Checklist for Consolidating an Alma Library

Record Type	Task	System	Phase	Who
Planning
Communication	Library should contact all department (LTS, HL ITS, local ITS) to inform them of upcoming library consolidation and confirm dedicated point people from each department to serve as stakeholders.	Email	Planning	Library
Communication	LTS will create wiki page for project that tracks all mapping information, timelines, and decision points and share with the stakeholders.	Email	Planning	LTS
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
Alma Configuration- new locations	Add new physical locations Make sure locations are associated with appropriate circ desk and fulfillment units	Alma	Planning	LTS
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
Alma Logins	If the POL Owner is changing, have liaison submit login request forms. Update ordering/receiving permissions for Alma Logins.	Alma	Planning	LTS
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 or LTS depending on who maintains the profile
Planning	Create a schedule for records update.	Alma	Planning	LTS, with input from stakeholders
Aeon	Communicate with Aeon administrator regarding new locations and old location removal.	Aeon	Planning	Library
ILL	Communicate with Resource Sharing regarding new locations and old location removal.	ILLiad	Planning	Library
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
OCLC	TBD	OCLC	Planning	LTS
Marc Org Codes	TBD - Robin confirming with LoC.	LoC	Planning	LTS
Portal	Communicate to Portal/Communications team to allow them to plan for removing pages/references to former library.	Portal	Planning	Library
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
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	Update the Library & Location based on mapping per Library preferences Creation of new locations as necessary for mapping Run a norm rule on the holdings to change the 852 $b and $c, and $x to indicate former library if applicable	Alma	Implementation	LTS
Alma Items	Update any item policies Run a report to see if there are any items whose temporary location is one of the locations being removed. If temp locs are in use, items will need to be mapped to new corresponding temp loc using change items job. If items are moving offsite, put items in transit	Alma	Implementation	LTS
Alma Orders - Closed	Remediation only necessary if trying to completely remove library from Alma.	Alma	Implementation	LTS
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
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 change has been implemented and records have been updated.	HL-Comms	Post	Library
Alma Logins	Remove ordering/receiving permissions from logins for old library	Alma	Post	LTS
Alma Funds	If the POL Owner is changing, remove POL Owner from Available for in Ledger, Summary Funds, and Allocated Funds.	Alma	Post	HLF
Alma Orders	Remove Acquire For relationship(s) with other POL Owners, if needed, to prevent new orders from being placed for old library.	Alma	Post	LTS
Alma Configuration-cleanup	Opening hours Relationships table Circ desks (+ remove Hold Shelf flag so that location doesn't show up in pick-up list) Any library-specific workorders Printers Any library-specific Terms of Use Remove old physical locations	Alma	Post	LTS
Alma Analytics	Remind Libraries to change reports Look for scheduled reports on closing sublibrary code	Alma	Post	LTS
Primo	Remove configuration for old library; update new library settings if needed Remove entry in institutional library list Remove entry in library scope	Primo	Post	LTS
Portal	Remove any pages.	Portal	Post	Portal Team
Borrow Direct	Ask BD support to remove any old mappings and turn on any additional locations as needed remove any closed libraries as pickup locations	Borrow Direct	Post	LTS
ILL	Remove Old pickup locations ILLiad webforms if needed.	ILLiad	Post	Resource Sharing
Aeon	If the new locations are Aeon-eligible, Aeon administration needs to enable them in Aeon. Update the wiki page for Aeon-eligible locations	Aeon	Post	Aeon team
Remote Storage	HD/RD should update LAS with necessary changes.	LAS	Post	HD/ReCAP
LTS wiki page updates	Alma Login Liaisons Page Library names and codes in Alma	Wiki	Post	LTS
LibraryCloud	Remove the old values from the RepositoryNameMapping.xml table	LibraryCloud	Post	LTS
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