current workflow review - document key workflows, a process or a procedure - beginning to end process that may or may not include multiple people
    • ExL can give us examples of the workflows
  • Data cleanup - look at Appendix B
  • Getting Ready Kit Review - this is replaced by the Knowledge Center
• Implementation and Project Management
  • Starts with kick-off and ends with "Switch-to-support"
  • At Kick-off, we'll be introduced to our project team from ExLibris
    • Project Manager
    • Alma Consultant
    • Primo Consultant
  • Project manager (Leslie) will share project plan with us via Basecamp after Kick-off
  • Project team calls - start after Kick-Off and will be a weekly call thereafter
  • Analysis Meetings - where ExL talks about the source data for Alma
    • 1st Analysis: Will talk about Millennium migration to Alma forms
      • Questions about data, how it's stored, how it will work in Alma, etc.
    • 2nd Analysis meeting will be 360 and Intota discussions
      • Recently released 360/Intota migration tools to Alma - this is now a streamlined process
  • Sandbox Access - we will get this around the week after the Kick-off meeting - we will get a set of user logins to use different types of functionality
  • Training: We will also begin the training - The Essentials training in the Knowledge Center
    • Project Manager will assign training sessions during weekly calls
    • As trainings progress, the configuration settings will be opened in the sandbox so that we can review and explore configuration settings.
  • Initial Configuration form - we will discuss the initial configuration settings and keep revising until GoLive
  • Two rounds of migration: Test Load and Cut-over
    • Test Load
      • We will do the Millennium data extraction and also have the 360/Intota data
• Once first test load is done, we will get access to the Alma Production system and to Primo
  • We will begin working on integrations, OCLC, Authentication, Banner, Finance, etc
  • Then we have workflow and data review
    • Make changes to the data workbook for 2nd load
  • Alma Workshop - member of ExLibris team will be on-site for three day workshop
    • Revisit online training if needed
    • Discuss how workflows will work in Alma
    • Some time will be spent on Primo
    • Workshop participants will be project team but also other staff as relevant
  • GoLive Readiness checklist
    • Excel spreadsheet that we can edit - list by functional area that we need to make sure are working correctly
    • We can also record issues or things that we run into during this final stage. - Report cases through SalesForce
  • Certification and Staff Training
    • Certification training: ExL will provide new set of training for system administrators - for those who will administer Alma and make changes - at least two people, could be more - no additional charge for putting people through certification training
    • Online training through knowledge Center - there is an exam that must be passed before you are granted access to the configuration
    • Happens about a month out from Go-Live
  • Staff Training - this is a train-the-trainer model - ExL provides all of the training materials and we provide the training to the rest of the library
• Migration - Cut-over and GoLive
  • Cut-over is the final migration in the project
  • At the beginning of Cut-over, all previous data will be removed
  • All of the configuration settings will stay, but the data will go
  • Do a full round of 360/Intota Spreadsheet and another full extract out of Millennium
  • Tech Services will freeze at this point****
  • Fulfillment/Circulation will continue
• Review and validate the data to prepare for GoLive
• Get an additional extract of circulation transactions for any active items - then freeze circulation and get access to Alma offline circulation module
• In order to go live, we need to be able to do some functionality in Alma and also have Primo active on library website
• Weekly meetings will continue
• We will get a "health check" spreadsheet to make sure everything happens as planned. Make sure we didn't forget anything
• After golive, it takes about a month for things to settle down.
• After that month, we'll have a "switch to support" and be introduced to the support team

• Project kickoff- Week of December 12
• Test Load: February 2017
• Onsite workshop: 3 days onsite - April 2017 (four weeks out from test load)
• Cutover: June 2017 2-3 weeks between cutover and Golive
• GoLive: End of June 2017
• Switch to support: End of July/August 2017

***Are there any considerations for fiscal close that we need to think about during the freeze?

What would you recommend we do in terms of maintaining a subscription to Millennium in case there are issues? Currently our Millennium subscription expires end of June.

• Advise that at Go-live, run extensive reports out of Millennium.
• Should consider extending contract for one month
• We could also ask this question of Alma users list
• We'll have a better sense of this once we do the test load.

Fiscal year close options

• Close early - do fiscal period close at the beginning of June - this will likely be our preference
• Wait and do full migration, golive and then do fiscal close in Alma instead of Millennium

In the migration of 360 and Intota, does that include all the usage statistics?

• Tony will send a document that covers 360/Intota migration - this should answer the question

Number of bib records - print or e-resource records

Number of subscriptions - based on 360 or intota

Doesn't need to be an exact number, but should be a good estimate