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From Governance Charge -

A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration.

All but 2campuses have provided copies of their documents; reminder to the remaining campuses to upload an anonymized copy as soon as possible.

The final two sites confirmed that they posted documents late Friday after the agenda was posted.

A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group.

Question: Now that the decision has been made regarding separate institutional patron databases, should we consider any harmonization?
1. At the June 1st meeting, the group wondered how direct borrowing will work in the consortia (e.g., a UCSD student goes to UCB to borrow a book directly) and if this dictated any harmonization.
2. From 6/8 Minutes, Greg Ferguson inquired with Ex Libris if harmonization of any user fields was necessary and confirmed that there was none.
3. Follow-up pertaining to direct borrowing; during the 6/8 discussion, an Alma site representative asked to confirm if we needed to have any level of harmonization as it relates to the user group in this scenario as it pertains to loan periods received at the owning library. Greg Ferguson confirmed the following with Ex Libris:
  1. Each UC campus (institution) will have a fulfillment network user group created in their local Alma instance for the purpose of direct borrowing.
  2. This fulfillment network user group will then automatically be assigned to the linked record created for direct borrowing (assuming they are not in a restricted user group at their home institution) when information is retrieved and shared to the institutional instance.
  3. As this relates to loan policies at the owning institution, we may have some options, but this discussion is more appropriate for the Fulfillment & ILL FG:
    1. Utilize the default fulfillment network user group for all other UC direct borrowing patrons, creating a single group of loan policies, differentiated by location and item type, regardless of level (i.e., undergraduate, graduate student, staff, or faculty). According to Ex Libris, this is a common practice in fulfillment networks.
    2. Utilize the default fulfillment network user group for all other UC direct borrowing patrons, then use job category when setting circulation policy. This requires that other UCs would need to include job category information (students, staff, faculty) in the user records, allowing each campus to then configure different fulfillment rules based on job category.
    3. Manually change the default fulfillment network user group in the linked user record to the local equivalent value. In theory, this would allow for the current practice (assuming we all currently follow this practice) of providing the same level of local privileges to the visiting patron at the owning campus library.

5

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Housekeeping	Add any new topics to the agenda Take a temperature check / How is it going? Confirm Minutes Recorder for this meeting - Marti KallalDave Rez In the event that the designated Recorder or Timekeeper is not in attendance, then an alternate volunteer will be requested for that given meeting	5 min	Greg	Shared Google drive
2	Tasks & Deliverables	From Governance Charge - A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration. A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group.	15 min	Greg		All - 1a. Create local patron data audit and cleanup document and place anonymized “snapshot” copy in shared folder. ACTION: Greg Ferguson will share the direct borrowing/linked patron/fulfillment network user group information with the Fulfillment & ILL FG chair
3	PCODE Revisit Redux	Reaffirm understanding related to migrating PCODE field data from Millennium	15 min	Greg	From 6/8 Minutes: Will PMESSAGE migrate into Alma? there is no direct translatable field into alma could map to a letter in a note field there is a way to make it a pop-up Would still like to be able to use PCODE 2 & 3 - do these migrate? there is way to extract these codes into alma - you can extract the codes using the export tools - you’ll just get a number that will be imported into alma. you’ll need to do manually mapping in alma - there will most likely be overhead in determining how to make the pcode-mapping useful in alma 6/22 Update Greg Ferguson completed some tests with the Ex Libris Data Validation Tool and corresponded with Ex Libris about this topic. UCSD hopes to migrate their PCODE3 data, currently used in Millennium to define a user’s Affiliation code (e.g., student major, employee department, or public user’s group) . The migration tool allows for mapping/migration of data from the PCODE3 field in the patron data extract file to a USER_STAT_CATEGORY field in Alma. Within the Migration Form spreadsheet, there is a “UserStatCategories” worksheet whereby we can define mappings of migrating Millennium PCODE3 numeric values to Alma “userStatCategory” codes and more detailed descriptions. Ex Libris confirmed that this Alma “userStatCategory” code is alpha-numeric. We have the option of retaining our current numeric code structure or creating a new scheme for Alma. The only requirement is that the codes and descriptions (“names”) must be unique.		Greg Ferguson will let Andres Panado (Unlicensed) know what he learns from Ex Libris about migrating his codes.
4	Assessment and testing plans for vanguard	15 min	Greg	While our group has accomplished our time driven tasks and deliverables for the front end of the project, as we are now in the vanguard phase, the PMs have asked the Patron Data Cleanup Group to identify potential assessment and testing plans or mechanisms for the vanguard. From a Patron Data perspective, what assessment and testing ideas do we have:	We have been asked to come up with a testing plan for patron data that has migrated to Alma. Generally, data transfer integrity check. Did data map to the proper fields? For instance, Note fields; public to public, internal to internal? Do patron fields display properly? Can names be searched, including names with special characters. Barcodes: for campuses with multiple patron barcodes, did they all migrate? Did they migrate properly? Has it caused problems with ILL? Questions still exist about whether Vanguard sites will be able to grant access to non-Vanguard campuses. There was a short discussion about ASCII characters that cause validation errors; [“\”, “&”' “;”]	Action item for Gregg: Create document in shared Google Drive for group members to add ideas for testing patron data after migration.
3	Homework	Document what we need to be working on and questions we may have			Team decision to hold our Patron Data meetings bi-weekly. We’ll leave the meeting on the calendar and cancel as-needed.		All - (ONGOING) Add questions for up stream Alma Sites Share any lessons learned on document to help with future agenda topics	All Add post-migration patron data testing ideas to the document in the shared Google Drive.
4	Parking Lot	Capture important topics for future discussion			Additional Circulation Data Topics to Think About Alma/Primo Sites - Show and Tell Dedicate some time to “what went wrong or what was great” to mentor “new” campuses. From Governance Charge A register of post-migration quality control tests and results from each campus implementation team. Due late 2021. To be discussed at a later date A final report of any ongoing post-migration data issues. Due late 2021. To be discussed at a later date
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