Page Comparison

Onboarding

March - May

2020

SILS Project Phase 4 Kickoff - Wave 1

SILS PMs / WG volunteers

26 Feb 2020  

Implementation Coordinators start meeting weekly

ICs

13 Mar 2020 

Meeting Notes

SILS Phase 4 Kickoff & Orientation - Wave 2

SILS PMs / WG volunteers

 03 Apr 2020 

Basecamp provisioned

Ex Libris

06 Apr 2020 

SILS generic sandboxes provisioned

Ex Libris

06 Apr 2020 

SILS Groups kickoffs, lead by Chairs

SILS Chairs / PMs

17 Apr 2020  

Each group's chair will lead a kickoff as part of their first meeting.

Approve the vanguard slate

ICs

17 Apr 2020 

Needs approval at WG meeting 4/17 (approved!)

Implementation Form finished

ICs

17 Apr 2020 

Finish Getting to know Alma Training

ICs

24 Apr 2020 

Intro to the Zones overview

Ex Libris

11 May 2020 

Network Zone Q&As

ICs / PPC / FGs / ELs / Ex Libris

May 18-Jun 5

Finish 3rd party integrations form

ICs

29 May 2020 

Vanguard

June - Oct

2020

Vanguard kickoff call

Ex Libris

15 Jun 2020 

Vanguard institutions: Berkeley, CDL, UCLA, San Diego, San Francisco, Santa Barbara

Vanguard Alma training (essentials, admin fundamentals, etc.)

Ex Libris / SILS Internal Training Group

July - August 2020

See schedule on Vanguard Alma & Primo VE Trainings

Vanguard data DRAFT deadline

ICs

17 Jul 2020

Vanguard data FINAL deadline

ICs

31 Jul 2020

Vanguard test load start

Ex Libris

09 Aug 2020 

Vanguard configuration DRAFT deadline

ICs

14 Aug 2020

Vanguard configuration FINAL deadline

ICs

21 Aug 2020

Vanguard Fulfillment Network configuration DRAFT deadline

CDL IC + Fulfillment FG

21 Aug 2020

Fall semester instruction begins

26 Aug 2020

UCB and UCM; UCD Law 8/24

Vanguard Fulfillment Network configuration FINAL deadline

CDL IC + Fulfillment FG

28 Aug 2020

Vanguard "Alma Essentials" and "Administration Fundamental" Training completed

ICs + testers + local vanguard implementation teams

31 Aug 2020

Except Analytics demo on 10/12

Vanguard Primo VE training

Ex Libris / SILS Internal Training Group

September 2020

Vanguard test load delivery - Alma

Ex Libris

04 Sep 2020 

Delivered on schedule: Sep 4 (UCSD, UCSF, SCP IZ)

Delayed: Sep 5 (UCLA), Sep 7 (UCSB), Sep 9 (NZ), Sep 18 (UCB)

Vanguard Alma special meeting: Using Alma for Data Review

Ex Libris

10 Sep 2020

Vanguard delivery - Primo VE

Ex Libris

16 Sep 2020

Delivered on schedule: UCSD, UCSF, UCLA, UCSB

Delayed until Sep 18: Network Zone and UCB

Vanguard Primo VE special meeting: First look

Ex Libris

17 Sep 2020

Fall quarter instruction begins

01 Oct 2020

UCI, UCLA, UCR, UCSB, UCSC, UCSD, UCSF except UCD 9/30

Vanguard Alma workshops

Ex Libris / SILS Internal Training Group

October 2-9, 2020

See Internal Training’s Vanguard October Workshop Schedule

Vanguard Alma & Primo VE certification begins

SILS Internal Training Group

Sep 2020 - July 2021

Contact Internal Training for more information

1 staff member must be Alma/Primo VE certified by Test Load to edit configurations.

2 staff members must be Alma/Primo VE certified before go-live.

Vanguard completion (lessons learned)

Ex Libris / UC

02 Nov 2020

Implementation

Nov '20 - July '21

Implementation Kickoff

Ex Libris

05 Nov 2020

Migration meetings

Ex Libris / UC

November 6-20, 2020

See schedule on Ex Libris Meetings

Alma training (essentials, admin fundamentals, etc.)

Ex Libris / SILS Internal Training Group

Nov 4, 2020 - February 8, 2021

See schedule for Implementation Alma & Primo VE Trainings

Provide population order for the Network Zone

Resource Management FG

04 Dec 2020

Download latest auto-extract kit [Voyager only]

ICs

04 Dec 2020

Download and install the latest Migration File Validation tool [III and Alma]

ICs

04 Dec 2020

Confirm campus contacts for Test Load tracking in Sales Force

ICs

04 Dec 2020

Draft Migration forms due [III, Voyager, and WMS]

ICs

07 Dec 2020

Retain local extensions

ICs

11 Dec 2020

Submit data files to EXL MFT server [III, Voyager, WMS and Alma]

ICs

14 Dec 2020

Final Migration form [III, Voyager and WMS]

ICs

14 Dec 2020

Field Mapping form [III and WMS]

