UXTest Release Notes

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Contents

Outstanding Issues in May Merge

  • Tags sort order (see email from Annie Gerum) - being reviewed to see what can be adjusted during the merge
  • LKR and ANA links in bib records not correct (see email from Todd Chisholm and Betsy Simpson)
  • Multiple OWN codes in FIU's holdings. Fixed in May dress rehearsals
  • Suppressed HOLs aren't included in WSC, WSB indexes. WSB fixed in May dress rehearsals
  • Mango program continues to be worked on concerning the Bib/HOL/Items/Order Matrix. Ready to be tested.
  • Permissions to implement HOL OWN code restrictions still need to be addressed.
  • Add custom services to Aleph client. Ready to be tested.
  • Add searches to Aleph OPAC similar to those in the current OPACs. In Process

What's New in the May Merged UXTest Database

  • Release Date - May 16, 2012
  • Records and data were copied from Production on May 3, 2012
  • There were 21,305,096 bib records merged down to 10,739,946 bib records
  • Problems with ADM record linking has been fixed
  • Duplicate $5 has been fixed
  • There was an issue of same institution, multi-ADM records on a single merged bib record. This is a situation that shouldn't exist in Aleph according to Ex Libris. In the May merge there are separate bibs with the same OCLC number.
  • Multiple OWN codes in FIU's holdings. Not fixed in May merge.
  • HOL cat levels have been set to 20.
  • Suppressed HOLs aren't included in WSC, WSB indexes. Not fixed in May merge.
  • Bib tag global changes have been made in May Merge
  • HOL OWN code index (WOW) added.
  • Reduced indexing for bib 505, 520, 970 fields.
  • Mango program continues to be worked on concerning the Bib/HOL/Items/Order Matrix
  • Permissions to implement HOL OWN code restrictions still need to be addressed.


What's New in the March Merged UXTest Database

  • Release Date - April 5th
  • Records were pulled from Production beginning 3/6/12. There are 10,418,085 bib records.
  • OWN Codes will be dropped from the Bib records and moved to the Holdings records
  • TKR's will be dropped from the Bib records and moved to the first HOL record
  • STA Deleted records and their associated orphaned records will not be in the database
  • Improved matching and merging of the Authority Records
  • Improved Permissions Merging
  • Cleaned-up too long records and tags
  • New WSB (sublibrary only) index in UXU01 and other indexing changes; summary of indexing changes so far
  • Improved searching in library search bases
  • Patrons from Production see Patron cleanup
  • more

March Merge Reported Issues

  • Some records are not linked correctly. USF reported problems with searching Bib records and not being able to see the appropriate order records. FCLA has identified a possible fix and is in the May merge.
  • Duplicate $5 if the SUL has more than one pre-merge. Reported by FIU. Fixed in May merge.
  • There is an issue of same institution, multi-ADM records on a single merged bib record. This is a situation that shouldn't exist in Aleph according to Ex Libris. In the May merge there will be separate bibs with the same OCLC number.
  • Multiple OWN codes in FIU's holdings. Need to fix in next merge.
  • HOL cat levels need to be set to 20. Fixed in the May merge.
  • Suppressed HOLs aren't included in WSC, WSB indexes. Not fixed in May merge.
  • Bib tag global changes - In the May merge.

UXTest Shared Bib Database

The merge of all 11 SULs' databases into an Aleph instance called UXTEST and full indexing is complete (1/27/12). Now the testing begins! Here are some things to remember:

  • UXTest has 10,267,439 Bib records post merge.
  • All Bib Records are renumbered in Shared Bib. All Bib records have a different number than the current Production databases.
  • The data in UXTest is from the individual SUL test environments. These environments were refreshed with Production data on December 16, 2011.
  • FCLA staff did some preliminary testing to make sure that the data looked good enough to test. They will continue to test and add functionality.
  • We are testing both the merge of the individual Alephs and the functionality of Aleph in the Shared Bib. environment. So there are two basic questions: does all the data look right? and can you do everything you need to do in Aleph in UXTest?
  • Not everything will be perfect. This is the first release and we expect to find problems. Please report problems/questions as soon as possible. FCLA will work to fix things as we go.
  • Not all things are working - the release notes below will let you know what is ready to test.
  • You can edit bibliographic, holdings and item records. Item and holdings records can be created and added, in addition, items can be linked, unlinked, and transferred to other records.
  • We have merged all 11 institutions' Aleph Staff User Permissions files. Your logins should all work.
  • Bib numbers: went to 20,765,608 pre-merge to 10,267,439 post-merge
  • The test database will be available during February 2012.

