Alto (Talis Capita) to Alma Data Delivery Specification

Last updated
Save as PDF
Share
1. Share
2. Tweet
3. Share

Migration Overview

The procedure for migrating from the Talis ILS to Ex Libris’ Alma consists of the following steps:

Data Files:

Extract the relevant data elements from Alto Talis into flat files (customer responsibility).
Validate the extracted flat files using Ex Libris’ Migration File Validation Tool. Depending on the size of the extracts, customer may choose to validate small sub-set of data to ensure that the data format is valid, including the header and field information, prior to validating the entire extract.
Also using the Migration File Validation Tool, indicate which fields from Alto Talis map to Ex Libris expected fields (customer responsibility). The files and field names below can be used as a reference during this process.
Confirm that the number of records in each file, as determined by the Migration File Validation Tool, matches the number of records exported from Alto Talis.
Once the files are validated and the record counts are confirmed, upload the files to Ex Libris’ secure file server, using the Migration File Validation Tool and the customer MFT credentials.
Transform the data elements, based on the Field Mapping as indicated in the Migration File Validation Tool, into an intermediate conversion XML format (Ex Libris responsibility).
Load the transformed data into Alma (Ex Libris responsibility).

For all files, the maximum file size is 2GB. Prepare the data files in the exact format as specified in Requested Files from Talis with the naming conventions as described there.

The Migration File Validation Tool is new in January 2019. Customers who used the legacy Field Mapping Form in their testload should continue to use it for their cutover.

Migration Form:

Complete the Alto (Talis Capita) Migration Form.xlsm prior to the actual delivery of the data, using the information in the Alto (Talis Capita) to Alma Migration Guide. The lead time depends on your project schedule. Validate the Migration Form using the online ILS Migration Form Validation Tool, and download the validated Migration Form, which shows the validation report on the Report tab. Send the validated Migration Form to your Ex Libris Project Manager.

Ex Libris migrates your acquisitions data only if this service is purchased by your institution and is stipulated in your contract with Ex Libris.

Requested Files from Talis

Ex Libris expects a certain set of files to be exported from Talis. We have included the general expected deliveries below. The data elements listed for each are those that Ex Libris expects to use in conversion. Some data elements may exist in Talis but are not necessary to bring to Alma. The requested files are listed below.

The scope of your specific conversion is agreed upon in your Alma contract.

Customers are encouraged to use the Talis extract tool, which was initially developed by Andy Bussey at the University of Sheffield, available at https://developers.exlibrisgroup.com...n-Extract-Tool. The extracts produced by this tool are in the format that Ex Libris expects for Talis migrations.

All the files are expected to have one record per line and be field delimited (preferably with comma or pipe separators) with the exception of Bibliographic records, which are MARC standard files. Use the semicolon (;) as the delimiter between multiple values passed in a single field.

DO NOT OPEN/UPDATE any delimited file extracts you provide to Ex Libris in Excel. This may ruin the appropriate delimiter formatting and text formatting and may result in corrupted data.

Each time data files are provided to Ex Libris in the formats indicated in Expected File Formats, place them on the secure file drop-point on the Ex Libris MFT server with the access credentials provided by your Ex Libris project manager.

The following is the default naming convention:

CustomerName+DataType+sequence+date+[.<file_extension>]

For example: centralu_bib_01_20120420.mrc, centralu_bib_02_20120420.mrc, centralu_bib_03_20120420.mrc, etc.

Ex Libris recommends a maximum of 200,000 records per MARC file and 400,000 for other types of records (items, orders, etc). All records in a single file must be homogenous – all of the lines in the file must have the same number of fields, and those fields must contain the same type of data. Additionally, all of the records must be delimited in the same manner.

Inventory

Bibliographic records – Bibliographic records are expected in MARC format, in UTF-8 or MARC8 encoding.
Holdings records – Alma requires MARC Holdings records. These are generated upon conversion from Item and Serial Holdings records provided from Talis (since Talis does not have MARC holdings records). Location and call number information is generated from Item records first, or from serial holdings records if no item records exist for the location for a particular bibliographic record. The Library Has statement from the Serial Holdings extract is used to generate 866 (summary holdings statement) fields.
Physical Inventory (item) records – Alma stores physical Inventory records that are generated from Talis Item and Checkin (issue) records. Alma preserves links between Bibliographic records that share a common item (boundwiths) on conversion.
Electronic Resources (E-Resources) – Most non-Alma ILS systems store records for both physical and electronic items in the same format, which is a physical format. Alma has different record formats for electronic and physical items. Provide a list of bibliographic records that represent electronic materials so they can be converted to electronic format after migration to Alma. The possible types of electronic resources are packages, databases, and portfolios.

