Talis Alto (ESS) to Alma Data Delivery and Migration Guide

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.

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.

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.  The unique key for the holding record.
LOCATION_ID	mandatory, not repeatable. Use in Alma Location tab of Migration Form, first level of location (like the Alma Library)
WORK_ID	mandatory, not repeatable.  This is the Bib key. Should match 001 of related bib record.
SEQUENCE_ID	not repeatable.  Use in Alma Location tab of Migration Form, second level of location (like the Alma Location)
SIZE_ID	not repeatable.  Used with CLASS_NUMBER and SUFFIX to generate the call number in the 852 of the new holding record: $k SIZE_ID $h CLASS_NUMBER $i SUFFIX
CLASS_NUMBER	not repeatable.  See SIZE_ID
SUFFIX	not repeatable.  See SIZE_ID
CLASS_TYPE	not repeatable. Use in Shelving Scheme tab of Migration Form
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	Example 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)

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## or 86#3#.  Wildcard allowed for third digit and indicators but not first two digits.  To indicate a space character, use b, for example 866b1.
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

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.  Unique numeric key for item records.
BARCODE	unique, but can be left blank.
TYPE	not repeatable; e.g. normal loan.  Use in Item Type map in Migration form
STATUS	not repeatable; e.g. on order or missing.  Use in Item Base Status map in Migration form
WORK_ID	mandatory; This is the related bib key; matches 001 in bib
SITE_ID	mandatory; use Alma Location map of the Migration form, as the first level of location (similar to Alma Library)
DESC_NOTE	alphanumeric; placed in the Description field in the item.  Usually looks like 'Vol 1 No 1 (Jan 2022)'
SIZE_ID	Used with CLASS_NUMBER and SUFFIX to generate the call number in the 852 of the new holding record: $k SIZE_ID $h CLASS_NUMBER $i SUFFIX
SEQUENCE_ID	mandatory; use Alma Location map of the Migration form, as the second level of location (similar to Alma Location)
CLASS_NUM	part of call number, see SIZE_ID
SUFFIX	part of call number, see SIZE_ID
CLASS_TYPE	use in Shelving scheme map of Migration Form
CREATE_DATE	date
CREATE_OP	alphanumeric; staff user who created the item
UPDATE_DATE	date
UPDATE_OP	alphanumeric; staff user who last updated the item
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.
RECEIVE_NUMBER	In order to use the Receiving Number in Alma, you must configure an item sequence of type Receiving Number (Config menu -> Resources -> General -> Item Sequences).  See Configuring Physical Item Sequences.
INVENTORY_PRICE	Both fields may be filled with a single ‘price’ field from Talis Alto if desired.  The REPLACEMENT_COST will be used to assess fines if the item is lost. To provide this value in the Migration Validation Tool twice, click the plus sign (+) to the left of the incoming field.  This will allow you to assign the value to two different expected fields.
REPLACEMENT_COST

 

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.

We recommend that EnumX and ChronX fields contain only numbers, for example '12' instead of 'Vol. 12' and '2' instead of 'Feb'.  However, it is programmatically time-consuming to distinguish between an invalid use (Vol. 12) and a valid use (12A), so in the interest of processing quickly, we allow any string in EnumX and ChronX fields.  Do not provide a full date in a single field.  Split any dates into three, for example 4 Feburary 2020 is ChronI=2020, ChronJ=2, ChronK=4.   

Provide the secondary item file in xls or xlsx format, with the following fields:

Secondary Item File

Expected Field Name	Notes
item_key	Provide either item_key or barcode, but not both. If both are provided, item_key is preferred. If providing barcode, then leave this field blank.
barcode	Provide either item_key or barcode, but not both. If both are provided, item_key is preferred.  If providing item_key, then leave this field blank. Example:
description	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

