Status:
Blue = SILS Admin activity
Yellow = Implementation activity
Green = Ex Libris activity
Italics = unconfirmed/estimated and subject to change
Phase | Task | Owner | Deadline | Status | Notes |
|---|---|---|---|---|---|
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 |
| Each group's chair will lead a kickoff as part of their first meeting. | ||
Approve the vanguard slate | ICs |
| 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 |
| | 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 | | ||
Day 1 Third-Party integrations work | Ex Libris / UC | March to May 2021 | | ||
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 |
| | was March 31, 2021 | |
Alma / Primo VE Authorization Configuration Completed | Ex Libris / UC |
| | was March 31, 2021 | |
Alma SIS Set-up and Testing Complete | Ex Libris / UC |
| | 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 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 | | ||
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 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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