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    Aleph to Alma AutoExtract Migration

    The objectives of the Aleph to Alma migration process are to migrate Aleph data to the Alma environment quickly and efficiently, eliminate any coordination and scheduling issues with Ex Libris, and enable the independent extraction of data.
    This document explains how to download and install the Aleph to Alma migration package, perform the extraction and transformation of Aleph data, and transfer it securely to Ex Libris’ FTP server.
    This document discusses migrating from Aleph 18.01 and later.

    Requirements

    In addition to the standard migration requirements documented in Getting Ready for Alma and Discovery Implementation, there are additional requirements for the AutoExtract process.
    The migration process distinguishes between two migration events -- Testload and Cutover.
    Testload is done a few months before the actual migration, so that the customer can become familiar with Alma and be able to prepare the library for migration. Cutover is the actual migration.
    There are some differences in the procedures and processes between Testload and Cutover. They are specified throughout the document. Three weeks before Testload and two weeks before Cutover you are sent the following:
    Provide your filled-in migration form to your Ex Libris project manager for approval. See the following sections and the Aleph to Alma Migration Guide describe for how to generate the migration form and fill it in. Make sure the e_resource file for P2E is prepared as documented in Getting Ready for Alma and Discovery Implementation.
    Open an access in your firewall to the Exlibris FTP server in order to transfer the extracted data:
    • APAC customers: ftp-ap01.hosted.exlibrisgroup.com
    • EU customers: ftp.exl.de
    • NA customers: ftp.exlibris-usa.com
    Verify that you have enough table space. Our recommendation for TS1 is 2 GB per million bibliographic records.

    Downloading and Installing the AutoExtract Tool

    Note that it is mandatory to download and install the AutoExtract kit from scratch twice during the migration period. the first time before the test load and the second time before the cutover. This is to ensure that cases reported after the test load are handled in the AutoExtract kit.
    To download and install the AutoExtract package:
    1. Create the following directory for storing the zip file you download (if re-installing the tool is needed, first clean the path):
      >> mkdir /exlibris/ftp_from_exlibris/aleph2alma_migration
    2. Download the tool from ftp.exlibrisgroup.com via FTP, as described in the email sent from Ex Libris. Unzip the package
      >> unzip Aleph2Alma.zip
    3. Move to the desired ADM library, for example:
      >> dlib xxx50
    4. Run the utility
      >> aleph2alma_menu
      The main menu is displayed:
      Aleph2Alma Migration Tool - Main Menu
      =====================================
      A. Install the Aleph2Alma Migration Tool
      B. Generate the initial Aleph Migration Form
      C. Validate the P2E file
      D. Extract the Aleph Data
      E. Check Status
      F. Package the Extracted Data
      G. Transfer the Packaged Data
      H. Extract Historical Loans
    5. Select A Install the Aleph2Alma Migration Tool.
    6. Confirm the installation execution.
      Start installation? (Y/N) [N]: Y
    7. Confirm the ADM.
      You are connected to the Adm xxx50. Is this the correct library? (Y/N) Y
      If this is not the ADM library that you want to extract, answer No, exit the menu, and use the dlib command to move to the ADM library that you want.
      After confirming the ADM library, the setup begins:
      Installing Aleph2Alma migration tool. This may take several minutes. Please wait.
      Do not exit while the setup is running or you will have to re-install the tool. If you encountered a problem in the installation process, contact Ex Libris.

