Reminder -- What is the correct way to pronounce "ALEPH"? -- Oliff, like olive with a "F" on the end.

UF Kickoff and Systems Analysis Meetings Held May 7-9, 2002
Ex Libris Implementation Librarians Mary Croxen and Michael Blake conducted 3 days of introductory meetings at UF on May 7-9 in the MSL Conference Room. The purpose of these meetings was to provide overview and planning information concerning the new system (Aleph), discuss the process of migrating data to Aleph from NOTIS, and address some issues related to configuring the new system at UF. Brief demonstrations of the client software modules (cataloging, circulation, etc.) were also provided so that we’ll be able to review records from data loads when they become available. About 25 UF Libraries’ staff (from Smathers, Health, and Law) who will be very involved in the process of identifying test records and evaluating that data as it maps into Aleph – as well as in helping make decisions about how the Aleph system will be configured at UF --  attended most of these meetings; another 25+ (mostly directors and middle managers) attended only the overview session on the first morning.

Data Loading Status Report
FCLA’s attempt to load initial sample test data for all types of records – bibliographic, holdings, orders, items, etc. -- into Aleph resulted in discovery that some new programming will need to be done by FCLA’s staff prior to conversion. This is because much of the data (except for bibliographic records) is incompatible with the Ex Libris programs which have been developed to help migrate NOTIS customers. FCLA's version of NOTIS stopped being the same as that installed at many other NOTIS sites long ago.

UF’s “Switch to Production” (STP) has been established as May 12, 2003
Although FCLA will now need to be doing some programming for the migration of data that hadn’t originally been planned for, no delay in the earlier planned date for implementation is currently anticipated. With FCLA's increased role in the data migration, some activities are expected to move more swiftly than they would have if we had been working directly with Ex Libris on some matters (as was originally planned).

By following this schedule, "closing" acquisitions for the fiscal year will be problematic. We need to try to plan how we would accomplish closing if STP definitely occurs on this date; whether it could be negotiated to be later is not known. Ex Libris will not wish to move back UF’s STP date since it is desirable for UF’s data to be loaded first because of the size of the database. Pushing back UF would likely mean pushing back the other Phase 1 Libraries. Of course, unknown circumstances could result in STP being moved back.

UF Record Identification for Test Data Loads
We probably can count on having until at least the end of July, 2002, to continue identifying records we want included in our initial extraction.

Data Review Reporting Planning
FCLA currently plans on having the needed programs for data migration written this summer, and for review of our test data in Aleph to be able to begin in August at the four Phase 1 Libraries (UF, UNF, UWF, and FCCU). The UF Aleph Steering Committee will be developing a specific plan for reviewing our test data when it’s received. Who will do what when we receive our extracted data? How will reports be made? How will we report to FCLA and/or Ex Libris? We want to prevent multiple reports being made about the same problem. A form for reporting (probably on the Web) can probably be devised.

Planning for the Gap Period
Prior to “STP” on May 12, 2003, there will be a period of at least four weeks when technical processing on NOTIS will be frozen at UF (except for circulation which will only be unavailable 2-3 days immediately prior to STP); we must plan to use this time most effectively. Local Aleph functional training and practice seems likely to be a good activity for this period. We’ll also be looking to see if there may be ways to perform work during this time that can then be accumulated and loaded into Aleph once it’s been implemented (e.g. using CATME). NOTE: We will have read-only access to our NOTIS records during this gap period.

Functional Training for UF Libraries' Staff
Staff training on the functional modules of Aleph (circulation, cataloging, serials, acquisitions, etc.) will not occur until after the beginning of 2003. Ex Libris staff training is conducted in a “train the trainer” manner in which a limited number of local staff receive training that will enable them to train other local staff. Detailed plans will be developed later in conjunction with Ex Libris, FCLA, and local staff.

Potential of Merging of Bibliographic Records in Aleph
Since we have discovered that the Aleph system allows us to consider having one bibliographic record at UF with associated holdings maintained in Smathers, Health, Law, etc., we want to assess what the challenges will be in implementing that model. From a library user standpoint, one record would seem to be preferred, but we need to understand how to insure that we don’t lose any of the benefits that the separate records may currently provide to users. We need to fully understand use of the Aleph OWN field. If this single record approach seems plausible at UF, we’ll need to decide whether it will make sense to wait until after implementation to do any merging, or whether there will be a way to “match and merge” records as part of the conversion. Ex Libris mentioned that this approach was currently being used in the Minnesota conversion effort.

Distribution of the GUI (Graphical User Interface) Client Software
The version of Aleph we’ll be using (15.2) is not yet available on the FCLA server (although we hope it will be soon), however the current version (14.2) is available for download from the FCLA Web site at http://www.fcla.edu/FCLAinfo/lmsimp/imppg.html (click on “Related Links”).  Documentation for using 14.2 is also available on the FCLA site by selecting “Documentation”. PLEASE NOTE:  Anyone using the client needs to be aware that it is not yet time to be expecting answers to a lot of questions about specific functionality. 14.2 is not the version we’ll be implementing, and documentation for 15.2 probably won’t be available when we first receive it. Our current emphasis needs to be on doing the work to migrate our data accurately, and in learning about options for configuring the Aleph system.

The GUI will allow accessing the demonstration Ex Libris University data now on the FCLA server. This data is refreshed periodically, so any work staff do there can disappear without warning.

NOTE: 14.2 is not the version of Aleph we'll be implementing at UF. However, providing all staff with an opportunity to download and try using the 14.2 version is felt to be important in order to encourage some familiarity with the look and feel of a Windows-based client-server library management system. 

FCLA Aleph Server Now Available
Staff may now connect to FCLA's test Aleph server. At present, you will be connecting to a demonstration Web OPAC called "Ex Libris University" which comes from Ex Libris at the time of installation. Some of the initial data may change due to local activity using the staff GUI, but this will be refreshed to the original version periodically. NOTE: Please do not assume that the UF Libraries' Catalog interface will look like the Ex Libris University interface you will see on this server; it will not. Version 15.2 does not use a "frames" approach as 14.2 does, and many options for customization exist. 

Location Map Decisions
FCLA wants the initial Location Map spreadsheet submitted by the end of June. This will include our decisions about creation of sublibraries and collections (similar to NOTIS locations/sublocations, but also related to NOTIS Service Unitsand Processing Units). OPAC displays for sublibraries/collections  will always be modifiable in the future, and additional sublibraries and collections may be established as needed, but we’re hoping to fully understand the implications of our decisions before making choices that may be difficult to reverse. Following the recent meetings with Ex Libris, it’s now somewhat clearer when we need to define separate sublibraries and when use of a “collection” is sufficient, but we hope to be sure that we’re considering all relevant factors in our decisions.

Statewide Collaboration
The Aleph Implementation Steering Committee (AISC -- a joint State Universities and Community Colleges planning group) has continued to discuss common system codes and other issues related to this long-term collaborative venture. They have appointed two Task Forces (OPAC and Indexing) which will have their initial meeting in Tallahassee on June 5-6. Ex Libris training staff will be present to provide a special overview customized to address the issues these groups will be dealing with.  State University OPAC Task Force  representatives are Rich Bennett (UF), Bob Jones (UNF), and Jim Michael (USF);  Indexing Task Force representatives are Denise Bennett (UF), Linda Smith (UNF), and Kim Montgomery (UCF). There are also three community college members on each task force, as well as a lisiaon from the AISC on each group. Technical staff from both FCLA and CCLA (the Community College Center for Library Automation) will also be participating.