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Alma_Implementation_slides_May06_2016
- 1. Moving to Next-Gen in 6 Months: A Journey to Alma/Primo after 15 Years with Voyager Hong Ma, Ling-Li Chang, Margaret Heller, Ursula Scholz Loyola University Chicago May 6, 2016
- 2. Agenda • Introduction • Quick review of library automation history, why next-gen? • Project overview • Data migration overview • Functional areas
- 3. Loyola University Chicago Libraries 3 • Four Campuses: Lake Shore, Water Tower, Health Sciences, and Rome in Italy. • Three Separate Library Administrations: University Libraries (three libraries, two archives & special collections, an information commons, and a storage facility), Law Library and Health Sciences Library. • 1.5 million print volumes, 3,276 print subscriptions, 626,850 ebooks and 135,812 e-journals. • Three major digital collections management platforms with many objects. • 37 staff, 34 Librarians, 98 student workers
- 4. Voyager (Acquisitions, Cataloging, Circulation) Voyager SerialSoluti ons ERM 360 LinkResolver E-resource KB Disintegrated Library Systems Digital Collection Management (contentDM) IR (eCommons) Alma Silos Legacy ILS Platform Discovery Layer Primo Discovery Layer/WorldCat Local OPAC/WebVoyage 4
- 5. Agenda • Introduction • Quick review of library automation history, why next-gen? • Project overview • Data migration overview • Functional areas
- 6. 2014 2015Dec Jan Feb March April May June July 2015 Contract signed Dec 10 Kick-off Jan 16 Onsite Functional Workshop April 20 - 23 Alma Production with Test Load March 16 Consultation Go live Switch to support July 22 Pre-implementation phase Dec 10 – Jan 16 Weekly Project Status Call Feb 6 - Sep 22 Additional Weekly Functional Call Aug 15 - Sep 17 Watch online training videos 2014 Onsite Analysis Jan 26 - 27 Primo environment April 16 Aug Sep Sep 10 Sep 18-22 Aggressive Timeline Cutover (Freeze &Load) March 31 - Sep 18 Alma Certification Training July 10 - 21
- 7. Library project team and collaboration Project manager Executive group Functional groups Access Services Acquisitions and Resource Management E-resource management Primo/Discovery Systems Electronic resources access and troubleshooting group Library departments/other committees
- 9. Agenda • Introduction • Quick review of library automation history, why next-gen? • Project overview • Data migration overview • Functional areas
- 10. What we did before migration • No time for cleaning up • Get ourselves familiar with migration process • Define libraries • Consolidate locations • Created “DELETE” locations for libraries, map non-use locations to “DELETE” locations (CDELETE, HDELETE,WDELETE) • Purge expired patron records in Voyager • Identify things for post-migration clean up
- 11. Data Migration Data Sources • Voyager Data • Serial Solution E-resources data Migration process • The test load cycle • The final cutover cycle Areas to be migrated once • Libraries • Locations • Vendors Things can’t be migrated • Unfulfilled hold requests are not migrated to Alma • Historical loan transactions are not migrated to Alma
- 12. System Configuration Training Videos/Weekly calls Essential Document ation Forms • Migration Form • P2E file • Configuration Form Test Load (initial set up) Implementation Cutover System configuration starts at test load and gets revised continually Revising Process • Getting Ready for Alma Implementation • Voyager to Alma Migration Guide • Voyager to Alma AutoExtract Migration Guide • Electronic Resource Handling in Alma Migration • Alma Resource Management Guide • Alma Cutover Process
- 13. 2014 2015Dec Jan Feb March April May June July 2015 Contract signed Dec 10 Kick-off Jan 16 Onsite Functional Workshop April 20 - 23 Alma Production with Test Load March 16 Consultation Go live Switch to support July 22 Pre-implementation phase Dec 10 – Jan 16 Weekly Project Status Call Feb 6 - Sep 22 Additional Weekly Functional Call Aug 15 - Sep 17 Watch online training videos 2014 Onsite Analysis Jan 26 - 27 Primo environment April 16 Aug Sep Sep 10 Sep 18-22 Aggressive Timeline Cutover (Freeze &Load) March 31 - Sep 18 Alma Certification Training July 10 - 21
- 14. Functional Workshop • Reviewing implementation, configuration decision • Ensuring that all processes are working as expected. • Help to determine localized workflows • Acquisitions • Resource management • Fulfilment • Integration between alma/primo • Integration with third party systems • Assist to revise the migration/configuration decisions.