Who is reviewing this Phase?

FCLA, SUS Implementation Team and Local Implementation Teams. Each institution should have a plan for who will be testing at what point in time.

Check/update testing status of each SUL: Liaison Action Items

Shared Bib Environment:

Where xx is the institution.

Information on Shared Bib Aleph Clients

Go to the FCLA CLIENTS webpage and select your university to find and install your institutions' UXTest Aleph Client for Shared Bib testing.

FCLA held two Elluminate sessions introducing basic differences in the Shared Bib UXTest Aleph client on February 7th and 9th. Here's the link to the Elluminate recording of the Feb. 9th session UXTest Client Orientation

Version Check Update 2/14/12

Some libraries have reported a problem with the Circ client crashing when trying to retrieve items. This is a version check issue. Daniel will repackage and post new clients for everyone, but in the meantime here is how to manually change your SB Test client to correctly update:

1) Make sure your SB Test client is closed.

2) On your workstation, open the /alephcom.ini file on your C drive (where XX is your institution code in the full path) - C:/AL500_SBXXTEST/alephcom/tab/alephcom.ini

3) Change the [VersionControl] section as follows:

[VersionControl]

Library=UXU01

Type=sp_exe

RunAtStartup=Y

4) Save the file and reopen your SB Test client. The Version Check window will pop up after you log in; just accept the changes and login to continue as usual. - If the Version Check window does not open automatically on login, ou can force a Version Check once the client is open by going to the Aleph menu --> Version Check.

What to Review

Circulation/ILL/Reserves

Included in this Release

Patrons:

  • Only patrons current since 12/31/08, or with transactions (loans, holds or cash) were retained for the merge.
  • Patrons have been merged. This means that "user" records (i.e. names), address records, and id records all "live" in the same place.
  • Each institution should only be able to see their own patrons
  • All patrons should have correct circ privileges.
  • Patron cleanup in Production was completed 3/30/12. These are the patrons copied to UXTest for the March merge.

Functionality:

  • Localized circulation policies have been copied over for each institution. Notify us if Circ functionality, labelling, etc. is not working the way you expect

What to Test

Circulation data and functionality:

  • Can you retrieve patrons by Aleph ID? Barcode? Name?
  • Is patron information correct - address, ids, circ privileges?
  • Can you view associated loans? (sample list of loans will be provided for each institution)
  • Can you create patrons?
  • Can you loan items?
  • Can you return items?
  • Can you place holds, are fines generated for overdues?

Don't Test... UBorrow and Course Reserves are NOT part of this release. Extensive testing of these areas will be part of future UXTest versions, along with testing of batch jobs, patron loads, and cash export.

Cataloging

Report unexpected behavior, e.g.: blocked updates because of a 'red' error, record too large, field too large Cataloging validation tables and messages are being edited for the shared environment so they may not match your individual validation rules.

Here are some things to do to test:

  • In Find in GUI Search, select your university's search base and do a word search. Search results should come back faster now.
  • Search by WSB (Word: sublibrary only) in uxu01. This index is new to the bib library with the March merge.
  • Edit and save a record.
  • Edit your holding attached to this bib.
  • Create a new record. Be aware that the bib creation templates may not be like the ones you have in production. Templates are one of the shared configuration issues to be worked out.
  • Add a holding record to the bib.
  • Add an item record.
  • In Find in the Search module, change to the UXU60 library. Use the new sublibrary-only index WSB to search one of your smaller sublibrary codes. Compare the results with a WSC search on the same code. Be sure to use the full sublibrary code, not a truncated code. Report differences in your results. WSC searching in a merged database has more about WSB vs WSC searching.

March Merge:

  • Records were pulled from Production beginning 3/6/12
  • OWN Codes dropped from the Bib records and moved to the Holdings records
  • TKR's dropped from the Bib records and moved to the first HOL record
  • STA Deleted records and their associated orphaned records will not be in the database
  • Improved Permissions Merging
  • Cleaned-up too long records and tags
  • New WSB (sublibrary only) index in UXU01 and other indexing changes
  • Improved searching in each university's search base

Don't Test... Dataloading, local parameters and fixes

Authorities

The bibs linking to authorities is ongoing. Linking is happening via the background process called ue_08 and will take a while, maybe a month, to complete. During that time an increasing number of links will appear in the heading indexes.