ICs

14 Dec 2020

P2E file [N/A for Alma]

ICs (except existing Alma campuses)

14 Dec 2020

Delivered Files list [III, WMS and Alma]

ICs

14 Dec 2020

360/Intota reports and "360 and Intota to Alma Migration" form (if applicable)

ICs

14 Dec 2020

Terms ends for all

18 Dec 2020

except UCD Law 12/12, UCSD 12/19, UCSF 12/31

Winter quarter instruction begins

Spring semester instruction begins

January 4-19, 2021

winter quarter: UCD, UCI, UCLA, UCR, UCSB, UCSC, UCSD, except UCSF 1/1

spring semester: UCD Law 1/11, UCB and UCM 1/19

Test load start

Ex Libris Migration Team

03 Jan 2021

Ex Libris config overview meeting [III, Voyager and WMS]

Ex Libris

07 Jan 2021

Configuration meetings

Ex Libris/UC

Jan 8-15, 2021

Draft configuration forms due [III, Voyager and WMS]

UC

22 Jan 2021

Final configuration forms due [includes EZProxy & Connexion in config case]

UC

05 Feb 2021

Final Fulfillment Network Group form due

UC

05 Feb 2021

Test load data and Alma environment delivery - expected

Ex Libris

19 Feb 2021

Delivered early on Feb 11 except for UC Merced which was delivered Feb 24.

Primo VE environment delivery

Ex Libris

26 Feb 2021

Delivered early on Feb 25 except for UC Merced which was delivered Feb 27.

Primo VE review and refine work

UC

March to May 2021

Complete Primo VE review and refine work

UC

March to May 2021

Day 1 Third-Party integrations work

Ex Libris / UC

March to May 2021

Winter quarter ends

19 Mar 2021

except UCSD 3/20, UCSF 3/28

Spring quarter instruction begins

29 Mar 2021

UCD, UCI, UCLA, UCR, UCSB, UCSC, UCSD, UCSF

Alma / Primo VE Authentication Configuration Completed

Ex Libris / UC

30 Apr 2021

was March 31, 2021

Alma / Primo VE Authorization Configuration Completed

Ex Libris / UC

30 Apr 2021

was March 31, 2021

Alma SIS Set-up and Testing Complete

Ex Libris / UC

30 Apr 2021

Completed June 10

Alma functional workshops

Ex Libris / SILS Internal Training Group

March-May 2021

Analytics workshop will be held post go-live

Full cutover plan delivered

Ex Libris

06 May 2021

Complete the Go-Live Readiness Checklist [III, Voyager, WMS, CDL]

UC

17 May 2021

Complete Day 1 Third-Party Integrations

Ex Libris / UC

31 May 2021

Spring term ends for all

11 Jun 2021

except UCD Law 5/15, UCD and UCSC 6/10, UCSF 6/

Cutover cases have been set up with the same primary contact as your Test Load cases. Please inform EXL if there are any any changes needed - via your Cutover case.

UC

11 Jun 2021

Inform EXL if you plan to perform FY rollover prior to Cutover - via your Cutover case [Alma Campuses]

OR

If you are migrating ACQ, inform EXL if you plan to perform FY rollover in your ILS prior to Cutover - via your Cutover case [UCB, UCLA, UCSD, UCSF]

UC

11 Jun 2021

Inform EXL if you plan to opt-out of ProQuest Activations at Cutover via your Cutover case [III, Voyager, WMS]

UC

11 Jun 2021

Confirm that you can access your MFT shares or report issues via your Cutover Case

UC

11 Jun 2021

Inform EXL if you plan to use a custom domain for Primo VE and the Primo Service page - via your Cutover case

UC

11 Jun 2021

Download validation tool (or auto-extract kit for Voyager) - varies by ILS

UC

11 Jun 2021

Review your *Test Load* case notes for changes or expected fixes at Cutover

UC

11 Jun 2021

Ensure all libraries, locations and vendors in current ILS are reflected in Alma with the same codes [III, Voyager, WMS]

UC

11 Jun 2021

Submit Scheduled Jobs list [optional for Alma Campuses]

UC

14 Jun 2021

Technical Services freeze by EOD / 5pm PT or PRIOR based on the date you need to start extracting data [III, Voyager, WMS]

UC

15 Jun 2021 or sooner, depending on when your data extract begins.

See Basecamp or ask your IC for local freeze dates.