    Generate and Validate the Initial Aleph Migration Form

    To generate an initial Aleph Migration form:
    1. Select option B in the main menu. The following is displayed:
      Generate and validate the initial Aleph Migration Form
      ======================================================
      1. Create the Aleph Migration Form
      2. Validate the Aleph Migration Form
      Please select an option [exit]:
    2. Select option 1.
    3. Confirm the library. The following message is displayed:
      Generating the initial Aleph Migration Form. This may take several minutes. Please wait.
      Still running ...
      When generating the Aleph Migration Form, if the AlephMigrationForm.xlsm migration form file already exists in the alephe_tab directory, the extract kit generates the new migration form already filled in with the answers from the old form. This can be useful before cutover when generating the new migration form. The questions and answers can be generated from the testload form.
      The generated form, AlephMigrationForm.xlsm, can be found in the active $alephe_tab directory.
    4. After generating the form, fill in the questions and map your data according to the instructions. For more information on how to fill in the migration form, see the Aleph to Alma Migration Guide.
    5. The migration form has a self-validating entity. After you have filled in the form, run the validating process by clicking Start Validating. This confirms the form is filled in properly, according to our constraints and restrictions.
      After the validation is completed a list of errors is displayed.
    6. Correct the errors.
      You must generate the form and fill it in again for Cutover.
    7. Upload the migration form to your active $alephe_tab directory. Open the menu again
      (dlib xxx5x, cd /ftp../../aleph2alma_migration).
    8. Select option B in the main menu and then option 2, in order to validate the migration form.
    9. Confirm the library:
      Validate the initial Aleph Migration Form
      -----------------------------------------
      You are connected to the Adm MAN50. Is this the correct library? (Y/N) Y
      The Aleph Migration Form validation is running. Please wait...
    If the form is filled in correctly the validation ends successfully. If there are errors, you are referred to a log describing the errors.

    Validate the P2E File

    To validate the P2E file:
    1. Create the file according to the instructions in the Aleph to Alma Migration Guide.
    2. Place the file under the active $alephe_tab directory and name it: e_resource_input.csv
    3. Run the kit and Select option C from the main menu.
    4. Correct any errors regarding the format or the electronic type in the file, for example:
      • Format error of bibliographic key in line 1: x24255-updb
      • Not allowed type in line 2: Xortfolio
      • Multiple mapping for BCL01000513913 in line 5: [DB, Package, Portfolio]