NEW 2/21/12 Another new version of UXU10 is available. It looks like all the records merged that should have this time. Here are the things to be aware of:

  • Records whose 010's include $z and records whose 010 $a starts "n 2" merged this time.
  • No headings in UXU01 link to UXU10. Bib headings link directly to LCA10 or MSH12 as appropriate.
  • A new WOC index (word: organization code) indexes the $5 codes in UFU10.

NEW in March Merge

  • Improved matching and merging of the Authority Records

What to Test

  • The general title index (TTL) does not link to authorities at all. 245's will no longer link to series auths. Test whether the SRS and TUT indexes are sufficient for maintenance of controlled titles.
  • Do a browse search on Author (AUT), find a heading that links to an LCA10 record, and select it. Click Expand to see the LCA10 data, then click Catalog in the Expand window. Hooray! the LCA10 record is pushed to Cataloging! The same can be done with a UXU10 record.
  • On this same heading, click Aut Recheck, to break the authority link. Re-do the search on the heading (which is now in the search box) to make sure the link is rebuilt.
  • It's ok to modify or delete UXU10 records now. Don't delete any record that includes another library's code in a $5. Do delete your $5's from a shared record if you don't need to refer to that record any more.

Data Loading

Bib. record loading will not be available in UXTEST initially. We will let you know when these functions can be tested.

Acquisitions and Serials

Included in this Release

  • Order and Invoices created before March 5, 2012
  • Under the ALEPH toolbar make sure you are connected to your institution.

What to Test

  • Review and introduce key Acquisitions staff to look at the merged bib records, item, holdings.
  • Review the Acq records, such as orders, invoices, budgets, vendors etc. Test the linking of all the various Acq records.
  • Begin review Aleph printing, services, reports and customized printed products.
  • After initial review, begin manual creation of orders, invoices, receiving, check-in.

Don't Test...

  • Vendor record loading
  • EDI ordering and invoicing
  • Custom Aleph services (for example, custom-30)

Problems/Questions/Discussions

Use the SBIP listserv for reporting problems, questions and discussions.

For subscribing:

Send email message to sus-sbip-l (with the subject line blank)

subscribe sus-sbip-l

SharedBib Mango

SharedBib Mango is available. You can search the union catalog or click on a link for the individual catalogs. This version of Mango includes all Aleph records from the SharedBib environment, DLU01, UFDC, Digitool and OSTI. It does NOT include the CRL records.

Mango 3/15/12: Permalinks

Shared Bib Mango has been updated to index each institution's current system numbers, so current permalinks will continue to work in the shared bib environment. Test them out at http://testcat.fcla.edu/sharedbib .

  • CURRENT PRODUCTION file: as of January 31, 2012 -- Mango "empty search" counts:
 UX=11,932,605 | FAMU=1,346,072 | FAU=1,888,559 | FGCU=537,571 | FIU=3,357,170 | FSU=3,118,039
 NCU = 524,515 | UCF= 3,572,787 | UF= 5,782,859 | UNF= 789,273 | USF=4,048,611 | UWF=1,072,284
 SUM TOTAL FOR INDIVIDUAL SUL CATALOGS (excluding UX count) = 26,037,740
  • updates to UXMerge file counts after corrected 2D graphics facets: February 02, 2012
UX=10,631,175 | FAMU=1,343,573 | FAU=1,874,424 | FGCU=537,474 | FIU=1,997,886 | FSU=3,107,822
NCU = 505,164 | UCF= 2,097,181 | UF= 4,541,655 | UNF= 791,501 | USF=2,667,928 | UWF=1,118,284
SUM TOTAL FOR INDIVIDUAL SUL CATALOGS (excluding UX count) = 20,582,892
  • Differences between PROD - UXTest Merge file Mango "empty search" counts: February 02, 2012
 UX=1,301,430 | FAMU=    2,499 | FAU=   14,135 | FGCU=     97 | FIU=1,359,284 | FSU=   10,217
 NCU = 19,351 | UCF= 1,475,606 | UF= 1,241,204 | UNF=  -2,228 | USF=1,380,683 | UWF=  -46,000

SharedBib Aleph OPAC

The union Aleph OPAC and the individual campus views are now available.

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