UCD Law to ensure all configuration relevant to them is present in the UCD Main NA02 environment [UCD Law, UCD]

UC

18 Jun 2021

UCD Law to add library staff users and their roles to UCD Main [UCD Law, UCD]

UC

18 Jun 2021

Deliver bib files needed for NZ build to EXL [Alma Campuses]

UC

18 Jun 2021

All data extracts due to EXL by EOD / 5pm PT [III, Voyager, WMS]

UC

18 Jun 2021

360/Intota reports due to EXL by EOD / 5pm PT [Voyager, CDL]

UC

18 Jun 2021

P2E file due to EXL by EOD / 5pm PT [III, Voyager, WMS]

UC

18 Jun 2021

Migration form due to EXL by EOD / 5pm PT [III, Voyager, WMS]

UC

18 Jun 2021

Field mapping due to EXL by EOD / 5pm PT [only III and WMS]

UC

18 Jun 2021

Delivered files list due to EXL by EOD / 5pm PT

UC

18 Jun 2021

Lock-out of Test Load environment by EOD / 5pm PT

UC

25 Jun 2021

NA07 server

Freeze SFX by EOD / 5pm PT

UC

25 Jun 2021

Contact all electronic data suppliers with a request to use the Alma Link Resolver for Go Live providing them the date for the switch

UC

Prior to go-live recommended by ExL

Work was done post-go-live; this was the preference of UC to avoid problems with premature switching by vendors. AEFG eresources subgroup formed to do this outbound linking work.

Cutover begins

Ex Libris

28 Jun 2021

for Ex Libris headquarters, this is Sunday night, the 27th

Download Alma offline circulation tool [Alma campuses]

UC

02 Jul 2021

Configure related AFN IZ elements in Live Alma institutions [EXL]

Ex Libris

08 Jul 2021

Configuration freeze in live Almas by EOD / 5pm PT [Alma Campuses]

UC

09 Jul 2021

Technical Services Freeze in live Almas by EOD / 5pm PT [Alma Campuses]

UC

09 Jul 2021

Fulfillment Services Freeze in live Almas by EOD / 5pm PT [Alma Campuses]

UC

09 Jul 2021

Begin using Alma Offline Circulation by EOD / 5pm PT [Alma Campuses]

UC

09 Jul 2021

[Optional] Download Alma Offline Circulation Tool [III, Voyager, WMS]

UC

23 Jul 2021

Ex Libris delivers NA07 environment

Ex Libris

by 23 Jul 2021

Ex Libris will deliver IZ's and NZ as they are available. Alma IZ/NZ were all delivered by July 23. Primo VE were delivered by July 25. Reindexing work for some instances was needed. Completed by end of day July 27.

Data review and testing on NA07

UC

23 Jul 2021 to 26 Jul 2021

Immediately report to EXL any migration issues found during your testing via your Cutover case

UC

23 Jul 2021 to 26 Jul 2021

Provide written data acceptance for Alma via your Cutover case

UC

26 Jul 2021 by 5pm*

*Internal UC deadline of July 25 by 5pm

Provide written acceptance of your Primo VE environment via your Cutover case

UC

26 Jul 2021 by 5pm

Fulfillment Services freeze by EOD / 5 pm PT or EARLIER based on the date/time you extract your Fulfillment data [III, Voyager, WMS]

UC

26 Jul 2021 by 5pm

Provide EXL your Cutover Fulfillment data by EOD / 5pm PT [III, Voyager, WMS]

UC

26 Jul 2021 by 5pm

*Internal UC deadline of July 25 by 5pm

Review your Fulfillment Cutover data migration [III, Voyager, WMS]

UC

27 Jul 2021

Provide written data acceptance for your Fulfillment data via your Cutover case [III, Voyager, WMS]

UC

27 Jul 2021

Notify EXL you are ready for Go Live - EXL will run Go Live jobs

UC

27 Jul 2021

Upload Alma offline circ files to Alma - note: can also be done post Go Live

UC

27 Jul 2021

SILS Go-Live with Alma & Primo VE!

UC

27 Jul 2021 

UCLA and UCSF went live on July 28.

Begin creation of premium Alma and Primo VE sandboxes

Ex Libris

begin 08 Aug 2021

delivered 8/13

Preparations for switch to support

SILS Team

Aug - Oct 2021

Complete Version 1 of the Alma and Discovery Switch to Support Readiness Checklist

UC

30 Aug 2021

After reviewing the completed forms, EXL will provide updates for "Version 1" in the project status update meeting

Ex Libris

13 Sep 2021

Complete Version 2 of the Alma and Discovery Switch to Support Readiness Checklist

UC

20 Sep 2021

After reviewing the completed forms, EXL will provide updates for "Version 2" in the project status update meeting

Ex Libris

27 Sep 2021

Complete Version 3 of the Alma and Discovery Switch to Support Readiness Checklist

UC

11 Oct 2021

After reviewing the completed forms, EXL will provide updates for "Version 3" in a meeting

Ex Libris

18 Oct 2021

Switch to support readiness completed

SILS Team

18 Oct 2021

Delete AlmaAdmin user in NA07 environments for early adopter Alma campuses prior to Switch to Support

Ex Libris

Prior to 25 Oct 2021

Delete AlmaAdmin role profile with admin user roles in NA07 environment

Ex Libris

Prior to 25 Oct 2021

Register for the Ex Libris Knowledge Accelerator Program (to attend a cycle after Switch to Support)

SILS Team

Registration available as of July 21

Switch to support / meeting with Ex Libris

SILS Team

25 Oct 2021

Post Switch to Support: Attend "Knowledge Acceleration Program - Cycle 7" sessions (on Wednesdays)

SILS Team

Wednesdays Nov 3 thru Dec 15