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Migration Forms and Cutover Planning

Overview and Final Cutover Load Dates for All Campuses

For the cutover load, all sources of data will be re-loaded into Alma. This includes Aleph and e-resource holdings. The following are dates that apply to the majority of campuses before the data extracts begin. Campuses are divided into 6 groups and the data extract and delivery details specific to each group are listed further down on this page.

Shared Server Campus Aleph related dates

Note: shared server campus refers to the 57 non-university center campuses that host their Aleph environment at ITEC. COB refers to close of business.

April 1 - For shared server campuses, campuses will be notified by April 1st to determine what will be in their final P2E. Campuses may have already been notified.

April 15-17 - OLIS will generate new Aleph to Alma Migration forms.

April 16-19 - Campuses will receive final Aleph to Alma Migration forms for review. These will be sent as a dropbox link to institutional leads. Campuses should make any necessary changes to the form.

April 19 by COB- Campuses need to provide what will be included in the P2E file through a footprints ticket to OLIS.

April 26 by COB - Campuses should return completed Aleph to Alma migration forms through dropbox link provided to institutional leads for verification on the server.

April 26 - By this date, all P2E forms for campuses will be verified by OLIS.

April 26 at COB - Campuses will stop any updates to Aleph Unix tables (ie configuration) related to additions/deletions to Collection Codes (tab40), to patron statues (tab31), item statuses (tab15), material types (tab25); campuses can continue to make changes to circulation related functions in tab16, tab17 and tab32.  The rationale is that Aleph to Alma forms will be generated the week of April 29, 2019 in preparation for the cut-over migration.  Content in the forms should be in-synch with the configuration in the Aleph Unix tables.

April 26 at COB - Deadline for campuses REQUESTS to OLIS via Footprints for any data cleanup activities.  This will allow OLIS to complete data cleanup activities by May 10, 2019.

April 26- May 10 - Aleph to Alma migration forms will be verified on the server and then attached to ExLibris Migration Salesforce cases. Forms must be approved by May 10th in order to send to the migration Ex Libris team. The SUNY project managers will attach verified Aleph to Alma migration forms and P2E files to the migration salesforce case for all of the shared server campuses.

May 10 - Campuses will cease all data cleanup in Aleph (except for PLIF loads). The rationale is that all data cleanup activities will stop before migration activities begin.  Even if a campus will not migrate until later in June, it will avoid any Aleph services running cleanup activities from potentially clashing with migration services and/or impacting server performance.

May 24 - Last day to run PLIF loads. If you have a need to run them later, please submit a footprints request.

July 3 -  All Shared Server Aleph OPACs shut down and no longer available.

July 1 - August 16 - Aleph extended use period - for data review and report generation only

- the two production servers will be available
- the two dev servers will not be available
- GUI will be available (pc_servers will be running)
- Sandbox will be available
- Aleph WebOPAC will not be available (www_servers will not be running)
- services to enable OCLC downloads, Z39.50 connectivity and SIP2 activities will not be available
- PLEASE NOTE - any Aleph updates to data after campus June 2019 freeze dates for technical services and circulation WILL NOT be captured or available for import into Alma.

August 16th - ITEC Aleph Shared Servers shut down.  No further access to Aleph or Aleph data via the ITEC servers.

 

Dates for All Campuses

May 10 - Verified (on the server) Aleph to Alma Migration Forms  and e-resource final forms/data, including Link Resolver Forms or 360 data delivered to ExL Project Team through the cutover salesforce case. 

  • Link Resolver forms are the responsibility of the campus to upload to Salesforce.
  • Verified Aleph to Alma migration forms and verified P2E files for shared server campuses will be uploaded to saleforce by the SUNY Project Managers.
  • 360 data will be gathered from shared server campuses via a dropbox link, and then transferred to ExLibris' FTP server by the SUNY Project Managers.

May 17 - OCLC master record query submitted for the go-live Network Zone at COB.  Campuses can continue to catalog and update holdings on WorldCat  as daily updates will be received from OCLC on the records pulled in this query.

May 24 - Alma configuration freeze. Ex Libris will begin copying environments to production.

May 26 - This week the Network Zone records will be populated from the OCLC data pull on May 17.

June 7th - SUNY Network Zone test environment frozen.  No further testing of cataloging/resource management involving NZ; no further Resource Sharing testing.

June 12 - SUNY Network Zone Live

September 30th - Last day that Ebsco Discovery Service (EDS) and Full Text Finder available.

90 days after go-live -  Any Proquest/ExLibris umbrella products such as 360 link, Intota, or Summon available under additional use period in Alma contract.

Campus Groupings

GROUP 1 GROUP 2 GROUP 3 GROUP 4
Brockport; BRO Adirondack ; ADI Alfred State ; ALF Alfred Ceramics ; CER [merge]
Buffalo State; BSC Cobleskill ; COB Broome ; BCC Alfred Unviersity ; AUA
Canton ; CAN Corning ; CNG Columbia ; COL Cayuga ; CAY
Downstate ; BRH Cortland ; COR Delhi ; DEL Clinton ; CLI
Dutchess CC ; DUT Empire State ; ESC Fashion ; FIT Genesee ; GCC
Environment ; ESF Farmingdale ; FAR Fulton ; FUL Jefferson ; JEF
Erie CC ; ERI Finger Lakes ; FIN Herkimer ; HER New Paltz ; NEW
Fredonia ; FRE Geneseo ; GEN Jamestown ; JAM Old Westbury
Maritime ; MAR Hudson Valley ; HVC Mohawk Valley ; MVC Onondaga CC ; ONO
Morrisville ; MOR Nassau CC ; NAS Monroe CC; MON Orange ; ORN
North Country CC ; NOR Niagara CC ; NIA Optometry ; OPT Poly ; INS
Oneonta; ONE Platsburgh ; PLA Oswego ; OSW Purchase ; PUR
Suffolk CC ; SUF Potsdam; POT Rockland CC ; RCC Schenectady ; SCH
Tompkins CC ; TCC Sullivan ; SUL Ulster ; ULS Westchester ; WES
  Upstate ; UPS    

