(Go-Live) Dates scheduled for events related to resource sharing VDX integration, and services during circulation freeze
- Joseph Ferrie
- Elizabeth Rodriguez (Unlicensed)
- Sahra Klawitter
Legend: not started IN PROGRESS STALLED decided
Status | Decided |
|---|---|
Scope | Go-Live |
Description | Information captured in this decision page:
|
Decision | See table for agreed-on dates for events |
Owning group | Fulfillment and ILL FG (SILS-FG-FULFILL-L@LISTSERV.UCOP.EDU) |
Approver | PPC |
Stakeholders | R = CDL |
Decision-making process | Fist of Five |
Priority | High |
Due date | July 15, 2021 |
Recommendation
The following events will take place at points in the migration process, and require coordination between UC institutions and CDL (for a majority of the events below, CDL will act as an intermediary between the institutions and OCLC).
Event | Agreed Date and Time (subject to change as environments are delivered) | Institutions | Note |
|---|---|---|---|
CDL will turn off NCIP in test VDX; | June 25 EOD | All | No NCIP messages to go to NA07 instances during migration. |
CDL coordinates removal of any received item reports from FTP site; stop CDL IVEA-cleanup batch process | June 25 EOD | All |
|
CDL will turn off NCIP in production VDX for all current Alma institutions | July 9, EOD | UCD, UCSC, UCSB, UCR, UCI | Coincides with Ex Libris circ freeze start for already-Alma institutions |
CDL will turn on NCIP in production VDX | July 23, EOD | All | Coincides with anticipated delivery of production environments. |
CDL will activate NCIP in production VDX for new Alma institutions that don’t already have NCIP | July 23, EOD | UCB, UCLA, UCSD, UCSF |
|
CDL will change NCIP target address for UCM | July 23, EOD | UCM | Switch from WMS production system to Alma production system. |
Fulfillment FG Members test supplier of last resort and NCIP after delivery is signed off by institutions. | Likely July 26th | All | This is primarily a concern for already-Alma institutions, but others may choose to retest. CDL will be available over the weekend. (VDX team will be available on the 26th.) |
CDL will remove links to Request in WorldCat Discovery | July 26, EOD | All |
|
CDL will remove Request links in SFX | July 26, EOD | All |
|
CDL will configure My ILL Requests to authorize using new production systems | July 27, SOD | All | Use production ws api keys of already Alma campuses (replace temp keys) |
CDL will enable Primo links ('Get it at UC') in BWCD | July 27, EOD | All |
|
CDL will enable Primo links ('Get it at UC') in SFX (UC-eLinks) | July 27, EOD | All |
|
CDL will turn off Request for all campuses | July 27, SOD | All | My ILL Requests will remain available. |
OCLC will begin generating reports on VDX received items based on production VDX database. | July 27, EOD | All |
|
CDL will start running nightly batch process to remove extra resource sharing borrowing requests. | July 28, 12:15 AM | All opt-in | To opt in, supply CDL with Alma User API write key to production instance. |
Anticipated Patron Experience
From a patron perspective, this should result in the following for most institutions:
During circulation freeze, patrons can continue to request through Melvyl, at the discretion of their institution. Note that during the circulation freeze NCIP will be off, so patrons will not see their requests in Alma. Campuses should communicate to patrons that they will need to use My ILL Requests.
Starting EOD on July 26, patrons will not be able to link to Request from WorldCat Discovery or UC-eLinks, but they can still use My ILL Requests.
Beginning on July 27, patrons at most institutions will be able to make Alma resource sharing requests that will be filled by the AFN, or by VDX (as supplier of last resort). Delivery of VDX requests to pickup locations at other institutions will not be supported initially. It will possibly be supported in early 2022, depending on technical feasibility.
Some institutions may opt out of Alma resource sharing for go-live opt out of Alma resource sharing for go-live . As Request will no longer be deployed, patrons at these institutions will not be able to make resource sharing requests until the institution(s) enable resource sharing in Alma.
Strategies for Circulation during Circulation Freeze
The following table captures how each institution plans to circulate and/or fulfill non-returnables during the circulation freeze period (applies mainly to already-Alma campuses that have a long circulation freeze).
Institution | Will use Request DDS (y/n) | Will use Ex Libris local circ tool (y/n) | Will use Request for ILL (y/n) | Disable Request (y/n) | Notes |
|---|---|---|---|---|---|
UCB | No | No | Yes, for non-returnables until July 27 | No, not until July 27 |
|
UCD | yes. | yes. offline circ is our plan for standard checkouts and book deliveries. | Yes. Processing both lending and borrowing through VDX for articles. Processing book requests for local material and local patrons using CDL email. | No. | Also using google driven request form. |
UCI | NO (UCI stopped Using Request for DDS in July 2020) July 1 -July 29, 2021: Request feature (i.e, scanning and paging of local UCI items) turned off in UCI production Alma. Patrons may make manual paging and scanning requests using local web forms. | NO. Checkout for UCI items will be handled manually at circulation desks using Excel spreadsheets July 9 - July 27. 2021 Manual checkouts will be input into production Alma by staff July 27- July 30., 2021 | YES. Will allow patrons to use Request for both ILL Book and Nonreturnable requesting, until Request sunsets SOD July 27th. However “new” physical ILL loans (those that are not already available for pickup) will not be processed or made available to patrons from July 1- July 29. Processing and patron accessibility to “new” physical ILL loans will resume on July 30, 2021, Nonreturnable ILL items with URL links will be made available to patrons during the freeze. | NO | My Library Account log in links will be hidden in UCI Production Primo VE July 9 - July 29, 2021. With CDL Request sunsetting EOD on July 26, there will only be three days, July 27-July 29, 2021, where patron requesting of ILL materials goes “dark”. Patron’s access to AFN begins on Friday, July 30, 2021. ILL requesting among participating UC’s and non-UC’s fully resumes on July 30 |
UCLA | Yes | No | Yes | No |
|
UCM | No | No. UCM will handle this by recording circulation data in Excel during the freeze. | Yes. | No. |
|
UCR | Yes. The InterLibrary Request link will remain visible. Users will also have the option to use our temporary request form (google form), which also allows them to request local DDS material. | Yes. UCR will use offline circulation, and will load our records into Alma the day of go-live. | Yes. The InterLibrary Request link will remain visible. The user will also have the option to use our temporary request form. | No. It will still be an option during the freeze. |
|
UCSB | No, UCSB has never used DDS | Yes, UCSB will use offline circulation, and will load records into Alma soon after go-live. | Yes | No |
|
UCSC | No, UCSC no longer offers a DDS. | Yes. UCSC will use offline circulation, and will load our records into Alma the day of go-live. | Yes. The InterLibrary Request link will remain visible. | No |
|
UCSD | Yes. Local users can also submit requests through a blank form or email. | No | Yes | No |
|
UCSF | No | No | Yes | No |
|
Action Log
Action/Point Person | Expected Completion Date | Notes | Status |
|---|---|---|---|
Fulfillment and ILL FG | 7/15/2021 | Event wording updated to reflect who will be completing each task FG approves decision page. Decision will be sent to PPC for approval to send out to ICs | Done |
PPC |
| Approved to send to ICs, EUOS, DFG | Done |
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