Batches of Records with Orders via Aleph service file-90

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  • Procedures and Aleph Services needed to be changed for loading bib records containing vendor order data in the new SB environment. Before Shared Bib there were 7 SUL's batch loading vendor bib records with order data, since implementing Shared Bib one additional library has requested information about procedures and setup.
  • Status:
    • In Production:
      • FIU, UF, UCF, FAU, FGCU, USF, USF St. Pete, FSU
    • In process:
      • FAMU - had initial Elluminate training/discussion, they will submit an RT ticket when ready. Estimate 2 week turnaround once file is received
  • Best Practices for Loading Bib Records with Orders
  • EOCR Elluminate Meeting Outcomes:
  • Objectives/Process:
    • Aleph Table Configuration for running the Aleph Loader File-90 for 8 SULs.
    • Gather location mapping and information needed correct record creation, e.g. Items, Holdings, Orders, Encumbrances
    • Create Aleph Fix routines to properly load bib records
    • Create Match routines to correctly match on existing records in the shared bib database to avoid duplicate bib records.
    • Create Merge routines to correctly merge incoming records with existing bib records and retain necessary data for creating order records and encumbrances
    • Provide spreadsheets for each stakeholder to supply 049 mapping codes for Aleph table configuration
    • Provide matrix for libraries to use for selecting parameters for running file-90 service
    • Conduct Elluminate training sessions for running services, reviewing the output of log reports, and checking the various records created
    • Work with libraries to load test files in the Test database and review outcome
    • Short-term goal for libraries to load their bibliographic records containing vendor order data in the Aleph Production database
    • Long-term goal is to automate the process
    • Another Long-term goal is to work with vendors to improve the process
    • RTs after initial training range from 30-50 exchanges before set up, configuration and testing is done
  • Setup details:
    • 049 Codes must be setup in the Spreadsheet Before File-90 loads can be tested. They can not be duplicates of codes used in Connexion.
    • Spreadsheet of decisions made by 049 code in terms of creating orders/holding/items:
      • http://docs.google.com/spreadsheet/ccc?key=0AljjQNfYSCcidFF5NUFxd0Etc0U3QV9HdkxyeWg5V3c
      • Aleph Fields and Subfields for loading orders and encumbrances:
        • 980 $$a - invoice date (YYYYMMDD)
        • 980 $$b - list price (used for encumbrance if only one)
        • 980 $$d - vendor note
        • 980 $$e - net price (used for encumbrance if not one 980 $$b)
        • 980 $$f - vendor reference note
        • 980 $$g - number of copies
        • Current date is assigned to the order record Status Date
        • 981 $$b - fund code
        • 981 $d field maps to order library note field
      • Decisions are records in the Vendor Loader Matrix
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