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    Spydus (Civica) to Alma Data Delivery Instructions

    The procedure for migrating from the Spydus (Civica) ILS to Ex Libris’ Alma consists of the following steps:
    Validate the flat files using Ex Libris’ validation tool Excel. It is recommended that this step be done against a small sub-set of data to ensure that the header of each of your flat files and the filled in field mapping form match each other.
    • 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).
    Deliver the Spydus (Civica) Field Mapping form and validated data validation output to Ex Libris along with the Spydus Migration Form prior to the actual delivery of the data. The lead time depends on your project schedule. Provide the Spydus (Civica) Field Mapping form, which lists the file names and the record counts for each file at the same time that you provide your data extract files.
    For all files, the maximum file size is 2GB.
    Provide the Spydus data elements in flat files, and place them on an Ex Libris secure file server (MFT). Prepare the data files with the naming conventions as described in Appendix – File Delivery and Form.
    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.

    Spydus Field Mapping Form

    Prior to submitting your extracted files, complete the Spydus (Civica) Field Mapping form. The Spydus (Civica) Field Mapping form and the Spydus Migration Form should be submitted at the same time. In the Spydus (Civica) 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 Spydus field names and how they map to our expected field names.
    Even when the names of the fields being provided are the same as the ones listed in the ExL Expected Field Name column, 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 on the various tabs. 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 – 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 Spydus (Civica) Field Mapping form.

    Spydus Delivered Files Form

    At the time you submit the requested data files, submit the completed Spydus Delivered Files form. List the files, record counts, and encoding for each file delivered to the secure file server.

    Spydus Migration Form

    The Spydus Migration Form is a separate Excel spreadsheet that contains information on how to migrate information that is specific to your local implementation of Spydus. For example, your local location codes and item types will be converted to codes and types that can be used by Alma. Information on how to fill out the Spydus Migration Form can be found in the accompanying Spydus to Alma Migration Guide.

    Expected File Formats

    Expected file formats for Spydus data varies by file. See the descriptions below. Ex Libris expects a certain set of files to be exported from Spydus. 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 Spydus but are not necessary to bring to Alma.
    The scope of your specific conversion is agreed upon in your Alma contract.
    As you extract data from any area requested below, provide it to Ex Libris via the secure file server (MFT). This facilitates the transformation analysis and expedites the conversion process. Information on the MFT connection will be provided by Ex Libris. For more information, see Appendix – File Delivery and Form.

    Inventory

    Bibliographic Records

    Bibliographic records are expected in MARC XML format. MARCXML is preferred, but files in standard MARC format are also acceptable. The character encoding expected from Spydus is UTF-8. If your library prefers to export in a different character encoding such as MARC8, inform your Ex Libris project manager. Deliver all files with the same character encoding.
    There should be a unique and consistent former system number in each bibliographic record. This is typically in the 001 field in Spydus. Whichever field it is in, it should be unique and should be present for every single record. Indicate where the former system number is on the Bibliographic tab of the field mapping form.
    If you have loaded SFX MARCIt records into Spydus, it is recommended that they not be included in the bibliographic record export to avoid unnecessary duplication with records loaded directly from SFX. If you want Ex Libris to detect and not migrate the SFX records, ensure that a 035 |a field with (SFX) in the field content is provided so that they can be identified, and answer “No” to the question about SFX bibliographic record on the Questionnaire tab of the Spydus Migration Form.

    Suppressed Records

    Previous customers who migrated from Spydus to Alma did not provide suppressed bibliographic records. Suppressed records are those that are in the system and can be seen by cataloging staff, but cannot be seen by patrons.

    Holding Records

    Alma requires MARC Holdings records. Spydus does not have MARC holdings records, so the migration process generates MARC Holdings records for use in Alma based on information present in the item records.

    Holdings From a Bib Tag

    If there is information in a field embedded in the bibliographic record, the migration programs can generate a holdings record from it. Fill in the values of the following fields in Holdings tab of the Spydus (Civica) Field Mapping form. If the SUMM_LIB_CODE and SUMM_LOC_CODE match an existing holdings record on the same bibliographic record, even a holdings record that was generated from items attached to the same holdings record, then the summary holdings statement will be attached to that holdings 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, a new holding record is generated.
    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

    Items are expected in a separate XML file, in the standard Spydus item extract format.
    The expected fields are listed in the following table. The expected field names are listed in Column A of the Items tab of the field mapping form. Specify the local (delivered) field name in column B.
    There may be additional fields in the item file, but they are not used functionally in Alma and may be placed in note fields for future reference.
    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

    Any additional subfields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The subfields listed in the Default Local Subfield column are those that are expected by Ex Libris. If you use other field names or have subfields that you want to include in the migration, but are not expected by Ex Libris, you can rearrange, add, or subtract fields in the Default Local Subfield column as necessary.
    The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
    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

    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:
     
    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)

    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. Records that initially migrated as physical but actually represent electronic materials can be converted to electronic format after migration to Alma.
    Provide a list of Spydus bibliographic system numbers that represent electronic resources and an indication if these electronic resources are portfolio or database resources. The list should be a comma separated text file containing lines that represent each e-resource. The bibliographic identifier in this file is expected as a BSZ identifier. The format of each line is as follows: <bibnumber>,<resource type>
    For example:
    000000001,Portfolio
    000000002,DB
    During the P2E process, all resources must either be categorized as a portfolio or a database (DB).  It is not possible to generate packages during P2E processing, since packages require at least one portfolio.   A database is essentially a zero-title package.  Post migration, when you add portfolios to the db, you can change them to type 'package'.
    The words portfolio and db are not case-sensitive; therefore, both portfolio and Portfolio are acceptable.
    In addition, indicate which locations represent electronic in the Location tab of the Spydus Migration Form. The migration will only convert items, holdings, and orders that belong to an electronic location to an electronic format. This is especially important if your library has holdings of different formats attached to the same bibliographic record, for example, you have a print version and an electronic version of the same title.

