IMT Migration Group
10/12/99 Meeting Minutes
Present: Diane Hillmann, Susan Currie, Bill Kara, Scott Wicks, Surinder Ghangas, Linda Westlake (recorder)

EISI Migration contact - Surinder reported that the EISI contact person for technical system migration is Mei Ng (located in Virginia). System questions about migrating data (for either test or production) should be sent to Surinder who will pass them on to Mei as appropriate.

Test Schedule - There was general discussion that we need to plan to test as many functions as possible early in the schedule. In addition to testing BIB records, the early tests should include loads for patrons, vendors, orders (with or without all funds) and fund configuration. Diane is working on a detailed migration schedule.

Progress on locations (Susan & Diane) - Two general informational meetings have been scheduled (Oct. 14th and Oct. 15th) to explain use of locations in Voyager and important issues to consider before deciding on the map for migrating NOTIS locations to the new system. A sample map has been drafted which reflects the need to split NOTIS loan codes into various media classifications for the Voyager Item Type. Additional sessions will be scheduled with units or unit groups to deal with specific location issues.

Report on funds (Linda) - Samples of fund structure are being collected from other Voyager institutions. The fund structure design is complicated by the different reporting needs of endowed and statutory units and by the need to effectively incorporate many pieces of information into the hierarchy (selector, subject, format, class code, L3 code...). We may want to consider a field visit to Penn to discuss multiple design issues, including fund structure. Although a final decision on fund mapping is not required until Spring, a draft plan will need to be developed much sooner (hopefully, shortly after the November Functional Training sessions).

A draft template for mapping the funds and fund balances to the new system was handed out for review.

Other acquisitions issues (Scott & Bill) - Scott and Bill have begun collecting samples of suppressed bib records to determine which categories, if not all, can be eliminated from the migration load. They are looking particularly at decision records, records for withdrawn items, and records with obsolete locations. If not migrated, the history on these items could be made available by special SAS reports or by keeping NOTIS running for a few months after implementation.

In addition, Bill and Scott have contacted the other processing centers and are reviewing sample O/P/Rs and vendor records from their own locations while they collect similar samples from the units. They are working on a detailed acquisitions migration test plan and will have a sample and outline of the issues by next week's meeting.

Update on circ/patron migration (Susan) - Susan is organizing an Access Services group to address patron database migration issues, including gathering examples of "problem" patron records that should be tested. Special SAS reports (e.g. list of all active authorization card records, list of special patron categories - summer session, SUNY,etc.) will be requested to aid in the migration effort. A purge of old inactive patron records with no circ history is planned prior to implementation.

One outstanding Bursar-related question - Can charges be sent on library created bill?