Major Work and Milestones
Status:
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Blue = SILS Admin activity
Yellow = Implementation activity
Green = Ex Libris activity
Italics = unconfirmed/estimated and subject to change
Phase | Task | Owner | Deadline | Status | Notes | ||||||
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Onboarding March - May 2020 | SILS Project Phase 4 Kickoff - Wave 1 | SILS PMs / WG volunteers |
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Implementation Coordinators start meeting weekly | ICs |
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SILS Phase 4 Kickoff & Orientation - Wave 2 | SILS PMs / WG volunteers |
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Basecamp provisioned | Ex Libris |
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SILS generic sandboxes provisioned | Ex Libris |
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SILS Groups kickoffs, lead by Chairs | SILS Chairs / PMs |
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| Each group's chair will lead a kickoff as part of their first meeting. | |||||||
Approve the vanguard slate | ICs |
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| Needs approval at WG meeting 4/17 (approved!) | |||||||
Implementation Form finished | ICs |
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Finish Getting to know Alma Training | ICs |
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Intro to the Zones overview | Ex Libris |
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Network Zone Q&As | ICs / PPC / FGs / ELs / Ex Libris | May 18-Jun 5 |
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Finish 3rd party integrations form | ICs |
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Vanguard June - Oct 2020 | Vanguard kickoff call | Ex Libris |
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| 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 |
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Vanguard data FINAL deadline | ICs |
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Vanguard test load start | Ex Libris |
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Vanguard configuration DRAFT deadline | ICs |
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Vanguard configuration FINAL deadline | ICs |
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Vanguard Fulfillment Network configuration DRAFT deadline | CDL IC + Fulfillment FG |
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Fall semester instruction begins |
| UCB and UCM; UCD Law 8/24 | |||||||||
Vanguard Fulfillment Network configuration FINAL deadline | CDL IC + Fulfillment FG |
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Vanguard "Alma Essentials" and "Administration Fundamental" Training completed | ICs + testers + local vanguard implementation teams |
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| Except Analytics demo on 10/12 | |||||||
Vanguard Primo VE training | Ex Libris / SILS Internal Training Group | September 2020 |
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Vanguard test load delivery - Alma | Ex Libris |
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| 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 |
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Vanguard delivery - Primo VE | Ex Libris |
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| Delivered on schedule: UCSD, UCSF, UCLA, UCSB Delayed until Sep 18: Network Zone and UCB | |||||||
Vanguard Primo VE special meeting: First look | Ex Libris |
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Fall quarter instruction begins |
| 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 |
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Implementation Nov '20 - July '21 | Implementation Kickoff | Ex Libris |
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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 |
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Download latest auto-extract kit [Voyager only] | ICs |
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Download and install the latest Migration File Validation tool [III and Alma] | ICs |
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Confirm campus contacts for Test Load tracking in Sales Force | ICs |
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Draft Migration forms due [III, Voyager, and WMS] | ICs |
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Retain local extensions | ICs |
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Submit data files to EXL MFT server [III, Voyager, WMS and Alma] | ICs |
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Final Migration form [III, Voyager and WMS] | ICs |
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Field Mapping form [III and WMS] | ICs |
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P2E file [N/A for Alma] | ICs (except existing Alma campuses) |
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Delivered Files list [III, WMS and Alma] | ICs |
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360/Intota reports and "360 and Intota to Alma Migration" form (if applicable) | ICs |
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Terms ends for all |
| 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 |
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Ex Libris config overview meeting [III, Voyager and WMS] | Ex Libris |
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Configuration meetings | Ex Libris/UC | Jan 8-15, 2021 |
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Draft configuration forms due [III, Voyager and WMS] | UC |
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Final configuration forms due [includes EZProxy & Connexion in config case] | UC |
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Final Fulfillment Network Group form due | UC |
