WMS (OCLC) to Alma Data Delivery and Migration Guide

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Migration Overview

This migration guide is intended to be used by customers who are coming from the Worldshare Management System (WMS), produced by OCLC, Inc. Customers are expected to provide extracts for their inventory and fulfillment data, and map them into expected fields using the WMS (OCLC) Field Mapping form, the WMS (OCLC) Data Delivery Specifications, and this guide. If customer contract for premium migration services, they can also provide acquisitions and course reserve data.

This document serves two purposes:

A step-by-step guide to filling out the WMS (OCLC) Migration Form. The Migration Form maps local data, such as location codes or user group codes, into codes that will be used in Alma, and provides a mechanism for customers to make individual decisions about their data migration which may vary from customer to customer.
A description of the files expected from WMS, as well as an explanation of general migration rules.

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

Indicate which local fields correspond to Ex Libris' expected fields using the WMS (OCLC) Field Mapping form, prior to data delivery (customer responsibility).
Validate the flat files using Non-Ex Libris to Alma 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 WMS (OCLC) Field Mapping form match each other.
Extract the relevant data elements from WMS into flat files (customer responsibility).
Upload the files to Ex Libris’ secure file server along with the WMS (OCLC) Delivered Files List and the executed/validated Non-Ex Libris to Alma Validation Tool (customer responsibility).
Transform the data elements, based on the Field Mapping form, into an intermediate conversion XML format (Ex Libris responsibility).
Load the transformed data into Alma (Ex Libris responsibility).

Deliver the WMS (OCLC) Field Mapping Form and validated data validation output form to Ex Libris along with the WMS (OCLC) Migration Form prior to the actual delivery of the data. The lead time depends on your project schedule. Provide the WMS (OCLC) Delivered Files form, which lists the file names and the record counts for each file, at the same time that you provide your data extract files.

Provide the data elements in flat files, and place them on an Ex Libris secure file server. Prepare the data files in the exact format as specified in Appendix A – File Delivery and Delivered Files Form with the naming conventions as described there.

Recommendations for Using this Guide

This document is divided into four areas:

Inventory
Fulfillment
Acquisitions
Physical to Electronic

Each area has the following sections:

Files expected - an explanation of the files that are expected from WMS.
Questionnaire Tab – Instructions for individual questions asked on the Questionnaire tab of the Migration Form.
Individual Tabs – Instructions for how to fill in individual tabs on the migration form.
Further Explanation – Explanations of migration processes that need more explanation and/or do not need customer input.

We recommend that you look at the Questionnaire tab section and the individual tabs in each area to assist in filling in the migration form.

If you have further questions about any of the data input or about the migration in general, see the more detailed explanations in the Further Explanations sections.

Files Requested from your ILS

Ex Libris expects a certain set of files to be exported from the incoming ILS, listed below. As files are extracted, be sure that the extracted file description, such as data elements and lengths, matches the description in Expected File Formats.

The data elements listed are those that Ex Libris expects to use in conversion. Not all data elements that exist in WMS are necessary to transfer to Alma.

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

As you extract data from any area listed below, provide it to Ex Libris via the MFT server. This facilitates the transformation analysis and expedites the conversion process. For file delivery instructions, see Appendix A – File Delivery and Delivered Files 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.

Expected File Formats

All the files listed in the tables below are expected in CSV format with one record per line, and fields delimited by commas and multi-values within fields delimited by semicolons. The following is an example of a record with multiple values for the third field:

“field1”,”field2”,”field3a”;”field3b”,”field4”

The following are the only exceptions to this expected format:

Bibliographic records (which are MARC standard files)
MARC Holdings records

For all files, the maximum file size is 2GB.

WMS (OCLC) Field Mapping Form

Prior to submitting your extracted files, complete the OCLC (WMS) 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 field names and how they map to Alma's expected field names.

On all of the tabs in the form, there is a ##Foreign Key## column. Customers should not fill out this column – it is for internal use only.

In addition, there are various note fields for each data element. Fields that are not expected by Ex Libris (because there is no functional place for the data element in the corresponding Alma data structure) can be placed in a note in the record. Specify the note type that you want the field to go to at the bottom of each tab in the form.

WMS (OCLC) Delivered Files Form

At the time you submit the requested data files, submit the completed Excel spreadsheet WMS (OCLC) Delivered FIles form. List the files, record counts, and encoding for each file delivered to the MFT server. Indicate the type of encoding and bib format (for bib files).

Inventory

Alma uses bibliographic, holding, and item records. WMS uses bibliographic, MARC holdings, and item records. In cases where there is not a MARC holding records, for example for some items but not all items, they are created during migration, based on information in the item record and possibly a holding record created from a summary statement in the bib record.

Bibliographic Records

Bibliographic records are expected in MARC, UNIMARC or KORMARC format. Binary MARC, UNIMARC or KORMARC is preferred, but Ex Libris also accepts files in MARCXML, UNIMARCXML or KORMARCXMLformat as well. The character encoding expected is UTF-8 (preferred) or ANSEL/MARC8. If your library prefers to export in a different format, inform your Ex Libris project manager. All files should be delivered with the same character encoding.

The following sections explain additional bibliographic use-cases which are supported.

Bibliographic record key

Each Bibliographic record MUST have a single unique source key/identifier in a consistent single source MARC/UNIMARC/KORMARC field, which is specified on the Bib tab of the Field mapping form. Records that do not conform will be rejected.

The bib key usually comes as an OCLC record number, which can have different forms. Howerver, the 'link to bib' field in the item does not exactly match this key.

Examples:

bib key in bib file | bib key in item file
ocm00001466 | 1466
ocm00089585 | 89585
ocm41883537 | 41883537
on1442800701 | 1442800701

The migration program will remove alphabetic characters and leading zeroes in the bib key when making the match between the bib and item/administrative data. The p2e file is included in the administrative data, meaning the p2e file can contain numbers like '1466' and still match to 'ocm00001466'.

Suppressed Records

Suppressed records are those bibliographic records that you want to have in the database, but not show to the public. Examples of this are:

titles on order
missing or damaged titles where you want to keep the record but not show it to the public
titles that are for internal management only, such as equipment

Provide a text file that contains the source BIB key/ID, one key per line, for bibliographic records that are suppressed.

Boundwiths

Items that are shared by multiple bibliographic records are called boundwith items. Alma supports boundwiths by using standard bibliographic record relationships defined by Marc 21 linking fields. In general, the Alma migration process associates the shared item with a parent bibliographic record and creates links to the secondary bibliographic records via the standard 774 linking field.

WMS does not have functionality to maintain boundwith items, but some libraries may have reports from their previous systems that show bound with relationships. In this case, the customer may modify their reports from the previous system and put them into the following format.

Examples of boundwiths:

Bound journals with a title change in the middle of the year. For example, if January – April is “Journal of Mathematics Education” and May – December is “Mathematics Educator”, and all 12 of the issues are bound in the same volume with a single barcode.
Pamphlets or small volumes with similar content which were combined into the same item/barcode, either by binding or in a folder.

Provide boundwith information in a separate file as follows:

bib ID (host), bib ID, bib ID etc

456,457,458,459

In the above example, bib 456 has the shared item attached to it. The other bib IDs in the line are bound with the shared item. Since Alma supports standard bibliographic record relationships using Marc 21/UNIMARC/KORMARC linking fields at the bib level, the migration processing associates this shared item by linking the sharing bibliographic records via the standard linking fields. Therefore, the actual item that is shared is not necessary for migration processing.

Linked Bibliographic Records

If you use standard 7XX fields for linking between MARC bibliographic records (or standard linking fields for UNIMARC), they are leveraged during migration and create appropriate bibliographic-level linking in Alma.

No exported files are necessary for this category: use the migration form, Questionnaire tab, to indicate if your bibliographic records contain linking fields.

Electronic Link Resolver Records

If you have SFX MARCIt bib records or equivalent electronic records in WMS that are also represented by your link resolver system, it is suggested that they be excluded from the data provided to Ex Libris to avoid unnecessary duplication with the link resolver system data. If these records are NOT removed, you will likely see a record in Alma migrated from the ILS and the same record migrated from your link resolver system, and the duplicates will have to be managed post-go live.

An exception to this is if the records have active orders or physical inventory that are also being migrated, these records should be kept. If you choose to provide a string to indicate records to be removed/not migrated, the migration programs remove records with no attached orders or inventory and keep records with attached orders and items.

No exported files are necessary for this category: use the Questionnaire tab of the migration form to indicate a string that will be checked in the 035 field. Example: ‘(SFX)’.

Holding Records

Provide MARC holdings records in a separate file from the MARC bibliographic records. Do not send the Bibs and Holdings in an interleaved (combined) file.

MARC Holdings

If MARC holdings are provided, each record MUST have a single unique source identifier in a consistent single source MARC/UNIMARC/KORMARC field as well as a valid unique bibliographic identifier in the 004 in order to link it to its correct bibliographic record. Records that do not conform are rejected.