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; unique identifier for the checkin record
DELIVERY_SITE	use in Delivery Site map (holding code) to get a location
YEAR	alphanumeric; mapped to Chron I
VOLUME	alphanumeric; mapped to Enum A
ISSUE	alphanumeric; mapped to Enum B
NUM	alphanumeric mapped to Enum C
DESCRIPTION	alphanumeric; mapped to Description field.  Use this field if the data is like 'Vol. 1 No 12 (2021 December)'.  Use the four fields above (Year, Volume, Issue, Num) if the data is more like YEAR = 2021 VOLUME = 1 NUM = 12 ISSUE = 12.
QtyExpected	numeric.  QtyExpected + QtyReceived = PIECES in the item record created here
QtyReceived	numeric.  QtyExpected + QtyReceived = PIECES in the item record created here
DATE	date checked in
WORK_ID	links to bib record

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
PUBLIC_NOTE
FULFILMENT_NOTE	This is a pop-up note which displays during circulation transactions
NON_PUBLIC_NOTE_1
NON_PUBLIC_NOTE_2
NON_PUBLIC_NOTE_3
STAT_NOTE_1
STAT_NOTE_2
STAT_NOTE_3

Use this tab to create a list of Libraries in Alma. At least one library is mandatory.

Alma Library Code: Maximum 10 characters. Mixed case is valid, but not recommended. Do not use special characters or spaces. Allowed: - and _ (hyphen and underscore). Not allowed: !@#$%^&*()+=/?><.,\|]}[{`~ or the space character.

Alma Library name: Maximum 255 characters. This is visible to the public.This must be unique.  For example, you cannot have two libraries with code LIBA and LIBB and have them both called 'Library'.  They must have different names.

Address lines: Alma allows you to specify address, phone, and e-mail information about each library. It is mandatory for a library to have a shipping/billing address in order to place orders in Alma. The migration process sets the designated address provided with all possible types in Alma (shipping, billing, claiming, etc.). At least one address line is mandatory.

Email: An email address is mandatory. The migration process sets the email address provided with all possible email address types in Alma. Phone: The phone number must contain dashes (nnn-nnn-nnnn). A phone number with no dashes is not accepted by the migration program. Not mandatory.

Default language: Indicate the language of patrons and/or staff members if it differs for each library. Use two-letter codes as defined in ISO 639-1. Consult the codes at https://en.wikipedia.org/wiki/List_of_ISO_639-1_codes

Further Explanation: The Talis SITE_ID, which is the higher level of location, and is comparable to the Alma library. Use the Alma Libraries tab in the Talis Alto (Capita) Migration Form to indicate your list of Alma libraries. The actual mapping from the Talis SITE_ID to the Alma library is done in conjunction with the Talis SEQUENCE_ID in the Alma Location tab.

Use this tab to map your Talis SITE_IDs and SEQUENCE_IDs to libraries and locations in Alma. Filling in this tab is mandatory.

Talis SITE_ID: Value from the SITE_ID field in the item extract from Talis. The ALMAME_VAL_NOT_FOUND line is required to catch any location codes you may have missed.

Talis SEQUENCE_ID: Value from the SEQUENCE_ID field in the item extract from Talis.

Alma Library Code: The library that contains this library/location combination in Alma. You can use the same library codes that you used in Talis, but it is not required. This code must be present on the Alma Library Tab, column A. The match is case-sensitive.

Alma Location Code: The new location code for this library/location combination in Alma. It can be a maximum of 10 characters. You can use the same location codes in Alma that you used in Talis, but this is not required. You may also use this form to collapse locations if desired, for example refa and refb in Talis both map to ref in Alma. Mixed case is valid, but not recommended. Do not use special characters or spaces. Allowed: - and _ (hyphen and underscore). Not allowed: !@#$%^&*()+=/?><.,\|]}[{`~ or the space character.

Call Number Type: List the call number type for any newly created holdings records, based on the values used for 852 first indicators. (http://www.loc.gov/marc/holdings/hd852.html). If we cannot determine the call number type from the item record itself using the CLASS_TYPE, we use this as a default for all items in the location.

Alma Location Name: A description for this location as seen/used by library staff members. The same location name cannot be used for different locations in the same library, but the same location name can be used for different locations in different libraries. See the examples in the Further Information section below for what is acceptable and not acceptable. Maximum 255 characters.

Alma External Location Name: A description for this location as seen/used by the public. The same name can be used for as many different locations as desired. For example, the location names may be Archives A and Archives B, but the external location names can both be Archives. Maximum 255 characters.

