Spydus (Civica) to Alma Data Delivery Instructions
- Indicate which local fields correspond to Ex Libris' expected fields using the Spydus (Civica) Field Mapping form, prior to data delivery (customer responsibility).
- Extract the relevant data elements from Spydus into flat files (customer responsibility).
- Upload the files to Ex Libris’ secure file server (MFT) along with the Spydus Delivered Files form and the executed/validated Non-ExLibris to Alma Validation Tool (customer responsibility).
- Transform the data elements, based on the Spydus (Civica) Field Mapping form, into an intermediate conversion XML format (Ex Libris responsibility).
- Load the transformed data into Alma (Ex Libris responsibility).
Spydus Field Mapping Form
Spydus Delivered Files Form
Spydus Migration Form
Expected File Formats
Inventory
Bibliographic Records
Suppressed Records
Holding Records
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 | A single subfield code (like 'a') which contains a library code in local ILS format. Do NOT enter a different bib tag. The migration program searches for a subfield within the SUMM_TAG bib tag. | |
SUMM_LOC_SUBF | A single subfield code (like 'a') which contains a location code in local ILS format. Do NOT enter a different bib tag. The migration program searches for a subfield within the SUMM_TAG bib tag. | |
SUMM_LIB_CODE | If SUMM_LIB_SUBF is not provided or the subfield is not found, this is used for all records as a default. Provide a library code in local ILS format. | |
SUMM_LOC_CODE | If SUMM_LOC_SUBF is not provided or the subfield is not found, this is used for all records as a default. Provide a location code in local ILS format. | |
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
Expected Field Name | Notes |
---|---|
<RECORD IRN> |
Item key |
<CREATED><FLD><DATE DISP> |
|
<CREATED><FLD><USER XCODE> |
|
<LASTUPD><FLD><DATE DISP> |
|
<LASTUPD><FLD><USER XCODE> |
|
<HLDLNK><FLD><BIB BRX> |
Links to bib record |
<ICS><FLD><VOL> |
item description |
<ILO><FLD><LOC XCODE> |
Library; use in Alma Location tab |
<ICO><FLD><COL XCODE> |
Location; use in Alma Location tab |
<ICO><FLD><POL XCODE> |
Use in Item Type tab |
<ICA><FLD><SCH TXT> |
Use in Shelving Scheme tab |
<IST><FLD><CDE> |
Use in Item Status tab |
<ITD><FLD><DTE DISP> |
|
<ITD><FLD><LILNK LIX> |
Links to Purchase Order |
<ITD><FLD><CALLNO> |
Call number $h |
<ICS><FLD><VOL> |
This is the description information from the Spydus serial group. It really belongs at the holding level in the 866; unfortunately migration cannot move it from the item to an 866. However, migration can place it in the call number $i so that it is in the holding record. Later, after migration, customers can move to the 866. If you do NOT want this description to go to the call number, then leave the local field column blank here, and put this in a note field instead. |
<ITN><FLD><ID> |
|
<HEADING><FLD><HEAD> | used in DESCRIPTION as the first choice. if this is present, then <ITD><FLD><ISSLNK> is not used. |
<ITD><FLD><ISSLNK> | used in DESCRIPTION as the second choice. If <HEADING><FLD><HEAD> is present, then this is not used. |
<ITD><FLD><PRC> |
inventory price |
REPLACEMENT_COST |
List the local field for item price here only if this is an actual replacement cost; otherwise put it only in the expected field above, <ITD><FLD><PRC>, which is the inventory price. |
Item Notes
Note Name | Default Local Field | Note Label |
