Alright, I'll go ahead and get started then.
So I just wanted to say I have a couple of guest presenters today to
Joe Ricky from buff state and
Maggie from from SUNY, but she was should the providing the Oneonta perspective are going to give you some, you know, some
Information about the the process from the campus perspective at at the end of the presentation. So as always, feel free to unmute yourself and ask questions or ask questions in chat and I'll be monitoring chat throughout
So I'll go ahead and get started.
So just a quick update on where we are with banner and Alma
So there's been a fair amount of progress with more and more campuses getting this working 11 of the banner campuses using the seacoast application have
successfully tested banner all my integration and then five non non banner campuses have have tested as well. And then there's several that are very close to having this setup. And I think, you know, I'm sharing those numbers, mostly it because you know I think your IT department will
You know, get a little bit better information and there's more known issues and fixes released or
You know, the quicker pointing to the documentation from seekers. So if you know your your IT department was
Waiting so that they weren't on the cutting edge of this I think now's a good time. And, you know, so just, just let us know when you have an XML file.
And then we can certainly help you, Gail. And I've looked at a lot of a lot of files for campuses and I would say if you haven't tested as as synchronization in your test system.
Definitely work with us on that because it's a good idea to run the synchronization on a small group of users so that if there's some unintended consequences.
That you only have a few users who are affected or a small group of users, rather than, you know, updating hundreds or thousands of patron records.
So, you know, obviously. I know there are some obstacles at campuses where there might not be the it bandwidth
And, you know, let us know if there's anything we can do to help with there but you know I do understand that sometimes you just need to get on the schedules of the people who can do this for you.
So we'll continue to help out campuses to test that after go live. The timing is getting really short that unless you're a group for campus.
You know, maybe, maybe group threes is pushing it that you really don't have more than, you know, a few days left to to run this in your test system we have been working with
X Libra is that if if you're very close to testing will check with them to see, you know, have they copied your environment to production or, you know, where are you
Exactly in that process. And if we can, you know, get back a couple of days to try testing will do that. But you have to be, you know, really ready to to do that for us to ask
Them to you know put you lower on the priority list of or lower on the list for being copied to a production server, which means that you would be losing access to your test environment.
Just a quick update on where we're at with primo speed and responsiveness. So we've had one meeting with the VP of discovery and then the product manager for primo v.
Two start engaging on speed improvements.
Last week, they actually just released a speed enhancement to all of our environments. And then as part of our meeting with with the you know the the higher level management at x Libra is
What we had not heard yet from our implementation team that that the X Libra management shared was that they do expect speed improvements that will come as a result of going live
Just because of how the system is built, the more searching and live searching that happens against it, the more speed improvements, you know, I'm not promising anything there. But that was at least a different
You know, different perspective than we had heard from from our consultants.
And Sunni and the SLC discovering Working Group will be working together to monitor
speed improvements and then also to escalate issues with ex Libra so that
We continue to improve improve speed responsiveness.
As much as we possibly can, as fast as we possibly can and then to keep it an issue that is that is, you know, seen as is very important from X Libra. So I'm not suggesting they don't see it that way now. But, you know, we will keep
We will keep working with them on this so you likely see things a little bit faster. And, you know, just keep an eye on it. And if you see any really persistent issues.
Let us know submit a live answers ticket and we can add that to some of our development cases. And then all of a and we can also add it to discussions, we're having with the excellent risk management on that.
So I posted this to the institutional leads. So this may be new, or maybe duplicate or redundant information for many of you, but just want to make sure I'm sharing it out more broadly.
So we developed a resource sharing rollout plan in coordination with the access services and resource sharing group and then the LSD Task Force approved after reviewing
Campuses will go live in borrowing for resource sharing at their alma primo go live date unless you get, you know, you can choose to turn off borrowing yourself or you can use
You know configuration to point borrowing to your, your ILLiad web form in the in the interim, that that's really up to you. But we're assuming that that most campuses are all campuses will be going live and borrowing when they go live in all month primo
However, only a small percentage of the campuses will be going live in lending at at their, their normal go live right now, group one, there are
I think 12 or 13 campuses that are live in Alma and primo. And right now there's only two two lenders and thanks to both state and Brockport for being that, you know, out in the vanguard there and helping out so
Group to should be, you know, live mid next week. So you'll see more than that, too, and will will grow up to about 10 by the time we're all live 10 or 11 by the time we're all alive.
In early July. And then there's this link to the schedule that we will ask campuses to go live and lending in phases, so that you're
You know that you're providing excellent service and that you're ready to do that will happen throughout July and then into, I think the first first week of August as well. So thanks to the access services and resource sharing group and and Tim from the Sunni team, there were
Several resource sharing sessions before cut over began and you know we're planning on helping those campuses in the schedule to, you know, to be comfortable going live with lending when they're, when they're at that point in their schedule.
And then just submit a live answer is if you have any requests for adjustments in your
In your place on that schedule of campuses going live on lending you certainly could go earlier if you wanted to, but just let us know because we want to coordinate that as much as possible because we are pushing out Rodas which are kind of the, the holdings groups.
Based on who we know is live.
Any questions on that.