Electronic Location? (Yes or No): Used by the P2E migration process to determine if a holding/item/order should be converted to electronic. See the Physical to Electronic (P2E) Processing section for more information.

Suppress from Externalization? (Yes or No): Indicate if the location should be suppressed from being visible to the public. The items are not marked as suppressed, but no holdings or items with this location code are exported to Primo.

Further Information: Do not leave the Alma location and library code fields blank. If you want to stop using a location code after migration, map the Talis code to an easily identifiable code such as XXX or unused just in case any stray items are still in your Talis database.

The ALMAME_VALUE_NOT_FOUND line must be included at the top of the list of locations, in case any location codes were overlooked when completing this map. For example, you may think that you do not have any items left in a certain collection, so you leave it off the location map. However, there may be one or two items left or a stray holding record, etc.

By default, the location code for the ALMAME_VALUE_NOT_FOUND line is UNASSIGNED, which is the default catch-all in Alma in production mode. Ex Libris recommends that you select your primary/largest library as the library code for the line, for example MAIN as in the example line below. In this case, the items inherit the configurations for the MAIN library.

Alma Location Tab

Talis SITE_ID<	Talis SEQUENCE_ID	Alma Library Code	Alma Location Code	Alma Location Desc	Alma External Loc Desc	Suppress from Externalization
ALMA_ME_ VALUE_NOT _FOUND	ALMAME_VALUE_NOT_FOUND	MAIN	UNASSIGNED	Problem location from Migration	Problem: See Library Staff	Yes

Post-migration, search for items in the UNASSIGNED location and correct the records appropriately.

Use this tab to map the Talis DELIVERY_SITE to Talis Library and Home Location values.

DELIVERY_SITE: The Talis delivery site found in the issue, subscription, and order records

Description: Description of the Talis Delivery Site, not used in the migration programs

Talis Library code: Used as input to the Alma Location Tab

Talis Home Location code: Used as input to the Alma Location Tab

Further information: The DELIVERY_SITE in Talis is used in the subscription to indicate the eventual physical location of an order/subscription. When item records are made in Alma from the Talis checkin/issue record, the DELIVERY_SITE is used to assign the library and location in the Alma item record. Additionally, the holding (destination) library and location for the order record is assigned using this map.

The input to this map is the Talis DELIVERY_SITE. The output from this map is Talis Library and Home location, which is used as input to the Alma Location tab. DO NOT use Alma codes as the output for this map.

Alma will generate a first indicator for the newly-created 852 based on the Shelving Scheme tab.

CLASS_NUM_TYPE: The values in the Shelving Scheme tab as delivered in the extract from Talis. The commonly used values are included in the tab, but you can make additions or changes as necessary.

852 1st Indicator: List the value that should be used in the 852 first indicator field when generating a holding record from the item. For a list of possible values and their description, see http://www.loc.gov/marc/holdings/hd852.html. Note that 7 is not supported on migration. Mandatory.

Description: A description or note for this shelving scheme value, if you need to make a note while deciding the first indicator value. This column is not used in migration.

Further Information: Do not include an ALMAME_VAL_NOT_FOUND line here, because if an item has a shelving scheme that is not listed or does not have a shelving scheme value, the shelving scheme is taken from the Call Number Type column on the Location tab of the Talis Alto (Capita) Migration Form.

Use this tab to migrate the Talis Item Type to the Alma Item Policy. This tab is optional. The item type in Alma is not required, so if you leave this tab blank, no item policies in Alma are created.

Talis Item Type (TYPE_ID): The value in the item type field of the Talis item. The item type is used to differentiate between items when determining how items circulate.

Talis Description: The description of the Talis item type, for information only. This column is not used during the mapping process.

Alma itemPolicy: The Alma value for the item type. This sheet can be used to collapse item types if desired.

Alma itemPolicy Description: This description is loaded into Alma as the display text for the item types. These values can be changed after migration. Maximum 255 characters.

Use this tab to map your item status in Talis to an item status in Alma.

Talis Item Status (STATUS_ID): The item status in Talis.

Description: A short description of the item status in Talis, if desired, for note purposes while filling out this form. This column is not used for migration.

Base Status: In Alma, the base status indicates whether or not the item is on the shelf. Indicate whether or not an item with this status is on the shelf. For example, NewBooks is on the shelf (1), but Withdrawn is not (0).