Group 5

Stony Brook University; STB
Binghamton University; BIN

Group 6

University at Albany; ALB
University at Buffalo; BUF

Group 1 Specific Dates

24-May   Last weekly update for EDS/Summon

27-May   Tech Services Freeze begins COB

28-May    Local field move job (manage 37) runs

29-May    Circ Freeze begins COB / OPAC Circ Functions Disabled (OPAC available read-only until July 3rd)

30-May    Aleph Data Extracts and Migration Activities Begin (Ex Libris)

7 - Jun     Expected last day of access to Alma test environments

10-Jun     Alma live environments delivered.  Data Review begins with acceptance before go-live.

12-Jun     Primo environments available for review   

12-Jun COB Indicate acceptance of data by emailing SUNY-Cutover@exlibrisgroup.com and slc_lsp@suny.edu

13-Jun    Group 1 - Go-Live

Group 2 Specific Dates

31-May  - Last weekly update for EDS/Summon

3-Jun   -  Tech Services Freeze begins COB

4-Jun   -  Local field move job (manage 37) runs

5-Jun  -  Circ Freeze begins COB / OPAC Circ Functions Disabled (OPAC available read-only until July 3rd)  |  Expected last day of access to Alma test environments

6-Jun  -  Aleph Data Extracts and Migration Activities Begin (Ex Libris)

16-Jun: Alma environments delivered.  Data Review begins with acceptance before go-live.

18-Jun     Primo environments available for review   

18-Jun COB Indicate acceptance of data by emailing SUNY-Cutover@exlibrisgroup.com and slc_lsp@suny.edu

19-Jun   - Group 2  Go-Live

Group 3 Specific Dates

7-Jun     Last weekly update for EDS/Summon

10-Jun   Tech Services Freeze begins COB

11-Jun    Local field move job (manage 37) runs

12-Jun   Circ Freeze begins COB / OPAC Circ Functions Disabled (OPAC available read-only until July 3rd)  |  Expected last day of access to Alma test environments

13-Jun    Aleph Data Extracts and Migration Activities Begin (Ex Libris)

23-Jun  Alma environments delivered.  Data Review begins with acceptance before go-live.

25-Jun     Primo environments available for review   

25-Jun COB Indicate acceptance of data by emailing SUNY-Cutover@exlibrisgroup.com and slc_lsp@suny.edu

26-Jun    Group 3 - Go-Live

Group 4 Specific Dates

14-Jun    Last weekly update for EDS/Summon

17-Jun    Tech Services Freeze begins COB

18-Jun    Local field move job (manage 37) runs

19-Jun    Group 4 - Circ Freeze begins COB / OPAC Circ Functions Disabled (OPAC available read-only until July 3rd)  |   Expected last day of access to Alma test environments

20-Jun    Aleph Data Extracts

30 Jun   Alma environments delivered.  Data Review begins with acceptance before go-live.

2 Jul     Primo environments available for review   

2 Jul COB Indicate acceptance of data by emailing SUNY-Cutover@exlibrisgroup.com and slc_lsp@suny.edu

3 Jul    Group 4 - Go-Live

Group 5 Specific Dates

5/23    Stony Brook Tech Services Freeze begins COB

5/29    Binghamton Tech Services Freeze begins COB

5/29   Stony Brook Aleph data extracts begin

5/30  Binghamton Aleph data extracts begin

6/12  Alma environments delivered. Data review begins. 

6/14 COB Non-Fulfillment Data Review ends

6/14 COB Indicate acceptance of non-fulfillment data by emailing SUNY-Cutover@exlibrisgroup.com and slc_lsp@suny.edu

6/14   Fulfillment Gap Load Data Extracted after COB

6/16   Fulfillment Gap Load Data Delivered and Released to Campus for Review

6/17   Primo environments available for review   

6/17 COB Indicate acceptance of fulfillment and Primo data by emailing SUNY-Cutover@exlibrisgroup.com and slc_lsp@suny.edu

6/18   Go-Live

 

Group 6 Specific Dates

6/13 Aleph Tech Services Freeze begins COB

6/14 Data extracts begin or data delivery due to ExLibris  |  Expected last day of access to Alma test environments

6/26 Alma Environments Delivered

6/ 28 COB Non-Fulfillment Data Review ends

6/28 COB Indicate acceptance of non-fulfillment data by emailing SUNY-Cutover@exlibrisgroup.com and slc_lsp@suny.edu

6/28 Fulfillment Gap Load Data Extracted or Delivered to ExLibris after non-fulfillment data accepted

6/30 Fulfillment Gap Load Data Loaded and Released to Campus for Review

7/1   Primo environments available for review   

7/1 COB Indicate acceptance of fulfillment and Primo data by emailing SUNY-Cutover@exlibrisgroup.com and slc_lsp@suny.edu

7/2   Go-Live