Fulfillment

Patrons – generated from a patron extract from Talis. All patrons are migrated, and must be migrated from Talis in order to properly link up loans and requests.
Loans – generated from the circulation transaction extract for active loans only.

Acquisitions

Vendors – migrated from the vendor extract.
Purchase Orders – generated from the order extract, for all Order records provided, according to the scope in your contract agreement.
Fund transactions – encumbrances are generated from open orders, subscriptions, and allocations for the current fiscal year only, according to the scope in your contract agreement.
Funds – generated for the current fiscal year based on a single list of funds, according to the scope in your contract agreement.

Legacy Method: Talis Field Mapping Form

In January 2019, Ex Libris introduced a new method to validate extracted files from Talis - the Migration File Validation Tool. Prior to the introduction of this tool, customers used a Field Mapping Form and a Data Delivery Form to map fields from Talis to Alma.

Customers who used the legacy method for their test load should continue to use the method for their cutover. Therefore, the following section may be relevant for some customers

Prior to submitting your extracted files, complete the Talis Field Mapping Form. Indicate which data elements (files) you plan to provide in the Overview tab of the spreadsheet. On the subsequent tabs, indicate your local Talis field names and how they map to Alma’s expected field names.

Even when the name of the field provided is the same as that listed in the ExL Expected Field Name, the Local Field Name column for the fields being provided must still be filled in.

In addition, there are various note fields for each data element. For fields that are not expected by Ex Libris – meaning, there is no functional place for the data element in the corresponding Alma data structure – you may choose to place the field in a note in the record. Specify which note type you want the field to go to at the bottom of each tab in the field mapping form.

At the time you submit the requested data files, submit the completed Excel spreadsheet Talis Delivered Files Form. List the files, record counts, and encoding for each file delivered to the MFT secure file server.

Inventory

Bibliographic Records

Bibliographic records are expected in MARC format. Standard MARC is preferred, but files in MARCXML format are also acceptable. The character encoding expected from Talis is UTF-8. If your library prefers to export in a different character encoding, inform your Ex Libris project manager. Deliver all files with the same character encoding.

If you use standard 7XX fields for linking between Bibliographic records, this is leveraged during migration. If the relationships are based on your Bib system numbers, provide which field contains these system numbers in the migration form.

If you have loaded SFX MARCIt or other link resolver marked records into Talis, it is recommended that they not be included in the Bib export to avoid unnecessary duplication with records loaded directly from the link resolver system. If the link resolver system records in Talis have physical items or open orders on them, we recommend that they be included (if order records are in scope and need to be reflected in Alma, as well). In that case, ensure that a 035 |a field with a consistent label in the field content is provided so that they can be identified, and provide that label in the Questionnaire tab of the Talis Migration Form.

Suppressed Records

Provide a text file that contains the Bib keys, one key per line, for Bibliographic records that are suppressed. If you want to include suppressed records in Alma, be sure that they are also included in the bibliographic export itself.

Boundwiths (Bound Volumes)

Supply a file of WORK_IDs (bib record IDs) and their associated CHILD_WORK_IDS which represent boundwith records. It is expected that the item that is associated with the MASTER_WORK_ID has the MASTER_WORK_ID bib key in the exported record.

Boundwiths (Bound Volumes)
Field Name	Notes
MASTER_WORK_ID	bib record ID
CHILD_WORK_IDS	repeatable, separated by semicolons

MASTER_CTL_NUM, MASTER_ITEM_ID, and CHILD_ITEM_BARCODE fields, specifically, are not needed by Ex Libris in order to properly implement boundwiths in Alma should the two column file above be provided.

Holdings

Supply an optional file of serial holding records in csv format with an ID key reference to Bib. Information from this file will be used to generate an 866 field in a holding record in Alma.