So with that will have wrote a management, which we plan on doing going forward as well. So from
The group one go live until all of the campuses are live.
We're going to manage one Rota that will have 10 campuses and that you know that will grow from the current two to 10 as those campuses are going live and then we'll distribute that one Rota to all of Sunni from the network's own
And after we're all alive and moving into
You know, kind of normal operations.
We will then distribute routers that are based on ELD hubs. So eastern, western and then you know downstate or New York City distributed from from the network zone and
We'll also have wrote an assignment rules or you'll need to have road assignment rules and we'll set those up for you.
If you want more information about what we're doing. Just, just send us a live answers request and we'll, you know, engage with you, but will communicate out about how we're doing that so
You know this is kind of our first pass at it and i think you know there's there's trade offs to anything we do with Rodas so so the one positive about the
About the approach we're taking is that this is really user focused and getting things as fast as possible.
You know, since we all have the same loan periods. What really matters is speed, getting the the book there the fastest that we possibly can.
And, you know, since ELD hubs, obviously, once you start to move from hub, the hub. It adds one to two days, at least on to
The transit time. So we want to keep as much as possible in hub. But what will lose with that is the ability to do a lot of manipulation or much manipulation with load leveling so so Alma
Does not have load leveling as part of the road and management and and honestly, very few resource sharing systems do
So we'll have to try to manage load leveling from a you know a reactive standpoint, so we'll, we'll, we'll try to do that as much as possible, but just kind of bear with us as we as we get going with this. Any questions on that.
So that's something that, you know, we will distribute and then you can, you know, we'll, we'll help you set it up or we'll set it up for you so you really don't have to worry about that too much. Now, as far as the road is
So, an issue that we've seen in testing and that we just wanted to kind of point out with with resource sharing is especially if there's only a small group of libraries that are available to lend in that are active.
And then also there's a lot of inventory with
The group one, group to and then very soon. The group three libraries will have their inventory in the or link to the network's own, is that right now if you
If your user were to submit a request the locate would fail, and then you would either have to, you know, take one of three approaches is that you could set up auto cancel is a cancellation, which would you know if you have the email.
Exporting to Elliot working that would push it into Elliot quickest, or you can manually cancel those or you could rerun the locate locate process as new libraries are being being added to the Rota
So there's trade offs with everything. If you put the auto cancel more things are going to get pushed out to that cancellation process to to Elliot
But you know your users will see the best service through that if you manually cancel them, then you know you'll be able to kind of keep an eye on it, but
You know, you would you would need to be there to cancel those and you know keep keep things flowing for your, for your patrons and then if you hold the requests and rerun positive. Is that your, your patrons would get a an extended loan period, the Sunni loan period.
But they might get a slower turnaround time and pushing it out into Elliot or canceling or whatever you might might have as your workflow Tim put together a pretty good FAQ that's linked here or the link is here and I'll share the slides. Shortly after, when I share the recording.
To
You know, kind of work through each of the options and how to how to set them up.
And an update on our testing with or Tim's you know he's other people have been helping him but Tim's really been leading on this. The Iliad email or the alma to really an export feature, which is how Alma sends requests into Iliad. So that's where if something fails or cannot be filled.
It gets transferred to Alma or Iliad.
Via the email import feature.
So what we've been finding is that it adds characters before
Or I'm sorry adds characters after values.
And it looks like the copyright symbol is is causing that because of just kind of the code that is the that is inherent in that copyright symbol and our initial testing this is happening a pretty significant portion of the time 25 to 30%
And, you know, we've we've gone back and forth with Atlas and we've actually bris and it's really kind of something that you know if you're if you're Iliad.
And you're hosted by OCLC which are not hosted but your, your licenses with OCLC which is I think all Sunni's contact. OCLC support to see if you can get any help with resolving that that issue.
And then I know Tim has been working on on getting this kind of setup and hopefully we can share an example of how to do this, you can. And this is what Cal State system did
For the most part, is that you can transfer request from Alma to Iliad.
Or kind of give the user the tool to easily put that information into Iliad, which is an open URL link where they click on the link login to Iliad.
Or, you know, the be prompted to login to Elliot, and then they can just submit the request because the form will be pre populated with the metadata from that cancellation.
So Tim's working on that. And he'll have an FAQ out relatively soon. If you're like, Well, I don't want to touch 25 to 30% I want to leave the you know the option to the to the user to submit that request on his or her own
Any questions on any of that. I'm going to, you know, apologies to those who were in the SUNY library consortium.
Meeting earlier this week mark McBride and he gave a couple of presentations and a
Q AMP a session on this, but I just wanted to run through I've been talking about this throughout. And I want to just kind of talk through
Support after go live. And then SUNY shared library services and give everybody as much information as I possibly can.
So just kind of one of the things that we're doing is trying to assess and and acknowledge and kind of think about how much
training and support has been happening in the last couple of years and kind of that surge of training and support.
So this is kind of a review of what has happened in the last roughly 18 months, a lot of training and, you know, thanks to the many campuses, who have participated in
A lot of this. I think you're, you know, you're you have definitely benefited we've benefited from the feedback that you've given us but you know 16 days 16 full days in person training, lots of documentation of workflows and these are really conservative estimates of 225 hours of webinars.