Further Information: Talis has a field for item status that indicates what is happening to the item. For example, an item may be in binding, in repair, or internally being handled by a specific library department. As stated in the Boundwith section below, items with status BOUN are not migrated to Alma.

Include in column A any status that may indicate no status, for example Available, but leave column B blank. This migrates the item to Alma with no status at all, which is how Alma indicates that an item has no status. If any status is in your data but is NOT included in column A, it is given a note of Unknown status.

Alma also has a process type that indicates the status of an item depending on the Alma workflow (item is on loan, item is sent to the bindery, etc.), but the process type is dependent on the corresponding Alma workflow. For migration, all item statuses that are indicated as not on the shelf (0) from Talis are given the process type of TECHNICAL.  Further, the item status description field is written to internal note 1 for all items where there was a status, regardless of the shelf/not on shelf designation.

Post migration, customers can then search for and re-route items with values in the internal note 1 to the appropriate handling or department in Alma. This process can also be used as a configurable criterion for suppressing items from display in the GetIt services screens from discovery systems. See Appendix A – Post-Migration Process Statuses for more information.

Alma requires a MARC holding record for all items. On migration, items are grouped by library, location, and possibly call number and a single holding record is created for each group of items. During the migration process, the MARC Organization Code, Alma library, and Alma location are put in the following places in the exported MARC holding record:

• The MARC Organization Code is placed in the 852 $a field (if desired/provided).
• The Alma library is placed in the 852‡b field.
• The Alma location is placed in the 852‡c field.

Call numbers in Alma are stored at the holding record level, in subfields h, i and k of the 852 tag. The call number is determined from Talis as follows:

The permanent location and call number in Alma is only stored in the holding record. All items attached to the holding record have the same permanent location and call number. On migration, the call numbers for any new holding record created are generated from the first item found in the group of equivalent items. By default, a group of equivalent items is determined by the location of each item attached to the same bibliographic record. For example, if a bibliographic record has five items:

• Item 1, 2 in Location A
• Item 3, 4 in Location B
• Item 5 in Location C

The migration program generates three different MARC holdings records, one for each location A, B, or C. The items for each location are then attached to the newly created holding record. If there are any call numbers that differ from the holding record’s call number, the differing call number is stored in the item’s Item Call Number field.

You may decide which 852 subfields are used to determine what makes items belong to the same group. The 852 subfields as mapped from Talis, described in the Library, Location and Call Number sections above, are: $b SITE_ID $c SEQUENCE_ID $k SIZE_ID $h CLASS_NUMBER $i SUFFIX. By default, the migration programs compare $b and $c, but you may decide to change this based on items and serial holdings records in your collection.

When the holding record group is based only on $b (library) and $c (location), some item call number information is not reflected in the holdings record call number if the call numbers differ from each other in the same library/location. However, the differing call number is stored in the item’s Item Call Number field, so the call number is not permanently lost.

For example, if there are four items on the same bibliographic record with the following call numbers, all in location main:

When only $b and $c are used to determine a holding record group, two holding records for the above items are created: Holding record $b main $c stacks $h PN 567 $i .M4

Holding record $b bio $c flr1 $h PN 567 $i .M457

When the holding record group is based on more subfields, for example $b $c $h $i, three holding records are created:

Holding record $b main $c stacks $h PN 567 $i .M4

Holding record $b main $c stacks $h PN 567 $i .M457

Holding record $b bio $c flr1 $h PN 567 $i .M457

Decide which 852 subfields will be used to determine holding record groups by answering the question in the Questionnaire tab of the Talis Alto (Capita) Migration Form, “Indicate which 852 subfields to use to determine unique holding records”.

Serial holdings records are included in the same holding record groups as item records, described above. Using the example in the Determining Groups of Holding Records section above, if there is a serial holdings record on the same bibliographic record as the four items above, and the generated call number for the serial record is $b main $c stacks $h PN 567 $i .M457, then serial information from that record is placed on the shared holding record. Additionally, if there are multiple serial holdings records with the same location, a single holdings record is created for the location and all notes from all serial holdings records are added to the single holdings record in Alma.

