2016-12-19 Alma Migration Meeting notes

Date

19 Dec 2016

Meeting Preparation Tasks

• Watch video: Alma Migration Form Instructions (1 hr) – Non-Ex Libris - http://knowledge.exlibrisgroup.com/Alma/Training/Implementation_Tutorials/01_Migration/Alma_Migration_Form_Instructions_-_Non-Ex_Libris
• Watch video: The Physical to Electronic (P2E) Conversion Process (30 minutes) - http://knowledge.exlibrisgroup.com/Alma/Training/Implementation_Tutorials/01_Migration/The_Physical_to_Electronic_(P2E)_Conversion_Process
• Watch video: This 12 minute video goes over the structure of eResources and can be helpful when making decisions about the P2E file (and for the Link Resolver meeting in January): http://knowledge.exlibrisgroup.com/Alma/Training/Alma_Essentials/Resource_Management/06_Electronic_Resources_Conceptual_Background
• Watch Video: This 5 minute video explains location-based fulfillment and will help when making decisions about locations and item polices on the Migration form: http://knowledge.exlibrisgroup.com/Alma/Training/Core_Training/Administration_Fundamentals/FL-03-_Fulfillment_Units
  

Attendees

• Cynthia Schwarz (Unlicensed)

• Mark Darby

• Sarah Yerger
• Justin Hill
• Jim Bongiovanni
• Kathy Lehman
• Katy Rawdon
• Erin Finnerty
• Brian Schoolar
• Leanne Finnigan
• Chin Kim
• Royce

Recording

Discussion items

Definition: 

• Internal users: patrons that are managed internally, i.e. community patrons, alumni, other non-temple groups
• External users: patrons that are managed by an external system, i.e. students, faculty, staff, etc

Process: 

• Fill out and submit the migration form, field mapping form and delivered files list

Tips

• Resist the temptation to use copy and paste as this can break the macros used for validation

Migration Form

• Item Types - this is the opportunity to collapse/condense item types***
• External Patrons - managed by patron load process
• Internal patrons - managed internally by the library
• Fines - can create a file in Millennium to cross-reference if needed. Look at this again after the test load.
  • Another alternative would be to waive all late fees and only migrate lost book fees
• How would we integrate the ASRS? is it its own library or just a location
• Locations: for locations that we wish to delete, we can map them to a "delete" location and then deal with them after migration.
• Can also collapse user group or PTYPE
• PO Entry Point and PO Line Type are crucial to make sure things migrate with the proper status and type
• Fund transactions can only be 0.00 when the acqmethod is listed as a gift, exchange or depository. Otherwise, Alma will automatically change the encumbrance to 1.00

Field Mapping Form

• Do we have the Millennium tool for extracting holdings records??
• May need to look in more depth at the checkin record summary holdings statements
• "Foreign Key" is left blank - this is an Ex Libris field

Questions

• If there's data that we don't want to migrate, should we just not send it? 
• For the test load, recommendation is to migrate as much as possible
• How do we migrate our identifiers for bibliographic titles? - the bib record number will migrate to the 035 field. We will be able to search by millennium record numbers in Alma
• Will Item record numbers transfer? It is in the export, but what will we map it to?

Action items