We've done over 300 hours of small group and one on one sessions. I think it's probably more like 500 or 600 but I can only document 300 we weren't necessarily logging every hour that we got on a call with a campus to work through something
And you know 175 people went through pretty rigorous certification process, we developed six courses every day 50 to 75 questions or more answered by X Libra or somebody who was
On contract with Sunni, for some reason, so you know where we're listening this mostly to show you that there's a major amount of surge that has happened of training, support and it's something that we are not going to be able to sustain beyond July.
So I want to talk a little bit about what's coming after and, you know, just that we will not continue in the way that we we have
Because you know if if if your library hasn't taken advantage of, of all of the support of the last 1818 months or the training, then I think you know that that probably means that there is another option that you might want to take
So we knew, you know, lots of campuses were asking us how can we get more help. How can we, you know, how can we transition into
Some someone, and it wasn't necessarily always Sunni as part of the discussion.
Do more for our campus. So that's why we developed a shared service rather than trying to keep moving forward with a model that would be only system like like oldest has been for a long time. So,
Developing a shared service allows more responsiveness and the ability to scale up the Empire State Park partnership allows us to bring people on on on board pretty quickly.
And that we can grow staffing were in the system administration office. There's really not any desire or ability to add groups of staff. We have that partnership with empire state now.
And then what we didn't want to do is say, well, let's only get three or four people for
You know, just the minimum amount of, you know, baseline baseline core services, knowing that many soon, he's wanted something
More than that many soon. He's don't want anything more than that. And I think we need to acknowledge that as part of being responsive, is that we need to develop services that not everyone wants, but only some of you want
But you know there are groups and there are affinity groups that we can certainly work with on this.
And the sustainability, part of it is that, you know,
For for system wide initiatives like this to be successful. There needs to be a mix of system and campus funding and then connecting up with a more formal organizational structure.
Finances, and then oversight that blends both campus and system together.
So,
These are the base services. So I'm going to talk about two different pieces of the shared services. So there's a base service.
And then there are optional extended services that will be offering and then in the very near future. So the base services. This is high level support for for the library technology like the library services platform.
Developing general support pointing you to FAQs pointing you to the documentation and then handling the things that need to happen at the network's own or at the system wide level.
And then occasional all Sunni webinars to
Address things that are affecting all campuses, or most of the campuses, we will manage the relationship with x Libra, and also
help out with a variety of the things that just need to move forward. So in here isn't taking on major new initiatives like you know
One of the things I've heard is like what, why can't Sunni just manage all of our resources in the network zone and the answer is
We could, but I'm not sure that's what everyone wants and then that would also
Mean that we would need to scale up some so the base services don't mean like let's take the network zone and will max it out to do more, you know, more and more work at the network zone level, it means kind of keeping the things going and providing general support so documentation.
And and support for the entire system. What this doesn't include is all of that one to one or campus specific support that we've been doing for the past 18 months, two years as part of kind of the surge towards implementation and migration.
So as part of the this base support and I like to say that some of this is we, we think that it's going to be, you know, I like to say it's it's bridge.
It's it's a bridge staffing and you can look at, you know, breed staffing as it could be very, very long term.
Like a major bridge that you know is going to be there for you know lifetimes. But then there's also parts of it that we intend to review after a short amount of time. So I've shared the slides of the the Shared Library Services staff.
Multiple times. But right now, I'll be the the library services director and Michelle will be coming on in a couple of weeks, three weeks.
For discovery resources and then Gail will be moving to senior almost support specialist
Karen Gardner AP, who many of you know from from all this is going to be working on logistics communications support. One of the things that we've heard from the SLC is that
More, more general communication and organization is needed Karen's going to play a role or play, play a key role in that Maggie's on board is the network zone coordinator Tim's on board as the resource sharing program manager.
And then we're very, very close to finalizing a contract with a one year temporary person.
Who, when we announced who that person is. I think you will be quite happy and impressed that we were able to kind of, we were able to get this person.
And that person will be a coordinator of training development for a year. This doesn't mean that this person is going to drive around two campuses and do a lot of in person training the focus is going to be on
Getting training programs that can be adopted at campuses scale that campuses and, you know, used by, you know, bought by the campuses that you know somebody at a
At a managerial level will be able to use the documentation will be able to use whatever videos, etc. We put together and package up and you know that's what this person will be working on for for one year.
And then, you know, at one year we'll assess whether this is something that needs to continue to go on and if not, then we'll develop something else with that positions you know funding.
And then the position position descriptions still being finalized, but we're going to fill a procurement contract and vendor management position in
In the Sunni office. So a blend of I guess john Schumacher his roles and then there was a person in the Sunni who some of you knew who was really fantastic as well as well as john was fantastic.
Co. And so, kind of a combination of those roles, because
These are things that procurement contract and vendor management that we've heard repeatedly is an important part of what assuming libraries want moving forward.
Any questions on any of that.
And just in general, this is where we're seeing, you know that the the oldest
Will will continue in a different role.
Working with the Sunni Provost Office and connecting with the system wide offices and then collaborating with the with the Sunni library shared services which there are Sunni library shared services.