Ex Libris will generate MARC Holdings records based on Item and Serial Holding records.

Holdings
Field Name	Notes
HOLDINGS_ID	mandatory, not repeatable
LOCATION_ID	mandatory, not repeatable
WORK_ID	mandatory, not repeatable. Related Bib ID
SEQUENCE_ID	not repeatable
SIZE_ID	not repeatable
CLASS_NUMBER	not repeatable
SUFFIX	not repeatable
CLASS_TYPE	not repeatable
HOLDINGS_NOTE	repeatable

Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.

Note Names
Note Name	Default Local Field
PUBLIC_NOTE (for 852 $z in holdings record)	GENERAL_NOTE
PUBLIC_NOTE	DESCRIPTIVE_NOTE
PUBLIC_NOTE	WANTS_NOTE
NON_PUBLIC_NOTE (for 852 $x in holdings record)

Holdings From a Bib Tag (Summary Holdings Statements)

If there is information in a field embedded in the bibliographic record, the migration programs can generate a holding record from it. Fill in the values of the following fields in Holdings section of the Migration File Validation Tool.

If the SUMM_LIB_CODE and SUMM_LOC_CODE match an existing holding record on the same bibliographic record, even a holdings record that was generated from items attached to the same holdings record, then the summary holding statement will be attached to that holding record, regardless of the call number. In other words, the summary holdings record will be placed on the holdings record with the same library and location, even if 852_SUBFIELDS_FOR_HOL contains call number subfields for matching like bchi. If there is no existing holdings record on the bibliographic record with the same location, then a new holdings record is generated.

Holdings From a Bib Tag
Expected Field Name	Value	Notes
SUMM_TAG		Five characters; tag+2 indicators. May use # as wildcard, for example, 866##
SUMM_SUBFIELDS		Multiple subfields allowed, e.g. abz. May use # to indicate all subfields.
SUMM_CALLNO		Textual call number to be used in all newly generated holdings records if desired.
SUMM_LIB_SUBF		Subfield which contains the library code in Talis format; typically found in LOCATION_ID. Include only a subfield code. This should be a subfield of the SUMM_TAG. Do not include a different tag (such as the item tag).
SUMM_LOC_SUBF		Subfield that contains the location code in Talis format; typically found in SEQUENCE_ID. Include only a subfield code. This should be a subfield of the SUMM_TAG. Do not include a different tag (such as the item tag).
SUMM_LIB_CODE		If SUMM_LIB_SUBF not provided or not found, the Alma Library Code that will be used instead. This code must be present in Column A of the Alma Library tab of the migration form.
SUMM_LOC_CODE		If SUMM_LOC_SUBF is not provided or not found, the Alma library code is used instead. This code must be present in Column D of the Alma Location tab of the migration form.
SUMM_PUBLIC_NOTE_SUBF		Public note, will be placed in 852 $z of the generated holding record
SUMM_NON_PUBLIC_NOTE_SUBF		Non-public note, will be placed in 852 $x of the generated holding record

Items

Provide item records in csv format with ID key reference to Bib. Items which do not have a Bib key are not migrated.

The following table lists the expected fields for item migration. If your item fields have different names, indicate the field mapping in the Items section of the Migration File Validation Tool.

Items
Expected Field Name	Notes
ITEM_ID	mandatory
BARCODE	unique
TYPE	not repeatable; e.g. normal loan
STATUS	not repeatable; e.g. on order or missing
WORK_ID	mandatory; matches 001 in bib
SITE_ID	mandatory; use Alma Library map
DESC_NOTE	alphanumeric
SIZE_ID	part of call number
SEQUENCE_ID	mandatory; use Alma Location map
CLASS_NUM	part of call number
SUFFIX	part of call number
CLASS_TYPE	Shelving scheme
CREATE_DATE	date
CREATE_OP	alphanumeric
UPDATE_DATE	date
UPDATE_OP	alphanumeric
DATE_LAST_RETURN	Date of last loan return for the item (YYYYMMDD). To see this value in Alma, search for the item under 'Physical Items' and on the results list click 'Other details'.
NO_LOANS	Total number of completed loans for the item. To see this value in Alma, search for the item under 'Physical Items' and on the results list click 'Other details'. Alma increments the loan count for items currently on loan, so it is recommended that you send (loans - 1) for currently loaned items.