The Talis HOLDINGS_NOTE migrates to the 866 tag in the holding record, and the GENERAL_NOTE, DESCRIPTIVE_NOTE, and the WANTS_NOTE can be migrated either to the 852 $x (public note) or the 852 $z (non-public note) depending on how you fill out the Serial Holdings tab of the Talis Alto (ESS) Delivered Files List.

Talis checkin records are individual serial issues that have been received but for which there is no item. These migrate to item records in Alma. Checkin records in Talis do not have a call number, so the only information that can be used to determine holding record groupings is the library/location combination (852 $b and $c). If only the $b and $c are used to determine holding record groupings, then the checkin records inherit the call number of the holding record that was created from items with the same library/location ($b/$c) on migration. If more subfields are used to determine the call number grouping (for example $b $c $h $i), then because the checkins do not have a call number they will always be their own group in determining holding record groupings – and the resulting holding record will not have a call number at all. See the section Determining Groups of Holding Records above for more information on making that decision.

The item record in Alma that is created from the Talis checkin/issue record does not have an item type defined. Item types can be assigned to sets of item records in bulk using standard Alma item modification tools.

The material type in Alma is a description of the type of material the item is such as book, map, issue, DVD, compact disc, etc. It is controlled by a fixed list of physical resource material types in Alma. Each item in Alma must have a material type specified.

Talis customers may provide a material type in a subfield of the item tag (typically 999) of the exported bibliographic records. The material type you indicate determines the item's material type.

If not provided in the extract, the migration automatically assigns a material type based on Bibliographic record LDR and 007 fields. There is no customer input required for this part of the migration as the Alma types are fixed.  The material type in migration is derived from the resource type which is constructed by Alma based on the bib header information. To see a description of how the resource type is determined, see the Resource Type Field description.

There can be up to three addresses, emails, and phone numbers 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?

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 Talis Alto (ESS) 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

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 Talis Alto (ESS) 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 in the Migration Form 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:', but the tool does add a space between the label and the value.

In the Migration File validation tool, provide labels to the right of the field:

Then, in the migration form, use that label as a prefix to the values in the field.  Be sure to put a space between the label and the code:

In the case above, you can see that if there were no prefix to the fields, it would not be possible to distinguish between 'b' from PC1 and 'b' in PC2.

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.

Notes

Note Name	Information
LIBRARY_NOTE
BARCODE_NOTE
ADDRESS_NOTE
CIRC_NOTE	CIRC_NOTE is marked by the migration programs as a popup note. This is the only user note which migration marks as a popup note.
OTHER_NOTE	OTHER_NOTE is marked as userViewable by the migration programs.  This is the only note which migration marks as user viewable.

Complete the following in the Questionnaire tab of the Migration Form:

The user group is used to distinguish groups of patrons from each other in determining different levels of circulation policies. Typical user groups are faculty, staff, and undergrad.

If patrons are being migrated, then this mapping table is mandatory.

Talis Patron Type: The Talis patron type code, found in the TYPE field of the patron extract.

Talis Description: A description of the Talis patron type code, for informational purposes only. This column is not used in the mapping to Alma user group.

Alma User Group Code: The mapped group code in Alma. You can use the same codes that you used in Talis, or you can use different codes. You can also collapse groups if desired, for example, having Freshman and Sophomore from Talis both map to Undergrad in Alma. Do not use special characters, for example, slashes (/) or spaces in the code.

Alma User Group Description: The description of the Alma User Group. This description is loaded into the Alma code table as the description displayed in the user interface. This description can be changed easily after migration.

Internal? Y or N: Alma categorizes users as either external or internal. External patrons are managed and authenticated by an external system, such as through a regular load from the bursar’s office/campus student information system. Internal patrons are created and managed internally. Examples of internal patrons are minority cases where community borrowers or alumni use library services. When Y, all of the patrons in the Alma userGroup are categorized as internal. When N, all of the patrons in the Alma userGroup are categorized as external. External users are fully external (except patron notes), including all user identifiers, authentication, and address information.

Notes/Comments: Add any notes or comments for the Talis User Profile. This column is not used during migration.

Further information: See also the following question in the Questionnaire tab, regarding internal and external users:

• Which identifier should be used by as the patron's Primary Identifier?

