POE Consolidation Checklist

Completed Date	Record Type	Task	System	Phase	Who
Planning
5/21/2021	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
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.	Email	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	Add new physical locations Make sure locations are associated with appropriate circ desk and fulfillment units	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 - Check GOBI profiles for POE mapping
11/18/2019	Planning	Create a schedule for records update.	Alma	Planning	LTS, with input from stakeholders
N/A	Aeon	Communicate with Aeon administrator regarding new locations and old location removal.	Aeon	Planning	Library
5/19/2021	ILL	Communicate with Resource Sharing regarding new locations and old location removal.	ILLiad	Planning	Library
N/A	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 - Allison will update when new data sync process in place.	OCLC	Planning	LTS
	Marc Org Codes	TBD - Robin confirming with LoC.	LC	Planning	LTS
N/A	Portal	Communicate to Portal/Communications team to allow them to plan for removing pages/references to former library.	Portal	Planning	Library
TBD	LibCal/Portal	Communicate with point person (Lynn Sayers?) for updating Lamont Library hours in LibCal, to coordinate adding Poetry hours to Lamont listing. (These hours display on library.harvard.edu	LibCal/Portal	Planning	Library
N/A	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
5/21/2021	Communication	Notification to HL-Comms about upcoming change	HL-Comms	Planning	Library
Implementation
12/3/2019	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.
5/25/2021	Alma Holdings	Update the Library & Location based on mapping per Library preferences Run a norm rule on the holdings to change the 852 $b and $c	Alma	Implementation	LTS
5/25/2021	Alma Items	Update any item policies
5/24/2021	Alma Items	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 newi'm corresponding temp loc using change items job.	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
	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
	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
	Alma Orders	Remove Acquire For relationship(s) for POE to prevent new orders from being placed for old library.	Alma	Post	LTS
6/9/2021	Alma Configuration-cleanup	Opening hours – done Relationships table – done Circ desks – done except for DEFAULT Any library-specific workorders – NA Printers – NA Any library-specific Terms of Use – NA Remove old physical locations – done	Alma	Post	LTS
	Alma Analytics	Remind Libraries to change reports Look for scheduled reports on closing sublibrary code – None found	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
	LibCal	Remove POE library hours from LibCal	LibCal	Post	Library
NA	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
NA	ILL	Remove Old pickup locations ILLiad webforms if needed.	ILLiad	Post	Resource Sharing
NA	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
6/9/2021	Remote Storage	HD/RD should update LAS with necessary changes.	LAS	Post	HD/ReCAP
NA	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
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