Data Migration Preparation
As mentioned in the last 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 would need to be done in order to migrate our NOTIS records to Aleph. This development work has been ongoing at FCLA all summer, and they announced on Friday, August 16th that they are now ready to start scheduling the first subset loads for review by the Phase 1 libraries (including UF). The first subset load will include bibliographic, holdings, and linked item records only. Programming is still continuing on unlinked item, patron, and acquisitions data, and it's likely that these record types will be added to the second subset loads, along with authority records.

Following are details of the upcoming process as outlined by FCLA on August 16th:

1. FCLA will be extracting UF subset data based on selection criteria and/or NOTIS record keys submitted by UF and will load this data into a new development region on NOTIS; we will then have an opportunity to review and approve the samples (and if necessary modify them). FCLA will then convert that data into ALEPH records that will be loaded into the UF region on the test server at FCLA. The sole purpose of the new NOTIS development region is to store our selected subset records in a "frozen" or static form so that we can compare this data against the converted data loaded into ALEPH.  The initial subset will contain approximately 75,000 bibliographic records, with their attached holdings and items. Additional sample records will likely be added prior to subsequent subset loads, to a maximum of 100,000 bibliographic records.
2. September 17th (or after -- specific dates not yet arranged), FCLA’s Daniel Cromwell and Lydia Motyka will be scheduled to come to UF and meet with the staff that will be involved in the subset data review. They will present the loaded subset of UF records, explain the data conversion, go over data reviewing techniques, and otherwise answer questions and assist us in beginning the review of our subset loads.
3. The subset load review and reporting of problems and changes for this initial load should last approximately two weeks, after which specifications for the next load will be developed. NOTE: These records will not be changed; they will simply be compared to the data in NOTIS.
4. Based on the experience with the first subset load we’ll all be in a position to develop a more long-range and detailed data conversion schedule. No definite number of subset loads has been established, but there will be as many as necessary to insure that the data will migrate correctly.

UF Subset Selection and Data Review Planning
This summer UF Libraries’ staff members participating on the RS (Resource Services) Preliminary LMS Migration Planning Group have continued to identify records to be included in our initial subset, and have also been developing problem reporting procedures, etc. See details of their activities.

Location Map “Decisions” Made
With the assistance of staff in the various libraries and collections, an initial version of the "Location Map" spreadsheet needed for processing the first subset data load was submitted to FCLA.. This included our tentative decisions about creation of Aleph sublibraries and collections and indicated how current NOTIS locations/sublocations should be migrated to the new system. Further review of these decisions will occur before final implementation.

Schedule for Functional Training of UF Libraries' Staff Trainers Set
As indicated previously, UF staff training to use 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.

The schedule for Ex Libris staff to come to UF and conduct these “train the trainer” sessions is shown below. UF Libraries’ staff that will need to attend these sessions will be informed well in advance of these dates.
 

Date(s)	Training
Jan 14th	Getting Around/Staff (GUI)/Web searching for CIRCULATION staff
Jan 15th	Getting Around/Staff (GUI)/Web searching for ACQUISITIONS staff
Jan 30th - 31st	CIRCULATION Functional Training
Feb 11th	Getting Around/Staff (GUI)/Web searching for CATALOGING staff
Feb 12th	Getting Around/Staff (GUI)/Web searching for SERIALS staff
Feb 18th - 19th	ACQUISITIONS Functional Training
March 4th - 5th	CATALOGING Functional Training
March 25th - 26th	SERIALS Functional Training

The UF Aleph Steering Committee will be working on an optimal plan to insure that all staff are prepared as well as they can be to carry out their jobs using the new system as soon as it is implemented. In addition to the above training sessions conducted by Ex Libris, other formal training sessions will need to be scheduled and conducted by UF trainers. NOTE: A plan for introducing reference and collection management staff to the Web OPAC and the GUI will be developed.

GUI Client and Documentation
The GUI (Graphic User Interface) client software for the version of Aleph we will be using upon implementation next May (Aleph 15.2) became available for download in late June; this will be needed on every staff workstation where the NOTIS technical side is now used to perform work. While functional training will not begin until 2003, staff may download this client at any time (see the “FCLA Resources” section of the UF Aleph Implementation Web page) and take a look. Some documentation for this version is also available (as well as online HELP in the client itself). A new document entitled "Getting Around in ALEPH 15.2" to help prepare for using the basic navigation skills in the ALEPH GUI client will be available on the FCLA documentation site soon.

Please keep in mind that the GUI connects to data that is on a TEST server, so access may not always be available. In addition, any record changes you make when using the client may not be seen when you look again (later that day, a week later, etc.). The data will periodically be restored to its original state.

OPAC Developments
Several noteworthy institutions have implemented Aleph this summer. While you may view their catalog interfaces, do not assume that the UF Libraries' Catalog interface will look like what you see.

• Harvard University – This is the first implementation using Version 15.2 (with no frames).
• University of Minnesota
• University of Delaware

Statewide Collaboration
The two Task Forces (OPAC and Indexing) appointed by the Aleph Implementation Steering Committee (AISC -- a joint State Universities and Community Colleges planning group) had their initial meeting in Tallahassee on June 5-6. Pages 1, 9, and 10 of a report on this meeting (PDF Document) that appeared in the CCLA (College Center for Library Automation) DataLINCC publication provides a good summary. The Indexing Task Force is working toward a September 30, 2002 deadline for its recommendations; the OPAC Task Force recommendations are due on November 1.

Other News
The PRODUCTION SERVER equipment to be used when Aleph goes "live" has been delivered to NERDC and IBM has completed its part of the installation. FCLA and Ex Libris both have tasks to perform to complete the installation (target date is October 30th). If interested, you may see pictures of the equipment delivery to NERDC in July.