Note Name - Default Local Field
Note Name	Default Local Field
PUBLIC_NOTE
FULFILMENT_NOTE
NON_PUBLIC_NOTE_1	GEN_NOTE
NON_PUBLIC_NOTE_1	MESSAGES
NON_PUBLIC_NOTE_2	CONTENT_NOTE
NON_PUBLIC_NOTE_2	FORMAT_ID
NON_PUBLIC_NOTE_3	WANTS_NOTE
STAT_NOTE_1
STAT_NOTE_2
STAT_NOTE_3

Secondary Item File

You may want to provide item descriptive information in a secondary file. For example, you have a description in the format Vol. 12 No. 2 (2015 January), but Alma recommends that enumeration and chronology information are without labels and are in separate fields. You can provide your description in a secondary item file.

Provide the secondary item file in csv format, with the following fields:

Secondary Item File
Expected Field Name	Notes
itemKey	Provide either itemKey or itemBarcode, but not both. If both are provided, itemKey is preferred.
itemBarcode	Provide either itemKey or itemBarcode, but not both. If both are provided, itemKey is preferred.
itemDescription	Provide in a format such as: Vol. 12, No. 6 (February 2015).
EnumA	For example, “12”.
EnumB	For example, "6".
EnumC
EnumD
EnumE
EnumF
EnumG
EnumH
ChronI	For example, "2015".
ChronJ	For example, "2".
ChronK
ChronL
ChronM

Checkins/Issues

Additionally, you may provide optional serial checkin records in csv format, with an ID key reference to Bib. Checkins in Talis are issues that have been received but for which there is no item record. These are converted to items in Alma.

The following table lists the expected fields for checkin/issue migration. If your checkin fields have different names, indicate the field mapping in the Checkins section of the Migration File Validation Tool.

Checkins/Issues
Expected Field Name	Notes
CHECK_IN_ID	mandatory
SUBSCRIPTION_ID	links to subscription record
YEAR	alphanumeric
VOLUME	alphanumeric
ISSUE	alphanumeric
NUM	alphanumeric
QTY	alphanumeric
DATE	date checked in
WORK_ID	links to bib record


Note Name	Default Local Field
PUBLIC_NOTE
FULFILMENT_NOTE
NON_PUBLIC_NOTE_1	NOTES
NON_PUBLIC_NOTE_2	MESSAGES
NON_PUBLIC_NOTE_3	STATUS
STAT_NOTE_1
STAT_NOTE_2
STAT_NOTE_3

Electronic Identification (P2E)

Provide a list of Talis Bibliographic system numbers that represent electronic resources and an indication if these electronic resources are portfolios, packages, or database resources. The list should be a comma separated text file containing lines that represent each e-resource. Structure each line as follows: <bibnumber>,<resource type

For example:

000000001,Portfolio

000000002,DB

000000003,Package

The words portfolio, package, and db are not case sensitive; therefore, both portfolio and Portfolio are acceptable.

Fulfillment (Patrons and Circulation)

Patrons

Extract all patrons.

Provide the patron files in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Patrons section of the Migration File Validation Tool.

Patrons
Field Name	Notes
BORROWER_ID	mandatory
BARCODE	alphanumeric, repeatable
SURNAME	alphanumeric
FIRST_NAMES	alphanumeric
TYPE	e.g. undergrad or staff
STATUS	active or inactive
STYLE	alphanumeric
REGISTRATION_NUMBER	alphanumeric
EXPIRY_DATE	date; if empty, migration fills in migration date + 1 year
ADDRESS_NAME	alphanumeric
LINE1	alphanumeric
LINE2	alphanumeric
LINE3	alphanumeric
LINE4	alphanumeric
LINE5	alphanumeric
POSTCODE	alphanumeric
TELEPHONE_NO	alphanumeric
EMAIL_NO	alphanumeric
CREATE_OP	alphanumeric
CREATE_DATE	date
UPDATE_OP	alphanumeric
UPDATE_DATE	date
GROUPING_IDS	alphanumeric
INTERNAL_EXTERNAL	INTERNAL or EXTERNAL. If this field is not present in the patron extract, use the Internal? question on the User Group tab of the migration form.
ADDL_ID_1	additional user identifier if needed
ADDL_ID_2	additional user identifier if needed
ADDL_ID_3	additional user identifier if needed
ADDL_ID_4	additional user identifier if needed

User Addresses

There is generally only one address, email, and phone number in the Talis patron record. The fields that are available for migration into Alma are listed in the left column. The values in the left column cannot be changed. The field names from your Talis extract are in the middle column.

