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Next Gen ILS Implementation

This is for FALSC's Alma/Primo VE Implementation Project.

Implementation Timeline

Go-Live Phase (May 2021 - July 2021)

Updated May 28, 2021

Activity Date Responsibility
UBorrow Functionality is Disabled in Aleph/Mango (reactivated in Alma/Primo after go live) May 1, 2021 FALSC
Adding banner to Mango about new discovery tool May 1, 2021 FLVC
Patron Load Schedule - Information still needed from some institutions April 16, 2021 ILS Coordinators
Primo VE Webinar: A Longer Look May 7, 2021 Ex Libris
Submit eResources Activation spreadsheets to FALSC May 13, 2021 Libraries
All libraries and locations in Aleph are reflected in Alma Testload environments with the same codes May 17-20, 2021 FALSC, Libraries
Migration Questions Survey: Acquisitions data, Course Reserves, and Internal Patron Records May 17, 2021 ILS Coordinators
Google Scholar Survey: Information required from each institution for setup May 21, 2021 ILS Coordinators
Email Notices Survey: Information required from each institution for setup of notices and letters May 21, 2021 ILS Coordinators
eResource Activation Forms sent to Ex Libris (begin working on forms in April) May 27, 2021 FALSC
Loading Records Cease May 27, 2021 Libraries/FALSC
APFeed Processes Cease May 27, 2021 Libraries/FALSC
Technical Services Freeze: Cataloging, Items, Acquisitions, Course Reserves May 28, 2021 Libraries, FALSC
Library staff begins using special read-only user accounts, permits running reports May 28, 2021 Libraries
Circulation library staff begins using special circ user accounts, permits all circ activities May 28, 2021 Libraries
Copy of Aleph Production data/records to the clone server May 28, 2021 FLVC/FALSC
Alma Analytics and Reports Delivery May 28, 2021 FALSC
Changes for Migration Forms due to FALSC May 29, 2021 Libraries
UBorrow in Alma Webinar June 2, 2021 FALSC
Extracts Aleph P2E files June 1-4, 2021 FALSC
Extracts PDA MARC files - UTF-8 Format June 1-4, 2021 FALSC
Extracts PDA P2E files June 1-4, 2021 FALSC
Work Orders and Bound With Webinar June 8, 2021 FALSC
UBorrow Open Office Hours June 9 and 14 FALSC
Alma Analytics Webinar: Basics of Finding and Modifying Reports June 11, 2021 FALSC
Vendors in Aleph are reflected in Alma Testload environments with the same codes June 15, 2021 Libraries, FALSC
Alma/Primo VE Testload environments no longer available - unavailable at the end of the day June 15, 2021 Libraries
Functional testing ends - EOD June 15, 2021 Libraries
Alma Prod Configuration Freeze - EOD June, 15, 2021 All
Most Aleph Processes Cease: All automated processes except Circulation June 28, 2021 FALSC/FLVC
All Patron Load Files Cease July 2, 2021 FALSC/Libraries
All Cash Exports Cease July 2, 2021 FALSC/Libraries
Fulfilment/Circulation Freeze - begins 9pm ET on July 8 July 8-9, 2021 Libraries
Primo VE Indexing Complete July 9, 2021 Ex Libris
Aleph Frozen - Available in Read-Only Mode until July 2022 July 9, 2021 FALSC/FLVC
All Library staff use special read-only user accounts, permits running reports July 9, 2021 Libraries
Mango Frozen - Available in Read-Only until Sept 30, no patron empowerment features July 9, 2021 FALSC/FLVC
Go Live for Alma and Primo VE July 13, 2021 All
Uploads Offline Circ files to Alma July 13, 2021 Libraries
12 Alma/Primo TEST environments are released July 23-30, 2021 Ex Libris
Permalinks must be re-created for links coming from Mango, EDS, Curriculum Builder July 13-Sept.30 Libraries
Permalinks in frozen Mango will redirect to Primo home page for all 40 Sept 30, 2021 All

Note: Final extract of Aleph data for the Cutover Go Live Phase is May 28, 2021.

