Intota: Migrating Costs Between Databases

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Product: Intota

How do we migrate cost data when a database moves to a new provider, or titles move to a new database?

When we make changes to existing databases and titles in the Knowledgebase (as announced in our monthly Summary of Provider and Database Changes), there are sometimes actions you'll need to take to migrate resource information stored within your Intota profile.

If you have costs attached to the old database or titles, you have two options for actions to take:

Most libraries choose to leave the costs associated with the old databases and titles and change the status of those databases and titles to Under Review, Archived, or another appropriate custom status of your choice. Do not change the status to Not Tracked, or you will lose all cost information. If you choose this option instead of the next option, remember to uncheck the Display In boxes for each of your public-facing services.
Or you can migrate the costs from the old to new databases and titles, using the procedures below:
Migrating Database-Level Costs

Migrating Title-Level Costs

Migrating Database-Level Cost Data from One Database to Another

In Intota's Management Reports, run the Cost Report - Details. The report will be generated as a zipped file. Save the zipped file.
Unzip and open the Cost Report - Details spreadsheet in Excel or a similar spreadsheet program.
The Report contains all cost entries you have added to resources; remove the rows for resources not associated with this change.
In the rows that remain, change the contents of the Database Code field to the Database Code for the new database (as shown in the announcement about the Knowledgebase change).
Remove the entries in the Payment ID field (so the system will add them as new payments).
Use the Cost Data Upload tool to upload the changed Cost Report - Details.

You now have the same payments associated with two different databases (and, possibly, two different providers). You may wish to delete the costs associated with the old database:

On your list of databases in your Intota profile, click the Database name to see the Database Details page, and scroll down to the Costs section.
Click the Database Costs link and you will see all the years with costs added, and the Database Payments.
Click the appropriate Payment ID link to see all the payments for the database for that year. To make deletions, use the Select check boxes on the left side and the Delete button above the check boxes.

Migrating Title-Level Cost Data from One Database to Another

The below process is effective when you have many title-level costs you want to move. If you have a small number of costs to move, you may find it easier to manually add the costs to the titles in the new database.

In Intota's Management Reports, run the Cost Report - Details report.
Once the report has been generated and made available for download, open the report in Microsoft Excel or a similar spreadsheet program.
Since the Cost Report - Details report only includes the old database, you also need to work with the Database Titles Cost Template since it contains the holdings in the new database. To access the Database Titles Cost Template report:
- From the Tools menu on the Intota home page, select Cost Data Upload and then click on the Download Template button on the right side of the screen.

Select Database Titles Cost Template from the Download Template drop-down menu. For the Database drop-down menu, select the resource to which you are transferring costs (in the example below we use Taylor & Francis Online), and click Download.
The system will generate a CSV file which you can open in Excel or another spreadsheet editor.

Prepare the Database Titles Cost Template so that cost information can be transferred to it. Do this by adding rows to the spreadsheet so that a title with costs in the Cost Report - Details spreadsheet has the same number of rows in the Database Titles Cost Template. For example:

This sample Cost Report - Details report shows four lines of cost details for the title Fetal & Pediatric Pathology:

Cost Report - Details showing multiple rows of title cost data

In the Database Titles Cost Template, Fetal & Pediatric Pathology has only 1 row, so 3 additional rows are needed:

Insert 3 blank rows:

Add blank rows to Journal Titles Cost Template

Copy the title information from Cost Details - Report into the blank rows in the Database Titles Cost Template:

Now copy and paste the cost information for the title. Cost information in the Cost Report - Details spreadsheet should be in column M (Fiscal Year) through column AS (Fund Amount).
- Using the Fetal & Pediatric Pathology example, you would select the data in columns M through AS for the 4 rows of Fetal & Pediatric Pathology, and paste the data into columns L (Fiscal Year) through AR (Fund Amount) in the Database Titles Cost Template.
Delete the data in the Payment ID column in the Database Titles Cost Template. Payment IDs are specific to the title in a particular database, so this step is needed to remove the Payment IDs associated with the old database.
Once you have completed Steps 4 - 6 for all titles that have cost data you want transferred to the new database, delete all rows that do not contain cost data (except for the header in Row 1). This step is needed because the file upload process requires that every row have cost data.
Save the Database Titles Cost Template as a .csv file (the same comma-separated file type as when you initially opened the template), or you can also save the template as a .txt file (text file).
To upload the Database Titles Cost Template, return to the Cost Data Upload page (Tools menu provides a link to it).
- Click Upload File and locate the file you saved in Step 7.
- For the Use Itemized Totals checkbox:
  - In this situation you typically want to select Yes so that Intota will calculate the cost of the database based on the sum of payments entered at the title level for a given fiscal year. If you select No, 360 Counter will calculate the database cost based on the sum of payments entered at the database level for a given fiscal year.

Click Upload. The top of the screen will display notification that the upload is being processed.
When the upload has finished (typically the process is quick, a few minutes maximum), the file will display at the top of the Cost Data Upload page. If the upload status says Failure, see the Check the Upload Status section of Cost Data Upload.

Now you can check the resource you were transferring cost data to, and verify that the cost data is present.

If you wish to delete the costs associated with the titles in the old database:

You can delete the payments one by one from each title or you can use the same Cost Data Upload system you used above. To accomplish this task you will only use the Cost Report - Details report (you will not need to use the Database Titles Cost Template):

Download the Cost Report - Details report, as you did in Step 1 above.
Change the costs in the report to zeros and save the file as a .csv or .txt.
Upload the Cost Report - Details file:
- On the Cost Data Upload page, click Upload File and locate the file you saved.
- For the Use itemized totals checkbox, in this situation Yes or No does not matter since it is the old database that you will no longer be using to track costs.
- Click Upload and a message will confirm that the upload process has begun.
- When the upload has finished, the file will display at the top of the Cost Data Upload page. Typically the process is quick (a few minutes maximum).

Date Created: 12-Jan-2015
Last Edited Date: 7-Oct-2015
Old Article Number: 12015