Holding Records from a Summary Statement in a Bibliographic Record

If the customer has serial holdings which are only represented by a summary statement such as Vol. 1 (1980) – Vol. 21 (2000), these statements may be included in a tag in the bibliographic record. Use the Holdings tab of the WMS (OCLC) Field Mapping form to indicate which field and subfield contents to use for generating holdings records from summary statements embedded in the bibliographic record. No external file is needed here: the migration program would look for the specified tag in the delivered bib record file.

Fill in the values of the following fields in the Holdings tab of the WMS (OCLC) Field Mapping form. If the SUMM_LOC_CODE matches 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 is attached to that holdings record, regardless of call number. In other words, the summary holdings is placed on the holdings record with the same 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 holdings record is generated.

Holding Records from a Summary Statement in a Bibliographic Record
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,for example, 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 (such as a) that 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, is placed in 852 $z of the generated holding record.
SUMM_NON_PUBLIC_NOTE_SUBF		Non-public note, is placed in 852 $x of the generated holding record.

Item Records

Ex Libris expects item records in CSV delimited format. Items that do not have a BIB key are not migrated.

Serial description information from tag in holding

Additionally, WMS stores serial description information (such as 'v. 1 no. 3 July 2017) in the holding record related to the item - not in the exported item record itself. Therefore, Ex Libris migration programs transfer the description from the holding to the associated item when there is a barcode in the 876 $p which matches the barcode from the item.

When an 876, 877, or 878 contains a $p with the item barcode, then one of the following will happen:

a) if the 876/7/8 contains $3 with a description field, it will be transferred directly to the item description field.

b) if the 876/7/8 contains $8 with a linking number, the programs will search for a related 853/4/5 and 863/4/5, and construct a description field from those paired tags for this item.

If the item has a field 'Textual Holdings', that field is preferred over bringing the description over from the serial holding record.

Suppressed Item Records

All suppressed item records are migrated to Alma as regular items (not suppressed). However, specific locations can be marked as suppressed in Alma so that groups of items can be suppressed from public view.

Item Record

The following format is used for an item record from WMS (OCLC) in CSV format. Records should provide one record per line, with quotes and commas. Provide a header at the top. If something is allowed to be repeatable, provide the repeated information with a semicolon.

Dates can be in any format, but they must be consistent. Do not use YYYYMMDD and then MMDDYYYY in the same file.

Item Record
Expected Field Name	Notes
Holding Location	use as Library in Alma Location mapping tab
Shelving Location	use as Location in Alma Location mapping tab
Temp Shelving Location
Item Type	use in Item Type mapping tab
Call Number	This field is used when generating a holding record. Further, if only bc is used in 852_subfields_for_hol, then this call number could* be placed in the ITEM_CALL_NUMBER field when multiple items are grouped together into a single holding record. * 'could' because Item Call Number will be placed in ITEM_CALL_NUMBER if present. If Item Call Number is NOT present, then Call Number is placed in the ITEM_CALL_NO according to the descriptions in "Determining Groups of Holding Records" and "Changing the Holding Record Grouping" sections below.
Item Call Number	If this is present, then the value will be placed in ITEM_CALL_NUMBER. This value takes precedence over a possible value from Call Number, according to the descriptions in "Determining Groups of Holding Records" and "Changing the Holding Record Grouping" sections below. This field is only used if you have two different call number schemes, for example a subject call number and a shelf location (like Shelf 15 Box 2). If you have only one call number, use 'Call Number' and leave this one blank.
Textual Holdings	maps to item's Description field
OCLC Number	bib key
Item Barcode
Current Status	use in Item Base Status mapping tab
Issued Count	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.
Last Issued Date
Last Inventoried Date
Soft Total	maps to Total In House Use
Soft Last Date	maps to Last In House Use Date
Item Deleted Date	If this field has value '---' (no date) then the item is migrated. If there is a date present, the item is not migrated.
LHR Item Shelving Scheme	use in Shelving Sheme map
LHR Item Copy Number
REPLACEMENT_COST	Place a field name here ONLY IF this will be used an actual replacement cost for a lost item in Fulfillment.
INVENTORY_PRICE	Place a field name here for information purposes about the original cost of the item.
Material Format	use Item Material map in migration form

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. If you want to include multiple local fields in the same Alma note, make as many copies of the line in the spreadsheet as needed for all note name/local field combinations.

Item notes

For every note in the note fields PUBLIC_NOTE and the NON_PUBLIC_NOTE_N fields, the migration program will check for a ! at the beginning of the field and make it a fulfillment note. That is, the field you put in PUBLIC_NOTE might have a mixture of regular notes and notes with '!' at the beginning. Notes without '!' will go to PUBLIC_NOTE, and notes with '!' will go to FULFILMENT_NOTE. Field labels are not available for fulfillment notes that are generated from notes with '!'. If you want a field label for a fufillment note, you must provide the fulfillment note in a separate field.

If you have a field that is entirely fulfillment notes, and these don't have '!' at the beginning, you can put that field into FULFILMENT_NOTE and every note in the field will be considered a fulfillment note.

Note Name	Default Local Field
PUBLIC_NOTE	Shows to the public
FULFILMENT_NOTE	Pops up at circulation activity. See section on Fulfillment notes above for an explanation on how to use this field.
NON_PUBLIC_NOTE_1	Internal notes
NON_PUBLIC_NOTE_2
NON_PUBLIC_NOTE_3
STAT_NOTE_1	Statistical notes
STAT_NOTE_2
STAT_NOTE_3

Item Statistics Notes (STAT_NOTE_*) can use controlled vocabulary when statistics_note_controlled is set to true. For more information, see Configuring Item Statistics Notes.

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 February), 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.

With the exception of the item_key and barcode, all other fields will force blank if an empty field is provided. In other words, if you have an item description in Alma, and you provide a blank description in this file, the incoming blank will be 'written' to Alma, meaning the Alma description will be deleted.

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.

Even though it is not recommended, if for any reason you need to provide a full date in a single field, put a tick (') before the date in the Excel cell so that it is treated like text (instead of the Excel date format).

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

Expected Field Name	Notes
item_key	Provide either item_key or barcode, but not both. If both are provided, item_key is preferred Always provide both fields, even when one is empty. E.g.
barcode
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

Customer Input - Inventory

Questionnaire Tab

Institution Code, Customer Code, Institution Name, Customer Name, Time Zone

Codes: INST_CODE, CUST_CODE – these are filled in by Ex Libris

INST_NAME and CUST_NAME: fill these fields in with your institution’s name and your customer name (this is only different from the institution name if you are part of a consortium). These are mandatory and must be filled in.

Default: N/A

Time Zone: Select your time zone from the drop-down list. If your time zone is not listed, contact your Ex Libris project manager.

MARC Organizational Code

Code: MARC_OC

Default: None; this is not mandatory

Options: Enter your MARC Organizational code, which will be used to construct the former system number in Alma. Only one code is allowed.

Further Information: The migration moves the value in the exported record’s former system number field (bibliographic system number) to the 035 $a field:

(MOC)<bibliographic record id>-<customer code>

<(moc)> is the MARC Organization code specified here. <customer code> is the customer code specified in the CUSTOMER_CODE question above.

For example: (AbC)u12345-01abc_inst

Usually, the former system number can be in the 001 field of the bibliographic record. Customers should specify where the former system number is in the Bibs & P2E tab of the WMS (OCLC) Field Mapping form.

List Prefix for bibs from SFX or other management systems

Code: SFX_PREFIX

Default: ‘(SFX)’

Options: String. If not indicating a link resolver management system, leave blank. Multiple strings are allowed, use a semicolon to separate: (SFX);WaSeSS;EBC

Further Information: If your catalog contains records imported from SFX or another electronic resources management system and you are also migrating bibliographic records directly from SFX or the other management system, this may result in duplicate bibliographic records in Alma. You can enter a prefix here so that the migration programs can identify these bibs and not migrate them to Alma to avoid creating duplicate SFX records in Alma. The migration programs do not make any attempt to physically merge the two records into one.

The default response to this question is ’(SFX)’, but you can enter any prefix that represents bibs that you want to exclude from loading into Alma. The migration programs search for the string in the 035 $a field of the MARC record. If you do not want to exclude any such records, leave this field blank.

If the migration programs identify bib records containing the prefix in the 035 $a and the records in your incoming records are connected to a purchase order line and/or physical items, these bib records are still migrated so that the purchase order and/or items can be migrated, but they are automatically suppressed in Alma to avoid end-user discovery duplication.

Do you use internal system numbers in Linked Entry fields?

Indicate if you use internal system numbers in linking fields. Internal system numbers from your legacy system are not continued in Alma, and therefore should be changed to MMSID (the Alma internal system number).