- 15. Cutover • Freeze work in technical services • Final data migration from voyager to Alma • Publish Alma data to production Primo environment • Freeze all activities in Voyager including circulation (use offline CIRC in Alma ) • Extract & load Circ transactions and patrons. • Load Alma off-line circulation files to Alma. • Final tests
- 16. 2014 2015Dec Jan Feb March April May June July 2015 Contract signed Dec 10 Kick-off Jan 16 Onsite Functional Workshop April 20 - 23 Alma Production with Test Load March 16 Consultation Go live Switch to support July 22 Pre-implementation phase Dec 10 – Jan 16 Weekly Project Status Call Feb 6 - Sep 22 Additional Weekly Functional Call Aug 15 - Sep 17 Watch online training videos 2014 Onsite Analysis Jan 26 - 27 Primo environment April 16 Aug Sep Sep 10 Sep 18-22 Aggressive Timeline Cutover (Freeze &Load) March 31 - Sep 18 Alma Certification Training July 10 - 21
- 17. Agenda • Introduction • Quick review of library automation history, why next-gen? • Project overview • Data migration overview • Functional areas
- 22. Fulfillment Unit 2Fulfillment Unit 1 TOU TOU TOU TOU • Terms of Use (TOU) are groups of policies, such as loan periods and overdue fines, that apply to certain patron groups. • They are then attached to fulfillment units, which are groups of locations with similar policies. • TOUs can be used by more than one fulfillment group • There are 3 kinds of TOUs: loan, request, and booking
- 23. This is a fulfillment unit This is a TOU
- 24. Where is all of the stuff on the configuration form going? • Most (but not all) policies are part of the terms of use • Some policies are configured under the circulation desk • Hold shelf policies • Printing policies • Fine payment policies • Some are configured under the library • Opening hours • Lost and overdue notice intervals • Some are system-wide • Block preferences • User groups • Text for notices (as well as sender address)
- 25. Some things to remember • The configuration is actually a lot more flexible and customizable than the form implies, which ExLibris doesn’t make clear • It’s smart to focus on streamlining your policies, but you can add more fulfillment units later; you are not limited to the 5 that the form limits you to • The policies that are system-wide will have to be unified; that can’t be changed • Focus on understanding Alma terminology. Learning the vocabulary is 3/4ths of the battle.
- 27. Everything is different Unified process for managing all type of resources • Electronic resources can be managed within Alma • Name and subject authorities in Alma Community Zone No provision for separate “owning libraries” New concepts for holding & item records • Physical inventory (holding & item) or electronic inventory (portfolio) • Holding record plays a limited role • One holding record for multiple copies of same location • Every physical item ordered/received gets an item record created Missing functionality such as serials check-in and claiming Item statuses & back-office locations are replaced by work order processes
- 28. High priority record cleanup • Issues with item barcodes (empty barcode, non-unique barcodes, multiple barcodes ) • Inconsistent format of item numbering e.g. v.1, vol. 2, vol.3 (harder to do in Alma!) • Location in item record doesn’t match location in holding record • Items with a Voyager item status which will be migrated to Alma process “Technical–Migration”, e.g. Cataloging Review, Withdrawn • Issues with LC type call number • Issues with e-resources records
- 29. Top 10 setups for back office work Integration profile for OCLC Connexion External Search for WorldCat Import Profiles (on order records, shelf-ready books) Item Description Templates Ledgers and Funds finalized Vendor EDI profile setup Labeling setup Normalization rules on saving records Merge rules on overlaying records Templates for BIB, holdings and PO lines
- 30. Work orders • Acquisitions-Resource Management Workflow Example
- 31. Tips and Lessons Learned • Good to consolidate locations (We reduced number of locations from 260 to 88) • Wish to have tested acquisitions more thoroughly before cut over o Invoices with invoice total amount being zero failed to migrate (Test load statistics didn’t report them!) o reporting fund migration o standing orders • Wish to have more solid understanding of e-resource conversion process(P2E ) • Pre-migration cleanup may not be necessary, in some cases post migration may be easier to do in Alma • Everyone, old and young, can learn new tricks! • All staff participation is really helpful!
- 33. Primo Implementation and Testing PROTOTYPE • Ex Libris Team • Systems Staff • Data checking group TESTING • Web Team • Primo Team REVIEW • Primo Team • Reference Staff Data Testing Interface Testing Outreach and User Education Primo/Discovery Team Division of Labor Implementation Process
- 38. Highlights/things we found very useful • Functional workshop on April for analyzing workflows • Weekly functional calls besides weekly project management calls • Tuesday focuses on functional topics • Friday focuses on project progress • Extra Ex Libris Consultant Service after going live before switching support • Strong recommendation to have Alma certification training at much earlier stage.
