P2E Recommendations for Vanguard

Legend: NOT STARTED IN PROGRESS STALLED DECIDED

Recommendation

• For SCP data in institution’s ILS, see Preparation of Campus SCP Data - Vanguard . 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. 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.

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