Under
Under what I'm doing. And then there's also a connection with
The Sunni oh we our services will be under the same general umbrella connected to all this. So, right now there are two full time staff at least
Who are newly hired in the Sunni or services who are working to grow that that program still working to collaborate with the OCR services going on at Geneseo but taking
A broader scope using Empire State as the as the main platform for for growing that or extending that service.
And then we will continue to work with, you know, the advisory bodies right now for the higher level issues with the SUNY library shared services, especially related to the library services platform will connect up with the MSP Advisory Board and the SLC board as appropriate.
So I know many of you don't necessarily have to worry about the money part of it. But I think there's enough of you who probably want to know about the money part of it.
As far as the the base services so
Mark McBride and Carrie.
Were able to get two years of seed funding that that will start July 1 and then we'll build out the Sunni libraries shared services system and that program.
And then knowing that there may be some things the optional services that not all people want to opt into and then we will work with those advisory bodies and then in the next year will work to
You know, develop that suite of services even even further.
So right now, where the money is coming from for this as part of the alma primo contractors, the current campus investment of 235,000 and then system is kicking in 275,000
And then at the end of next year 2020
Will ask SUNY libraries to decide whether
They would like to use some of the SUNY library subsidy to fund this or to develop a new recharge.
So extended services that will be offering and the, you know, in the next few weeks. And I know some of the campuses. I've been talking with a little bit more specifically, and we have
A pretty firm funding. We're just waiting for the last level of review before we can share it more broadly. So these optional extended services.
Would require you to have an emo you with SUNY library shared services and then we would develop a funding agreement and that two year subsidy isn't part of this.
This would need to be something where we would need to figure out where the money's coming from right off the bat.
So some of the general services that we're offering is just a an acknowledgement that you as a campus won't be retaining or you won't have a systems librarian dedicated to managing your system.
And at SUNY library shared services would be responsible for comprehensive management of Allman primo at your campus and then we'll also be developing different levels of workflow training and metadata consultation services so that if you want us to do.
You know, specific projects or to continue to help with training at your campus will have packages available as well as analytics consultation services. So we have a few other things that we will be releasing soon. But those are the three that I think are most relevant right now.
Alright, sorry for taking so much time with that. But I thought just it was a good time to update, since it had gone out at SLC and and you know just get that information out there so cut over update
So just a quick quick note where to send issues and the Sunni listserv. I know there's been some confusion created by
Some incorrect information that we sent out on this. So once you're in the cut over cycle. So once you have your all my data delivered. These are the two listserv that you should use because they are monitored continuously
And it's really easy to escalate issues there. They're getting, you know, this is the place that we pay the most attention to
You know, try to try to use them appropriately.
And you know address issues and you know if it's something that can wait or is a minor thing that is just a functionality question that
You know doesn't doesn't have any bearing on uncut over or migration, just use base camp, but these are the two listserv all of this information will be sent to you multiple times via emails when we release those environments to you and ask you to do.
The checking, etc.
But some of our group one lessons learned. So the data review period is, look, but don't touch or look but don't update, I guess.
So when we release the alma environment. That means that you should be reviewing data file Salesforce cases. If you see data issues, but this isn't a time to test out functionality and Alma, so don't try to run jobs don't update bids don't
Do user changes.
And you know, that's something that once you once you have accepted your data, you can start doing those things.
You know the one exception is just if you need to switch over some staff users to allow them to test data, then go ahead and do that. But for the most part.
We don't want you to be changing your data because there is the possibility that your data may need to get re extracted and if you've made a variety of changes, then that just makes it much, much harder to re extract and reload your data.
So in general, here's kind of a flow of the go live process. So the data review period for Alma will release the alma environment via email to your institutional lead and all of these dates that will be doing this are on the migration.
Website.
So you'll get at least two business days to review your data and then you know you should report any issues via Salesforce and then we'll work towards a resolution or or explanation. In some cases,
And then at the end of that two days you'll accept your data via email and just send an email to say, you know, my campus accepts
My alma data, etc. Or you can say, you know, you conditionally accept if you have something where you don't want to keep from going live, but you want them to fix or help you to fix that. You can do that as well and then
In pair, you know, kind of, not necessarily in parallel, but the day in between those two days you'll be getting your primo V environment to do data review and checking on primo v. So we'll release this to your institutional lead via email.
So, review your primo V data, I would say don't necessarily look at this as a time to
Learn more about primo v. So,
Not necessarily a time for you to bring in a reference librarian who hasn't been exposed to primo v. This should be your core team.
Because there's only a short amount of time. And although we'll do what we can to explain situations.
This isn't a time to say, well, I'd really like to change this label, show me how to do it. This is really about reviewing functionality to make sure that there's not something wrong. That doesn't mean that there won't be help after go live.
To help you kind of move forward on primo V but but preset please try to take this and you know scope it appropriately at your campus so
Once you're comfortable, you accept primo via primo your premier V via email, and then you're set to go live. And then x Libra is kicks off to go live processes and
Then that afternoon that evening the go live processes and jobs are turned on and then that morning. You're live and all you have to do is email us and say we're circulating and live in Alma, and then you're live
Any questions on that.