Full Testload Phase (November 2020 - May 2021)

Updated Febrary 9, 2021

Activity Date Responsibility
Complete and Return P2E input file Oct 26 2020 FALSC
FALSC copies Aleph production data to clone server for all 40 institutions Oct. 30 2020 FALSC
Ex Libris runs scripts for various fixes and to add additional local fields Nov 2 2020 Ex Libris
FALSC extracts and puts on clone the PDA01 records in MARC format Nov 2 2020 FALSC
FALSC puts the P2E input file on clone server Nov 2 2020 FALSC
Ex Libris delivers Migration Forms for all institutions to FALSC Nov. 4 2020 Ex Libris
Draft eResource Activation Forms due to FALSC Nov. 6, 2020 FALSC/Library staff
Testload Kickoff Meeting (for all library staff) Nov. 10, 2020 Ex Libris/Library staff
Draft eResource Activation Forms to Ex Libris Nov 16, 2020 FALSC
Alma Staff Roles Worksheet Distributed to the ILS Coordinators Nov. 18, 2020 FALSC
Draft Migration Forms completed for all institutions Nov 18, 2020 FALSC/Library staff
Final Migration Forms completed for all institutions Nov 25, 2020 FALSC
Final eResource Activation form due to Ex Libris Dec 4 2020 FALSC
Ex Libris delivers Configuration Forms to FALSC for all institutions Dec. 4, 2020 Ex Libris
Ex Lbris extracts data to build Alma instances Dec 7-20, 2020 Ex Libris
Vanguard Alma environments unavailable Dec 15 2020 Ex Libris/Library staff
Draft Configuration Forms completed for all institutions - FALSC will be completing forms Jan. 13, 2021 FALSC
Alma Staff Roles Worksheet due to FALSC Jan. 15, 2021 ILS Coordinators
FALSC submits Final Configuration Forms to Ex Libris Jan. 20, 2021 FALSC
Ex Libris turns over Alma to FALSC for initial testing and staff roles Jan. 26, 2021 Ex Libris
FALSC begins setting up staff user accounts for all libraries in Alma Jan. 26, 2021 FALSC
Training Working Group with FALSC: Spring Workshops webinar Feb. 4, 2021 Training WG/FALSC
Meeting with all interested staff: Data Review and testing Feb. 9 2021 Ex Libris/FALSC
FALSC turns over Alma to libraries for data review and testing Feb. 9, 2021 FALSC
Staff User Accounts setup with roles/permissions - SSO Authentication testing Feb. 9, 2021 FALSC/Library staff
Begin reviewing Alma data review Feb. 10, 2021 Library staff/FALSC
Data Review Documents Webinar Feb.12, 2021 FALSC/ILS Coordinators
Primo VE indexing is completed Feb 15, 2021 Ex Libris
Primo VE released - First Look Webinar Feb. 16, 2021 Ex Libris/FALSC
Begin testing staff user account's roles and permissions March 1, 2021 Library staff
Begin Alma functional workflow testing March 1, 2021 Library staff/FALSC
Begin testing third-party integrations for all institutions (SSO, patron loads, etc.) March 1, 2021 FALSC
Begin Spring Workshops March 1, 2021 Ex Libris/FALSC
Alma Analytics Webinar March 9, 2021 Ex Libris/Library Staff
Day 1 reports desired: due to Systems Working Group March 15, 2021 Working Groups
Spring Workshops for all library staff: 10 weekly workshops Mar 1-May 7, 2021 Ex Libris/FALSC
Functional and Workflow Testing in the Alma and Primo VE Testload Environments Mar 1-June 15, 2021 ALL Library Staff/FALSC
Test data refresh process of circulation/fulfillment data on Aleph Prod server May 1-2, 2021 Ex Libris
UBorrow Functionality is Disabled in Aleph/Mango (reactivated in Alma/Primo after go live) May 1, 2021 FALSC

Note: The final extraction of Aleph data for the Full Testload Phase was completed on October 30, 2020.

