This document summarizes the experiences of two universities, Colorado State University and Central Connecticut State University, in migrating from their previous library management systems (Millennium and an unnamed system) to Ex Libris's Alma system. It describes the projects' timelines, training approaches, data cleaning and migration processes, configuration of various Alma modules, testing in the new production environment, lessons learned, and post-migration workflows. The universities took different approaches to the migration based on their sizes and organizational structures but both projects were completed successfully.

1. Kristin D’Amato, Serials and Electronic Resources Librarian, Central Connecticut State
University
Rachel Erb, Electronic Resources Management Librarian, Colorado State University
NASIG
June 10, 2017
The Road from Millennium to Alma:
Two Tracks, One Destination

2. • Carnegie Classification: R1—Highest Research Activity and Land Grant University
• FTE: 23,768
• Undergraduate 19,806
• Graduate 3,962
• The Libraries include three sites: Colorado State University-Pueblo (4436 FTE); and CSU Global—a
virtual campus of about 200 part-time students
Colorado State University (CSU)

3. • Midsize Regional Comprehensive University
• FTE of 9,341
• Undergraduate 8,172
• Graduate 1,169
• 17 Institutions with a combined FTE of 57,031
• 4 Universities
• 12 Community Colleges
• Charter Oak (online college)
Project Website
Central Connecticut State University (Central)
Connecticut State Colleges & Universities (CSCU)

4. Timeline
CSU Central/CSCU
Migration 6/1/2016 – 8/15/2016 6/30/2016 – 8/10/2016
Configuration 8/1/2016 – 10/31/2016 7/15/2016 – 7/29/2016
Testing 11/1/2016 – 12/7/2016 9/27/2016 – 12/1/2016
Cutover 12/8/2016 12/2/2016 – 1/3/2017
Go Live! 12/22/2016 1/9/2017

5. Project Management: Communication
• ExLibris
• Basecamp
• Salesforce
• Phone Calls
• On-site Visits
• Internal
• Basecamp
• Email
• Meetings
• Other…

6. Pre-migration Clean-up
CSU
• Each member of Alma Migration Team responsible for area
• Some collaboration
• Data Clean-up checklist
• Areas of responsibility
• Project examples
• Many challenges
• Millennium data questions

7. Central/CSCU
Data Clean-up checklist
• Areas of Responsibility
• Some collaboration across
consortium
Pre-migration Clean-up

8. • WebEx Trainings
• Watch the assigned homework videos & read documentation
• Practice what you learned in the sandbox.
• Post any questions about the processes presented prior to the scheduled training session.
• Do NOT expect these sessions to be a re-hashing of what was presented in the online/video
training, but instead a Q&A session to address specific functionality/workflow questions
• Workflow Workshops
• CSCU Train the Trainer
• Alma Administration Certification
Project Management: Training
Kenausis, V. (2016, May 26). Ups & Downs: Special Edition - Weekly Training sessions. [Blog post] Retrieved from http://libguides.wcsu.edu/cscublog/2016-05?t=1536

9. • Forms
• Field Mapping
• Migration
• Configuration
• Link Resolver
• Extracts/Delivered Files
• Production Environment
Migration

10. Field Mapping Form: CSU

11. Migration: Forms
Central’s Migration Form, Example: PO Line Type

12. Configuration Form: CSU

13. Migration: Forms
Central’s Link Resolver Form

14. • Forms
• Extracts/Delivered Files
• P2E
• ERM
• Production Environment
Migration

15. Migration: Extracts/Delivered Files
CSU P2E
• Background—Reason and Purpose
• Building the file
• CSU: 1 million bibs!
• CSV file
• Sample entries (two columns)
• b30806835, portfolio
• b1448777, db
• b23239828, package

16. CSU Migration/Configuration from III’s ERM
ERM Linking Data Definition File  XML
• Licenses
• Interfaces
• E-Inventory Fields and Linking
Migration: Extracts/Delivered Files

17. CSU Migration/Configuration from III’s ERM: Sample File (Vendor/Contact)
• ERM Vendor XSD
• Output  XML vendor file
Migration: Extracts/Delivered Files

18. Migration: Extracts/Delivered Files
CSU Migration/Configuration from III’s ERM and SFX KB: Sample File

19. Migration: Extracts/Delivered Files
CSU Migration/Configuration: License XML File Preliminary Work
• ERM License XSD
• Output  license XML file

20. • Forms
• Extracts/Delivered Files
• Production Environment
• Data testing
• (Re)configuration
Migration

21. Central: Holdings in Millennium, Check-in Record
Migration: Production Environment

22. Central: Holdings in Alma/Primo, Holdings Record
Migration: Production Environment

23. Go-Live and Beyond
• Post Migration Data Clean up
• Idea Exchange
• Designing New Workflows

24. Go-Live and Beyond: Designing Work Flow
CSCU E-Resources in Alma’s Network Zone
• Network Zone Considerations
• Central Office Role
• Criteria for NZ management of a Resource

25. Go-Live and Beyond: Designing Work Flow

26. Go-Live and Beyond: Designing Work Flow: NZ Licensing
A look at CSCU E-Resources in Alma’s Network Zone

27. Lessons learned
• Communication
• Training
• Impact on staff

28. • Analytics
• KB Management
• Ordering/Invoicing
• License Records
• Internal Collaboration
Let’s leave on a positive Note: Alma Benefits

29. Questions?