I promise. Maggie And Joe, I will leave you time
So this is just a summary of what we will need for responses from you in this go live process.
So the first one is, I'm going to do read receipts for the emails, because you only have two days or in the case of primo v. You only have four hours. So we'll start calling you.
If you don't respond or I don't get an acknowledgement that you've read the email because it's important that we give you as much time as possible and we
You know, it's not the worst thing. If your go live is delayed but we really don't want that to happen as much as we can, we can to prevent it.
And then after we get a receipt of some sort that you've read the email that your alma or primo involved environment is delivered.
Then you would let us know if there's issues, submit cases and then email it to us in the case of Alma notify us when you are
Ready to accept your alma data and we'll give you a deadline when we release the environment.
Will do the same when we released the primo environment. And then you would have to accept that so
The Alma data review or data acceptance is very important as far as you going live what we found in this first group is that the primo acceptance is a little less strict on you technically going live because
You know, just because of. They don't want you going live with Alma and start adding a bunch of data and then have to try to figure out how to re extract with primo if you're not comfortable accepting then don't accept you can still go live in Alma, you just won't be live in primo
And then once you're ready to say we're live. We're circulating we're ready to go.
So the go live process that will be running is after they accept your data, they're going to turn on pretty much most of the jobs that are scheduled that have been turned off.
And this is something that I know some of you have turned off a variety of jobs and
In our discussions with Libra. So they said, Well, yeah, if we see that they're turned off. If we don't deem that they're necessary for, you know, kind of primary functionalities.
Then we'll leave them off, but otherwise we'll, we'll turn things on so if you've turned something off on purpose. Make sure you say that in your acceptance email.
Because you know there are humans involved and, you know, there's always room for confusion be explicit about what you want left off. If you have, you know, if you have researched something and said, I want to keep this off at my go live.
So pretty much, it's just turning on jobs and then setting a variety of jobs like and scrubbing emails to to run overnight.
Some of the data review reminders that we've discovered from group. One is that
Again, we, we found this out in the test load, but I think we provided some confusion because there was some confusion in the vanguard load. So, you know, this is as much our fault is is anyone's
And by our I mean mind so reserves will migrate unless you have deleted those records. So whether you had it in the 30 library or the or wherever, unless you've deleted those records those records will come over
You'll have to clean them up in an Alma
So remember that you have to do special parameters we did those for you in the Tesla, but they're your responsibility in the cut over and this isn't something that you should do until you've accepted your data because you have to go in and
And change information at the service level and in the data review session at the at the connected to this in the data review session at the cut over or the go live checklist. I think I gave some bad information about doing a search on the collection proxy level that's really not needed.
The proxy will come from the service level.
So if you have any questions about that, just let us know. But if you do a search for collections and has proxy enabled that's really not the best marker of, you know, successful link resolve or migration, the proxy is set at the portfolio or at the at the service level.
And, you know, that was that's on me for putting that that confusion out there. So, let us know if you have questions about it.
And your email addresses will indeed still be scrubbed until you go live. That's part of the process.
And then most of your unary users are now going to come over as external, which means that you can't reset passwords, because it's it's assuming that you're you're an external patron and using authentication.
So thanks. And this was a image of a guinea pig. I hope it's a fun guinea pig. But I just want to say thanks to the group one libraries for
Acting as our as our test group really appreciate it. You gave us a lot of good things to learn, and I appreciate you all being so participatory with us as well. So definitely appreciated.
These are some things that we've noticed as far as issues that have come up in group one, they may be completely resolved in the go as as you go live. But just know that we found them in the group one and we're working on.
Working on figuring out the best ways to fix this. So notice some Gail linking issues, especially at the title level. So make sure to test for that and report that in cases.
We've noticed Course Reserves and just general record indexing and publishing lags from primo v. So make sure that you look at your Course Reserves do some testing and
You know, if you've already accepted your data, you can create new reserves records or update some records and see how it looks in primo V because we've been seeing some lags and publishing there.
And we're just not sure whether that's part of a massive amount of indexing that had to be run for that group one, which included networks own things which should be caught up by group too.
So this is an issue to that definitely work with us because you know if your strategy is to use Analytics heavily in that two week period or that two week g two day period.
That this could be something that surprises you so depending on when your environments loaded your analytics might not be caught up yet. Our intent is to
Our intent is to release the environments as quickly as possible. So we may give you your environment and analytics isn't caught up so
If analytics catches up and you still have two days with Analytics and you want two days with analytics.
We're all good if analytics hasn't catch up and you don't have two days and you want two days with Analytics, you need to let us know because we need to kind of figure out what that does to the overall schedule but you know our intent is to be as accommodating as we can be.
Or as accommodating as you would like us to be
I'm Sarah asked if test environment is, look, but don't touch, then can we, or can we add brief bibs and Course Reserves reading lists.
Not during the data review period. So you have you can accept your, your data at any point
So if you wanted some more time before go live but
After data review to do some some updating
Then you know most of you will likely have more than two days. So you could accept your data early and then update records but but no, you can't do brief bibs no updating or adding records of any sort. During the data review period.
