The path to flexible loading of patron records
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The document discusses the transition from Voyager to Alma for patron loading processes at a university library, addressing the need for increased flexibility in coding patron records. It outlines the methodology for extracting and formatting patron data from the university's information systems and configuring them in Alma, including automation for expiring patron privileges and statistical categorization. Key differences between the two systems are highlighted, particularly in terms of scripting and integration profiles.
The path to flexible loading of patron records
- 1. The Path to Flexible Loading of Patron Records into Alma October 6, 2020, ENUG Linda Salvesen & Ray Schwartz William Paterson University of New Jersey 1
- 2. Introduction In many cases, a library chooses to have their University’s IT department code the XML for the patron load. In our case, we wish the flexibility to be able to assign certain privileges and statistical categories via the patron load as we did with our Voyager system. For example, how do we handle staff that are also students? How do we automate expiring patrons via the patron load—be they students, adjuncts, or staff/faculty with a termination date? How do we automate the assignment of statistical categories? The Cheng Library converted scripts that were used to create the Voyager SIF files into scripts that create XML files for Alma. 2
- 3. Our University Context ● State university of 8,100 undergraduate and 1,700 graduates. ● Over 400 faculty, 800 adjuncts, 1500 staff. ● Primarily we are a teaching university. ● The University’s IT uses Banner for the Student Information System (SIS) and the Human Resources System (HRS) 3
- 4. Our Library Context ● 14 librarians and 14 staff ● The systems unit consists of 2 librarians and 1 computer specialist ● All librarians are involved in reference, instruction, collection development and academic department liaison duties. 4
- 5. Outline ●Voyager and our setup for patron loads ●Alma the its patron database system ●Our experience moving from the Voyager to Alma patron load ●Some differences between Alma and Voyager patron databases 5
- 6. Our Setup for the Voyager Patron Load ● The SIF Format ● Extracts from SIS and HRS ● Load order of patron files 6
- 7. The Patron Record Standard Interface File aka the SIF is a fixed width text file rather than a delimited text file. 7
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- 10. Extracts from SIS and HRS We asked IT to regularly extract four files from SIS and HRS to a directory which we mount on the Voyager server. ● Adjuncts ● Staff ● Faculty ● Students The files are tab-delimited rather than the SIF format. We parse the files using the Unix program awk into the fixed width format. And we automatically load the files via a scheduled Unix job on the Voyager server. 10
- 11. Tab Delimited Text File Standard Interface File (SIF) 11
- 12. We wanted to be able to automatically expire the privileges of students. So we set it up to give them one semester grace. 12
- 14. .. and to automatically expire faculty and staff after their last date of employment. 14
- 15. We wanted to code the various statistical categories with data such as major, department, and so on. From students ● Major, ● 2nd major, ● class, ● credits, ● full or part-time, ● college, ● registration date, ● degree. from staff ● Status (adjunct, faculty, managerial or staff), ● department, ● college, ● division, ● full or part-time, ● tenured. In addition to the standard set of fields, we asked IT to extract ... 15
- 16. With Voyager, statistical categories could only be 3 characters. So each category we hardcoded and converted. The awk file would contain over 600 lines of code. 16
- 17. Load order of patron files Since there are individuals that have multiple statuses (e.g., Faculty or staff that are also students), we load the files in this particular order ● Adjuncts ● Staff ● Faculty ● Students It was the request from the Head of Circulation to load the students last so stats could be culled from ALL student circ activity. 17
- 18. Alma and its patron database system ● Setting up Integration Profiles and S/FTP definitions ● Coding XML ● Configuring Statistical Categories and their Category Types. 18
- 19. How patron load works in Alma ● Patron data is converted to an XML format and then into a zip file by the Library ● The zip file is loaded onto an S/FTP server deployed by the Library ● An S/FTP Definition is defined in Alma ● An Integration Profile is defined in Alma and scheduled to run at certain intervals to pick up the zip file from the S/FTP server and process it into the patron database. 19
- 20. Setting up S/FTP definitions and Integration Profiles 20
- 21. Preparing for the S/FTP Definitions We have a Red Hat Linux server for the Library so we … ● Mounted the drive with the SIS and HRS extracts. ● Added an S/FTP server with subdirectories for each of the groups of extracts we would convert to XML. ● Each subdirectory would be a separate S/FTP Definition. 21
- 22. List of S/FTP connections Similar to how we loaded files in Voyager, we divided the files by statuses, and loaded them at different times. Similar to how we loaded files in Voyager, we divided the files by statuses, and loaded them at different times. 22
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- 26. Original script Modified script The scripts that build the XML files 26
- 27. Whereas the scripts for Voyager took 50 lines of code for the Majors statistical category, the script for Ex Libris took 3 lines of code. There is no need to create a 3 character code like for Voyager. Just as long as the code has no spaces. So a 600 line script becomes less than 160 lines. 27
- 28. We needed to change the order of the files loaded. In doing so, we then needed to create a file of former employees that are current students and load that file last. 28
- 29. Configuring Statistical Categories and their Category Types Once the categories have been loaded, you need to … ● Configure the Statistical Categories ● Create Category Types ● And map the Statistical Categories to a Category Type. ● Then one can create a report in Alma Analytics. Configuring Statistical Categories for Analytics in Ex Libris Knowledge Center 29
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- 31. User Statistical Categories - Code Table The code for a Statistical Category cannot have spaces 31
- 32. Category Types - Code Table 32
- 33. Statistical Categories/Types - Mapping Table Then map a Category to a Category Type. A Category cannot be mapped to more than one Type. 33
- 35. Some Differences between Alma and Voyager ● Not having full access to the database structure of Alma. ● Time limitation of loading Integration Profiles 35
- 36. Thank you & Questions Linda Salvesen salvesenl@wpunj.edu Ray Schwartz schwartzr2@wpunj.edu 36