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Test load data and Alma environment delivery - expected | Ex Libris |
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| Delivered early on Feb 11 except for UC Merced which was delivered Feb 24. | |||||||
Primo VE environment delivery | Ex Libris |
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| 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 |
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Complete Primo VE review and refine work | UC | March to May 2021 |
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Day 1 Third-Party integrations work | Ex Libris / UC | March to May 2021 |
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Winter quarter ends |
| except UCSD 3/20, UCSF 3/28 | ||||||||
Spring quarter instruction begins |
| UCD, UCI, UCLA, UCR, UCSB, UCSC, UCSD, UCSF | ||||||||
Alma / Primo VE Authentication Configuration Completed | Ex Libris / UC |
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| was March 31, 2021 | ||||||
Alma / Primo VE Authorization Configuration Completed | Ex Libris / UC |
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| was March 31, 2021 | ||||||
Alma SIS Set-up and Testing Complete | Ex Libris / UC |
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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 |
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Complete the Go-Live Readiness Checklist [III, Voyager, WMS, CDL] | UC |
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Complete Day 1 Third-Party Integrations | Ex Libris / UC |
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Spring term ends for all |
| 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 |
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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 |
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Inform EXL if you plan to opt-out of ProQuest Activations at Cutover via your Cutover case [III, Voyager, WMS] | UC |
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Confirm that you can access your MFT shares or report issues via your Cutover Case | UC |
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Inform EXL if you plan to use a custom domain for Primo VE and the Primo Service page - via your Cutover case | UC |
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Download validation tool (or auto-extract kit for Voyager) - varies by ILS | UC |
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Review your *Test Load* case notes for changes or expected fixes at Cutover | UC |
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Ensure all libraries, locations and vendors in current ILS are reflected in Alma with the same codes [III, Voyager, WMS] | UC |
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Submit Scheduled Jobs list [optional for Alma Campuses] | UC |
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Technical Services freeze by EOD / 5pm PT or PRIOR based on the date you need to start extracting data [III, Voyager, WMS] | UC | 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 |
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UCD Law to add library staff users and their roles to UCD Main [UCD Law, UCD] | UC |
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Deliver bib files needed for NZ build to EXL [Alma Campuses] | UC |
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All data extracts due to EXL by EOD / 5pm PT [III, Voyager, WMS] | UC |
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360/Intota reports due to EXL by EOD / 5pm PT [Voyager, CDL] | UC |
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P2E file due to EXL by EOD / 5pm PT [III, Voyager, WMS] | UC |
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Migration form due to EXL by EOD / 5pm PT [III, Voyager, WMS] | UC |
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Field mapping due to EXL by EOD / 5pm PT [only III and WMS] | UC |
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Delivered files list due to EXL by EOD / 5pm PT | UC |
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Lock-out of Test Load environment by EOD / 5pm PT | UC |
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| NA07 server | ||||||
Freeze SFX by EOD / 5pm PT | UC |
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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 |
Cutover begins
Ex Libris
for Ex Libris headquarters, this is Sunday night, the 27th
Download Alma offline circulation tool [Alma campuses]
UC
Configure related AFN IZ elements in Live Alma institutions [EXL]
Ex Libris
Configuration freeze in live Almas by EOD / 5pm PT [Alma Campuses]
UC
Technical Services Freeze in live Almas by EOD / 5pm PT [Alma Campuses]
UC
Fulfillment Services Freeze in live Almas by EOD / 5pm PT [Alma Campuses]
UC
Begin using Alma Offline Circulation by EOD / 5pm PT [Alma Campuses]
UC
[Optional] Download Alma Offline Circulation Tool [III, Voyager, WMS]
UC
Ex Libris delivers NA07 environment
Ex Libris
by
Ex Libris will deliver IZ's and NZ as they are available.
Data review and testing on NA07
UC
to
Immediately report to EXL any migration issues found during your testing via your Cutover case
UC
to
Provide written data acceptance for Alma via your Cutover case
UC
Provide written acceptance of your Primo VE environment via your Cutover case
UC
Fulfillment Services freeze by EOD / 5 pm PT or EARLIER based on the date/time you extract your Fulfillment data [III, Voyager, WMS]
UC
Provide EXL your Cutover Fulfillment data by EOD / 5pm PT [III, Voyager, WMS]
UC
Review your Fulfillment Cutover data migration [III, Voyager, WMS]
UC
Provide written data acceptance for your Fulfillment data via your Cutover case [III, Voyager, WMS]
UC
Notify EXL you are ready for Go Live - EXL will run Go Live jobs
UC
Upload Alma offline circ files to Alma - note: can also be done post Go Live
UC
SILS Go-Live with Alma & Primo VE!