See also the section on internal/external patrons.

This tab is used to migrate the statistical categories in your patron records (if you have them) to Alma. In Talis, it is possible to have multiple fields that contain statistical codes, usually named GROUP or DEPARTMENT.

Before filling in this tab, specify in the Patrons tab of the Generic to Alma Field Mapping form which fields from your legacy ILS are migrated to statistical categories in Alma. You can include a label before each category to distinguish between categories in different fields. For example, you can have LAW in USER_CATEGORY1 and also LAW in USER_CATEGORY2. If desired, use a prefix to distinguish between the two, for example, CAT1: LAW and CAT2: LAW. 

Talis original value: List all of the values from all of the fields that you want to put into the statistical category mapping. For example, if you both fields of GROUP and DEPARTMENT in the list, list all of the values from those fields in Talis. Include the label applied if it is important to distinguish between values in different fields.

Source Description: A description of the individual categories, for information only. This field is not used in the mapping to Alma.

Alma Stat Category: The Alma Statistical Category code desired. This code is used to retrieve groups of patron records with various reporting tools.

Alma Stat Category Description: The description of the Alma Statistical Category Code. This value is loaded into the code table for userStatCategories. This description can be updated after migration.

Further Information: Alma has a Statistical Categories field in the patron record that can be used to retrieve statistics on groups of patrons. Talis has two different user category fields and Alma has only one.

Talis TRANSACTION_TYPE: List all of the values from the TRANSACTION_TYPE field in the Talis extract.

Talis Description: A description of the TRANSACTION_TYPE, for assistance in filling out this form. This column is not used in the mapping routine.

Alma Fine Types: Possible values in Alma are listed in the drop-down list.

Further Information: Outstanding patron bills from are migrated to Alma Fines and Fees. Only the currently owed amount is migrated. If any partial payments have been made before conversion, they are not reflected on migration to Alma.

Alma categorizes users as either external or internal. External patrons are managed and authenticated by an external system, such as through a regular load from the bursar’s office/campus student information system. Internal patrons are created and managed internally. Examples of internal patrons would be minority cases where community borrowers or alumni use library services. Ex Libris expects to find a field INTERNAL_EXTERNAL in the Talis patron extract which specifies whether or not a patron is internal or external.

External users will be fully external (except patron notes), including all user identifiers, authentication and address information.

The migration program allows for six different types of user identifiers: University ID, Barcode, and Additional ID 1, 2, 3, and 4. Select one of these identifier types as the primary ID – the primary unique identifier for the patron.  You may map multiple identifiers from your previous ILS.  You may also consider mapping email address, a common matchpoint in authentication systems, to an additional ID field.

When selecting the primary ID, the first identifier found in the field is used as the primary ID, and all subsequent identifiers are kept in the userIdentifier section. The primary ID must be unique, so if there are duplicates, the first unique ID found is migrated as is, and the IDs for the second and subsequent patrons with the same ID are given a suffix of -1, -2, etc. 

Identifiers may not be duplicated, even within the same patron record. See the questionnaire question DUP_ID_SAME_PATRON for options.

If the identifier chosen for the primary ID is not present, the migration program creates an identifier for the patron based on the patron original identifier, prefixed with ID. The migration programs do not use a non-selected identifier as the primary ID.

Select BARCODE, UNIV_ID (Registration Number) or ADDL ID 1, 2, 3, or 4 as the primary ID type for all patrons in the Questionnaire tab of the Talis Alto (Capita) Migration Form.

Complete the following in the Questionnaire tab:

Code: CURRENT_FISCAL_PERIOD

Default: determine by date of conversion

Options: This question is important around the fiscal period close, depending on whether or not you have run fiscal period close in your legacy ILS, or if you will run it in Alma after migration. If you do not know how to answer this, select determine by date of conversion. The options are:

• Determine by date of conversion – The conversion program uses the fiscal period that includes the date of conversion.
• 2013-2014 – Select this option if the date of conversion is later than the fiscal period to which you want your orders to migrate. For example, if the migration date is July 3, 2014, and the previous fiscal period ended on June 30, 2014, select this to put all of your orders in the fiscal period that ended on June 30, 2014. Select this option if you want to run fiscal period close in Alma instead of in your old system.
• 2014-2015 – If the date of conversion is earlier than the start date of the desired fiscal period, select this option. For example, if the migration date is June 15, 2014, and the next fiscal period begins on July 1, 2014, select this option to put all of your orders in the next fiscal period. Select this option if you want to perform the fiscal period rollover in your legacy ILS prior to conversion.

