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    Moving to CDI - Rollout Plan for Alma Customers

    Introduction

    This document applies only to Alma customers. In the second part of this project in 2020, we will move SFX customers in a similar way as outlined in this document. Further information for SFX customers will become available in due course.

    The CDI rollout plan takes into account that many institutions require flexibility in terms of when they switch to production with CDI. To provide that flexibility, the move to CDI will consist of the following phases:

    1. Enablement (February/March 2020) – We will copy all activations from your current Primo Central Institutional profile to your Alma environment and enable all CDI functionality on Alma. This move will not affect your existing activations on Alma, it will only add CDI-specific activations. For more details, see Preparing for the Move to CDI and CDI Enablement Phase.

    2. Individual Switchover (March - June 2020) – When ready, all customers are encouraged to switch manually to production with CDI. This is simply done by setting a flag in your Primo Central institutional profile. When set, the system will direct all searches to CDI instead of Primo Central. For more details, see Individual Switchover Phase.

    3. General Switchover  (July 2020) – During this phase, we will switch all remaining customers automatically to production with CDI. For more details, see General Switchover Phase.

    For consortia, all member institutions will be moved to CDI and  switched to production with CDI at the same time. If some of your member institutions use Alma and other members use SFX, all members will wait to be moved until single activation is available for SFX later in 2020.

    Preparing for the Move to CDI

    In general, the CDI Enablement Phase does not require you to do anything since it will happen in the background automatically. However, you may want to perform the following before the move:

    • To receive notifications regarding the move, ensure that a staff member from your institution has subscribed to receive status updates for your Alma environment. For information on how to subscribe, see Subscribing to CDI Move Notifications.

    • Familiarize yourself with how single activation from Alma will work. We will publish documentation and training material well in advance so that you can do this in your own time. A preview of how it works in Alma is available here.

    For consortia, we will publish a document about how we are going to move the activations from Primo Central to Alma shortly. This will contain some important information for consortia to prepare for the move.

    The CDI Rollout Phases in Detail

    CDI Enablement Phase (February/March 2020)

    In this phase, we move your activations from your Primo Central institutional profile to Alma and enable all CDI functionality on Alma.You will receive a notification a week prior to the move and when the move has completed. After the move, the following information will be included in a report that is viewable in your Alma environment:

    • A list of all your active collections in your Primo Central institutional profile.

    • The actions that were performed on each collection that was processed in the move to Alma.

    This report is purely for your information; no action is needed.

    The CDI Enablement phase includes the following:

    • All Primo Central activations will be activated in your Alma production environment for search as they were in your Primo Central institutional profile at the time of the move. Collections that are set to full text available at the collection level in Primo Central, but are not active for full text in Alma will receive the following status: Activated for CDI only. You can track those activations in the move report. Any changes that you make to your Primo Central institutional profile after the move will not automatically appear in Alma and will have to be added manually. However, many of those activations may already occur in Alma as part of your activation flows (see What Will Activations for CDI Look Like in Alma?).

      This move will not affect your current full text activations in Alma; it affects only the CDI settings in Alma.

    • The move report will become available in your Alma environment (Alma Resources Menu > Advanced Tools > PC to CDI Activation Report).

    • The CDI related functionality and data will be enabled in Alma. You will see the CDI-specific fields and filters in your Alma user interface, and the CDI Inventory Operator role will become available for use.

    • Publishing to CDI will be enabled, and CDI will be localized with your Alma settings. Activation changes from Alma (including the activations from the move from Primo Central) take between 24 and 48 hours to take effect.

      Primo Central will continue to use the holdings file to calculate availability settings as before.

    • Customers will remain live with Primo Central, but they can see CDI search results (for example, to check activations and full text settings) by adding an extra parameter to their Primo production URL.

    • Until the switchover to production with CDI, you can continue to manage Primo Central activations as you did previously. After the move, changes (Activations/Deactivations) on the Primo Central Institutional Profile will not be reflected in Alma.

    1. All customers will be moved to single activation from Alma with the FullyFlexible setting. After the move, you will have the option to move to the EasyActive setting to simplify your discovery activation flows. More information about the switch will become available later this year. For more information about the settings, see the following sections:

    2. Library patrons will not be affected by the CDI Enablement phase, they will continue to see Primo Central results as before. Librarians can start using Alma for activations and availability settings for CDI, and run searches in CDI from their institutional Primo environments.

    Individual Switchover Phase (March – June 2020)

    Customers can go live with CDI at any time during this phase. The trigger to go into production is a simple setting on the Primo Central institutional profile page. The switch to production will trigger the following:

    • Searches in Primo will be directed to CDI instead of Primo Central.

    • The Primo Central institutional profile is set to read-only to avoid any misunderstandings, and search activations will be managed in Alma.

    For library patrons, the move to production with CDI will cause minimal disruption. They will see merged records instead of the grouped records in the results list, and they may see some smaller changes in the ranking because CDI uses a different technology than Primo Central. In addition, CDI will introduce some new resource types (see here). Permalinks will work to a large percentage as before (> 90 %), and we will match the document numbers from Primo Central that are part of the permalinks to the new document numbers in CDI whenever possible.

    General Switchover Phase (July 2020)

    All remaining Alma customers will be switched automatically to production with CDI during this phase. You will receive a notification a week prior to the switchover. The effect is the same as the Individual Switchover Phase.

    How Are Sandbox Environments Treated in the Move to CDI?

    If there is a one-to-one relation between Primo Central and the Alma sandbox, activations are moved in the same way as for the production environment. The move process will update the Alma sandbox with the activations from the corresponding Primo Central institutional profile. A one-to-one relationship exists if all the following conditions are met:

    • Separate Primo Central institutional profiles exist for sandbox and production.

    • A separate Alma environment exist for sandbox and production.

    • The holdings file URL in the Primo Central institutional profile for the sandbox points to the holdings file from the Alma sandbox.

    However, some Alma customers are using the same full text holdings file from their Alma production environment for both the Primo sandbox and Primo production environments, but they have separate institutional profiles in Primo Central. In this scenario, the holdings URL in the two Primo Central institutional profiles is the same and therefore the full text activations are the same on the production and the sandbox environment, but the Primo Central search activations are different.

    This scenario also exists in the Alma CDI setup. Search activations in the Primo Sandbox will be moved to the Alma sandbox as described above, but the full text activations for collections that are controlled by the KnowledgeBase (for collections flagged as using the link resolver) will be taken from the Alma production environment. 

    Subscribing to CDI Move Notifications

    Notifications will be sent to subscribers to status updates for each Alma environment. If you do not subscribe to such notifications, perform the following:

    1. Go to https://status.exlibrisgroup.com/.

    2. Find your environment in the list.

    3. Select the envelope icon in the Email Alerts column.

    4. Add your email address and your institution name.