Implementation Timeline

Major Work and Milestones

Status: In progress DONE late

Blue = SILS Admin activity
Yellow = Implementation activity
Green = Ex Libris activity

Italics = unconfirmed/estimated and subject to change

Phase

Task

Owner

Deadline

Status

Notes

Phase

Task

Owner

Deadline

Status

Notes

Onboarding

March - May

2020

SILS Project Phase 4 Kickoff - Wave 1

SILS PMs / WG volunteers

Feb 26, 2020  

DONE



Implementation Coordinators start meeting weekly

ICs

Mar 13, 2020 

Done

Meeting Notes

SILS Phase 4 Kickoff & Orientation - Wave 2

SILS PMs / WG volunteers

 Apr 3, 2020 

done



Basecamp provisioned

Ex Libris

Apr 6, 2020 

Done



SILS generic sandboxes provisioned

Ex Libris

Apr 6, 2020 

Done



SILS Groups kickoffs, lead by Chairs

SILS Chairs / PMs

Apr 17, 2020  

DONE

Each group's chair will lead a kickoff as part of their first meeting.

Approve the vanguard slate

ICs

Apr 17, 2020 

Done

Needs approval at WG meeting 4/17 (approved!)

Implementation Form finished

ICs

Apr 17, 2020 

DONE



Finish Getting to know Alma Training

ICs

Apr 24, 2020 

DONE



Intro to the Zones overview

Ex Libris

May 11, 2020 

DONE



Network Zone Q&As

ICs / PPC / FGs / ELs / Ex Libris

May 18-Jun 5

DONE



Finish 3rd party integrations form

ICs

May 29, 2020 

DONE



Vanguard

June - Oct

2020

Vanguard kickoff call

Ex Libris

Jun 15, 2020 

DONE

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

DONE

See schedule on Vanguard Alma & Primo VE Trainings

Vanguard data DRAFT deadline

ICs

Jul 17, 2020

DONE

 

Vanguard data FINAL deadline

ICs

Jul 31, 2020

DONE

 

Vanguard test load start

Ex Libris

Aug 9, 2020 

DONE

 

Vanguard configuration DRAFT deadline

ICs

Aug 14, 2020

DONE

 

Vanguard configuration FINAL deadline

ICs

Aug 21, 2020

done

 

Vanguard Fulfillment Network configuration DRAFT deadline

CDL IC + Fulfillment FG

Aug 21, 2020

done

 

Fall semester instruction begins

 

Aug 26, 2020

 

UCB and UCM; UCD Law 8/24

Vanguard Fulfillment Network configuration FINAL deadline

CDL IC + Fulfillment FG

Aug 28, 2020

DONE

 

Vanguard "Alma Essentials" and "Administration Fundamental" Training completed

ICs + testers + local vanguard implementation teams

Aug 31, 2020

DONE

Except Analytics demo on 10/12

Vanguard Primo VE training

Ex Libris / SILS Internal Training Group

September 2020

DONE



Vanguard test load delivery - Alma

Ex Libris

Sep 4, 2020 

DONE

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

Sep 10, 2020

DONE

 

Vanguard delivery - Primo VE

Ex Libris

Sep 16, 2020

DONE

Delivered on schedule: UCSD, UCSF, UCLA, UCSB

Delayed until Sep 18: Network Zone and UCB

Vanguard Primo VE special meeting: First look

Ex Libris

Sep 17, 2020


DONE



Fall quarter instruction begins

 

Oct 1, 2020

 

UCI, UCLA, UCR, UCSB, UCSC, UCSD, UCSF except UCD 9/30

Vanguard Alma workshops

Ex Libris / SILS Internal Training Group

October 2-9, 2020


DONE

See Internal Training’s Vanguard October Workshop Schedule

Vanguard Alma & Primo VE certification begins

SILS Internal Training Group

Sep 2020 - July 2021

DONE

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

Nov 2, 2020

DONE

 

Implementation

Nov '20 - July '21

Implementation Kickoff

Ex Libris

Nov 5, 2020

DONE

 

Migration meetings

Ex Libris / UC

November 6-20, 2020

Done

See schedule on Ex Libris Meetings

Alma training (essentials, admin fundamentals, etc.)

Ex Libris / SILS Internal Training Group

Nov 4, 2020 - February 8, 2021

Done

See schedule for Implementation Alma & Primo VE Trainings

Provide population order for the Network Zone

Resource Management FG

Dec 4, 2020

DONE

 

Download latest auto-extract kit [Voyager only]

ICs

Dec 4, 2020

DONE

 

Download and install the latest Migration File Validation tool [III and Alma]

ICs

Dec 4, 2020

DONE

 

Confirm campus contacts for Test Load tracking in Sales Force

ICs

Dec 4, 2020

DONE

 

Draft Migration forms due [III, Voyager, and WMS]

ICs

Dec 7, 2020

DONE

 

Retain local extensions

ICs

Dec 11, 2020

DONE

 