---|---|---|
PUBLIC NOTE |
|
|
FULFILMENT_NOTE |
|
|
NON_PUBLIC_NOTE_1 |
<HLDLNK><FLD><TYP> |
|
NON_PUBLIC_NOTE_1 |
<IMMUT><FLD><NUMBER> |
|
NON_PUBLIC_NOTE_2 |
<ITD><FLD><CRS> |
|
NON_PUBLIC_NOTE_2 |
<ITD><FLD><RCVFLG> |
|
NON_PUBLIC_NOTE_3 |
<ITD><FLD><ACNFLG> |
|
NON_PUBLIC_NOTE_3 |
<ITD><FLD><RETPRC> |
|
STAT_NOTE_1 |
|
|
STAT_NOTE_2 |
|
|
STAT_NOTE_3 |
|
|
Secondary Item File
Expected Field Name | Notes |
---|---|
itemKey | Provide either itemKey or itemBarcode, but not both. If both are provided, itemKey is preferred. |
itemBarcode | |
In a format like: "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 |
Electronic Identification (P2E)
Fulfillment (Patrons and Circulation)
Patrons
Field Name | Notes |
---|---|
NRIC |
Matches patron identifier field in loan and request files |
DOB |
Can also be used in PASSWORD field |
CATEGORY |
Use in User Group map |
TITLE |
|
FIRSTNAME |
|
LASTNAME |
|
GENDER |
|
ADDRESS_LINE1 |
|
ADDRESS_LINE2 |
|
ADDRESS_LINE3 |
|
ADDRESS_COUNTRY |
The migration programs do not standardize this country name/code. If country is provided, it must be a three-letter ISO country code, which can be found here https://en.wikipedia.org/wiki/ISO_3166-1_alpha-3 |
POSTAL_CODE |
|
MOBILE |
|
HOME_PHONE |
|
|
|
DEACT_date | expiration date |
CREATE_DATE |
|
BLOCK_CODE |
Use in User Block map |
BLOCK_DATE |
|
CAMPUS_CODE |
Use in Campus Code map |
User Identifiers
Alma Identifier Type | Spydus Field Name | Spydus Field Name that Contains a Note |
---|---|---|
UNIV_ID |
MEMBERSHIP_NO |
MEMBERSHIP_TYPE |
BAR |
NRIC |
|
ADDL_ID_1 | ||
ADDL_ID_2 | ||
ADDL_ID_3 | ||
ADDL_ID_4 |
User Statistical Categories
User Statistical Category | Local Field Name | Field Label |
---|---|---|
USER_STAT_CATEGORY | CATEGORY | DEPT: |
USER_STAT_CATEGORY | ||
USER_STAT_CATEGORY |
Notes
Note Name | Information |
---|---|
LIBRARY_NOTE |
|
BARCODE_NOTE |
|
ADDRESS_NOTE |
|
OTHER_NOTE |
OTHER_NOTE is set as user viewable by the migration programs |
Patron Blocks (separate file)
Note Name | Information |
---|---|
PATRON_IRN | matches IRN number in patron file |
ZBN | use in User Block map in the migration form |
BLOCK_CREATE | create date of block |
Active Loans
Field Name | Notes |
---|---|
<RECORD IRN> |
|
<CREATED><FLD><DATE DISP> |
|
<CREATED><FLD><USER XCODE> |
|
<LASTUPD><FLD><DATE DISP> |
|
<LASTUPD><FLD><USER XCODE> |
|
<OND><FLD><BRW BID> |
Matches patron ID in patron file |
<OND><FLD><ITM ITN> |
Matches item barcode in item file |
<OND><FLD><LDTE DISP> |
|
<OND><FLD><LTIM DISP> |
|
<OND><FLD><RNW> |
Checked for renewal status; if you also want the number of renewals, put this field in a note |
<ONC><FLD><DDTE DISP> |
|
Note Name | Default Local Field | Note Label |
---|---|---|
NON_PUBLIC_NOTE |
<OND><FLD><RNW> |
|
NON_PUBLIC_NOTE |
<OND><FLD><INHOUSE> |
|
Requests
Field Name | Notes |
---|---|
<CREATED><FLD><DATE DISP> |
|
<CREATED><FLD><USER XCODE> |
|
<LASTUPD><FLD><DATE DISP> |
|
<LASTUPD><FLD><USER XCODE> |
|
<RVP><FLD><BRW BID> |
Matches patron ID in patron file |
<RVP><FLD><BIBISS BRX> |
|
<RVP><FLD><TLOC XCODE> |
|
<RVP><FLD><XDTE DISP> |
|
<ITMRSV><FLD><LNK ITN> |
Matches item barcode in items |
Note Name | Default Local Field | Note Label |
---|---|---|
NON_PUBLIC_NOTE |
|
Fines and Fees
Field Name | Notes |
---|---|
Borrower |
Matches patron ID in patron file |
Accession No |
Matches item barcode in items |
Charge Code |
Use in Fine Fee Type map |
Charge Amount |
