OPAL Alma/ExLibris Migration

Main Migration Phase: June 2024 to July 2025

January Updates and Action Items

As we progress further in the Alma migration process, we’re expanding our communications to include not only Project Leads but also anyone responsible for specific aspects of the transition. Beginning in January the monthly Project Leads meeting and the OPAL Migration Conversations will be combined into 2, unified monthly OPAL Migration Meetings and the weekly OPAL Migration Digest will go out to the Oshare list and not just Project Leads. These updates will highlight key details and tasks to prioritize.

• The next OPAL Migration Meeting will be Friday, January 10 at 11 am (note the time change to accommodate the OL Fiscal Rollover Discussion). 

December Updates and Action Items

• Equipment and Reserve Fulfillment - Double check your reserves,  equipment, and unique collections to make sure they are circulating the way you intend.

• Letters/Notices - Activate, configure (labels and components), and test the letters you would like to use. These will vary according to local needs and practices, but a list of some to start with was sent out to Project Leads in the 12/16 OPAL Migration Digest.

• Primo VE - Branding can be customized using Primo Studio for Primo VE. Project leads have access to the Primo Admin role.

• Email Handling - The default for Alma mail handling has been configured to use an opal-libraries.org mail address (For example, Antioch University Library <antioch-university@opal-libraries.org>) to provide an email delivery option that doesn’t require special configuration or place a limit on the daily number of emails allowed (Gmail). Bounces and replies for opal-libraries.org email addresses will come to us and we will forward them to you, as we currently do when people reply to your Sierra notices. If you and your IT department have already coordinated with us on a customized email handling configuration, that remains in place.

• We have made good progress on SIS load integrations and are currently testing and finalizing configurations for OPAL libraries. If your IT team is working on this, please let them know they do not need to proceed.

• Reminder: you do not need to worry about import profiles, merge & normalization rules at this time. Please reach out if you have questions.
  
   

November Updates and Action Items

• Please provide names and e-mails for additional resource sharing/ILL staff that should attend Rapido training to Nicole Frederick at OhioLINK.
• Plan on testing your fulfillment across various material types, locations, and patron user groups by the end of the month. If you need changes made to your fulfillment configuration please reach out.
• Let us know who at your library needs the Letter Admin and Discovery Admin roles added to their user profile. We will then reach out to coordinate the details of the mail handling integration.

October Updates and Action Items

• Complete OhioLINK survey about preferred transition date to new EBSCO UI for databases (NOT EDS) by October 31.
• Post your 3rd Party Integrations spreadsheet on Basecamp by October 11. 
• This month's ILS Migration Conversation will be Tuesday, October 22  at 1 pm.
• You will be receiving your Primo URL around the week of October 14. Documentation and details here. We will automatically be adding the Discovery role for Project Leads. If anyone else on your staff needs access, let Matt and Heidi know.

September Updates and Action Items

• This month's ILS Migration Conversation will be September 27 at 1 pm.
• Almost everyone has received credentials and access to their test environment - we're waiting for passwords for two libraries from Ex Libris. A spreadsheet was included for you to request additional user accounts for library staff assisting with data testing.
• Please email problems you discover during data review to Matt and Heidi. Ex Libris has indicated Data Review will run until October 10.
• Configuration forms are finished and delivery of Alma test environments is scheduled for the week of 9/16. Primo and system administration is opening around Oct. 3. For the first few weeks of data testing no configuration changes will be made.
• Optional OhioLINK Project Lead Open Meetings start Friday, September 27 at 11 am (see email from Theda and message in Basecamp)
• Looking forward, the complete, final data extract will occur in spring 2025 and after that data pull, we will be in a "technical freeze".
• Statewide on-site training workshop anticipated for spring 2025.
   

August Updates and Action Items

• This month's ILS Migration Conversation will be August 14 at 1 pm.
• The final version of the Configuration form is due August 23. If we submitted the draft, we will also take care of any revisions and confirm them with the library if there are questions or decisions required.

July Updates and Action Items

• Help with Configuration Forms
• The next ILS Migration Conversation will be July 19 at 1 pm.
• Configuration Form Office Hours on July 24 from 12:00 pm - 2:00 pm and July 25 from 9:00 am - 11:00 am
   
• Checklists to manage training:
  • Alma Essentials Checklist
  • Alma Staff Training Matrix (courtesy of CWRU)
     
• The  Ex Libris Authentication form is due July 31 (details below).
   
• Summer is an ideal time to start the transition from username/barcode authentication to SSO for proxy authentication if that's on your "to-do" list. We recommend completing that step before the Alma SIS load & authentication configurations. This is not part of Ex Libris ticketing - just contact OPALhelp to get started.

June Updates and Action Items

• Reminders are going out weekly to the OPAL Migration Project Leads list with highlights about upcoming assignments, key points you need to be thinking about, and information to share with others in your institution who may not be on Basecamp.
   
• Project Leads are invited to drop in to bi-weekly project updates and office hours on alternate Fridays at 10 am. Monthly ILS Migration Conversations will also continue and are open to everyone.
   
• Authentication, Implementation, and Rapido Forms - Because this batch of forms involves local campus and library configurations as well as decisions about future workflows and functions, OhioNet cannot submit them on your behalf, but we are happy to field questions. You will need to complete the forms in consultation with IT and other departments:
  • OhioLINK Primo VE Implementation Form: Covers your current integrations and future plans. Due June 30.
     
  • Rapido Form: How are you handling ILL now and what do you plan to do in the future? Due June 30.
     
  • Authentication Form: The form and related documentation can be found in Basecamp > Docs & Files > 3^rd Party Integrations > Authentication. The most important piece is the contact information including the server administration contact (Main tab) and to identify your primary form(s) of authentication so that tickets can be set up for each institution. This is also how you will submit the form if you do not want to upload to Basecamp. Work with your IT staff to fill out the tab(s) relevant to your institution. For libraries that will handle patron records manually you only need to fill out the “Main” tab on the form and select “Ex Libris Identity Service” as your primary authentication method. You can change your authentication process during the migration process if needed at no charge.