Decide which address is preferred (only one can be selected) and in the right column, indicate the type of address. For example, you may decide that the address should be classified as mailing, home, or work.

User Addresses
Alma Address Field	Symphony Field Name	Preference and Type selection
Preferred Address Selection	Select preferred:	Address 1
USER_ADDR1	Select type:	select an address type for all address 1 lines here
ADDRESS_NAME
LINE1 , etc
Emails: Select type for each	Select Preferred email:	Which is the preferred email out of all emails?
EMAIL_NO		For this particular email, which type should it be?
Phones: Select type for each	Select Preferred phone:	Which is the preferred phone out of all phones?
TELEPHONE_NO		For this particular phone, which type should it be?

User Identifiers

There can be a number of fields in the patron record that are user identifiers. The types of identifiers that are available for migration into Alma are listed in the left column. The typical expected field names from Talis are in the right column. Change the field names and/or order of the right column to suit your library’s extract. The values in the left column cannot be changed. Use the values in the left column to select the appropriate primary identifier in the Questionnaire tab of the Alto (Talis Capita) Migration Form. If there is a field in Talis that contains a note specific to the identifier, place that field in the far right column.

User Identifiers
Alma Identifier Type	Talis Field Name	Talis Field Name for Note
UNIV_ID	REGISTRATION_NUMBER	REGISTRATION_DATE
BAR	BARCODE
ADDL_ID_1
ADDL_ID_2
ADDL_ID_3
ADDL_ID_4

User Statistical Categories

There may be a number of fields in the patron record that function as a statistical category only, for example, a student’s department or major. The way the student borrows can be determined by the P TYPE, but you may want to track the department, so that you can get more detailed statistics on how Law students borrow, for example. Since Talis has a large number of fields that are customizable, we provide you the option to map the data from any field to the User Statistical Categories in Alma.

User Statistical Categories
Eser Statistical Category	Local Field Name	Field Label
USER_STAT_CATEGORY	HOME INST	INST:
USER_STAT_CATEGORY	DEPT	DEPT:
USER_STAT_CATEGORY	SCHOOL	SCHOOL:

You can add more lines as necessary, up to a maximum of 10 lines. To map the values, use the UserStatCategories map in the Alto (Talis Capita) Migration Form. If a value is not found in the map, it is migrated as is. If you use a label, the userStatCategory map tries to map the field including the label. The first column in the userStatCategory map would be: LABEL:value, for example: SCHOOL:Law. The validation tool does not provide a colon, so if you want the colon be sure to include it , e.g. 'DEPT:'.

Notes

Notes
Note Name	Information
LIBRARY_NOTE
BARCODE_NOTE
ADDRESS_NOTE
OTHER_NOTE	OTHER_NOTE is marked as userViewable by the migration programs

Active Loans

Extract only current circulation transactions.

Provide the loan files in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Loans section of the Migration File Validation Tool.

Active Loans
Field Name	Notes
LOAN_ID	Loan_ID
ITEM_ID	mandatory
BORROWER_ID	mandatory
DUE_DATE	date
CREATE_DATE	date
CREATE_LOCATION	alphanumeric
CREATE_OP	alphanumeric


Note Name	Default Local Field
NON_PUBLIC_NOTE	LOAN_TYPE

Active Requests

Extract only requests that have been trapped and are sitting on the hold shelf waiting for patron pickup. Provide the request file in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Requests section of the Migration File Validation Tool.

Active Requests
Field Name	Notes
Site for collection
Barcode
Item barcode
Placed_date	Date request was placed. If no value, conversion uses 30 days prior to conversion date
Sat_date	Date placed on hold shelf. If no value, conversion uses conversion date
Expiry_date	Date request expires. If no value, conversion uses 7 days after conversion date

Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration, but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.


