Version 18 Preparation for Training and Testing

UF Upgrade to Aleph Version 18
Preparation for Testing and Training

What can we do at UF Now?

As of March 1, 2007, FCLA completed a FULL TEST LOAD of all of our UF data, and had made needed changes to the UF configuration tables. This FULL TEST LOAD includes all of our Version 15.5 Aleph data, "frozen", copied from the Aleph PROD server on November 22, 2006, and then upgraded to version 18.

We can download the UF Version 18 TEST server staff client software and see all of our data (not just a small subset) using the new client. See instructions and links for downloading. NOTE: If you downloaded the this client prior to March 13, 2007, you need to uninstall the client and download/re-install the updated version. This corrects a problem that causes the client to crash.

We can continue becoming familiar with the client and the changes that will be introduced.

Department managers and trainers can continue looking at workflow impact and begin developing plans (e.g. for changing macros).

We can develop our local staff training plans. We can continue reviewing available FCLA and Ex Libris training materials and documentation. See Training Resources and Documentation Resources.

We can systematically TEST -- in preparation for the upgrade to version 18.

Aleph configuration files/tables have been upgraded and customized by FCLA staff to provide us with all functionality available in our current Version 15.5. NOTE: Features entirely new to v18 (a/k/a "enhancements") have generally not been implemented yet in v18.

We'll want to make sure that all of the functions and work flow we currently perform in production in Aleph 15.5 works in Aleph v18. All reports and notices, printing, data loaders, patron loads, cash exports, in addition to standard daily functions, need to be tested and working as much as possible before we begin to use Version 18. NOTE: See current testing caveats/limitations in the next section below.

ExLibris has created a checklist of suggested activities for checking the upgrade* which has been posted to the FCLA Aleph v16-18 Documentation page*. We may wish to develop a customized checklist for UF for each functional area.

FCLA has posted some additional details in the Timeline for upgrades to v18 blog entry.

When must we complete our testing?

Problems should be identified as soon as possible in case they need to be forwarded to Ex Libris for resolution.

Problems that FCLA can resolve (e.g. table changes) must be submitted by Thursday, July 5th. That should give them time to make the changes, and for us to test them, before the upgrade begins on Friday, July 13th.

Testing Version 18

Testing Caveats from FCLA (March 1, 2007)

We need to be very careful doing any testing of reports and print jobs in Version 18 using UF TEST 18; FCLA will be in contact with us regarding this testing.

Be careful when printing out any invoices and Circ notices, to prevent accidental mailings to vendors and patrons.

Similarly, do not test emailing of invoices or Circ notices from Test18 yet. We will need to make prior arrangements with FCLA to ensure that email is not sent to vendors and patrons.

We need to contact FCLA before testing EDI or APfeed.

What's not working in Version 18

Our "joblist" has been turned off on TEST18, pending testing of the the individual batch jobs by FCLA.

March 1, 2007 Status: Authority control against LCA10/MSH12 is not yet working in Version 18. ExLibris has made this issue a top priority. Because FCLA is the only Aleph customer with "remote" shared authority files, special programming changes and a Service Pack will most likely be required to fix this problem. FCLA has insisted that the problems be resolved by the beginning of April.

May 4, 2007 Update: Authority control against LCA10/MSH12 is not yet fully functional in our v18 installation. ExLibris has made this issue a top priority. We expect that the v18 May Service Pack, not yet released, will resolve this issue: the fix has been applied to our DEV server and is being tested there.

April 1, 2007 Update: Authority control against LCA10/MSH12 is not yet fully functional in our v18 installation. ExLibris has made this issue a top priority. At this point one fix has already been installed on DEV, and this appears to solve part of our problem with authority linking.

March 1, 2007 Status: Although we will be able to see links to LCA10 (MSH12 has not yet been upgraded to Version 18), we will not yet be able to search LCA10/MSH12 from within TEST18.

May 4, 2007 Update: We expect that the v18 May Service Pack, not yet released, will resolve this issue: the fix has been applied to our DEV server and is being tested there.

April 1, 2007 Update: As of this date we are expecting a program fix to be implemented on our DEV server by April 6, and if FCLA testing on the DEV server shows positive results we will ask ExLibris to install the fix on TEST18 for your testing.

Any new headings we create will not be checked against/linked to LCA10, but should work against our local authority library. FCLA wants us to report any problems linking bib headings to our local authority library.

NOTE: Re-indexing is not in the critical path to getting all the SUL upgraded to Version 18 in Summer/Fall 2007. FCLA will be re-indexing all of the catalogs after the v.18 STPs are completed using the “parallel indexing” function that doesn’t require shutting the catalogs down.

NOTE: You will see links/icons to an ILL module that is not being used. In one place it has been labeled "Unused"; in others it's possible to click ILL. But this will go nowhere harmful if selected. It's not known if these can be removed.

Reporting Problems

Any problems we discover during review aside from simple logistical problems (e.g., "I can't log in") should be reported via the FCLA Response Tracker (RT) database. A special "UE" (Upgrade Express) queue has been created for this purpose. Any UF Libraries' staff that are identifed to send reports to the RT database should contact Rich Bennett if they are not already set up in that system.

We want to make sure that all upgrade problems are resolved before we go into production on Version 18, and since some problems may require programming fixes FCLA wants to make sure that an easily accessible record is kept.

Any problems observed by UF staff earlier in UF DEV 18 since December 2006 should now be tested in UF TEST 18 and reported.

Questions about Version 18 Functionality

Much information is available on the Training Resources and Documentation Resources pages.

FCLA has suggested that library staff use the module/functional listservs listed below to exchange questions and information about Version 18 functionality so that everyone in the SUL can benefit from a discussion of common issues. FCLA staff and others from throughout the SUL are subscribed to these listservs. Subscription Information

ACQCLIENT-L -- Acquisitions and Serials

CATCLIENT-L -- Cataloging

CIRCCLIENT-L -- Circulation

LIBOPAC-L -- OPAC Interface

FCLA Library Services Librarians - Who does What -- This provides a guide to appropriate FCLA functional contacts.

Last Updated May 27, 2007
Rich Bennett