So offline circulation.
Offline circulation.
This was something and that thanks for those who reported the their experiences.
So this is what we found is that there's likely going to be errors, but it doesn't seem that they're going to be difficult to resolve and not necessarily a high percentage of issues and
It looks like if you're using more than one workstation either if you don't want to deal with complexity, just use one workstation, if that's possible for you.
I know for some campuses that might not be possible if you're going to use multiple workstations. It looks like combining the file and then sorting the transactions chronologically by timestamp is as recommended practice.
And then you have to wait until your data is reviewed and accepted before loading the offline circulation. So
You know, just know that, don't, don't do this until you've accepted your data and you know that the offline circulation, it's, it's something that expect to do a little bit of manual cleanup. It's not not necessarily going to be perfect.
So if Joe is on the line. I'm going to turn it over to him to give his perspective and I really liked their primo great
Myself reverberating
Thanks. This is Joe A COUPLE DAYS AGO. Shannon asked me if I would
You know, kind of give a little overview of some some points from from go live and from data review. So I started fever, actually.
just jotting things down. So I have a list of those things. I'm going to just run through them real fast. And my apologies if they're not really well ordered or in line.
But you should get hopefully a couple, a couple of useful things. The first thing is just to reiterate that that
The review is just all about data and not about functionality. I will admit, I immediately noticed, like we had generated to errant
Libraries because of that old 832 error. And I said about fixing them and that leads you down a rabbit hole of began to move records and I got
Caught pretty quickly by X numerous who noticed that I was running a job and told me to stop. So you got to just think of it as just reviewing the data as it is.
Take all of those things that will flood your head about fixes and put them in a put them in a listing and come back to them later.
I would say in general, our data was just about what we expected, we had, we thought we had found some errors. But it turned out it was just some mistakes that we made in the review.
If you are a 360 knowledge base campus if you're using 360 link, you may find that parts of your a resource for review are somewhat incomplete in that
They were truncated the files that were sent out with the unmatched titles and selected tells that ID. So you may have to kind of put off some of that review until a little bit later till they can regenerate those for you.
For us for checking patrons, we, we took we relied on analytics and luckily our analytics was working. So we used it to generate lists of active patrons using analytics report and then compared it to the patron list that we had loaded into off.
For right before kind of go live. And that worked out real well we're able to kind of verify that we had the right, the right numbers of active patrons in Alma
I would recommend spot checking purchase orders. If you're bringing acquisitions over I know at least one campus notice some missing descriptions or titles from some of their purchase orders.
And we noticed that a few that had started life in Allah and then migrated across came across as as acquisitions type purchasing and not purchase it vendor system, which doesn't seem to be a big problem. But it did make receiving a little bit more tricky.
For start checking big records for the most part, I found that out to our catalog and she spent the better part of a day just
Looking at the records in Allah and then an Alma looking at local fields, making sure local fields where she expected them to be making sure holdings records look correct a variety of different record types and we didn't find any errors there at all.
In the documentation you will you will get kind of a state of Alice. That's basically the state should be copied over into OMA that includes things like the number of loans number of transactions number of IPOs
One thing we noted was that the number of loans that actually burst reports includes loans and claims returned and last, so if you run that reporting in Alma
Or if you check if you just do a search for how many things are on loan. You want to make sure you add in all three of those to make sure that those numbers match.
During your review period printing an email will will be back to this scrubbed setup. And so if you wanted to print a pic from shelf list, which really shouldn't be doing or to try to send a activity report to a patron those won't work unless you've gone and added
The emails back in. And as I'm saying that I'm that's a configuration change and probably something that we shouldn't have done so disregard that one.
I recommend if you're doing paper transactions for financials that you continue doing that the first day of go live. And that's because on the morning of go live. We had to kind of
Enter by hand. All of our paper fine and fee transactions into OMA we do an end of day reporting. And so we would have end to end up making a giant mess.
Of our first day end of day reporting. So if you're doing paper. It's probably you're doing reconciliations the end of the day, it's probably worth doing. One more day of paper or electronic offline transactions there.
The offline circulation file. We didn't really have any problems with it. We were fortunate to only have had one workstation.
And we had about 400 offline transactions and we only had about 20 errors. The vast majority of those were the staff member had scanned the patron.
barcode as an item barcode. And because our patron item barcodes have come from different ranges. It was really easy to see that.
We did have a few that were basically return twice. And so we always verify that those items, we're back on the shelf and move on only took about 20 minutes to to clean up offline circulation.
When you approve your data and Alma you as soon as you've done that and gotten confirmation from actually breath, it's probably a good idea to to load the offline circulation file right at that point.
Before they run their overnight go live processes.
And then continue with offline circulation that evening, and then load it one more time. That morning so we didn't really realize we are kind of live until the following morning
And so we had a few more circulations offline circulations that have been accumulated between declaring that the data was accepted and the go live processes being run that evening, so we had to load that twice.
And be aware that it's slow when our 400 transactions took, I would say 10 minutes for that job to run, which I thought was incredibly slow
But just hang in there, it'll finish up.
You can export the errors to an Excel spreadsheet, which made it really easy to fix. I recommend everyone to turn off the due date correction after calendar change job.