Use this tab to map values from the Talis ORDER_STATUS field to the Alma PO Entry Point field. This tab is required.

The entry point value is used to determine where the PO falls in the Acquisitions workflow in Alma. The PO entry point is mandatory in Alma, so the ALMAME_VALUE_NOT_FOUND line is required to catch any ORDER_STATUS values that may not have been found in the map.

Talis ORDER_STATUS: The value of the Talis order status, found in the ORDER_STATUS field of the Talis order extract.

Order Status Description: A description of the ORDER_STATUS field, for information only. This field is not used in the mapping.

Alma PO Entry Point: The desired order status in Alma. Select from one of the values in the drop-down list. The following options are available:

• NEW – The order has been created, but has not been sent to the vendor. Orders can have status NEW for years while librarians are reviewing what to order, or they can be NEW for just a short while if the acquisitions staff created the order to send to the vendor immediately.
• SENT – The order has been sent to the vendor and funds have been encumbered/committed. The item has not been received yet for one-item orders, or the item has been received for continuous orders. Continuous orders that continue to be invoiced/received remain with SENT status (which can be considered as a sub-status of waiting for renewal within Alma) until they are closed.
• WAITING_FOR_INVOICE – Use only for one-time orders. The item has been received, but not the invoice. Invoice status must not be FULLY_INVOICED.
• CLOSED – The order has been received and invoiced. Nothing else will be received on this order. (Do not use for open continuous orders that you are still receiving.)
• CANCELLED – The order is cancelled.

This tab is mandatory if you are migrating orders. Include a line for ALMAME_VAL_NOT_FOUND since this field is mandatory in Alma.

SUBSCRIPTION_TYPE: Value of the subscription type field in Talis, found in the SUBSCRIPTION_TYPE field in your order extract.

Subscription Type Description: A description of the SUBSCRIPTION_TYPE field, for information only. This field is not used in the mapping to Alma.

poLineType: The Alma line type value. Select one of the following line types from the drop-down list:

• PRINT_OT – printed book one time. This is used for one time or infrequent orders of specific items, for example, a printed book, E book, or a musical score, that is not published repetitively. The order is at the item level. If the only physical items that you order are books, this type is essentially the same as Print Book - One Time.
• PRINTED_BOOK_OT: Print Book One Time
• PRINT_CO – journal/continuation. This is used for orders that are repeated on a regular basis. An example is monthly subscriptions to physical or electronic material such as journals. The order is at the holding level, and items in the holding record are received periodically.
• PRINTED_JOURNAL_CO: Print Journal - Subscription
• PRINT_SO – standing order monograph. This is used for orders that are not repeated on a frequent or regular basis. For example, this type of PO line is used for purchasing all the printed books by a particular author when they are published or where a series of books are being published, but not necessarily on a regular basis. The receipt of new material involves a new bibliographic, holdings, and item record. If the only physical items that you order are books, this type is essentially the same as Print Book - Standing Order.
• PRINTED_BOOK_SO: Print Book – Standing Order
• PRINT_SO_NONMON - Standing Order Non-Monograph – Similar to continuous orders.
• OTHER_SERVICES_OT - Other Services One Time – Various non-inventory orders for services purchased from a vendor. Both one-time behavior and repetitive behavior are available. This should only be applied to orders without inventory.  For electronic resources, see the ‘Line Types and electronic orders’ section below.
• OTHER_SERVICES_CO: Other Services Subscription.  This should only be applied to orders without inventory. For electronic resources, see the ‘Line Types and electronic orders’ section below.

Further Information: Use this tab to define the line type of the migrated order. The PO may move through Alma workflows differently according to what type of item is on order. For example, a monographic order is opened, sent to the vendor, received, invoiced, and closed. However, a serial order may be received and invoiced many times and may remain open indefinitely. Alma does have other PO Line types but they are not available for use in migration.

