USMAI Aleph Patron Loader Implementation Steps

The following points are provided to help guide campuses through the patron loader implementation process. This is a general overview of the steps involved, the process for each campus may vary according to local implementation requirements.

Estimated implementation time–frame: Estimated duration of project is two weeks, depending upon the campus development needs.

1. An implementation task group is established that includes at least one representative from the campus IT office, at least one from the library, and an ITD programmer, and the circulation systems librarian.
   
   
2. ITD will schedule a conference call with the task group members to discuss the project and to clarify work responsibilities. The outcomes of the meeting will be: review and answer questions regarding the patron data format and file transfer specifications. A work timeline will also be established.
   
   
3. A documentation packet is distributed to each member of the implementation task group that includes: the PeopleSoft v. 8 or 9 extract specs, the USMAI Patron Format, and Aleph Email Implementation Guide
   
   Decisions/work for the campus:
   • Identify source of data to be extracted into the USMAI Patron Format. (For some campuses, there are two different sources, one for students and one for faculty/staff)
     • Inform ITD of the Human Resource Management Software name and version number
     • Ensure that the patron name is formatted to list the last name first, followed by the first and other names
     • Ensure that the address is formatted for a US Mail envelop
     • Provide library and ITD with a list of codes and definitions for student, faculty, and staff categories in the PeopleSoft record. The library will map the PeopleSoft codes to the ALEPH borrower statuses (borrow type) and return the map to the campus
   • The patron’s SSN will be required for the first load to avoid loading duplicate records. The SSN will be replaced with a new match point in subsequent loads.
   • A unique identifier for matching existing records on subsequent loads must be selected. Campus considers the inclusion of a local campus id (Peoplesoft Empl_id, CARS id, UM id) in the patron record. Each local id will be required to include a three character campus prefix ("CP–", "SM–", etc..)
   • Campus identifies who controls the generation/creation/assignment of the patron barcodes. Will this information be in the patron file? If not, how do you get it into the patron file?
   • Campus reviews the Aleph Email Implementation guide for the inclusion of e-mail addresses. These addresses will be used to e–mail notices
   
   
   
4. Testing.
   
   
   • ITD set up account on itd server for file transfer
   • Campus transfers test file to itd (using sftp)
   • ITD reviews initial test file and reports back to campus
   • ITD loads initial file into MAI test. Generate patron loader reports
   • review of patron loader reports with campus & ITD
   • ITD and campus review data loaded into test database with particular attention to address formatting
   
   
   
5. Scheduling Loads.
   
   
   • ITD schedules initial file load into MAI live with campus IT and library
   • Campus and library consider frequency of loads. This should include a review of the use of fixed expiration and due dates.
   • Library and ITD discuss use of address types and address flipping.
   • ITD and campus establish ongoing patron loader procedures, to include frequency of loads.
   
   
   
6. Automating loads
   
   
   • Investigate extract of changed records for future updates

Maintained by: Information Technology Division College Park, MD 20742-7011