- 39. Continually setting things up • Resource Management • Authority control • Publishing profiles in multiple campus environment • Publishing to OCLC • Publishing to PubMed • Continually harvest/enhance content for Primo discovery • eComments de-duplication • Harvest content from contentDM • Harvest content from LibGuides etc. • Integration and Interoperability • Single-Sign-On for Primo and others like ILLiad, EzProxy • Alma integration with financial system • Alma & ILLiad integration
- 40. Hong Ma hma2@luc.edu Ling-Li Chang LCHANG@luc.edu Margaret Heller mheller1@luc.edu Karen Cherone kcherone@luc.edu
Hinweis der Redaktion
- Today, we are going to share our experience of Alma/Primo migration after 15 years’ use of voyager. My name is Hong Ma, Head of library systems also project manager for the Alma migration. Ling-Li Change, Head of Monograph Acquisitions and Cataloging, Lead on implementation of Resource management and acquisitions Margaret Heller, Digital Services Librarian, Lead on Primo implementation Ursula Scholz, Head of Access Services, lead on Access Services implementation
- Traditional legacy ILS system no longer able to handle increasing complexity of library collections .Aging legacy system: Libraries on average operate legacy ILS system for about 10 years, in our case, it is more than 15 years. Marsh Breeding named the next generation ILS to Library Services Platform (LSP). LSPs aim to provide more comprehensive approach to manage library collections as a promising move. It starts an initial step into rebuilding systems in alignment with library reality. It is the time for libraries to take the most forward-looking process to start picking up next generation automation system. LSPs emphasize managing library collections through shared metadata rather than traditional local bibliographic database. Most libraries especially academic libraries are in the stage of creating technology infrastructure component in tune with the libraries’ strategic needs. Organization requires a well-designed, maintained technology infrastructure to carry out its mission effectively and efficiently.
- Reviewing implementation, configuration decision Ensuring that all processes are working as expected. Help to determine localized workflows Acquisitions Resource management Fulfilment Integration between alma/primo Integration with third party systems Assist to revise the migration/configuration decisions. Cutover Freeze work in technical services Final data migration from voyager to Alma Publish Alma data to production Primo environment Freeze all activities in Voyager including circulation (use offline CIRC in Alma ) Extract & load Circ transactions and patrons. Load Alma off-line circulation files to Alma. Final tests
- Project Manager -serves as the primary contact with Ex Libris project manager and manage library implementation team. Executive group - focused on policy, vision, planning, coordinating, and decision-making Functional groups are responsible for the detail configuration, workflow for the functional areas. We have overlapping between groups and also make sure participation from branch libraries. Additional group, Electronic resources access and trouble shooting group was created midway through the implementation process. Other library departments/committees also get involved/communicated in the specific implementation or training stage.
- Due to aggressive timeline, we don’t have much time to accomplish massive clean up before the migration. So we had to be effectively plan the migration and design a efficient way to organize things and identify some potential tasks for post clean up. To complete the migration form, we redefined our libraries. For the Location Mapping tab, we created a couple of “deletion” location for each branch library to map these locations in the voyager system we no longer need.
- Reviewing implementation, configuration decision Ensuring that all processes are working as expected. Help to determine localized workflows Acquisitions Resource management Fulfilment Integration between alma/primo Integration with third party systems Assist to revise the migration/configuration decisions. Cutover Freeze work in technical services Final data migration from voyager to Alma Publish Alma data to production Primo environment Freeze all activities in Voyager including circulation (use offline CIRC in Alma ) Extract & load Circ transactions and patrons. Load Alma off-line circulation files to Alma. Final tests
- Reviewing implementation, configuration decision Ensuring that all processes are working as expected. Help to determine localized workflows Acquisitions Resource management Fulfilment Integration between alma/primo Integration with third party systems Assist to revise the migration/configuration decisions. Cutover Freeze work in technical services Final data migration from voyager to Alma Publish Alma data to production Primo environment Freeze all activities in Voyager including circulation (use offline CIRC in Alma ) Extract & load Circ transactions and patrons. Load Alma off-line circulation files to Alma. Final tests
- The configuration form needs to be filled out at the start of the process, before you are able to look at the back-end of the system at all. Each line of this spreadsheet will populate a “term of use”, which are then collected into fulfillment units. The line highlighted here is shown in Alma in the next slides.
- This is where the TOU appears within a fulfillment unit
- Here is the actual terms of use
- I am going to talk about our implementation experience with resource management & acquisitions.