    Fulfillment (Patrons and Circulation)

    Patrons

    Extract all patrons. In order to migrate any area of fulfillment (fines/ fees, loans, requests), all patrons must be migrated. The files should be provided in CSV format, one record per line.
    The fields in the following table are expected. Indicate the local field names for the expected fields in the Patrons tab of the Spydus (Civica) Field Mapping form.
     
    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

     

    EMAIL

     

    DEACT_date expiration date

    CREATE_DATE

     

    BLOCK_CODE

    Use in User Block map

    BLOCK_DATE

     

    CAMPUS_CODE

    Use in Campus Code map

    User Identifiers

    There may 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 Spydus 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 Spydus Migration Form. If there is a field that contains a note specific to the identifier, put it in the far right column.
    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

    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 user group, but you may want to track the department, so that you can get more detailed statistics on how Law students borrow, for example. Since there may be more than one field that has statistical information, we provide you the option to map the data from any field to the User Statistical Categories in Alma.
    User Statistical Category Local Field Name Field Label
    USER_STAT_CATEGORY CATEGORY DEPT:
    USER_STAT_CATEGORY    
    USER_STAT_CATEGORY    
    You can add more lines as necessary, up to a maximum of 10 lines. To map the values, use the UserStatCategories map in the Spydus 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: COLLEGE:Law.  The migration program does not provide a colon, so if you want the colon to be present, include it in the label as above.

    Notes

    Any additional fields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table 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.
    The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
    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)

    Some customers may desire to provide multiple blocks per patron record. In this case, the patron blocks can be provided in a separate file.  The patron ID may have multiple entries in the file, meaning that a patron may have multiple blocks on their record.
    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

    Extract only current circulation transactions. The loan file is expected in xml format, as a standard Spydus extract.
    The fields in the following table are expected. Indicate the local field names for the expected fields in the Loans tab of the Spydus (Civica) Field Mapping form.
    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>

     

    Any additional fields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris.
    The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label can be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
    Note Name Default Local Field Note Label

    NON_PUBLIC_NOTE

    <OND><FLD><RNW>

     

    NON_PUBLIC_NOTE

    <OND><FLD><INHOUSE>

     

    Requests

    Extract only requests which are on the shelf waiting to be picked up.
    Provide the request file in xml format.
    The fields in the following table are expected. Indicate the local field names for the expected fields in the Requests tab of the Spydus (Civica) Field Mapping form.
    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

    Any additional fields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris.
    The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
    Note Name Default Local Field Note Label

    NON_PUBLIC_NOTE

     

     

    Fines and Fees

    Extract only current fines and fees. Fines and fees which have a zero balance are not migrated to Alma. Provide the fines and fees file in csv format.
    The fields in the following table are expected. Indicate the local field names for the expected fields in the Fines & Fees tab of the Spydus (Civica) Field Mapping form.
    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  
    Any additional fields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris.
    The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
    Note Name Default Local Field Note Label

    FINE_FEE_COMMENT

       

    FINE_FEE_COMMENT

       

    FINE_FEE_COMMENT

       

    Acquisitions

    Vendors

    Provide the vendor file in xml format.
    The fields in the following table are expected. Indicate the local field names for the expected fields in the Vendors tab of the Spydus (Civica) Field Mapping form.
    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>

     
    Any additional fields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris.
    The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
    Note Name Default Local Field Note Label

    VENDOR_NOTE

       

    USER_NOTE

       

    ADDRESS_NOTE

       

    DETAILS_NOTE

       

    Purchase Orders

    Provide all order records in xml format.
    The fields in the following table are expected. Indicate the local field names for the expected fields in the Monographic Orders tab of the Spydus (Civica) Field Mapping form.
    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

    Any additional fields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris.
    The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. 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. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
    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

    Fund records are not exported from Spydus. Rather, they are entered into an Excel migration form, then exported to CSV and delivered to Ex Libris for loading into Alma. 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 and ledger codes are unique across the entire fiscal period, not just within specific hierarchies. Therefore, there should be no fund or ledger code duplication in the spreadsheet submitted, since all of the funds go into a single active fiscal period. This uniqueness restriction applies across ledger codes, summary fund codes, and fund codes.
    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.
    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

    Provide all invoice records in xml format.
    The fields in the following table are expected. Indicate the local field names for the expected fields in the Monographic Orders tab of the Spydus (Civica) Field Mapping form.
    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>

     

    Any additional fields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris.
    The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
    Note Name Default Local Field Notes

    INV_NOTE

       

    INVL_NOTE

       

    Appendix – File Delivery and Form

    Each time data files are provided to Ex Libris in the formats indicated in Expected File Formats, place them on an 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+[.].
    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.
    Provide the Spydus Delivered Files form Form along with the submitted files.
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