Automated Patron Loader Implementation

Patron load automation refers to the automatic and daily loading of a patron file into the Aleph patron database. The goal of such automation is to eliminate the manual work involved in the current processes and to provide more frequent updates of patron records. Outlining the steps involved in the automation process should provide a better understanding of what is necessary to implement this feature.

Patron loader steps:

1. patron data is extracted by local campus to a patron file in the USMAI patron format
2. patron file is transferred to Aleph
3. patron file is pre_processed to USMAI specifications
4. patron file is loaded using Aleph patron loader (PLIF)
5. loader report is generated and placed into the print directory

Patron file and frequency of loads

Currently all manual patron loads are done with a complete patron file. A complete patron file contains all valid patrons. A partial patron file contains only new and updated patrons. The automated loading process can be done as often as each day. In the case of a daily load, the file is a partial patron file that contains only new or updated patrons (since the previous file). This allows for a much quicker loading process. With many campuses implementing this new patron loading feature, partial daily loads is the only automation method that ITD can support at this time. If a campus wished to automate with less frequency we could discuss that as an option. Local IT will need to understand the requirements of a partial file extract. This is a significant change in the extract process and should be discussed in detail with the IT staff performing the extract. ITD can assist in this discussion.

Expiration dates

Expiration dates can be maintained using the current method. In order to keep expiration dates current it is recommended that a full load be done once a month. For example, if a student's record is loaded in the Spring semester it will receive an expiration date of 10/1. If that same student returns in the Fall semester and their record has not changed, the record would not be included in the partial file, and consequently, would not get the updated expiration date for the Fall. By running the full load once a month active patron records get updated with the current expiration date.

File transfer

The patron file will need to be transferred to the aleph server in order to load it. This can be done in one of two ways: ITD can initiate the transfer or the local IT office that extracts the data can transfer the file to ITD. The second method is preferred. This process will need to be automated and scheduled at an appropriate time of day. An early morning transfer, such as 2:00AM is preferred. Local IT will need to understand the requirements of a daily automated transfer. This is a significant change in the file transfer process and should be discussed in detail with the IT staff performing the transfer. ITD can assist in this discussion.

Implementation

If a campus already has a patron loader in place then all that remains is to work out the details of the partial file data extract and the daily automated file transfers. This is not trivial work. Your local IT or Registration office will be critical in implementing these requirements. If a campus does not currently have a patron loader in place, please refer to the Patron Loader Implementation Guide.

Information Technology Division College Park, MD 20742-7011
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Content questions should be directed to Carlen Ruschoff.