| Completed Date | Record Type | Task | System | Phase | Who |
|---|---|---|---|---|---|
| Planning | |||||
| Communication | Library should contact all department (LTS, HL ITS, local TS) to inform them of upcoming library consolidation and confirm dedicated point people from each department to serve as stakeholders. | Planning | Library | ||
| 11/18/2019 | Communication | LTS will create wiki page for project that tracks all mapping information, timelines, and decision points and share with the stakeholders. | Planning | LTS | |
| 10/15/2019 | Alma Orders - Analysis | Confirm if the Acq Library used to purchase for the unit needs to be updated to a different POL Owner. This can be found in the Alma Config relationships table (acquire for relationship). | Alma | Planning | LTS |
| 10/15/2019 | Alma Configuration- new locations |
| Alma | Planning | LTS |
| NA | Alma Funds | If the POL Owner is changing, add new POL Owner to Available for in Ledger, Summary Funds, and Allocated Funds. | Alma | Planning | HLF |
| NA | Alma Logins | If the POL Owner is changing, have liaison submit login request forms. Update ordering/receiving permissions for Alma Logins. | Alma | Planning | LTS |
| NA | Import Profiles | If the POL Owner is changing, confirm point person with ITS and determine amount of lead time needed. Verify that any other profiles aren't mapping to the old Library that's being removed. | Alma | Planning | ITS |
| 11/18/2019 | Planning | Create a schedule for records update. | Alma | Planning | LTS, with input from stakeholders |
| 1/7/2020 | Aeon | Communicate with Aeon administrator regarding new locations and old location removal. | Aeon | Planning | Library |
| 1/7/2020 | ILL | Communicate with Resource Sharing regarding new locations and old location removal. | ILLiad | Planning | Library |
| NA | DRS | If holdings were scanned under separate Owner/Billing Code, confirm with library if it would be administratively beneficial to merge into ongoing separate Owner/Billing Code. | DRS | Planning | LTS-DRS team |
| NA | OCLC | Allison confirmed that the only thing needed is script cleanup to remove DOC and MIC – no active impact. | OCLC | Planning | LTS |
| NA | Marc Org Codes | Robin confirmed that MIC and DOC (and LAM) do not have their own OCLC symbols – all are mapped to HLS, so no change needed. | LC | Planning | LTS |
| NA | Portal | Communicate to Portal/Communications team to allow them to plan for removing pages/references to former library. | Portal | Planning | Library |
| 1/7/2020 | Remote Storage | Library should contact HD/RD to inform depositories about library name change. HD should determine if owner code and/or mapping changes are necessary. | GFA LAS | Planning | Library |
| Communication | Notification to HL-Comms about upcoming change | HL-Comms | Planning | Library | |
| Implementation | |||||
| NA | Import Profiles | If the POL Owner is changing, update EOD import profiles to new POL Owner. Change any default inventory values/location mapping that reference old library, if necessary. | Alma | Implementation | ITS or LTS depending on who maintains the profile. |
| Alma Holdings |
| Alma | Implementation | LTS | |
| Alma Items |
| ||||
| Alma Items |
| Alma | Implementation | LTS | |
| NA | Alma Orders - Closed | Remediation only necessary if trying to completely remove library from Alma. | Alma | Implementation | LTS |
| NA | Alma Orders - Open | If POL owner will change, update the open orders to new POL owner. A job with POL number as the input can be run to do this. You cannot do a search in Alma by POL owner, so search should be run in Analytics. | Alma | Implementation | LTS |
| NA | Alma Invoices -In Process | Delete any remaining in process invoices that were not closed prior to implementation based on a report of in process invoices that has been reviewed by the Library. | Alma | Implementation | LTS |
| Shelf Preparation | Make any necessary updates to Spine-o-Matic to ensure spine labels print the correct text on labels following the consolidation. | Spine-O-Matic | Implementation | ITS or other relevant Shelf-Prep team | |
| Post | |||||
| Communication | Notification to HL-Comms that the records have been updated | HL-Comms | Post | Library | |
| NA | Alma Logins | Remove ordering/receiving permissions from logins for old library | Alma | Post | LTS |
| NA | Alma Funds | If the POL Owner is changing, remove POL Owner from Available for in Ledger, Summary Funds, and Allocated Funds. | Alma | Post | HLF |
| NA | Alma Orders | Remove Acquire For relationship(s) for Documents (Lamont) to prevent new orders from being placed for old library. | Alma | Post | LTS |
| Alma Configuration-cleanup |
| Alma | Post | LTS | |
| Alma Analytics |
| Alma | Post | LTS | |
| Primo | Remove configuration for old library; update new library settings if needed
| Primo | Post | LTS | |
| Portal | Remove any pages. | Portal | Post | Portal Team | |
| Borrow Direct | Ask BD support to
| Borrow Direct | Post | LTS | |
| ILL | Remove Old pickup locations ILLiad webforms if needed. | ILLiad | Post | Resource Sharing | |
| Aeon |
| Aeon | Post | Aeon team | |
| Remote Storage | HD/RD should update LAS with necessary changes. | LAS | Post | HD/ReCAP | |
| LTS wiki page updates |
| Wiki | Post | LTS | |
| LibraryCloud | Remove the old values from the RepositoryNameMapping.xml table | LibraryCloud | Post | LTS | |
| NA | DRS | Merge past Owner/Billing code to into ongoing separate Owner/Billing Code. | DRS | Post | LTS-DRS team |
| Local wiki page updates | Update local documentation as needed | Wiki | Post | All stakeholders | |
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