MARC fields: $w subfield for tags 76x-78x, 80x, 81x, and/or 83x

Unimarc fields: $1 subfield with prefix 001 for fields 423, 461, 462, 463, 464 [example: bib key 99999 in tag 461 = 461 $100199999]

Code: LINKED_ENTRY_W

Default: No

Options: If you answered Yes to this question, the internal system numbers in the subfield $w or $1001 of the specified tags are converted from the former system number to the Alma system number.

Internal record designation for Linked Entry fields $w

Code: LINKED_ENTRY_PREFIX

Default: Blank

Options: If you answered Yes to the previous question and the internal system numbers have a prefix, enter the value to be matched to identify the local system number. If the system numbers in $w or $1001 do not have a prefix, or if you answered No to the previous question, leave this question blank.

Further information on LINKED_ENTRY_W and LINKED_ENTRY_PREFIX: When bibliographic records are related to each other, such as a journal title that is superseded by a second journal title, your previous ILS may store the information in bibliographic fields 76x-78x, 80x, 81x, and 83x $w for MARC, and 423, 461, 462, 463, 464 for Unicode. If the number in the $w or $1001 of the linking tags is the internal legacy ILS system number, these numbers must be changed to the Alma representation of the system number. If your library does not use the internal system number to link and instead relies on more general identifiers such as the ISBN, ISSN, or shared cataloging DB (OCLC or DLC), these numbers are not modified.

In Alma, the system numbers in the linking field are used to link two related bibliographic records together using the related records process. Related records can be found by clicking the More Info link on the Alma Search Results page. For more information on configuring related records, see Configuring Related Records for Physical Inventory.

Indicate which 852 subfields to use to determine unique holding records

Code: 852_SUBFIELDS_FOR_HOL

Default: bc (library and location only, not call number)

Options: To group all items on a single bibliographic record by library/location only, select bc here. If you have many items in the same bibliographic record in the same library/location but different call numbers WITHIN that library/location and you want each of them to have their own distinct holding record, select from additional subfields h, i, j, k, m, p and indicate those subfields in the call number data with a semi-colon separator.

The library and location codes are matched after the Alma Location Mapping has been performed, meaning the match is done on the Alma version of the library/location codes.

Further Information: See Determining Groups of Holding Records and Changing the Holding Record Grouping.

Limit exported records by location

Code: LIMIT_BY_LOCATIONS

Default: No

Options: If your export contains all of the data from a shared database, and you wish to only migrate a part of that export to Alma, then the migration programs can filter the data according to locations listed on the Location Tab. In this case, the ALMAME_VALUE_NOT_FOUND line on the location tab is not used. Inventory is filtered by locations on the Location Tab, and Fulfillment is filtered based on campus codes in the Campus Code Tab. Bib records without location information (standalone bibs) are included.

Use this option only if agreed upon with your Ex Libris project manager.

Bib Key Prefix

Code: BIB_KEY_PREFIX

Default: empty

Options: If you are combining data from two or more separate databases into a single combined institution in Alma, then indicate a prefix here that will be used to distinguish the former system numbers in Alma after migration. For example, the different systems likely had completely different bibs for system number 12345 and you want to be able to search for the specific bib from your own institution after go-live. The prefix does not include a hyphen so if you want a hyphen in the number (e.g. PQ-12345), then include it in the string. If you are not merging institutions, leave this question blank.

Move 001/003 to 035 or 935

Code: 001_035_935

Default: 035

Options: If your incoming bibliographic records have a number in the 001, then the migration programs move it elsewhere as (<003>)<001>. For example: (OCoLC)12345. To move to the 035, which is the default, then select 035 in the dropdown. If you are part of a consortium and are using OCLC numbers to determine matching records when linking to the NZ, you may wish to move this number to the 935 so that the moved number does not interfere with another matching key you may be using. If you are not linking to the NZ, then this question is likely not useful. Default: 035

Ex Libris marks the moved 035 or 935 with $9 ExL to indicate that the migration programs generated this field.

Further information: If an 035 exists in the record already with the identifier that was in the 001, then a second (duplicate) tag is NOT made. Also, when checking if the identifier already exists, the migration programs compare to the $a only. Meaning, if an existing tag contains

001 12345

003 OCoLC

035 $a(OCoLC)12345 $z (OCoLC)54321

then the existing 035 $a is considered a duplicate and a second tag is not created.

Add institution suffix to Bib ID

Code: BIBID_INST_SUFFIX

Default: No

Options: When moving the legacy bibliographic identifier to the 035 or 935, you can choose to add the institution code to the end of the string, like 12345-34ABC where 12345 is the legacy bib ID and 34ABC is the institution code. This may be used in conjunction with other bib identifier options, such as BIB_KEY_PREFIX and MARC_OC.

Yes = include suffix

No = do not include suffix

Use subfield indicators in item call number (AltCallNo)

Code: ITEM_CALLNO_SUBFIELD

Default: Yes

Options: When generating an Item Call Number field (also known as AltCallNo), you can decide if the string contains subfield indicators. Default = Yes

Yes = $h PZ3.A93 Pr16 $i A975
No = PZ3.A93 Pr16 A975

For more information on when an Item Call Number is generated, see the section Changing the Holding Record Grouping, which depends on the question 852_SUBFIELDS_FOR_HOL.

Add $9 LOCAL to specified tags

Code: NZ_LOCAL_TAGS

Default: empty

Options: Add $9 LOCAL to specified bib tags, for use in consortia where an IZ environment links to an NZ. Tags marked as Local will be kept in the IZ, and not moved to the NZ.

Format for this input: tag + indicator. Use # for any/wildcard, and b for the space character. Separate with semicolon.

Example: 59###; 69###;960##;970##;090b#

The wildcard works only for the third digit of the tag and the indicators. Examples:

CORRECT: 95###

INCORRECT: 9####

Also, 900-949 cannot be used here, as described in the Migration Considerations for Consortia guide

Alma Library Tab

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: !@#$%^&*()+=/?><.,\|]}[{`~ and the space character.

The Alma Library Code cannot be the same as the Alma Customer Code nor the Alma Institution Code.

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 Alma library is the higher level of location. The Location or sometimes Physical Location is the lower level of location. Your ILS may or may not have an existing higher level of location. If you have a higher level of location already, you may likely simply copy those libraries to this tab here. If you only have one level of location, you can list new libraries here and then map existing locations to a library/location combination using the Alma Location tab.

Use the Alma Libraries tab in the WMS (OCLC) Migration Form to indicate your list of Alma libraries. The actual mapping from the legacy library to the Alma library is done in conjunction with the Physical Location in the Alma Location tab.

If you use an error library (for example “EMPTY”) in the ALMAME_VALUE_NOT_FOUND line of the Alma Location Map tab, be sure to list that library here on the Library Tab. It is not mandatory to use an error library; you may also choose to use one of your regular libraries plus a lower-level error location for the items that encounter errors during the mapping process.

Alma Location Tab

Use this tab to map your WMS Holding Location and Shelving Location to libraries and locations in Alma. Filling in this tab is mandatory.

Include ALL locations of ALL types, including electronic types that may ultimately be deleted in Alma. They still need to be provided in the location tab mapping.

Library: First level of location - Value from the Holding Location field in the item extract or the 852$b in the MARC holdings extract from WMS. The ALMAME_VAL_NOT_FOUND line is required to catch any location codes you may have missed.

Location: Second level of location - Value from the Shelving Location field in the item extract or the 852 $c in the MARC holdings extract from WMS.

Alma Library Code: The library that contains this library/location combination in Alma. You can use the same library codes that you used in WMS, 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 WMS, but this is not required. You may also use this form to collapse locations if desired, for example, refa and refb 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 for the 852 first indicators. (http://www.loc.gov/marc/holdings/hd852.html). If we cannot determine the call number type from the item or holding record itself, 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 incoming code to an easily identifiable code such as XXX or unused just in case any stray items are still in WMS and you forgot about them. 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.

Incoming Library code	Incoming Location Code	Alma Library Code	Alma Location Code	Alma Location Desc	Alma External Loc Desc	Suppress from Externalization
ALMAME_ VALUE_NOT _FOUND	ALMAME_VALUE_NOT_FOUND	MAIN	UNASSIGNED	Problem location from Migration	Problem: See Library Staff	Yes

Incoming Library code

Incoming Location Code

Alma Library Code

Alma Location Code

Alma Location Desc

Alma External Loc Desc

Suppress from Externalization

ALMAME_

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.