Use this tab to determine the Acquisition Method of an order in Alma. The acquisition method is an indication of how the order is acquired.

ORDER_TYPE_ID: The value of the ORDER_TYPE_ID field in Talis, found in your order extract.

ORDER_TYPE_ID description: A description of the Order Type in Talis, for information purposes only. This field is not used in the mapping to Alma.

poLineAcqMethod: The Acquisition method in Alma. AcqMethod is mandatory in Alma. If not found, then use PURCHASE. Select one of the following values from the drop-down list:

• PURCHASE – normal workflow
• GIFT – not sent to vendor and no invoicing or payment
• EXCHANGE – not sent to vendor and no invoicing or payment
• APPROVAL – pre-established delivery plan - normal workflow except not sent to vendor
• VENDOR_SYSTEM – the order is placed at the vendor site so that sending it to the vendor is not required. The normal workflow is followed except that the order is not sent to the vendor.
• DEPOSITORY – usually from the government. The order is not sent to vendor and there is no invoicing or payment.
• TECHNICAL – no fund or amount required
• LEGAL_DEPOSIT – does not require fund or price, and uses a special version of the PO Line order letter

Comment: Add any comments about ORDR_TYPE for use while filling out this form. This field is not used by the migration programs.

Further Information: The PO Acq Method is mandatory in Alma, so the ALMAME_VALUE_NOT_FOUND line is required to catch any values that may not have been found in the map.

Use this tab if you wish to map values from the Talis FORMAT field to the Alma Reporting Code field. This tab is not required.

When an encumbrance transaction is created in Alma, the acquisitions staff can classify the transaction with a reporting code. Later, reports can be used to retrieve transactions with the same reporting code. Reporting codes are often (but not always) used to classify a purchase as serial, monograph, or electronic, for state or nation-wide reporting purposes.

Talis Format: The value of the Talis order format, found in the FORMAT field in the order extract.

Format Description: A description of the FORMAT field, for information only. This field is not used in the mapping.

Alma Reporting Code: The desired code value for the reporting code in Alma. You may choose to collapse FORMAT values if desired.

Alma Reporting Code Description: The name for the reporting codes in Alma. This field is used to create a code table that is loaded into Alma. This value can be easily changed after migration.

The entry point value is used to determine where PO falls in the workflow in Alma. Possible values for poEntryPoint are: NEW, SENT, WAITING_FOR_INVOICE, CLOSED, and CANCELLED.

The migration from Alma uses the following map from ORDER_STATUS to determine the PO entry point:

Talis Alto allows for transactions to be of value 0.00 for all purchase orders (encumbrances). In Alma, encumbrances or open orders of amount 0.00 are changed to 1.00.  The following types of orders (Acq method) can be open with amount 0 on the order, but with with no transaction/link to fund: GIFT, DEPOSITORY, EXCHANGE, TECHNICAL, and orders with the 'no charge' flag set to Y.

For each of the following three questions (P2E_LINK, P2E_NOTE, and P2E_PROVIDER), you can use indicators in the following manner:

• Specific indicators: 85641u – only tags with 41 as the indicator is used.
• No indicator (# is used for a blank character, for example: 8564#u) – only tags with 4<blank> as an indicator are used.
• All possible indicators: 8564*u – tags with 4 as the first indicator are used. The second indicator is not taken into account.
  The space character operates the same way as an asterisk (*), for example: 8564 u is the same as 8564*u.
• Special Request: If you need to specify multiple specific indicators, for example 85641 and 85642, it cannot be coded in the migration form but your ExL representative can make a special request to the migration team.

Code: P2E_LINK

Options: Provide a 3 digit Marc field code + subfield: 856u. Only one field/subfield is allowed.

Recommendation: 856 u

Default: If this is left empty, no tag is used.

Code: P2E_NOTE

Options: Provide a 3 digit Marc field code + subfield: 856z. Only one field/subfield is allowed.

Recommendation: 856 z

Default: If this is left empty, no tag is used.

Code: P2E_PROVIDER

Options: Provide a 3 digit Marc field code + subfield: 856m. Only one field/subfield is allowed.

Recommendation: 856 m

Default: If this is left empty, no tag is used.