2020-11-05 Meeting notes KICKOFF

Kickoff - Marci

• The Ex Libris implementation & PM team all report to Melissa Hilbert. Marci shared slides showing team members and escalation paths.

• Training has already started. It is happening throughout the project and after go-live.

• Largest piece of project is from Alma delivery Feb 19 to cutover planning done by June 30.

• Currently, we have standard sandboxes with generic data (2 IZs and 1 NZ) - primarily used for training and testing; Following go live, we’ll get premium sandboxes with UC data. You want your system stable and the data the way you want it before the copy of your data is made for the premium sandbox.

• Alma/PrimoVE - production: Work during implementation is done on Production (for existing alma’s, it’s a copy of your production instance). Data is reloaded at cutover.

• Alma Configurations: Access to some configurations will be provided to those campuses who have completed Alma Certification. Existing Alma campuses are excused from this requirement.

• Marci discussed the certification requirements with ExL project team and Professional Services management - and revised the requirements a bit to make it easier: 

  • Alma Certifications

    • Existing Alma campuses are excused from the Alma certification requirements.

    • For any new campus, they must have 1 person certified in Alma by Test Load completion for us to deliver the Alma environment with open configurations.

    • For any new campus, they must have 2 people certified in Alma by Go Live.

    • Follow-up question from yesterday: The NZ will have the same new campus requirements as above.

  • Primo VE Certifications

    • Existing Primo VE campuses are excused from the Primo VE certification requirements.

    • For any campus new to Primo VE, they will need to have 2 people certified in Primo VE by Go Live.

  There are quite a few configurations that staff will still have access to - so it’s not completely restrictive.ExL team will be providing a list of what is configurable or not if/when configurations remain locked.

• Integrations: review documentation and resources with your IT staff. Critical integrations are Authentication and Patron Loader/SIS. Prioritize other go live “must haves” Additional integration sessions will be scheduled as needed. Feb - May is integrations config and testing.

• Migration cutover: See the Alma and Discovery Cutover Process documentation for detailed info.

• Go Live: Start using the system and running jobs. Staff are now using Alma for day to day activities; patrons have access to Primo VE. You are using the system; your patrons are using the system.

• Post Go-Live: Knowledge Acceleration Program - live webinar program for institutions up and running within the last 6 months; live sessions with Q&A focused on optimizing the system. Timing would be after switch to support. 1 hour/week. Possibly late fall or early spring.

• Marci did a tour of Basecamp.

Kickoff - Laurie

• Test load preparation:

  • MFT is a file transfer infrastructure. Ex Libris sets up MFT sharing for us. We provide contacts to include.

  • Laurie will validate UCM’s WMS extracts with internal ExL tools. Others can validate on their own with the tools provided.

  • Validated draft due Dec 7

  • Validated final due Dec 14

Field mapping

• No field mapping form for CDL!

• See instructions for other institutions

• P2E files from UCLA and III campuses; WMS will be discussed during Migration meeting.

• Manually upload P2E files to MFT (text file with bib ids in your ILS; means physical to electronic; the physical bib flips to an electronic format)

ILS data extracts

• All campuses; only bib records required from Alma campuses and CDL IZ.

• UCLA to transfer from server to MFT. All others to manually upload.

Delivered files list

• All campuses except UCLA.

• Excel spreadsheet to record delivered file names and other details so consultants can check it against the data extract files.

360/Intota reports and migration form

• UCLA

• CDL for 01UCS_NETWORK

See cheat sheet for deliverables required.

Migration process

• Building the NZ: provide load order of bib records. At vanguard UCLA was first. If bib record had a valid OCLC number it became the master record. The next campus UCSD was matched against UCLA.

• Migration process for non-Alma campuses (IZ): live environment and configs will be copied to a new environment

• IZ to NZ linking: run on all IZs except the CDL IZ. Uses OCLC ID subfield as match point. IZ records get linked to NZ and inherits fields. Include original bib ID in a local field. Add local extensions (subfield 9 with the word “local”) to keep all local tags when the NZ record comes in.

ExL delivery of Alma test load

• Laurie gets notified when it’s ready. Laurie looks for glaring issues. Laurie approves it to be copied to the prod environment.

• Laurie sends notification of how to access your environment and sends details about any issues with migration.

• Vanguard environment is going away. A brand new environment is coming. Laurie thinks of the environment as a container. Test load “container” will have your data; ExL will set initial configs based on your config form. At cutover, you have the same container, but the test load data is eliminated. Configs are retained and new data is loaded into the container.

• Report issues in Basecamp and Laurie will ask you to open a SalesForce case if needed.

Questions for Ex Libris

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Q: For the project schedule - could you briefly talk about the freeze period, such as how long and when?

A: Covered in the Cutover process documentation. How long depends on the test load – depends on the complexities; how long things take to load. Starting from go-live, we’ll work back from that date based on your test load.

Q: We have MARC records loaded into Primo VE that are from CDL and we don't want them to migrate. What do we need to do to prevent that from happening? (UCSC)

A: They won’t migrate over since they are only in Primo VE. Only records from Alma are coming over. What did UCSB do? UCSB is on Primo backoffice so it’s different than the existing Almas on PrimoVE. Do they have a tag that can be identified to exclude? Is it the same for all campuses. UCSC put a specific tag to identify these records.

Q: Could you please confirm that "IZ to NZ linking", part of migration progress, will not contribute IZ bib to NZ if the match is not found in NZ? A: Yes.

Q: We are on Alma and have been hearing that data extraction will mainly be for "Resources", (bibliographic records, holdings, items). What about acquisitions data (purchase orders, invoices, etc.)

A: Bib records are used to build the NZ. The live Alma environment will be a copy of everything.

Followup: Some of the SCP records also have individual campus inventory, so they can't be excluded completely. Laurie responded that ExL will have to consider this.

Q: is the MFT different for test load than for vg?

A: Exact same share. permissions expire so before migration meeting, Laurie will extend the time period and ask you to confirm you can still access it. Except for CDL IZ which will have a different share.

Q: Can you please explain a bit more about vanguard campuses uploading pre-existing field mapping forms for Test Load?

A: When you open the data validation tool, you can import the form to avoid recreating everything.

Q: We've been discovering that there are a lot of tasks we'll need to do in the UC Network Alma environment (NZ) (that are not possible to do in our local environments). Do we know yet how access to the UCS Alma NZ will be distributed in test load or go-live? Or is that up to us?

A: ExL gave admin login access to NZ admins and left it up to UC to decide who gets access to the NZ. Alison Ray created staff accounts for everyone who requested access. Laurie speculated that accounts should be retained from test load at cutover. Laurie will confirm NZ accounts are retained at cutover.

Q: Could you confirm that CDI will be enabled for test load?

A: Working on CDI for Test Load.

Parking lot

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TOTAL

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