Submit data files to EXL MFT server [III, Voyager, WMS and Alma]

ICs

Dec 14, 2020

DONE

 

Final Migration form [III, Voyager and WMS]

ICs

Dec 14, 2020

DONE

 

Field Mapping form [III and WMS]

ICs

Dec 14, 2020

DONE

 

P2E file [N/A for Alma]

ICs (except existing Alma campuses)

Dec 14, 2020

DONE

 

Delivered Files list [III, WMS and Alma]

ICs

Dec 14, 2020

DONE

 

360/Intota reports and "360 and Intota to Alma Migration" form (if applicable)

ICs

Dec 14, 2020

DONE

 

Terms ends for all

 

Dec 18, 2020

 

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

Jan 3, 2021

DONE



Ex Libris config overview meeting [III, Voyager and WMS]

Ex Libris

Jan 7, 2021

DONE

 

Configuration meetings

Ex Libris/UC

Jan 8-15, 2021

DONE

 

Draft configuration forms due [III, Voyager and WMS]

UC

Jan 22, 2021

DONE

 

Final configuration forms due [includes EZProxy & Connexion in config case]

UC

Feb 5, 2021

DONE

 

Final Fulfillment Network Group form due

UC

Feb 5, 2021

DONE

 

Test load data and Alma environment delivery - expected

Ex Libris

Feb 19, 2021

DONE

Delivered early on Feb 11 except for UC Merced which was delivered Feb 24.

Primo VE environment delivery

Ex Libris

Feb 26, 2021

DONE

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

DONE



Complete Primo VE review and refine work

UC

March to May 2021

DONE

 

Day 1 Third-Party integrations work

Ex Libris / UC

March to May 2021

DONE

 

Winter quarter ends

 

Mar 19, 2021

 

except UCSD 3/20, UCSF 3/28

Spring quarter instruction begins

 

Mar 29, 2021

 

UCD, UCI, UCLA, UCR, UCSB, UCSC, UCSD, UCSF

Alma / Primo VE Authentication Configuration Completed

Ex Libris / UC

Apr 30, 2021

Done

was March 31, 2021

Alma / Primo VE Authorization Configuration Completed

Ex Libris / UC

Apr 30, 2021

done

was March 31, 2021

Alma SIS Set-up and Testing Complete

Ex Libris / UC

Apr 30, 2021

Done

Completed June 10

Alma functional workshops

Ex Libris / SILS Internal Training Group

March-May 2021

done

Analytics workshop will be held post go-live

Full cutover plan delivered

Ex Libris

May 6, 2021

Done

 

Complete the Go-Live Readiness Checklist [III, Voyager, WMS, CDL]

UC

May 17, 2021

done

 

Complete Day 1 Third-Party Integrations

Ex Libris / UC

May 31, 2021

done



Spring term ends for all

 

Jun 11, 2021

 

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

Jun 11, 2021

DONE

 

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

Jun 11, 2021

DONE

 

Inform EXL if you plan to opt-out of ProQuest Activations at Cutover via your Cutover case [III, Voyager, WMS]

UC

Jun 11, 2021

DONE

 

Confirm that you can access your MFT shares or report issues via your Cutover Case

UC

Jun 11, 2021

DONE

 

Inform EXL if you plan to use a custom domain for Primo VE and the Primo Service page - via your Cutover case

UC

Jun 11, 2021

DONE

 

Download validation tool (or auto-extract kit for Voyager) - varies by ILS

UC

Jun 11, 2021

DONE

 

Review your *Test Load* case notes for changes or expected fixes at Cutover

UC

Jun 11, 2021

DONE

 

Ensure all libraries, locations and vendors in current ILS are reflected in Alma with the same codes [III, Voyager, WMS]

UC

Jun 11, 2021

DONE

 

Submit Scheduled Jobs list [optional for Alma Campuses]

UC

Jun 14, 2021

DONE

 

Technical Services freeze by EOD / 5pm PT or PRIOR based on the date you need to start extracting data [III, Voyager, WMS]

UC

Jun 15, 2021 or sooner, depending on when your data extract begins.

DONE

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

Jun 18, 2021

DONE

 

UCD Law to add library staff users and their roles to UCD Main [UCD Law, UCD]

UC

Jun 18, 2021

DONE

 

Deliver bib files needed for NZ build to EXL [Alma Campuses]

UC

Jun 18, 2021

DONE

 

All data extracts due to EXL by EOD / 5pm PT [III, Voyager, WMS]

UC

Jun 18, 2021

DONE

 

360/Intota reports due to EXL by EOD / 5pm PT [Voyager, CDL]

UC

Jun 18, 2021

DONE

 

P2E file due to EXL by EOD / 5pm PT [III, Voyager, WMS]

UC

Jun 18, 2021

DONE

 

Migration form due to EXL by EOD / 5pm PT [III, Voyager, WMS]

UC

Jun 18, 2021

DONE

 

Field mapping due to EXL by EOD / 5pm PT [only III and WMS]

UC

Jun 18, 2021

DONE

 

Delivered files list due to EXL by EOD / 5pm PT

UC

Jun 18, 2021

DONE

 

Lock-out of Test Load environment by EOD / 5pm PT

UC

Jun 25, 2021

done

NA07 server

Freeze SFX by EOD / 5pm PT

UC

Jun 25, 2021

done

 

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

in progress

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.