UC
Preparations for switch to support
SILS Team
Sep - Oct 2021
Switch to support readiness completed - estimated
SILS Team
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. Work continued until January 7 when UC-eLinks was decommissioned. | |||||||||
Cutover begins | Ex Libris |
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| for Ex Libris headquarters, this is Sunday night, the 27th | |||||||
Download Alma offline circulation tool [Alma campuses] | UC |
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Configure related AFN IZ elements in Live Alma institutions [EXL] | Ex Libris |
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Configuration freeze in live Almas by EOD / 5pm PT [Alma Campuses] | UC |
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Technical Services Freeze in live Almas by EOD / 5pm PT [Alma Campuses] | UC |
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Fulfillment Services Freeze in live Almas by EOD / 5pm PT [Alma Campuses] | UC |
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Begin using Alma Offline Circulation by EOD / 5pm PT [Alma Campuses] | UC |
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[Optional] Download Alma Offline Circulation Tool [III, Voyager, WMS] | UC |
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Ex Libris delivers NA07 environment | Ex Libris | by |
| 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 | to |
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Immediately report to EXL any migration issues found during your testing via your Cutover case | UC | to |
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Provide written data acceptance for Alma via your Cutover case | UC | by 5pm* |
| *Internal UC deadline of July 25 by 5pm | |||||||
Provide written acceptance of your Primo VE environment via your Cutover case | UC | by 5pm |
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Fulfillment Services freeze by EOD / 5 pm PT or EARLIER based on the date/time you extract your Fulfillment data [III, Voyager, WMS] | UC | by 5pm |
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Provide EXL your Cutover Fulfillment data by EOD / 5pm PT [III, Voyager, WMS] | UC | by 5pm |
| *Internal UC deadline of July 25 by 5pm | |||||||
Review your Fulfillment Cutover data migration [III, Voyager, WMS] | UC |
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Provide written data acceptance for your Fulfillment data via your Cutover case [III, Voyager, WMS] | UC |
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Notify EXL you are ready for Go Live - EXL will run Go Live jobs | UC |
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Upload Alma offline circ files to Alma - note: can also be done post Go Live | UC |
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SILS Go-Live with Alma & Primo VE! | UC |
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| UCLA and UCSF went live on July 28. | |||||||
Begin creation of premium Alma and Primo VE sandboxes | Ex Libris | begin |
| delivered 8/13 | |||||||
Preparations for switch to support | SILS Team | Aug - Oct 2021 |
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Complete Version 1 of the Alma and Discovery Switch to Support Readiness Checklist | UC |
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After reviewing the completed forms, EXL will provide updates for "Version 1" in the project status update meeting | Ex Libris |
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Complete Version 2 of the Alma and Discovery Switch to Support Readiness Checklist | UC |
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After reviewing the completed forms, EXL will provide updates for "Version 2" in the project status update meeting | Ex Libris |
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Complete Version 3 of the Alma and Discovery Switch to Support Readiness Checklist | UC |
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After reviewing the completed forms, EXL will provide updates for "Version 3" in a meeting | Ex Libris |
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Switch to support readiness completed | SILS Team |
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Delete AlmaAdmin user in NA07 environments for early adopter Alma campuses prior to Switch to Support | Ex Libris | Prior to |
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Delete AlmaAdmin role profile with admin user roles in NA07 environment | Ex Libris | Prior to |
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Register for the Ex Libris Knowledge Accelerator Program (to attend |
SILS Team
Switch to support - estimated
SILS Team
...
a cycle after Switch to Support) | SILS Team | Registration available as of July 21 |
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Switch to support / meeting with Ex Libris | SILS Team |
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Post Switch to Support: Attend "Knowledge Acceleration Program - Cycle 7" sessions (on Wednesdays) | SILS Team | Wednesdays Nov 3 thru Dec 15 |
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