Note Name	Default Local Field
NON_PUBLIC_NOTE	Borrower name
NON_PUBLIC_NOTE	Registration number
NON_PUBLIC_NOTE	Control number
NON_PUBLIC_NOTE	Bibliographic description

Fines and Fees

Extract only current fines and fees – fines and fees which have an outstanding balanced owed by the patron. Provide the fine/fee files in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Fines and Fees section of the Migration File Validation Tool.

Fines and Fees
Field Name	Notes
File: charge_incurred (CHARGES)
CHARGE_INCURRED_ID
TRANSACTION_TYPE	Use "fine fee type" map in migration form
AMOUNT
BORROWER_ID	Matches BORROWER_ID in patrons
CREATE_DATE
CREATE_LOCATION
CREATE_OPERATOR
File: credit_vs_incurred (CREDITS)
INCURRED_ID	Links to CHARGE_INCURRED_ID above
AMOUNT

Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration, but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.


Note Name	Default Local Field
NON_PUBLIC_NOTE	NOTE

Acquisitions

Vendors

Provide this file in csv format.

Provide the vendor file in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Vendors section of the Migration File Validation Tool.

Vendors
Field Name	Notes
SUPPLIER_ID	used for linking to order
SUPPLIER_CODE	mandatory
SUPPLIER_NAME	mandatory
VAT_REG_NO	alphanumeric; national tax id
CREATE_OP	alphanumeric
CREATE_DATE	date
UPDATE_OP	alphanumeric
UPDATE_DATE	date
ADDRESS_LINE1	alphanumeric
POSTCODE	alphanumeric
TELEPHONE_NO	alphanumeric
FAX_NO	alphanumeric
SAN	alphanumeric; for EDI
ACCOUNT_NO	alphanumeric


Note Name	Default Local Field
VENDOR_NOTE (will be sent with the order)	NOTE
VENDOR_NOTE	ORDER_METHOD
VENDOR_NOTE	SUPPLIER_LEVEL
ADDRESS_NOTE	ADDRESS_NOTE
DETAILS_NOTE	DESCRIPTION

Orders - Continuous

Provide this file in csv format. This file is used to make serial/subscription orders. If a subscription record is present, information from the subscription is added to the serial order. Subscriptions cannot be used to make orders on their own. Provide the order file in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Orders section of the Migration File Validation Tool.

Orders
Field Name	Notes
OPEN_ORDER_ID	links to subscription
ORDER_STATUS	alphanumeric
ORDER_NUMBER	order number that is sent to vendor; must be unique in Alma
WORK_ID	links to bib
SUPPLIER_ID	links to vendor
SUBSCRIPTION_TYPE_ID	type of subscription
ORDER_TYPE_ID	alphanumeric
VERIFIED	T or F
ORDER_DATE	date
SUB_COST_PA	cost
SUB_COST_PA_CURR	currency code
SUB_START	date
SUB_END	date
FORMAT	alphanumeric
INSTRUCTION	note for supplier
ORDER_GENERATION_DATE	date
CREATE_DATE	date
CREATE_OP	alphanumeric
UPDATE_OP	alphanumeric
UPDATE_DATE	date

Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, add them on the right as needed. The vendor reference number, the additional number, and the receiving note may only be listed once, but you may make as many duplicate lines for PO_NOTE and POL_NOTE as necessary.


Note Name	Default Local Field
PO_NOTE (note on the purchase order header)	NOTE
PO_NOTE	SOURCE
PO_NOTE	CREATE_LOC
POL_NOTE	INSTRUCTION
POL_NOTE	VERDE_ID
POL_RECEIVING_NOTE	This line cannot be duplicated; place only one local field name here.
POL_VEND_REF_NO	This line cannot be duplicated; place only one local field name here.
POL_ADDL_NO	This line cannot be duplicated; place only one local field name here.

Subscriptions

Provide this file in csv format. Information from the subscription file is used, along with the order and allocation files, to generate orders and fund encumbrances. Note that we will only make an order for the subscription if there is a corresponding order record. Provide the subscription file in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Subs & Alloc section of the Migration File Validation Tool.