Cutover begins

Ex Libris

Jun 28, 2021

DONE

for Ex Libris headquarters, this is Sunday night, the 27th

Download Alma offline circulation tool [Alma campuses]

UC

Jul 2, 2021

DONE

 

Configure related AFN IZ elements in Live Alma institutions [EXL]

Ex Libris

Jul 8, 2021

DONE

 

Configuration freeze in live Almas by EOD / 5pm PT [Alma Campuses]

UC

Jul 9, 2021

DONE

 

Technical Services Freeze in live Almas by EOD / 5pm PT [Alma Campuses]

UC

Jul 9, 2021

DONE

 

Fulfillment Services Freeze in live Almas by EOD / 5pm PT [Alma Campuses]

UC

Jul 9, 2021

DONE

 

Begin using Alma Offline Circulation by EOD / 5pm PT [Alma Campuses]

UC

Jul 9, 2021

DONE

 

[Optional] Download Alma Offline Circulation Tool [III, Voyager, WMS]

UC

Jul 23, 2021

DONE

 

Ex Libris delivers NA07 environment

Ex Libris

by Jul 23, 2021

DONE

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

Jul 23, 2021 to Jul 26, 2021

Done

 

Immediately report to EXL any migration issues found during your testing via your Cutover case

UC

Jul 23, 2021 to Jul 26, 2021

DONE

 

Provide written data acceptance for Alma via your Cutover case

UC

Jul 26, 2021 by 5pm*

DONE

*Internal UC deadline of July 25 by 5pm

Provide written acceptance of your Primo VE environment via your Cutover case

UC

Jul 26, 2021 by 5pm

DONE

 

Fulfillment Services freeze by EOD / 5 pm PT or EARLIER based on the date/time you extract your Fulfillment data [III, Voyager, WMS]

UC

Jul 26, 2021 by 5pm

DONE

 

Provide EXL your Cutover Fulfillment data by EOD / 5pm PT [III, Voyager, WMS]

UC

Jul 26, 2021 by 5pm

DONE

*Internal UC deadline of July 25 by 5pm

Review your Fulfillment Cutover data migration [III, Voyager, WMS]

UC

Jul 27, 2021

DONE

 

Provide written data acceptance for your Fulfillment data via your Cutover case [III, Voyager, WMS]

UC

Jul 27, 2021

DONE

 

Notify EXL you are ready for Go Live - EXL will run Go Live jobs

UC

Jul 27, 2021

DONE

 

Upload Alma offline circ files to Alma - note: can also be done post Go Live

UC

Jul 27, 2021

DONE

 

SILS Go-Live with Alma & Primo VE!

UC

Jul 27, 2021 

done

UCLA and UCSF went live on July 28.

 

Begin creation of premium Alma and Primo VE sandboxes

Ex Libris

begin Aug 8, 2021

done

delivered 8/13

 

Preparations for switch to support

SILS Team

Aug - Oct 2021

Done

 

 

Complete Version 1 of the Alma and Discovery Switch to Support Readiness Checklist

UC

Aug 30, 2021

done

 

 

After reviewing the completed forms, EXL will provide updates for "Version 1" in the project status update meeting

Ex Libris

Sep 13, 2021

done

 

 

Complete Version 2 of the Alma and Discovery Switch to Support Readiness Checklist

UC

Sep 20, 2021

done

 

 

After reviewing the completed forms, EXL will provide updates for "Version 2" in the project status update meeting

Ex Libris

Sep 27, 2021

done

 

 

Complete Version 3 of the Alma and Discovery Switch to Support Readiness Checklist

UC

Oct 11, 2021

done

 

 

After reviewing the completed forms, EXL will provide updates for "Version 3" in a meeting

Ex Libris

Oct 18, 2021

done

 

 

Switch to support readiness completed

SILS Team

Oct 18, 2021

done

 

 

Delete AlmaAdmin user in NA07 environments for early adopter Alma campuses prior to Switch to Support

Ex Libris

Prior to Oct 25, 2021

done

 

 

Delete AlmaAdmin role profile with admin user roles in NA07 environment

Ex Libris

Prior to Oct 25, 2021

done

 

 

Register for the Ex Libris Knowledge Accelerator Program (to attend a cycle after Switch to Support)

SILS Team

Registration available as of July 21

done

 

 

Switch to support / meeting with Ex Libris

SILS Team

Oct 25, 2021

done

 

 

Post Switch to Support: Attend "Knowledge Acceleration Program - Cycle 7" sessions (on Wednesdays)

SILS Team

Wednesdays Nov 3 thru Dec 15

in progress