Right after we declared our data was
Accepted we noticed a mistake in the calendar and we changed it. And then last night. The day correction after calendar change job ran
And it noted that are open hours had changed and about 350 borrowers got notified that they're due date had changed because it had not falling outside of our open hours. So we generated a lot of
Perplexed emails this morning. So if you're not going to change your hours, it really won't matter, but I think probably your best practices to turn that job off at least at least through go live.
This morning we had our first run for Senate courtesy notices and loans overdue and last. So we already live this morning.
And I think it's a good idea to go in and check on those look at what's in there. You can see the ones that succeeded in the ones that failed.
Verify that your Otter renewals are only happening for faculty. If that's your policy or if it's for, you know, but you can you really get a real granular data about who that auto renewed who who got
overdue overdue on over to last. It's much more pleasant to use and easy to get access to the actual raw data than that was
One little tip we have a live answers account with spring share. And so we use a live answers email for our initial round of
Outgoing notifications and we ran into some patrons who claim that they had returned things they got their own produce today.
And those came in and they came in as a live answers ticket. And so I was able to have a bunch of tickets in the queue. This morning, and I was able to work on those individually, rather than having to
Deal with those as just emails. So if you have all the answers. It's a really nice use for that.
Shannon mentioned special parameters and we were still finding a few of those goofy ones e book library is a big one for the pro quest for some reason I needed to have our, our location code and not our customer ID.
And I will say, can I might get in trouble for this but primo does seem faster today.
I know Jenna had mentioned that actually Bruce said that it should improve and go live due to some, you know, caching of Oracle tables.
I've had several people mentioned to me that they think that it's much faster today than it was in the past. So there's some hope there that there may be some speed improvements that we recognize as a result of go live.
I don't know why you would feel you would get in trouble. We
Want it to be faster.
Okay. Well, I mean, if that's not the. If not, if that's not what other people are experiencing but
Yeah.
Yeah, we definitely we definitely seem, it seems to me it seems a little bit better, but several other librarians have said that it seems a lot better.
Yeah.
Yeah, I think we want to we want improvements that are verified is
Yeah, yeah, I guess. Seems. That's what I'm getting at, like seems faster doesn't really
Kind of cut the mustard. So
And I'll turn it over to Maggie.
Hi.
Everybody Thank you Joe did a great job. Can you all hear me, I just want to make sure
Joe did a great job explaining also my experience we had very little problems data came over, as expected.
Some things that I'm not going to reiterate what he said on problems and things discovered because we had the same issues, but I will reiterate
That I did use the data review list from June six as my basis of data checking. So I focused on low hanging fruit. First, so anything that could be simply easily checked and verified. I used. I did not have analytics.
So I couldn't use that which was fine. I was able to use all it and I was also able to use
You know almost searches to be able to verify my information I
After I did all the low hanging fruit. Like for me, checking fulfillment acquisitions was a little more detailed but I went like
I did it based on the difficulty of complexity of what I need to check. So link resolves were blast. I just kind of went through everything.
I created a spreadsheet. So if there. I created a spreadsheet. So I can keep track of everything. I looked at anything that I observed that I will have to clean up later or is a potential problem.
I use those the listserv that you're given the two. They're fabulous to you. So if you're even curious if you need to open a case. But I wouldn't use it just to
Have them answer questions I would use base camp for that group one did a great job. We just started bouncing back and forth. Are you experiencing this
And it was really helpful. So I suggest that you also do this in base camp. But if you come across something that nobody else experienced can't figure out if this is something you need a case for
I would then reach out to the to list serves put it there. And actually, this will let you know. And if it's something really that you think is a huge problem. Open a case. And then just let the two listserv snow. It's important for communication.
So about communication. It was also important to be able to communicate out to Oneonta is library and staff, what was going on within the process. So I was keeping
The main people involved about what I was doing data checking. I did have help from Brendan occoquan on verifying what I saw in circulation, since that's not my area and hadn't checked primo because
It's a small staff here.
So it was really heavily on me and I had to help a Brendan. So if you're a small staff. This is highly doable. So don't get stressed out that two days isn't enough time to check your data.
You've been in it for a while. So you're intimate with it if you use that go the data review checklist. It's very helpful so you can focus on what is really important to look at
We also found some interesting things about P O line so locations were missing when they came over and acquisitions.
But don't worry if you didn't have an item attached to an order record in all if
They would not have location in the order record in Alma, so don't panic if you go in and you're like, Oh my gosh, there's no location. Why is there no location, the location will be in the holding records so it's okay.
I'm trying to think of some other things that Joe didn't say but um
Any open cases you had prior or any known issues that you had. I would also double check those see if they're still issues if you need to address them. If you can close cases and next Libra.
Make note of this, it's important just to track everything so you know what you've done and what else you need to look for
If you have. I would also say, since it was just highly, a lot of the data review and a small shop is maybe on one or two people.
If you have the ability, and people have already been in it, not new people. You don't want to put this on new people because they're not sure what they're looking at.
But if whoever has been already looking at your data working heavily in it. If you can spread the joy of data view, I would share it.