    Setup and Data Extract

    To perform the setup and data extract:
    1. Place the approved migration form under the active $alephe_tab directory and name it:
      AlephMigrationForm.xlsm.
    2. Place the validated P2E file under the active $alephe_tab directory and name it:
      e_resource_input.csv
    3. Select option D in the Aleph to Alma utility menu The following menu is displayed:
      Please select the data required:
      1. All areas
      2. Fulfillment only (Patron/Request/Loan)
      Please select an option [exit]:
    4. Select the data required. If the status of the migration is not fulfillment cutover, select option 1.
    5. If you select option 2, the following is displayed:
      Only Patron/Request/Loan will be extracted. Correct? (Y/N)
    6. Enter Y or N.
      If you answer Y, only the circulation area (patrons/loan/requests) is extracted.
      If you answer N or press Enter, you return to the main menu.
    7. Confirm running the extract.
      Start the extract? (Y/N) [N]: Y
    8. Confirm the following:
      • ADM library
        You are connected to the Adm xxx50. Is this the correct library? (Y/N) Y
      • The directory (with enough pre-requisite disk space) in which the extracted data will be placed. (A default directory is recommended.)
        Enter the root path for the extracted output files [/exlibris/aleph/u20_1/xxx50/scratch]:
      • An optional email address to which a message email is sent when each area’s process is completed and a summary email is sent when all areas are completed.
        Enter your email address to receive notifications about the status of the extract processes:
    Aleph jobs running in the background will slow the extract process and may stop it. Therefore, the extract reports if any Aleph jobs are running:
    It is not recommended to run the extract while other scheduled jobs are running.
    Searching for other scheduled jobs. Please wait...
    Still searching ............
    The extract reports currently running jobs and any jobs that are scheduled to run within 24 hours. If the extract detects running jobs, the following is displayed:
    It is not recommended to run both the extract and the following jobs:
    P_file_20
    For more information view the following log:
    /exlibris/aleph/a20_4/tmp/urm_heavy_jobs_32135_20150514_171449/urm_ps-ef_aleph_heavy_running.log
    If the extract detects scheduled jobs, the following is displayed:
    It is recommended to disable the following jobs that are scheduled within the next 24h:
    p_manage_18
    For more information view the following log: /exlibris/aleph/a20_4/tmp/urm_heavy_jobs_32135_20150514_171449/urm_sched_aleph_heavy_24h.log
    You can exit the extract and review the logs or continue with the extract.
    The data extract starts running after you answer the questions above. The data extract takes between two hours and two days to complete, depending on the amount of data and the server's hardware resources and performance. If the process is taking longer than this, contact your Ex Libris project manager.
    After the process starts, you are prompted to a monitor screen where you can follow the progress of the data extract for each area. The screen refreshes every few seconds so you can see the progress:
    Area Status Start End Extracted
    ========== ======= =========== =========== =========
    09:37:15
    ADAM Success 2013-OCT-02 2013-OCT-02 1
    09:37:31 09:37:55
    CALENDAR Success 2013-OCT-02 2013-OCT-02 208
    09:37:31 09:37:45
    CODE_TABLE Success 2013-OCT-02 2013-OCT-02 10
    09:37:14 09:38:03
    COURSE Process 2013-OCT-02 2000
    09:37:16
    E_RESOURCE Process 2013-OCT-02 20000
    09:37:25
    FUND Process 2013-OCT-02 0
    09:37:14
    FUND_TX Process 2013-OCT-02 0
    09:37:15
    INVENTORY Success 2013-OCT-02 2013-OCT-02 1860
    09:29:48 09:37:13
    INVOICE Pending 0
    You can return to this screen at any time by opening the Utility menu and selecting option E.
    In addition to the email completion updates, you can check the monitor status for each area, which should complete with Success. If any area completes with a status other than Success or Skipped, contact your Ex Libris project manager.
    Note that the Invoice extract starts only after all other areas are extracted.
    When all areas are extracted, the following message is displayed:
    Extract has been Completed, Press Enter to Return to the Main Menu

    Package and Transfer Extracted Files

    When the extract is completed successfully, package, compress, and transfer it to Ex Libris.
    To package, compress, and transfer the extracted directory:
    1. Open the Utility menu and select option F. Package the Extracted Data.
    2. Confirm the ADM Library:
      You are connected to the Adm xxx50. Is this the correct library? (Y/N)
    3. Select the data required for packaging. If the status of the migration is not fulfillment cutover, select option 1.
      Please select the data required: 1. All areas 2. Fulfillment only (Patron/Request/Loan)
    4. Enter the directory in which the extracted data is placed. This must be the same directory that you entered in step 3 of Setup and Data Extract (if you selected the default directory, use the default directory here as well by pressing Enter).
      Enter the path of the location of the extracted data [/exlibris/aleph/u20_1/xxx50/scratch]: The process may take several minutes.
    5. After the extraction is completed, the extracted data is placed in the transfer directory. This directory is located as the subdirectory urm/extract/urm_xxx50/transfer under the path you entered above (the default location of the transfer directory is /exlibris/aleph/uXX_x/xxx50/scratch/urm/extract/urm_xxx50/transfer).
    6. Open the Utility menu and select option G. Transfer the Packaged Data.
    7. Confirm the ADM Library:
      You are connected to the Adm xxx50. Is this the correct library? (Y/N) Y
    8. Select the data required for packaging. If the status of the migration is not fulfillment cutover, select option 1.
      Please select the data required: 1. All areas 2. Fulfillment only
    9. Select the FTP server to which the data will be transferred, according to your region:
      Select the ftp server by the optional regions: 1. APAC 2. EUR 3. USA Please select your region:
    10. Enter the directory in which the extracted data will be placed. This must be the same directory that you entered in step 3 of Setup and Data Extract (if you selected the default directory, use the default directory here as well by pressing Enter).
      Enter the path of the location of the extracted data [/exlibris/aleph/u20_1/xxx50/scratch]:
    11. Enter your email address to receive notifications about the status of the transfer process.
      Enter your email address to receive notifications about the status of the transfer process (* mandatory *):
      After entering your email address, the data transfer begins.
      Data is being transferred. You will be notified by e-mail when done.
    • The data is transferred securely using SFTP.
    • The data transfer process can take up to 48 hours to complete, depending on the size of your data and your Internet connection speed. The functioning of Aleph is not affected by this process running in the background, and your normal work in Aleph can proceed in parallel. If the process does not complete within 60 hours, contact Ex Libris.
    Inform Ex Libris when the data transfer process is completed.

