AEFG P2E Recommendations for Vanguard

Legend: not started IN PROGRESS STALLED decided

Status	decided
Description	P2E Recommendations for Applicable Sites - Process, Implementation and Results (from Phase 3 Critical Issues). The P2E process is how Ex Libris builds the packages, databases, and portfolios for electronic resources, taking the specified data set through a “print” stage, then building the electronic components (hence, P2E). Defining the data set(s) as accurately as possible minimizes mismatched records after migration (i.e., print that should be electronic, electronic that should be print), duplication in the discovery layer, and subsequent clean-up post-migration.
Decision	FG recommends that Vanguard institutions follow instructions for SCP data in the local system in preparing the P2E file, with consideration for migration of order record types and creation of electronic inventory, referring to linked decision pages. FG recommends clean-up as possible for bibs with both print and electronic order subscriptions, with tracking post-migration to Vanguard if not possible. FG recommends a “sampling” approach for subscriptions that are combined print and electronic for testing in Vanguard.
Owning group	ACQ/ERM FG + Lisa Spagnolo (lcspagnolo at ucdavis dot edu)
Approver	PPC
Stakeholders	R = ACQ/ERM FG A = PPC C = Resource Management FG, others as needed I = IC,ILS Data Clean-Up Group
Decision-making process	FG discussion/analysis of P2E implications for Acquisitions records and creations of portfolios. Intersecting discussions between CDL/Ex Libris, PPC, etc. for coordinated recommendation for the P2E files for the Vanguard.
Priority	Critical for Vanguard
Due date	Jun 24, 2020

Recommendation

For SCP data in institution’s ILS, see (Vanguard and Test Load) Preparation of Campus SCP Data . FG concurs with recommendation regarding removal of SCP bibliographic records with no other record types attached from the ILS extract provided to Ex Libris, and the removal of SCP fields/subfields for bibliographic records that have other record types attached, including local resources. It is understood that CDL will prepare SCP data for the P2E file for the Network Zone (see SCP, SFX, and related resource records handling for eResource records in NZ - VANGUARD ). FG advises Vanguard campuses to prepare their records for SCP/CDL resources that may have CDL order records attached with migration outcomes in mind; this includes consideration of the order record type that will be created (i.e., electronic or print), and any clean-up of electronic inventory needed post-migration to Vanguard.
For bib records that have separate orders for print and electronic formats (i.e., these are separate records on the same bib), FG recommends separating these into one record representing the electronic, and one representing the print. Include the electronic in the P2E file. If these are unable to be separated before preparing the P2E file and ILS extract, include the bib record on the P2E file and track post-migration in the Vanguard for post-migration clean-up.
For orders that represent combined print and electronic that cannot be separated (i.e., they are “bundled” into one subscription), FG recommends for Vanguard Institutions/ IZ:
- Selecting a sample of titles to include in P2E file. Expected behavior is that these will go through Ex Libris’s process of mapping electronic holding to portfolio and leaving print.
- Selecting a sample of titles to NOT include in P2E file. These will migrate as print orders, and will need to have the electronic portfolio set up in the Vanguard.
  - RATIONALE: Alma is designed to assume that the electronic subscription is primary, with print subscriptions waning. Ex Libris recommends that combined p+e go through the P2E process.
  - TEST: Creation of order types during migration process, ability to link print and electronic, benefit of preferring one approach over the other for post-Vanguard migration.

Additional Related Decision Pages:

Local 856 bibliographic data for the Vanguard
Bibliographic records 9xx fields mapping for Vanguard (see information re: handling 793 field)

Background

From Phase 3 identification of critical issues, with slight modifications based on known factors at start of Phase 4:

Based on Alma migrations at other campuses, this process is known to be difficult and time consuming. A recommended process for Vanguard sites, and a high level of confidence in the results of the P2E process before the final migration will result in a cleaner mapping of electronic resources.
How does the P2E process look for the Network Zone level? For example, how should the network zone be built to reflect systemwide package holdings? What data sources are used for P2E? Are there data sources to leave out of P2E, or for handling post-migration?
- CONFIRMED: P2E is for ILS records, and will include SCP MARC records for the Network Zone.
Covered somewhat at (https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Implementation_Guides/01Alma_and_Discovery_Cutover_Process , “Network Zone” ) it sounds like the Network Zone is expected to be generated from a bibliographic sources, but that needs to be confirmed as to how that works in relation to other available sources (from CDL, for instance, ERMS target/title activations, P&P document, SCP records, SFX target/title target activations) and determine priority of ingest. Ultimately the Network Zone will need to be reconciled back to these sources to build portfolios.
- CONFIRMED: Ex Libris proposes several post-migration clean-up projects for duplication. Decision Page Order of Network Zone Record Loading - Vanguard clarifies the order of Vanguard participants.
- TEST IN VANGUARD: assessment of duplication between SCP and SFX migration, and analysis of how other CDL sources contribute to full representation of electronic resources data in the Network Zone.
To what degree do existing campus Alma implementations limit what data can be used to populate the Network Zone for systemwide content?
What is the role of campus-level data for populating systemwide or multi-campus information in the Network Zone? For general "network" availability for locally subscribed content?
Additional information about P2E at https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/Electronic_Resource_Handling_in_Alma_Migration_(P2E)

Alma/Primo P2E “Lessons Learned”

The ACQ/ERM FG P2E “Lessons Learned” Google Doc collects observations from campuses who have migrated to Alma.

Additional Ex Libris documentation:

Page on P2E: https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/Physical_to_Electronic_(P2E)_processing
Series of Videos to Prepare for P2E: http://exl-edu.com/01_Alma/Implementation_and_Migration/Migration_Guides/P2E/#/
Page on P2E Fields and Subfields: https://knowledge.exlibrisgroup.com/Alma/Knowledge_Articles/Where_does_the_P2E_process_pull_the_fieldsubfields_that_contain_electronic_link_information_from%3F

Dependencies

Questions/Issues to consider

Action Log

Action/Point Person	Expected Completion Date	Notes	Status

Action/Point Person	Expected Completion Date	Notes	Status
Create Decision Page from Phase 3 Critical Issues /	May 27, 2020		Done
FG Call with Ex Libris	June 3, 2020	Re: Leaving Combined P+E as print: For those that are left as print through migration, is it possible to create a post-migration batch to reload as an e-record? Response: Yes. Those records can be exported, withdrawn from Alma. Then repository import profile can be used to re-import the bibs and create as e-inventory.	Done. See Basecamp for Call Notes. Recording is available.
FG Discussion	June 10, 2020	2020-06-10 ACQ/ERM FG Meeting notes	Done.
FG Dedicated P2E Session	June 12, 2020	2020-06-12 ACQ/ERM FG Meeting notes	Done. Recording is available.
FG Discussion: Refining recommendation.	June 17, 2020	Alma Campus 1: When combined making electronic journal subscription order have an acq method of Purchase. Print journal subscription would have an acq method of “technical” because NO payment. Then manually link them post-migration. Alma Campus 2: Recommending separating print and electronic into their own records if possible. See 2020-06-17 ACQ/ERM FG Meeting notes .	Done.
Incorporating Input from SCP/SFX Discussion	June 19, 2020 for June 24, 2020	Confirming SCP data handling for Vanguard Institutions	Done. FG updated on conclusions.
FG - finalize Decision Page	June 24, 2020		Done.
PPC Approval	June 26, 2020		Done.
FG Chair Communication	June 29, 2020	Lisa sent email to IC co-chairs (Tom Bustos and Carlo Medina), and ILS Data Clean-Up co-chairs (Catherine Busselen and TJ Kao).	Done.