Want to reiterate that I found that x labors and was very good about responding. When I had concerns if I need to open a case only for a couple of things. And they ended up not being problems.
We were one of I don't think a lot of campuses did what we did. We bowled over in all before we migrated and it all Alma doesn't accept to encumbrances in fiscal year so 2018 and 2019 actually sorry 2019 and online 2020 and Alma, which
Both having conferences for just a few things that were waiting to payment on and
It didn't come over and 2019 I panic. So try not to panic. If you think something's really bad and you need to fix it and it needs to be working correctly. Just breathe step back a few
Because I was able to work through this with x sleepers and figure out, they figured out what the problem was. After I asked, can I just manually change this, and I could so
Sometimes, something that might look like a showstopper isn't and it can easily be changed in Alma after you've accepted your data.
I found doing some quick searches. So I didn't have Analytics. So when I used all my I did quick searches, you know, with all titles keyword within with the star. So that was brings up everything.
And I could see easily. How many. What kind of materials I had, you know, books, how many accounts for babe records so that I could easily see how many I had, I also checked locations in all if to verify the counts. When I was looking at material types as well.
I did for orders, because
Get I didn't have the analytics. So I did orders keywords for the question mark, which was very helpful because then it brought up in the facets.
All my kinds of different orders that I had, you know, where they closed, you know, open all kinds of information that was highly valuable and a quick way to do it. Instead of trying to figure out
Using advanced search to get that same information.
And we did our offline circulation. But unlike Joe because they delayed circulation being live on campus, it's, it's, everything's live in Alma we proved our data.
They're not actually going to start doing circulation and Alma till Monday. So we didn't they ran the offline circulation job this morning, it is preferable to do
Brady to run that like Joe suggested, but to let you know it was not a problem that we did not do that. So in case you're a campus that maybe you're doing what Oneonta chose to do that, it will not cause any problems for you.
So we also had issues with some Gail titles. I have a handful. And now that Joe has given the great solution that its location. I'm going to go try that.
Which is very helpful. So what's great is our community of Sunni users were great, because we can really
Really work together and find solutions and answers. If I don't have an I put a question out somebody else will do that. That's why.
That base camp thread that we've been using in the institutional leads has been invaluable. So I suggest keep that up. So put your questions there. And we all are working together. I think we're all working together to make this successful as possible for everyone.
So I had also a few that I can't find an Alma, but they are in our A to Z list their databases, so they're not showstoppers but you will find
That you can still test your access to your PDA and your link resolves no problem, even though you do not have primo
So don't worry that you can't test them because we won't have access to primo you just do displaying discovery will actually sorry that's for babe records you can text tests that text test access at the
Collection level. So just make sure you do that just I didn't go through all of my link resolves at that time because there really wasn't enough time to be able to go through almost 300 of them.
Plus the free ones. So what I did was I spot checked and then after I went live. I ended up
testing them all and I trouble shot a few that had issues. So there's a little troubleshooting. I had to do afterwards, which is not a problem.
And as Joe said once you go live going make your changes that you need to, if you had made configuration changes after the freeze, then you need to go implement them so works as you are.
Don't stress out that you know there are going to be things we all need to fix. I had to load si es this morning because some of our users still have
Our staff have their Student Accounts. So as a result of that I ran because we have our si es load running when banner. I ran it, and we discovered that because we have our faculty, staff, and students in one file that they are coming over.
They all have the same expiry date and we wouldn't have known this on a normal
Semester because it's 120 days. And that's what our faculty and staff regular lowness
So what happens is we got this notice that their due date has been shortened because of this. So now we're just working with our
Banner person here on campus and fixing it. It's an expected error, but it helps us and we can learn and fix it so
Don't try not to panic. Just breathe through the process. Two days is really plenty of time to really get through your data. And, you know, good luck and i i know we can all you're all going to do great.
I so I know where I know we're over time. But is there any questions that came up, we can address really quickly.
I'll also post the recording and you can certainly ask questions as as part of that post or, you know, feel free to ask and base camp. If it's a general question.
Group to we will be
We will be
Providing you the environments as soon as possible, which may be over the weekend, but you'll still get to, to, to full business days as are in the schedule. So yeah, um,
Yeah. So Susan asked, will we get a new 360 report, I think that might be related to your truncated 360 report.
And I think we got that to you. There's only one that we're waiting on a better 360 report, and I think that's buff state. So I think we've given that to Ken if Christy if Christie knows differently than me. Okay. All right, good.
So can it's us and talk to each other. I'm just kidding. But
Um, any other questions, and I will say about the migration statistics. Those are huge files and we may be sending out your environment.
Hours before we get the migration reports, we're getting them as quickly as possible. So do give us a little bit of time before you start asking us
Where they are you know obviously if there's problems with them, let us know.
But, you know, we really intend to get these environments to you as quickly as possible and we don't want to wait for the migration reports.
And Christie's doing the migration report moves and I'm doing the notifications and we're sinking up as much as we can, but do know that there may be a delay of, you know, hours on that.
And we put that in the email but yeah
All right, any other questions.
Thank you all for your time. Then
And I'll last call for questions.
All right, I will stop the recording and I will