    Fullfilment Cutover

    The last stage of the data migration requires extracting fulfillment data (patrons , loans, and requests). The AutoExtract kit enables you to extract this data, package it, and transfer it. Do not download or install the kit now before fulfillment cutover. Use the kit and the Alma Migration form you installed for Cutover extract!
    To extract the fulfillment area:
    1. Move to the desired ADM library (dlib xxx50) and open the main menu by entering the following:
      >> aleph2alma_menu
    2. Select option D in the Aleph to Alma utility menu. The following is displayed:
      Please select the data required:
      1. All areas
      2. Fulfillment only (Patron/Request/Loan)
    3. Select option 2:
      Only Patron/Request/Loan will be extracted. Correct? (Y/N)
    4. Enter Y to start the fulfillment cutover (default is N). The Monitor screen appears.
    5. After the extract completes, pack the data and transfer it as described in the sections above. For both packing and transferring the data, select the data required as Fulfillment only.

    Extract Historical Loans

    Select H Extract Historical Loans from the main menu to extract the data of the library's historical loans. It is recommended to perform the extract after the fulfillment cutover data extract and transfer are completed. The extract may take few hours, depending on the amount of data being extracted. Historical loans data can be found in the data_scratch of the extracted ADM library under /urm/extract/urm_xxx5n/loan_hist/loan_hist.csv.

    Troubleshooting

    If there is a problem when installing the kit (option A.) and the following message is displayed:
    Error after install_aleph_2_urm
    Refer to the installation log under TMPDIR:
    $TMPDIR/a2u_install_sources*
    Search for the following message:
    Micro Focus LMF - 010: Unable to contact license manager. This product has been unable to contact the License Manager. Execution of this product has been terminated.
    If the message above is displayed in the log, perform the following before reinstalling the kit:
    1. Log to the server as the root user.
    2. Run the following command:
      >> /etc/mflmrcscript
    3. Log on again as the aleph user and run option A.
    If the problem still occurs, contact your Ex Libris representative.

    Validation Errors that are Not Related to the Migration Form

    When validating the migration form, the extraction kit checks both the data and the configuration of the following elements to prevent discrepancies when extracting:
    • Local currency and Z82 – If a discrepancy is detected, the following error message appears:
      Setup validation error. There is a discrepancy between your local_currency and the defined ratios (Z82). Please contact the Ex Libris Migration Team for further investigation.
      The extraction kit expects the local currency that is defined in aleph_start to have a 1:1 ratio with the local currency in Z82. If it does not, this indicates that one of the following is true:
      • The local currency defined in aleph_start is not your correct local currency. If this is the case, change your local currency in aleph_start.
      • Z82 is not up to date. If this is the case, add Z82-RATIO = 000001000000 to your local currency.
    • Customers using SIP2 – If you are using SIP2 and you configured more than one tab_sip2.conf table in $data_tab, the validation displays the following:
      Warning: Multiple sip2 files exist in /exlibris/aleph/u21_1/XXX5X/tab. The extract will be based on the first sip2 file.
      The warning is displayed when more than one valid sip2 table exists. The extract uses the tab_sip2 table that contains pin_required = Y and copies it as $data_tab/tab_sip2.conf.urm.
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