Alma Location Name and Alma External Location Name

The Alma Location Name column contains the names of the location codes that are displayed in the staff interface. The names cannot be repeated in the Location Name column when the location codes both belong to the same library, but you can use the same name for two different locations, if these locations belong to different libraries. The Alma External Location Name column contains the names of the location codes that are displayed to library patrons. These names can be repeated within the column without regard for libraries. For example:

The following is acceptable:

Alma Library	Alma Location Code	Alma Location Name	Alma External Location Name
Library A	stacks	Main Stacks	Main Stacks
Library B	stacks	Main Stacks	Main Stacks
Library A	archa	Archives A	Archives
Library B	archa	Archives B	Archives
Library A	archstk	Archives Stacks	Archives
Library A	archref	Archives Reference	Archives

The following is not acceptable:

Alma Library	Alma Location Code	Alma Location Name	Alma External Location Name
Library A	archstk	Archives	Archives
Library A	archref	Archives	Archives

The Alma library and Alma location are put in the following places in the migrated or newly created MARC holdings record:

The Alma library is placed in the 852‡b field.
The Alma location is placed in the 852‡c field.

Collapsing Locations

This mapping table can be used to collapse location codes – that is, two or more location codes in your legacy ILS can map to a single location code in Alma. The Alma location and library code fields may not be empty. If you want to stop using a location code on migration, map the incoming code to an easily identifiable code such as ZZZ if any stray items are still in your library database.

If you collapse location codes, you may have lines in the table such as the following:

Incoming Location Code	Alma Library	Alma Location Code	Alma Location Name	Alma External Loc Name	Suppress from Externalization	Electronic Location
reserves	MAIN	RESERVES	Reserves	Reserve	Yes	No
reservesElec	MAIN	RESERVES	Reserves	*ReserveElec*	*Yes*	*Yes*
reservesShort	MAIN	RESERVES	Reserves	Reserve	Yes	No
reservesPerm	MAIN	RESERVES	Reserves	Reserve	Yes	No

The three values in bold italic above (ReserveElec as the External Location name, and Yes for Suppress from Externalization and Electronic location) are not used in Alma. Since the locations are being collapsed, the first line for the RESERVES Alma location is used, and all subsequent lines below it use the values from the first line.

Shelving Scheme Tab

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

SHELVING_SCHEME: The values in the LHR Item Shelving Scheme, as delivered in the item extract from WMS. This may also be called Call Number Type, and it indicates what kind of call number is being used for this item/holding, such as Library of Congress or Dewey.

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 use 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 WMS (OCLC) Migration Form.

The shelving scheme mapping, and the shelving scheme from the Call Number TYpe column of the Location tab, are only used when generating holding records from items when no holding record previously existed. These values are NOT used to update an existing MARC Holding record. Any MARC holding record shelving scheme is left as is when it is migrated to Alma.

Item Type Tab

Use this tab to migrate the WMS 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.

WMS Item Type: The value in the item type field in the item from WMS. The item type is usually used to differentiate between items when determining how items circulate.

Description: The description of the incoming 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.

You can optionally include an ALMAME_VAL_NOT_FOUND line at the top of the map. If this line is included, any value not found or any blank value is assigned the value in the ALMAME_VAL_NOT_FOUND line. If the ALMAME_VAL_NOT_FOUND line is not included, any value not found, including blanks, is left as blank in Alma.

Item Base Status Tab

Use this tab to map an incoming current status to an item status in Alma. Item statuses are typically assigned to an item on a temporary basis, such as MISSING, MENDING, or BINDERY.

WMS Current Status: List all of the values from the Current Status field in WMS.

Description: A short description of the incoming item status, which will be placed in the note field of an affected item.

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: Alma has a process type that indicates the status of an item depending on the Alma workflow (item is on loan, item is on shelf for request pickup, etc.), but the process type is dependent on the corresponding Alma workflow. Do not migrate a process status which has a corresponding workflow status in Alma, such as Loan, because Alma will not clear the status from the note field when the item is returned. Further, do not migrate a process status which means 'Available'. When an 'available' item goes out on loan or the status changes in some other way, Alma will also not remove the existing 'available' status from the note field. The absence of any status in Alma is an indication that it is available. If you have such statuses in your system, include them in the item base status tab but map them to nothing as indicated in 'Incoming item statuses which indicate no status'.

For migration, all item statuses that are indicated as not on the shelf (0) from this mapping tab are given the process type of TECHNICAL MIGRATION in Alma. The TECHNICAL MIGRATION process status will indicate to the public that the item is not on shelf/not available. Item statuses which are indicated as on the shelf (1) are NOT given the process type of TECHNICAL MIGRATION, and unless another process such as loans or requests gives it a status, it will have a status of Item in Place.

All statuses listed here, those that are not on shelf (0) and those that are on shelf (1) will have the value in the “Description” column placed in Alma item internal note 1.

Post migration, you may search for items with a particular value in Internal Note 1, make a list of them, and use Alma item tools to work with the items. They may be given a new Alma status, or moved to a different department, or the list can be used as a configurable criterion for suppressing items from display in the GetIt services screens in discovery systems. See Appendix A – Post-Migration Process Statuses for more information.

Incoming item statuses which indicate no status

Include in column A any status that may indicate no status, for example Available, but leave column B blank and say that the item is on shelf (1). This migrates the item to Alma with no status at all, which is how Alma indicates that an item has no status. Empty status = no status. Examples of this are: Available and On Loan. If any status is in your data but is NOT included in column A, basically meaning that it was not found, it is given a note of Unknown status.

Material Type Tab

Use this tab to migrate the WMS (OCLC) Material Format to the Alma Material type.

WMS(OCLC) Material Format: The value in the material type field of the item coming from WMS (OCLC).

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

Alma Material Type: The Alma value for the material type. Material types in Alma are fixed. You cannot add any new types to the list. Select the appropriate material type from the drop-down list.

If this field is not provided in the extract, Alma migration assigns the item material type based on the fixed fields in the bib as described in section Material Type from Bib Fixed FIelds section below.

Further Explanation – Inventory

Bibliographic Records

Bibliographic records are migrated as is and each bibliographic record can be modified in the following way during migration:

Australian customers have ALL bibliographic records marked for Libraries of Australia Publish, if relevant.
OCLC records (records with an 035 |a with an OCLC-official prefix) is marked for OCLC publish, if relevant.
The LDR position 9 (character coding scheme) is set to a indicating Unicode.

Determining Groups of Holding Records

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.

Changing the Holding Record Grouping

You may decide which 852 subfields are used to determine what makes items belong to the same group. The 852 subfields as mapped, described in the Library, Location and Call Number sections above, are: $b Library $c Location $h Call Number. By default, the migration programs compare $b and $c, but you may decide to change this based on items 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:

item 1 $b main $c stacks $h PN 567 .M4

item 2 $b main $c stacks $h PN 567 .M457

item 3 $b main $c stacks $h PN 567 .M457

item 4 $b bio $c flr1 $h PN 567 $i .M457

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

item 1

item 2 (with PN 567 .M457 stored in ItemCallNo)

item 3 (with PN 567 .M457 stored in ItemCallNo)

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

item 4

When the holding record group is based on more subfields, for example $b $c $h, three holding records are created: Holding record $b main $c stacks $h PN 567 .M4

item 1

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

item 2

item 3

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

item 4

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

Attaching Items to Existing Holding Records

The algorithm described above to determine groups of items for generating new holdings records is also used to determine if an item should be attached to an existing MARC holdings record. The question Indicate which 852 subfields to use to determine unique holding records from the Questionnaire tab of the WMS (OCLC) Migration Form is used here as well.

For example, consider the following incoming records:

Holding record A: $b PER $c MFORM $h PN 567 $i .M4

Holding record B: $b PER $c CURRENT $h Shelved by title

item 1: PER,MFORM PN 567 .M4

item 2: PER,MFORM PN 567 .M4 2010

item 3: PER,MFORM PN 567 .M4 2011

item 4: PER,CURRENT PN 567 .M457 2012

When only location (852 $b $c) is used to determine unique holding records, the following is the resulting structure in Alma:

Holding record A: $b PER $c MFORM $h PN 567 $i .M4

item 1 (ItemCallNo is empty because the call number matches)

item 2 (with PN 567 .M4 2010 in ItemCallNo)

item 3 (with PN 567 .M4 2011 in ItemCallNo)

Holding record B: $b PER $c CURRENT $h Shelved by title

item 4 (with PN 567 .M457 2012 in ItemCallNo)

When the entire call number (852 $b $c $h $i $k) is used to determine unique holding records, multiple additional holding records are created in Alma:

Holding record A: $b PER $c MFORM $h PN 567 $i .M4

item 1

*Holding record B: $b PER $c MFORM $h PN 567 $i .M4 2010

item 2

*Holding record C: $b PER $c MFORM $h PN 567 $i .M4 2011

item 3

Holding record D: $b PER $c CURRENT $h Shelved by title

*Holding record E: $b PER $c MFORM $h PN 567 $i .M4 2012

item 4

The holdings records with the asterisk (B, C, and E) are created new because the entire call number string of the item did not match the entire call number string of any of the existing holdings records.

Item Barcodes

While many legacy ILS systems allow item barcodes to be duplicated, Alma does not. The item barcode must be unique in Alma, although it may be left blank (and many of them can be left blank).