Onboarding Phase (March 2020 - June 2020)

Updated August 24, 2020

Activity Date Responsibility
Contract Signed March 12, 2020 Ex Libris/FALSC
Kick-off Meeting for FALSC staff March 17, 2020 FALSC
Send out call for Working Group members (previous participants) March 17-31, 2020 FALSC
Vanguard institutions chosen March 31, 2020 FALSC
Send out call for Working Group Members (new participants) and ILS Coordinators April 6-24, 2020 FALSC
Ex Libris orientation meeting with FALSC staff April 8, 2020 Ex Libris/FALSC
Submit Alma/Primo VE Implementation Form to Ex Libris April 8, 2020 FALSC
Set up and deliver provisional sandbox environment April 24, 2020 Ex Libris
Discovery meetings on required enhancements begins May 5, 2020 Ex Libris/FALSC
Submit Third Party Integration Form to Ex Libris May 7, 2020 FALSC
ILS Coordinators finalized May 11, 2020 FALSC
Working Group members chosen by Executive Committee May 24, 2020 FALSC
Working Group orientation June 9, 2020 FALSC
Working Groups begin meeting June 12, 2020 FALSC
Setup for the Aleph clone server completed June 12, 2020 FALSC
Discovery meetings on enhancements are completed June 30, 2020 Ex Libris/FALSC
Project Plan for Implementation is finalized June 30, 2020 Ex Libris/FALSC
Ex Libris Project Coordinator is announced June 30, 2020 Ex Libris

 

Vanguard Phase (July 2020 - October 2020)

8 Vanguard Libraries: Daytona State College, FIU, FSCJ, FSU, Santa Fe College, TCC, UCF, UF

Updated November 2, 2020

Activity Date Responsibility
Ex Libris delivers Migration Forms for Vanguard libraries to FALSC June 15, 2020 Ex Libris
FALSC/Vanguard libraries begin work on E-resources Activation forms June 15, 2020 FALSC/Vanguards
ILS Coordinators begin monthly meetings July 8, 2020 FALSC
Vanguard Kickoff Meeting (for Vanguard libraries and Working Group Members) July 9, 2020 Ex Libris
Migration Forms for Vanguard libraries completed July 10, 2020 FALSC
Ex Libris begins data extraction and migration to Alma July 11, 2020 Ex Libris
Implementation Team begins bi-weekly meetings July 16, 2020 FALSC
FALSC delivers E-resources Activation Forms for Vanguard libraries July 17, 2020 FALSC/Vanguards
Ex Libris reruns data extraction and migration to Alma July 23, 2020 Ex Libris
Ex Libris delivers Configuration Forms for Vanguard libraries to FALSC July 27, 2020 Ex Libris
FALSC submits completed Configuration Forms for Vanguard libraries to Ex Libris Aug. 17, 2020 FALSC
Ex Libris turns over Alma to FALSC for initial testing Aug. 28, 2020 Ex Libris
Primo VE indexing is completed Sept. 5, 2020 Ex Libris
Meeting with Vanguard library staff and Working Groups on testing Sept. 8, 2020 Ex Libris/FALSC
Begin test data review in Alma for Vanguard libraries Sept. 9, 2020 FALSC/Vanguards/WG
Complete initial configuration of Primo VE for Vanguard libraries Sept. 14, 2020 Vanguards/FALSC
Begin testing third-party integrations for Vanguard libraries (SSO, patron loads, etc.) Sept. 14, 2020 FALSC
Primo VE First Look Meeting for Vanguard libraries Sept. 17, 2020 Ex Libris/FALSC/Vanguards
Set up digital collections in Primo VE for Vanguard libraries Sept. 29, 2020 Ex Libris/Vanguards/FALSC
Begin functionality testing in Alma for Vanguard libraries Sept. 29, 2020 Vanguards/FALSC/WG
Complete Item Status/Collection/Sublibrary clean up forms Oct. 14, 2020 All Institutions
Complete all testing for Alma/Primo VE Oct. 23, 2020 FALSC/Vanguards/WG
Wrap-up Meeting with Ex Libris Oct. 23, 2020 Ex Libris/FALSC

Note: The final extraction of Aleph data for the Vanguard libraries was completed on July 20, 2020.