|
Total Amount |
|
Amount Due |
|
Charge Date |
|
Created |
|
Last Updated |
Note Name | Default Local Field | Note Label |
---|---|---|
FINE_FEE_COMMENT |
||
FINE_FEE_COMMENT |
||
FINE_FEE_COMMENT |
Acquisitions
Vendors
Field Name | Notes |
---|---|
<HEADING><FLD><HEAD> |
|
<ICODE><FLD><INTCODE> |
|
<XCODE><FLD><EXTCODE> |
|
<CREATED><FLD><DATE DISP> |
|
<CREATED><FLD><XCODE> |
|
<LASTUPD><FLD><DATE DISP> |
|
<LASTUPD><FLD><XCODE> |
|
<VDT><FLD><TYPE TXT> |
|
<VDT><FLD><COUNTRY> |
|
<VDT><FLD><CURRENCY> |
|
<VDT><FLD><DISCOUNT> |
|
<VCT><FLD><PHONE> |
|
<VCT><FLD><FAX> |
|
<VCT><FLD><STREET> |
|
<VCT><FLD><CITY> |
|
<VCT><FLD><STATE> |
|
<VCT><FLD><ADRCODE> |
|
<VCT><FLD><COUNTRY TXT> |
|
<VCT><FLD><NAME> |
|
<VCT><FLD><TITLE> |
|
<VCT><FLD><STREET2> |
|
<VCT><FLD><STREET3> |
|
<VCT><FLD><EMAIL> |
|
<VCT><FLD><URL> |
Note Name | Default Local Field | Note Label |
---|---|---|
VENDOR_NOTE |
||
USER_NOTE |
||
ADDRESS_NOTE |
||
DETAILS_NOTE |
Purchase Orders
Field Name | Notes |
---|---|
<CREATED><FLD><DATE DISP> |
|
<CREATED><FLD><USER XCODE> |
|
<LASTUPD><FLD><DATE DISP> |
|
<LASTUPD><FLD><USER XCODE> |
|
<POLNK><FLD><LNK POX> |
Purchase order number; must be unique per vendor in Alma |
<VENLNK><FLD><LILNK XCODE> |
Links to Vendor file |
<BIBISS><FLD><LILNK BRX> |
|
<ORD><FLD><TYPE> |
Use PO Acq Method map |
<ORD><FLD><PRIORITY TXT> |
|
<ORD><FLD><ORCAT> |
Use PO Line Type map |
<ORD><FLD><MATCDE> |
Use PO Reporting Code map |
<PST><FLD><STATUS> |
Use PO Entry Point map |
<PRC><FLD><CURRENCY XCODE> |
|
<PRC><FLD><QTY> |
|
<PRC><FLD><TAXRATE> |
|
<PRC><FLD><BNKRATE> |
|
<ALC><FLD><BRANCH XCODE> |
|
<ALC><FLD><COL XCODE> |
Sent through Alma location map |
<ALC><FLD><QTY> |
|
<FAL><FLD><FUND XCODE> |
|
<FAL><FLD><AMT> |
|
<CET><FLD><CMT> |
|
<LIX><FLD><ID> |
purchase order line number; must be unique in Alma |
Note Name | Default Local Field | Notes |
---|---|---|
PO_NOTE |
|
This line can be repeated as many times as necessary; multiple local fields can be placed in this note. |
POL_NOTE |
|
This line can be repeated as many times as necessary; multiple local fields can be placed in this note. |
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. |
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. Matches fund code in order file. This must be unique, even across ledgers. |
FUND NAME |
Alphanumeric, repeatable |
LIBRARY |
Must be in the Alma Library List on the Spydus Migration Form. The library code must match the code in the migration form exactly – match is case-sensitive. There can be multiple libraries here, separated by a semicolon. This field can be left empty, which means that all libraries in the institution can use the fund. div class="Note">If the central order library is used in the migration form, this field is ignored and all funds are set to the institution level, meaning that all libraries in the institution can use the fund. |
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 |
Invoices
Field Name | Notes |
---|---|
<CREATED><FLD><DATE DISP> |
|
<CREATED><FLD><USER XCODE> |
|
<LASTUPD><FLD><DATE DISP> |
|
<LASTUPD><FLD><USER XCODE> |
|
<VENLNK><FLD><INVLNK XCODE> |
Links to vendor file |
<IVD><FLD><DATE DISP> |
|
<CCD><FLD><CODE XCODE> |
|
<CCD><FLD><BNKRATE> |
|
<CET><FLD><EXP> |
|
<INX><FLD><ID> |
|
<IVS><FLD><CODE TXT> |
|
<IVS><FLD><DATE DISP> |
|
<IVS><FLD><USR> |
|
Note Name | Default Local Field | Notes |
---|---|---|
INV_NOTE |
||
INVL_NOTE |