The item barcode is migrated according to the following rules:

If the barcode is empty, leave as empty in Alma.
If the barcode exists but is not unique:
- First item barcode encountered – migrate as is.
- Second and subsequent item barcodes encountered – migrate as <item barcode>-<item id>

Because it is possible to use the barcode as the link between item and loan, request, or fine, if one of those is linked to an item with a duplicated barcode, it will be linked to the item with the unsuffixed barcode .

Material Type from Bib Fixed Fields

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.

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 material type is determined, see the Resource Type Field description.

Fulfillment/Patrons

Patrons

Ex Libris expects patron records in CSV delimited format. Patron records without a record key identifier are skipped, since this is the minimum required patron information. The record key identifier is used to link the patron to other records such as loans and fines.

The following fields are expected. Indicate the local field names for the expected fields in the Patrons tab of the WMS (OCLC) Field Mapping form.

Patrons
Field Name	Repeat-able?	Notes
Patron Given Name	N
Patron Family Name	N
Patron Middle Name	N
Patron Gender	N
Patron Date of Birth	N
Patron Borrower Category	N	use in User Group tab in migration form
Patron Home Branch Name	N	use in Campus tab in migration form
Patron Registration Date	N
Patron Last Modified Date	N
Patron Last Modified User	N
Patron Expiration Date	N	may be left empty
Patron Blocked Flag	N	use in User Block tab in migration form

User Identifiers

There can be a number of fields in the patron record that are user identifiers. The types of identifiers that are available for migration into Alma are listed in the left column. Enter fields from your institution’s patron extract that include identifiers. 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 WMS (OCLC) Migration Form.

All patron primary identifiers MUST be unique across all users, as required by Alma. If they are not, the migration program disambiguates them.

User Identifiers
Alma Identifier Type	Local Field	Migration Form Value
UNIV_ID		UNIV_ID
BAR		BAR
ADDL_ID_1		ADDL_ID_1
ADDL_ID_2		ADDL_ID_2
ADDL_ID_3		ADDL_ID_3
ADDL_ID_4		ADDL_ID_4

User Preferred Address

There may be a number of addresses, phone numbers, and email addresses in the patron record. You may decide which addresses, phone numbers, or email addresses are the preferred ones in Alma. If the preferred entry is empty, the secondary one is preferred.

Additionally, select a type for each address, phone, or email. All can be selected so that the address, phone, or email can be used as any type.

User Preferred Address
ExL Expected Field	Local Field	Instructions
Primary Address
Patron Street Address 1		If city, state, zip and country are all together on one line, you can put them into one of the ADDRESS_LINE_x fields
Patron Street Address 2
Patron City/Locality
Patron State/Province
Patron Postal Code
Patron Address Type
Address Type (Select):		Select one: HOME, WORK, SCHOOL, ALTERNATIVE, ALL
Secondary Address
secondaryStreetAddressLine1
secondaryStreetAddressLine2
secondaryCityOrLocality
secondaryStateOrProvince
secondaryPostalCode
Address Type (Select):		Select one: HOME, WORK, SCHOOL, ALTERNATIVE, ALL
Patron Phone Number
Select type from dropdown -->		Select one: Home, Mobile, Office, OfficeFax, All
secondaryPhone
Select type from dropdown -->		Select one: Home, Mobile, Office, OfficeFax, All
Patron Email Address
Select type from dropdown -->		Select one: Personal, School, Work, All
secondaryEmail
Select type from dropdown -->		Select one: Personal, School, Work, All

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 various ILS systems have different fields for tracking statistical categories, we provide you the option to map the data from any field in your local ILS to the User Statistical Categories in Alma.

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

Up to 10 incoming fields can be mapped. To map the values, use the UserStatCategories map in the WMS (OCLC) Migration Form. f a value is not found in the map, it is migrated as is. If you use a label, the userStatCategory map tries to map the field including the label. The first column in the userStatCategory map would be: LABEL: value, for example: SCHOOL: Law. The migration program does not include the colon, so if you want the colon include it in the label as above. The migration program does add a space between the label and the value.

If you use this prefix, be sure to use the prefix again in the Migration Form Mapping tab for User Stat Categories, in column A (incoming data). In the Field Mapping form, 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.

Notes

Notes
Note Name	Information
LIBRARY_NOTE
BARCODE_NOTE
ADDRESS_NOTE
OTHER_NOTE	OTHER_NOTE is set to User Viewable by the migration programs. This is the only note which migration marks as user viewable.
CIRC_NOTE	CIRC_NOTE is set to PopUp = Yes by the migration process. This is the only note which migration marks as PopUp.

Loans/Circ Transactions

Extract only current circulation transactions.

Provide the loan files in comma delimited format. The following fields are expected. Use the Loans tab of the WMS (OCLC) Field Mapping Form to indicate local field names for the expected fields.

Loans/Circ Transactions
Field Name	Repeatable?	Notes
Item Barcode	N	links to item barcode in item file
Loan Checked Out Date	N
Item Due Date	N
Item Long Overdue Date/Time	N	if a valid date is here, migration will set loan to LOST. If you also want to keep the date, then put this field in notes below.
Patron Barcode	N	links to patron barcode in patron file

Note Name	Default Local Field
NON_PUBLIC_NOTE

Active Hold Requests

Extract only those hold requests which are on the hold shelf, waiting for pickup.

Provide the request file in comma delimited format. The following fields are expected. Use the Requests tab of the WMS (OCLC) Field Mapping Form to indicate local field names for the expected fields.

Loans/Circ Transactions
Field Name	Repeatable?	Notes
Item Barcode	N	links to item barcode in item file
Hold Pickup Branch Name	N
Hold Expiration Date	N
Patron Barcode	N	links to patron barcode in patron file

Note Name	Default Local Field
NON_PUBLIC_NOTE

Fines/Fees

Fine and fees information is not mandatory, but when it is provided, Ex Libris expects active fine and fee information in csv format (preferably as an outstanding active balance total in the patron CSV extract). Only active (outstanding) fine and fee information is migrated, and only the outstanding balance of each individual fine/fee; partial payment information is not preserved. The following fields are expected. Indicate the local field names for the expected fields in the Fines/Fees tab of the WMS (OCLC) Field Mapping form.

Fines/Fees
Field Name	Repeatable?	Notes
Item Barcode	N	matches barcode in item file. This is not mandatory for fines.
Patron Barcode	N	matches barcode in patron file
Fiscal Bill Reason	N	use in fine fee type map in migration form
Fiscal Transaction Original Bill Date/Time	N
Fiscal Currency	N
Fiscal Transaction Outstanding Amount	N

Note Name	Default Local Field
NON_PUBLIC_NOTE

Course Reserves

Course Reserves can be migrated with premium migration. The following fields are expected. Indicate the local field names for the expected fields in the Course Reserves tab of the WMS (OCLC) Field Mapping form.


Field Name	Repeatable?	Notes
CLASS_CODE	N
COURSE_NAME	N
PROFESSOR	N	This can only be used if the value in the field is an actual patron identifier; do not use if the field contains a name (text). If this is an identifier, type the identifier type (UNIV_ID, BARCODE, ORIGINAL_ID, ADDL_ID_1/2/3/4) in the note column of the field mapping form
SECTION	N
OCLC	Y	This is the bib key. Alma does not use individual item barcodes for course reserves migration, only the bib key. If providing multiple, separate by semicolon like: "field1","oclcA";"oclcB";"oclcC","field3"
CAMPUS	N	use in Course Unit map
Begin and End Dates		Begin and end dates are required for courses, but we do not typically receive these from WMS. Therefore, default dates are assigned: begin = migration date end = migration date + 1 year If you want different default dates, inform your Ex Libris customer representative.

Note Name	Default Local Field
NON_PUBLIC_NOTE

Customer Input - Fulfillment

Questionnaire Tab

Complete the following in the Questionnaire tab:

Enter a two-letter code for the default conversational language for your users

Code: PATRON_LANG

Default: en

Options: Use the two-letter codes as defined in ISO 639-1. Consult the codes from https://en.wikipedia.org/wiki/List_of_ISO_639-1_codes.

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

Code: PATRON_PRIMARYID

Default: UNIV ID

Options: Using the WMS (OCLC) to Alma Field Mapping Form, map the identifiers exported from WMS to the following list: UNIV ID, BARCODE, ADDL ID 1, ADDL ID 2, ADDL ID 3. Then, select the identifier to be used as primary for all patrons.

See also: Identification Numbers, Internal? Question on the User Group tab

How should we handle duplicate identifiers in the same patron?

Code: DUP_ID_SAME_PATRON

Default: DISCARD

Options: Alma does not allow duplicate identifiers anywhere, even in the same patron. If the patron has the same number in two or more different identifier types, we can either not migrate the second one, or disambiguate it with -1, -2 etc.

DISCARD: do not migrate the second and subsequent identifiers
ADD_SUFFIX: add -1, -2, etc

Default: DISCARD

Currency for patron fines

Code: CURRENCY

Default: USD

Options: Use the three-letter code (for example, USD, EUR, GBP) for the currency used for patron fines. For a list of valid codes, consult http://en.wikipedia.org/wiki/ISO_4217.