- We knew Alma would be quite different from Voyager but we didn’t expect it to be completely different in almost every area. We love many features of Alma. One example is Alma’s unified management environment. We can manage e-resources and do authority control within Alma. We had a hard time adapting to some of the changes. For example, Voyager can restrict staff permissions based on “owning library” so each library (Law, Health Sciences and the University Libraries) can have its own bib records and completely separate workflow. Alma bib records have no ownership. We continue our separate “owning library” practice but have to rely on staff to manually check the local field for “owning library”. Alma’s “inventory” concept took us a while to get used to. Starting from on order items, Alma needs an item record in order for physical resource workflow to work well. It even creates item records for future predicted issues a year ahead. We also found that the Alma holding records play a less prominent role. A holding record may be deleted automatically when an item record is deleted or updated with a different permanent location. Also, Alma has limited options for manipulating and reporting holding information. Two import functions for print serials (predictive check-in and claiming) have serious flaws. Alma’s check-in prediction pattern creates an item record for every predicted issue a year ahead and that is confusing to the users in the discovery interface. Alma identifies order lines which may need to be claimed only on the title level, not on the issue level. “Work orders” is another challenging transition for us. The purpose is good but it is complicated to put it to work.
- We didn’t have time to do cleanup before migration so we identified some high priority ones to start with before and right after migration. The item barcode issues (empty barcode, non-unique barcodes and multiple barcodes) will cause problem for fulfillment so we cleaned them up as quickly as we could. Inconsistent format of item numbering (called item description by Alma) may result in very messy display of multiple items of a title in Alma and in Primo. It’s good to clean them up for better user experience but they can only be done one by one. It is comparatively harder to do after migration because you can open only one item record at a time with Alma. However, very few libraries had the time to clean them up before migration. Holding and its items have unmatched locations. The migration process takes the item permanent location as the location in the migrated holding and item records so a holding record may be split into multiple due to different locations in use by its items. If an item has a back office status (such as withdrawn), the migration process will assign it an Alma status called “Technical Migration” and display it as “not available”. The problem with them is if a withdrawn book is returned at a service desk, Alma will clear the “Technical” status but will not alert the desk operator to forward the book to Cataloging to un-suppress the record. We have serious problems with our LC type call numbers for older books because we used multiple subfield i’s for call number in holding 852 field. We are cleaning them up one by one whenever we can; there is not a batch way to do it. We did a lot of cleanup for electronic resources after migration. We had a good strategy to selectively migrate Voyager records to Alma electronic inventory but we still had a lot of cleanup work to do post-migration due to unwanted 856 URLs and lack of provider name in 856 field.
- This is my top 10 list for getting ready for real acquisitions and resource management work. All of the institution level setups require administrative or managerial permission but individual operators can create their private templates. OCLC Connexion and WorldCat External Search are set up by ExLibris during implementation so they are really easy. We do a lot of batch processes for our YBP shelf-ready books and for ebook vendor records. Import profiles were high priority to set up so that we could push through bulk of work in Alma. Our experience with Voyager bulk import had helped since the setups are similar. YBP and ExLibris Project Team were both very helpful to guide us through the setup process. The hardest part for bulk import was to figure out the overlay and merge behavior of the out-of-the-box merge rules; they were odd. After ExLibris gave us full administrative permission, we created our own merge rules and then it became much easier to test and troubleshoot. In Voyager we batch loaded EDI invoices from YBP, EBSCO and Hein. Our Law Library is the first Alma library doing EDI invoicing with Hein! It took a lot of testing and communication with Hein and Ex Libris. We didn’t test EDI with YBP or EBSCO until we went live with Alma; they both went smoothly. For labeling we installed and configured SpineOMetic API (developed by Boston College Library Systems) to work with Zebra printers to print call number labels. Templates are easy to create and use. They help cut down keystrokes and input data correctly. We created several shared and private templates for bib, holding and PO lines soon after we went live.
- Here’s our current workflow using work orders.
- We are happy that we finalized how we wanted to migrate the libraries and locations early on and used the migration process to consolidate locations. It’s difficult to delete a location in Alma. We wish we had tested acquisitions migration result more thoroughly. We had many informational invoices in Voyager which had journal subscription prices in invoice lines but the invoice total was zero because those subscriptions had been prepaid. Invoices with zero in total amount were not migrated to Alma. Migration options for Voyager reporting funds and standing orders were hard to understand. We chose one option for test load and another for production load but wondered if we could be better off with a different option. We wish we had more understanding of the P2E conversion process. For example, we cleaned up some 856 URLs in Voyager BIB records but didn’t realize we should have also cleaned up the 856 URLs in the associated holding records. It is easy to create record sets and run batch job against the set in Alma so some data cleanup may actually be easier to do in Alma. It’s good to find out what Alma data can be searched for to create sets before migration to be sure. After we went live, we felt very proud of ourselves and felt confident that we can learn anything and deal with any change. It really helped to have all acquisitions and resource management staff members watch Alma training videos and participate in workflow discussions.