Subscriptions
Field Name	Notes
SUBSCRIPTION_ID	mandatory
STATUS	alphanumeric
OPEN_ORDER_ID	links to order
DELIVERY_SITE	is a SITE_ID; use Holding Code map in Migration Form
SUPPLIER_ID	links to vendor
SUPPLIER_REF	note sent to vendor


Note Name	Local default Field
POL_NOTE (note on the purchase order header)	NOTE
POL_NOTE	SUPPLIER_ID

Allocations

Provide this file in csv format. Information from the allocation file will be used, along with the order and subscription files, to generate orders and fund encumbrances.

Provide the allocation file in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate local field names for the expected fields in the Subs & Alloc section of the Migration File Validation Tool.

Allocations
Field Name	Notes
SUBSCRIPTION_ID
FUND/ALLOC	Each fund code and its percentage are in different fields. A semicolon separates the fund and percentage, and commas separate the different fund/percentage combinations.

Funds

Fund records are collected into an Excel migration form, then exported to CSV and loaded into Alma. Funds are not extracted from Talis directly. All funds must be listed on a single tab (the first tab on the spreadsheet) before exporting to CSV. You can submit separate CSV files, but they must be physically separate files and not multiple tabs on the same sheet. Each csv file must contain a header line with the field names, as described below.

In the fund file, LEDGER CODE, LEDGER NAME, FUND CODE, and FUND NAME are mandatory. Ledgers are mandatory and if your institution does not have ledgers in the current ILS, define one general ledger for use in Alma.

Note that fund codes and ledger codes are unique across the entire fiscal period, not just within specific hierarchies – so in the spreadsheet submitted, there should be no fund code or ledger code duplication since all of the funds go into a single active fiscal period. Ledger codes are included in the unique constraint; ledger codes cannot cannot be the same as any fund code.

Funds are grouped under summary funds, and summary funds/funds are grouped under ledgers. Only one level of summary fund is allowed in the extract; however it is a simple task in Alma to create a new summary fund after migration and drag other summary funds underneath it.

The fund code in this file must match the fund codes used by Talis order records to make an encumbrance transaction in Alma that links the order to the fund.

Funds
Field Name	Notes
LEDGER CODE	May be repeated across lines to group funds under a single ledger
LEDGER NAME	May be repeated across lines to group funds under a single ledger
SUMMARY FUND CODE	Not mandatory, may be repeated across lines
SUMMARY FUND NAME	Not mandatory, may be repeated across lines
FUND CODE	Alphanumeric, not repeatable (This is the fund code that links to the fund code in the extracted order record.) Must be unique, even across Ledgers.
FUND NAME	Alphanumeric, repeatable
LIBRARY	leave blank; currently all funds are set at the institution level
EXT ID	External ID for linking to an external source, if one exists.
ALLOCATION	Allocation, in dollars, of the current fiscal year’s funds.
FY	Fiscal Year YYYY
NOTE	optional note for the fund

Orders - Monographic

Provide this file in csv format. This file is used to make monographic orders. Provide the order file in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Orders section of the Migration File Validation Tool.

Orders
Field Name	Notes
ORDER_ID
ITEM_ID
ORDER_STATUS
ORDER_NUMBER
WORK_ID	links to bib record 001
SUPPLIER_ID
ORDER_TYPE_ID	used in two maps: POAcqMethod and POLineType
ORDER_DATE
PRICE_PER_ITEM
PRICE_PER_ITEM_CURR
FORMAT
INSTRUCTION
ORDER_GENERATION_DATE
CREATE_LOC
CREATE_OP
UPDATE_OP
EDIT_DATE
FUND_CODE

Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, add them on the right as needed. The vendor reference number, the additional number, and the receiving note may only be listed once, but you may make as many duplicate lines for PO_NOTE and POL_NOTE as necessary.

Note Name	Default Local Field
PO_NOTE (note on the purchase order header)	NOTE
PO_NOTE	SOURCE
PO_NOTE	CREATE_LOC
POL_NOTE	INSTRUCTION
POL_NOTE	VERDE_ID
POL_RECEIVING_NOTE	This line cannot be duplicated; place only one local field name here.
POL_VEND_REF_NO	This line cannot be duplicated; place only one local field name here.
POL_ADDL_NO	This line cannot be duplicated; place only one local field name here.