Use a map for the patron campus to campus code migration?

Code: CAMPUS_CODE_MAP

Default: No

Options: Select Yes for this option only when you maintain and use different values in your patron records to distinguish between different user groups for resource sharing activities like ILL borrowing. If you select Yes, fill in the mapping from the USER LIBRARY to the Alma CampusCode field on the Campus Code tab. If you select No, all users are simply considered part of the same group for resource sharing activities.

Request Default Destination Library

Code: REQUEST_LIBRARY

Default: None

Options: If the requests file does not contain a destination library/location, the library you enter for this question is used as the default for where patrons will usually pick up requests from the hold shelf.

Use Course Reserve CAMPUS to Course Unit Map?

Code: COURSE_UNIT_MAP

Default: No

Options: Yes or No. Answer Yes to this question if you are migrating courses and you have multiple staff units that manage different groups of courses. For example, the Law Library maintains a separate course reserve list from the Main Library and there is no sharing of courses or staff between them. When Yes, also fill out the mapping from the WMS (OCLC) Campus field to the Alma Course Unit field, on the Course Unit tab. When No, all courses are assigned the same course unit, accessible by all staff who are allowed to work with courses.

Merge Patron Prefix

Code: MERGE_PATRON_PREFIX

Default: No

Options: If you are combining data from two or more separate databases into a single combined institution in Alma, then indicate a prefix here that will be used to distinguish the incoming patron record original IDs. This prefix is only added to the internal patron identifier, it is not added to barcodes or usernames or UNIV_ID. If you are not merging institutions, leave this question blank.

User Group Tab

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.

Incoming patron group: The incoming values for the patron group, from the WMS Borrower Category field in the patron extract.

Description: A description of the patron group 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 your previous system, or you can use different codes. You can also collapse groups if desired, for example, having Freshman and Sophomore from the legacy ILS 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 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 community borrowers or alumni. If you select Yes, all of the patrons in the Alma userGroup are categorized as internal. If you select No, all of the patrons in the Alma userGroup are categorized as external.

Notes/Comments: Add any notes or comments for the user groups. 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 b as the patron's Primary Identifier?

User Stat Categories Tab

This tab is used to migrate the statistical categories in your patron records (if you have them) to Alma. In many legacy ILS systems, it is possible to have multiple fields that contain statistical codes, usually named USER_CATEGORY1, USER_CATEGORY2, and USER_CATEGORY3.

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.

The migration engine adds a space between the label you specified in the Field Mapping form and the value. So if you included a label 'CAT:' in the field mapping, then use 'CAT: a' here (if 'a' is an incoming value).

Incoming patron category: List all of the values from all of the fields that you want to put into the statistical category mapping. For example, if you listed three different three fields that have a patron category in the field mapping form, then list all of the values from all three of those fields here. 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.

User Block Tab

User Blocks are indicators that a patron may be prohibited from borrowing temporarily, for example for too many overdue books. Provide the list of available blocks from your legacy ILS and their description, along with the block code as it should be in Alma.

This mapping table is not mandatory.

Incoming patron block: The patron block code as found in the patron extract. Do not include statuses that indicate the patron is not blocked, such as OK. For WMS, we use the Patron Blocked Flag, and the only value that indicates a block is 'Y'. Do not list 'N' here because it indicates not blocked.

Description: A description of the patron block code, for informational purposes only. This column is not used in the mapping.

Alma Block code: The block code desired in Alma.

Alma Block description: The description of the block code in Alma. The value in this column is loaded to the server in the userBlock code table. This description can be updated after migration.

Comment: A space for noted; not used in the migration.

Campus Code Tab

Use this tab only if you answered Yes to the question on the Questionnaire tab: Use a map for the patron campus to campus code migration? This mapping is not mandatory if you do not maintain separate patron campuses.

Incoming patron home branch name: The value of the patron home branch name, as found in the WMS patron record.

Description: A description of the patron campus field, for informational purposes only. This column is not used in the mapping.

Alma Campus Code: The Alma campusCode desired. You may map the codes 1-to-1, or you may use this map to collapse codes if desired.

Alma Campus Code Description: A description of the Alma campusCode, for informational purposes only. This field is not loaded into Alma.

Further Information: The Alma User Campus field is used to determine a patron’s affiliation for ILL or cross-campus borrowing. If your library maintains the such a field for a similar purpose, map the value to the Alma Campus Code value with this map.

Unlike other mapping tabs, the campus code and description are not loaded as a code table to Alma. Customers should set up campuses in Alma.

Fines and Fees Tab

The Fine Fee Type indicates why a patron has to pay a fine. Some common examples are: Overdue material, Lost material, Registration fee.

WMS Fiscal Bill Reason: List all of the values from the Fiscal Bill Reason field in the fine/fee extract from WMS.

Description: A description of the fiscal bill reason, 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 the legacy ILS 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.

Course Unit Tab

Use this tab only if you answered Yes to the question on the Questionnaire tab: Use Course Reserve CAMPUS to Course Unit Map? This mapping is not mandatory if you do not have administratively separate course maintenance operations.

The Alma Course Unit is used to assign separate editing privileges to staff members who maintain course reserves information in administratively separate sections of the library. It is strongly recommended to use a single course unit unless there is a pressing need for multiples.

WMS (OCLC) Campus: The value of the WMS Campus field in the course reserves extract.

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

Alma service_unit/code: The desired code value for the course service unit in Alma. You can collapse the Campus values, if desired.

Alma service_unit/name: The name for the course service unit in Alma. This field is used to create a code table that is loaded into Alma.

Further Explanation – Fulfillment

Internal/External Patrons

Alma categorizes users as either external or internal. External patrons are managed 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 community borrowers or alumni.

Identify patrons as internal or external by user group on the WMS (OCLC) Migration Form, User Group tab, Internal? Yes or No column. For example: all faculty are EXTERNAL and all community borrowers are INTERNAL.

Patron Identification Numbers

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.

The following appears in the WMS (OCLC) Data Delivery Form:

User Identifiers: values in column A are the expected field names; values in column B are your local field names. Values in column C are values to use when choosing a username in the WMS (OCLC) Migration Form.

USER_ALT_ID --- UNIV_ID

USER_ID --- BAR

USER_WEB_AUTH --- ADDL_ID_1

USER_XINFO.INACTVID --- ADDL_ID_2

USER_XINFO.PREV_ID --- ADDL_ID_3

USER_XINFO.PREV_ID2 --- ADDL_ID_4

So, for example, if you want the USER_WEB_AUTH to be used for the primary ID for your users in Alma, select ‘ADDL_ID_1’ for the primary ID question on the Questionnaire tab of the WMS (OCLC) Migration Form.

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. All identifiers 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.

The primary ID that you select is not also written to the patron identifier section in the Alma patron record. The identifiers that are NOT selected as the primary ID are written to the patron identifier section in Alma.

If the identifier selected for the primary ID is not present, the migration program creates an identifier for the patron based on the patron's original ID, prefixed with ID. The migration programs do not fill in the primary ID with a non-selected identifier. Select BARCODE, UNIV_ID or ADDL ID 1, 2, 3, or 4 as the primary ID type for internal or external patrons in the Questionnaire tab of the WMS (OCLC) Migration Form.

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

Acquisitions

Acquisitions may be migrated to Alma if the customer has contracted for premium migration.

When acquisitions is not included in the migration, there is still some acquisitions related information that the migration programs need to know in order to set up an empty acquisitions environment in Alma for use on day 1. These questions are listed under “Customer Input for Empty Acquisitions Environment” below.

When Acquisitions is included in the migration – meaning that the customer has contracted for migration of acquisitions data elements, a few questions are necessary. These questions are listed under Customer Input – Acquisitions Data Migration.

Funds

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

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

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

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

The funds in the input file are only created for the current fiscal year. Initial allocations for the migrated funds are created from the Allocation field of the Fund Input file.

The fund code in this file must match the fund codes used by order records to make an encumbrance transaction, and by invoices to make an expenditure transaction. Encumbrances and expenditures link orders and invoices to the related fund.

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

Vendors

Provide this file in csv format.

Provide the vendor file in standard comma delimited format, as a standard WMS extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Vendors tab of the Field Mapping form.

	Field Name
VendorID	VendorID
VendorName
VendorCustomerAccountNumber
VendorCurrency	Three letter code, for example USD or EUR
VendorLanguage	Two letter code, for example en or de or fr
VendorAddressStreet
VendorAddressPOBox
VendorAddressCity
VendorAddressStateProv
VendorAddressPostalCode
VendorAddressCountry
VendorContactPhoneNumber
VendorContactEmailAddress
VendorIdentifierURL
VendorContactName

Note Name	Default Local Field
VENDOR_NOTE

Orders

Provide orders in a csv file.

Field Name	Notes
OrderNumber	alphanumeric; PO Number at the header level
OrderItemCreatedDate
OrderLastModifiedDate
OrderItemCreatedStaffFullName
OrderItemLastModifiedStaffFullName
PO_LIBRARY_ID	Library which owns the order; can be left empty to leave at the institution level
PO_ENTRY_POINT	use PO Entry Point map in migration form
VendorID	links to the vendor file
OrderAccountNumber	not mandatory, but if present there should be the same account number on the vendor record
BranchName	used for the POL Library, and also the intended inventory library
OrderItemNumber	POL Number at the line level. Must be unique, and is used to link to invoice lines if present.
OrderType	use in PO Acq Method map
POL_LINE_TYPE	use PO Line Type map in migration form
DiscountPercentage	expected as '15' which means a 15 percent discount
CopyReceivedDate
OCN	Links to bib file/bib ID
ShelvingLocation	intended inventory location
CopiesOrdered
SubscriptionStartDate
SubscriptionEndDate
PurchaseStatus	NO_INVOICE, FULLY_INVOICED, PARTIALLY_INVOICED
POL_SUM_LOCAL
InvoiceCurrency	three letter code, for example USD or EUR
OrderItemTotalAmount
FundCode	links to fund file

Note Name	Default Local Field
PO_NOTE (note on the purchase order header)
POL_NOTE (note on the purchase order line)
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.
POL_NOTE_TO_VENDOR	This line cannot be duplicated; place only one local field name here.

Invoices

Provide two files in csv: Invoice header file and invoice line file. The two files are linked by the System Invoice Number.

Invoice Header file

Field Name	Notes
SystemInvoiceNumber	alphanumeric; internal record number used to link the header to the line
InvoiceItemCreatedDate
InvoiceLastModifiedDate
InvoiceCreatedStaffFullName
InvoiceNumber	must be unique per vendor
InvoiceStatus	NEW or CLOSED. If invoice is cancelled use CLOSED and indicate the cancelled status in a note
VendorID	links to vendor file
APPROVE_DATE
InvoiceDate
InvoiceCurrency	three letter code, for example USD or EUR
PaymentStatus	PAID or NOT_PAID
InvoiceAmountIC
ShippingAmountPerUnit
ServiceChargesPerUnit
DiscountAmount

Invoice Line File

Field Name	Notes
SystemInvoiceNumber	alphanumeric; internal system number used to link the header to the line
InvoiceITEMCreatedDate
InvoiceITEMLastModifiedDate
InvoiceITEMCreatedStaffFullName
InvoiceITEMLastModifiedStaffFullName
InvoiceITEMNumber
OrderItemNumber	Links to order line
InvoiceITEMQuantity
InvoiceAmountIC
InvoiceITEMTax1Percentage
InvoiceNumber	also used to link between invoice and invoice line
FundCode	links to fund file
BudgetPeriod	yyyy

Note Name	Default Local Field
INV_NOTE (note on the invoice header)
INVL_NOTE (note on the invoice line)

Customer Input for Empty Acquisitions Environment

Questionnaire Tab

ACQ mode

Code: ACQ_MODE

Options: Select Yes or No depending on whether or not you have contracted with Ex Libris to migrate any Acquisitions data.

Default currency for Ledgers and Funds

Code: ACQ_CURRENCY

Default: USD

Options: List the currency used for all of your funds. Orders can have other currencies and be translated to the default currency, but funds must have a single base currency.

The currency should be a three-letter code, as listed in http://en.wikipedia.org/wiki/ISO_4217

Fiscal Period Cycle Pattern

Code: FISCAL_PERIOD

Default: 01-07-1 (fiscal period starts on July 1 (01-07) and lasts for one year (-1).

Options: To have functioning ledgers, fiscal periods are required. Specify your fiscal period as DD-MM-C (Day-Month-Cycle). For example, a one-year fiscal period starting on January 1 is indicated by: 01-01-1. A one-year fiscal period starting on July 1 is indicated by: 01-07-1.

Alma currently supports one-year fiscal period cycles.

Which year do you use to name the fiscal year?

Code: FISCAL_PERIOD_NAME

Default: second

Options: Specify if the fiscal period is named with the first year or the second year.

second – if fiscal period runs July 1 2014 through June 30 2015, then the fiscal year is named 2015.
first – if fiscal period runs July 1 2014 through June 30 2015, then the fiscal year is named 2014.

If your fiscal period runs from January 1 through December 31, this question is not necessary.

Current Fiscal Year

Code: CURRENT_FISCAL_PERIOD

Default: determine by date of conversion

Options: This question is important around the beginning/end of the fiscal period. 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.
Select a year from the dropdown box.

For example if the date of conversion is June 15, 2017, and your fiscal year ends on June 30, 2017, then selecting ‘determine by date of conversion’ will place the active fiscal year as 2016-2017. If you wish to start fresh on July 1 with the new fiscal year, then select the year from the drop-down that corresponds to the 2017-2018 fiscal period.

Accrual Accounting

Code: ACCRUAL_ACC_FY

Default: No – do not make an additional fiscal year

Options: If your library uses accrual accounting, you can instruct Ex Libris to make an additional fiscal year. When an additional fiscal year is created, it will be after the current fiscal year. For example, if the current active fiscal year is 2016, then the additional year, also active, will be 2017. The options are the following:

No – do not make an additional fiscal year.
Yes-No Funds – make an additional fiscal year but leave it empty. The library will then need to create funds for this fiscal year after go-live.
Yes-duplicate funds – make an additional fiscal year and also fill it with funds that are the same codes as the funds in the current fiscal year. No allocations are made.

Yes-duplicate funds can only be used if the customer has contracted for Acquisitions migration.

Customer Input when migrating Acquisitions

Default claiming period

Code: ORDER_CLAIM

Default: 90

Options: Default claim used for vendors and orders (if applicable), in days

Central Order Library

Code: CENTRAL_ORDER_LIB

Default: None

Options: See explanation below in Default Order Library

Default Order Library

Code: DEFAULT_ORDER_LIB

Default: First library found on the Alma Library list

Options for Central and Default Order Library: The PO_LIBRARY_ID field specifies the order location for orders in WMS. The migration attempts to map the incoming library field to the corresponding Alma Library. If you want to override this field and instead assign an order library to all orders migrated, fill in a value for the Central Order Library question. Otherwise, if you want to use the incoming library field to determine the order library, leave the Central Order Library blank and fill in a value in the Default Order Library question. In this case, the migration attempts to determine a library based on the incoming library field and only when a library is not specified or a mapping is not found does it use the Default Order Library as a second choice.

Renewal Date for Serials Subscriptions

Code: RENEWAL_DATE

Default: none

Options: Default renewal date for subscriptions. If your subscriptions are generally ordered on the same cycle, place that date here. If this question is not answered, then we use migration date + 1 Year. Note: WMS does not provide a renewal date in the order record.

Fund Prefix

Code: FUND_PREFIX

Default: none/blank

Options: If you are combining data from two or more separate databases into a single combined institution in Alma, indicate a prefix here that will be used to distinguish the former fund codes in Alma after migration. Provide a string to be used to prefix all fund codes in the database. A hyphen is NOT provided. For example, if your fund code is SCIENCE-MONO and you put UWS- here, the final fund code is UWS-SCIENCE-MONO. Leave this question blank to leave the fund code as is.

See also the similar BIB_KEY_PREFIX in Inventory and MERGE_PATRON_PREFIX in Fulfillment

PO Entry Point Tab

Use this tab to map values from the WMS EntryPoint 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.

WMS EntryPoint: The value of the WMS entry point, found in the EntryPoint field of the WMS order extract.

EntryPoint Description: A description of the 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.

PO Line Type Tab

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

ProcessingType: Value of the processing type field in WMS, found in the ProcessingType field in your order extract.

Processing Type Description: A description of the 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.

Line Types and Electronic Orders

The above line types are all descriptions based on a print order. WMS orders are migrated to Alma initially as print using the above line types, even if they are designated as electronic in WMS. The physical to electronic (P2E) process identifies orders attached to electronic bibliographic records and transforms the order to electronic. In other words, if an order migrates as PRINT_SO, is attached to a bibliographic record you identify as electronic and is in an electronic location, it is changed to the corresponding electronic standing order line type by the P2E process. See the section on Physical to Electronic Processing below for more information on the overall P2E process.

PO Acq Method Tab

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.

OrderType: The value of the OrderType field in WMS, found in your order extract.

OrderType description: A description of the Order Type in WMS, 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.

PO Reporting Code Tab

Use this tab if you wish to map values from the WMS 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.

WMS Format: The value of the WMS 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.

Further Explanation – Acquisitions

"In Review"

The migration programs fill out the following elements based on incoming data:

PO Line type
PO Entry Point
PO Invoice Status
Send date
Expected receiving interval/date

Alma can have a further status of 'In Review'. Migration does not set the 'In Review' status, but rather the 'In Review' status is set by a series of rules using the elements above and possibly other elements. The initial set of rules used to determine these further statuses is not controlled by the customer; it is controlled by Alma Development. Customers are often frustrated by the statuses set for NEW orders:

when NEW and OT (one time), the status is set to 'In Review'
when NEW and CO or SO (continuous), the status is set to 'Waiting for Renewal'

You can find out more about the PO Review Rules, and how to turn rules on or off, by consulting the page Configuring Purchasing Review Rules.

Encumbrances

Transactions from active purchase orders are created as encumbrances in Alma when the orders fund reference is valid and exists. An active purchase order is defined as one in which the mapped PO entry point is NEW, SENT, or WAITING_FOR_INVOICE and is in the current fiscal year.

Encumbrances are not generated for orders in previous (inactive) fiscal years. The fund code is preserved in the PO Note for reference.

Transactions of Amount 0.00

WMS 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.

Linked Inventory/Receiving Location for Monographic Orders

Monographic orders in Alma are linked to item records only (not holding records). Orders coming from WMS do not have a link to the item record, even though there may be an item on the linked bibliographic record. To indicate the expected inventory location (ShelvingLocation) in lieu of a linked inventory item, the migration programs place the inventory location codes into the PO line receiving note, which appears at the top of the summary screen on the Alma PO line.

After go-live, the receiving operator should do one of the following:

1. In the case that there is no item on the linked bibliographic record, and the expected item arrives, generate an item using the information from the receiving note prior to receiving the order.

2. In the case that there is an existing (migrated) item on the linked bibliographic record: these items do not appear on the Receving workbench. These items will have to be manually received by updating the item receiving date and then link the item to a POL.

Linked inventory for Continuous Orders

Continuous orders (standing orders and subscriptions) are linked to holdings records. The migration programs search for a holding record on the bib record with the expected inventory location (ShelvingLocation), so an order can be linked to an existing holdings record. If a linked holding record in the ShelvingLocation is not found, the expected inventory location (ShelvingLocation) is placed in the PO Line receiving note.

Alma allows only one order to be linked to a holdings record, while WMS may allow multiple orders linked to the same holdings record. The first order found links to the holdings record, and subsequent orders are simply linked to the bibliographic record with no linked inventory (holdings).

When an order does not have a linked holdings record, the receiving operator should either link the order to an existing holdings record or generate a holding record prior to receiving the order in Alma.

Physical to Electronic (P2E) Processing

Provide a list of bibliographic system numbers that represent electronic resources and an indication if these electronic resources are portfolios or database resources. Prepare the list as a comma-separated text file containing lines that represent each e-resource. Structure each line as follows:

For example:

b000000001,Portfolio

b000000002,DB

Note that the words portfolio and db are not case-sensitive, therefore both portfolio and Portfolio are acceptable.

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'.

In WMS, all resources are stored as physical in the database, even if the record represents an electronic item. During migration, all records are initially converted to Alma as physical. A second process converts records that you identify as electronic to the electronic format. It is up to you to provide a list of records that are identified as electronic.

If you provide a bibliographic record in the P2E file, the migration programs will generate an electronic resource for the bib, even if there is no valid URL. An example of an invalid URL might be an 856 tag with an indicator that does not match the specific indicator in the question P2E_LINK, below. For example, if you say that we use 85641u for the P2E_LINK, and you provide a bib record *without* a 85641u but that bib record is in the p2e file, then we will generate a local e-resource without any link at all (an empty resource). Be careful which bibs are placed in the bib file.

Further, the P2E process attempts to identify an order related to the identified inventory for conversion to electronic. Similarly to items and holdings, orders are initially migrated as print and are transformed to electronic through the p2e process. See the guide https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides/Electronic_System_Migrations/Electronic_Resource_Handling_in_Alma_Migration for more information.

Customer Input

Questionnaire Tab

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.

Which Holding or Bib field stores electronic link information

Code: P2E_LINK

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

Recommendation: 856 u

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

Which Holding or Bib field stores electronic link public note

Code: P2E_NOTE

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

Recommendation: 856 z

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

Which Holding or Bib field stores electronic provider name information

Code: P2E_PROVIDER

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

Recommendation: 856 m

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

For the questions on the Questionnaire tab, only one field/subfield is allowed per question.

Alma Location Tab

Electronic Location Column

Identify which locations indicate an electronic holding or item record. A single bibliographic record may contain holdings for multiple locations, but only the holdings/items for electronic locations need to be identified. Identify the locations in the in the Electronic Location? column in the Alma Location tab of the WMS (OCLC) Migration Form.

Further Explanation – P2E

If you have two item records with different electronic locations attached to the same bibliographic record, a different inventory link is created for each location.

For more information on the electronic migration approach to Alma, refer to Electronic Resource Handling in Alma Migration.

Number of 856 links in a bib record

In the P2E process, an electronic resource is made for each matching 856 tag found in the bib record, or holding record, if one was available there.

In the specific case of OCLC shared bibliographic records, there may be a very large amount of 856 tags in the bib record. Sometimes this results in an extraordinary number of portfolios created.

Customers should be advised to either limit the number of 856 tags in a bib record, or if that is not possible, reconsider providing a p2e file in case the number of extra tags is extraordinary.

Appendix A – File Delivery and Delivered Files Form

Place any data files that you provide to Ex Libris in the formats indicated in Expected File Formats on a secure file transfer drop-point on the Ex Libris MFT server. Use the access credentials provided by your Ex Libris project manager to connect to the MFT server.

The following is the default naming convention:

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

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

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. For example, do not delimit with quotes and commas for some records and pipes for others within the same file.

Provide the WMS (OCLC) Delivered Files List form along with the submitted files.

Appendix B – Post-Migration Process Statuses

The process statuses (codes) from the local system are mapped to the indexed internal note 3 field of the Alma item. These items are considered not available after migration when process = Technical – Migration.

These fields are currently indexed in the item keyword and advanced searches.

When searching for physical items, a staff user can search by item process status code with the general keyword search and then by facet if before searching, Process type = Technical – Migration and with the advanced search filter when Process type = Technical – Migration. In order to give items real Alma statuses or remove the Technical – Migration status, scan the barcode of the item to various configured departments (via receiving, for example), request a move to various departments/temp locations, or just scan the item for return, which removes the status from the item. You may also use the ‘Scan In’ API, described here: https://developers.exlibrisgroup.com/blog/Performing-the-Alma-scan-in-API-on-a-file-of-barcodes.

Additionally, it is also possible to configure the GetIt (Primo) services to display or not display items with this process status in the GetIt Item list.

Migration Overview

Recommendations for Using this Guide

Related Documentation

Files Requested from your ILS

Expected File Formats

WMS (OCLC) Field Mapping Form

WMS (OCLC) Delivered Files Form

Inventory

Bibliographic Records

Bibliographic record key

Suppressed Records

Boundwiths

Linked Bibliographic Records

Electronic Link Resolver Records

Holding Records

MARC Holdings

Holding Records from a Summary Statement in a Bibliographic Record

Item Records

Serial description information from tag in holding

Suppressed Item Records

Item Record

Item notes

Secondary Item File

Questionnaire Tab

Institution Code, Customer Code, Institution Name, Customer Name, Time Zone

MARC Organizational Code

List Prefix for bibs from SFX or other management systems

Do you use internal system numbers in Linked Entry fields?

Internal record designation for Linked Entry fields $w

Indicate which 852 subfields to use to determine unique holding records

Limit exported records by location

Bib Key Prefix

Move 001/003 to 035 or 935

Add institution suffix to Bib ID

Use subfield indicators in item call number (AltCallNo)

Add $9 LOCAL to specified tags

Alma Library Tab

Alma Location Tab

Alma Location Name and Alma External Location Name

Collapsing Locations

Shelving Scheme Tab

Item Type Tab

Item Base Status Tab

Incoming item statuses which indicate no status

Material Type Tab

Further Explanation – Inventory

Bibliographic Records

Determining Groups of Holding Records

Changing the Holding Record Grouping

Attaching Items to Existing Holding Records

Item Barcodes

Material Type from Bib Fixed Fields

Fulfillment/Patrons

Patrons

User Identifiers

User Preferred Address

User Statistical Categories

Notes

Loans/Circ Transactions

Active Hold Requests

Fines/Fees

Course Reserves

Customer Input - Fulfillment

Questionnaire Tab

Enter a two-letter code for the default conversational language for your users

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

How should we handle duplicate identifiers in the same patron?

Currency for patron fines

Use a map for the patron campus to campus code migration?

Request Default Destination Library

Use Course Reserve CAMPUS to Course Unit Map?

Merge Patron Prefix

User Group Tab

User Stat Categories Tab

User Block Tab

Campus Code Tab

Fines and Fees Tab

Course Unit Tab

Further Explanation – Fulfillment

Internal/External Patrons