Circulation Migration. Release 2009

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2 TABLE OF CONTENTS Circulation Migration How to Use this Manual... 4 Introduction... 4 Preparation Phase:... 4 Migration phase:... 5 Follow-up phase:... 6 Preparation phase... 7 Library and Systems Engineer... 7 Library and Data Profiling Analyst... 7 Library and Training Consultant... 8 Library and Project Manager... 8 Library and Implementation Team... 8 Library Clean up the database for the circulation migration Cancel all holds Clear the Hold Shelf Check in all items Waive and/or purge all fines (102339) Clear Fines Paid file (106896) Clear all non-hyphen ("-") status codes as appropriate Course Reserves Delete Patron records used for training Pre-Migration Checklist Migration phase The migration process Staff Activities During the Migration Things you CAN do during the circulation migration Things you CANNOT or SHOULD NOT do during the circulation migration Follow-up phase Review the error logs Messages from the Checkout load (previous system) and Migration file load (Millennium system): Group 1: Messages from CHECKOUT transactions load (previous system): "Failed to Find Record" errors "Multiple Entries Found" errors Group 2: Messages from MIGRATION checkout load (Millennium system) "Failed to Find Record" and "Multiple Entries" errors "Failed to Check-in/-out -- Invalid Time" errors "Already Checked Out to Patron " errors Messages from HOLDS data load Messages from FINES data load Summary Aging the Overdues If the library collects money, but did NOT migrate bills If the library migrated bills Circulation Migration 2

3 If an agency outside the library collects money and/or the library has installed the Bursar in/out product After the Migration Addendum 1: Alternatives to a circulation migration Circulation Checkout Transactions Running parallel systems Circulating only on the Millennium System Holds Money Owed Addendum 2: Options for Registering New Patrons During the Circulation Migration using Brief (dummy) Patron Records For sites not loading a patron gap file: For sites loading a patron gap file in addition to the full load: Addendum 3: Regenerating the Hold Shelf Item-Level Holds Title-Level Holds Addendum 4: Managing Hold Shelf Immediately Following Migration Inactive holds Pickup locations Items on the hold shelf The Problem The Solution Circulation Migration 3

4 How to Use this Manual Circulation Migration Where appropriate, parentheses contain page ID numbers of related discussions in the Innovative Guide and Reference Letters in parentheses refer to the menu path from the Main Menu in the character-based system. For data specifications, see the Getting Started Manual (GSM): (username/password required) Data Specifications Circulation Transaction Data. Introduction The circulation migration process consists of three parts: The preparation phase that lays the groundwork for circulating on your Millennium system The migration itself, which requires exact timing and planning The follow-up procedures The following is a sample timeline, which includes the key steps of these three phases of the circulation migration. Your exact timeline will vary depending on the types of data migrated. The three phases are discussed in more detail following the timeline. Preparation Phase: AT LEAST ONE MONTH PRIOR TO CIRCULATION I TRAINING: Day Who What Library DPA WEEK BEFORE CIRCULATION I TRAINING: Day Who What DPA FIRST WEEK AFTER CIRCULATION I TRAINING: Day Who What Library Begin cleanup of data in previous system Provide sample patron file Provide applicable circulation data samples Checkouts Holds Fines/fees Examine patron and circulation data samples and verify that the samples meet the data specifications in the GSM Load sample patron data Begin evaluation of sample patron records Begin internal staff training Begin testing circulation parameters Circulation Migration 4

5 (see list in IGR page #105401) Begin installation/testing of circulation equipment: Workstations Printers Barcode scanners Begin installation/testing of circulation software: Millennium Client Millennium Offline Circulation Client The library s internal staff training should be continuing during the intervening weeks as should the installation and testing of any equipment and software. As the scheduled date of the Circulation Migration is approached, the amount of activity increases. Migration phase: THREE WEEKS PRIOR TO CIRCULATION MIGRATION: Day Who What Friday Library Approve sample patron data load TWO WEEKS PRIOR TO CIRCULATION MIGRATION: Day Who What Monday Library Extract gap bib/item data Begin live cataloging on Millennium New items are cataloged on Millennium or are entered in both systems if the material must circulate Tuesday DPA Process and begin load of gap bib/item data Friday Library Extract full patron data New Patrons are keyed into both systems unless there will be a patron gap load Finalize the date ranges for aging of the overdues Circulation Migration 5

6 WEEK PRIOR TO CIRCULATION MIGRATION: Day Who What Monday Library Load full patron data Create files of duplicate patron and item barcodes Create file of patrons with Home Library none Tuesday Library Review loaded patron data Wednesday Library Complete internal testing/training Complete input of all circulation tables Thursday Library Clean up all practice activity DPA Disable access to Millennium Circulation as of 4:00 pm PT Friday DPA Prepare system for migration DAY PRIOR TO CIRCULATION MIGRATION: Day Who What Close of business Library Print final notices on previous system DAY OF CIRCULATION MIGRATION: Day Who What Library DPA Perform full backup on Millennium Cease live circulation on previous system Extract circulation data from previous system Extract gap patron data from previous system (optional) Begin using Migration Checkout Set aside returned items Load gap patron data (optional) Load circulation transactions Load Migration Checkout data Enable access to Millennium Circulation Follow-up phase: UPON COMPLETION OF THE CIRCULATION MIGRATION: Day Who What Library Live on Millennium Circulation Check in returned items Circulation Migration 6

7 Library/Trainer Begin follow-up procedures: Review error logs Regenerate the hold shelf (optional) Age the overdues Preparation phase Devoting ample time to the preparation process will directly contribute to the success of the circulation migration. This phase begins with the circulation training that Innovative Interfaces provides. During the preparation period, you prepare for "live" circulation and acquire the skills to perform and maintain circulation activity on your system. While the duration varies by library, this phase typically takes at least four weeks. The following is a list of responsibilities for the library and Innovative staff to complete during this phase. Address your questions to the appropriate Implementation Team member as early as possible. Library and Systems Engineer Set up circulation workstations, printers, and barcode equipment Library and Data Profiling Analyst Verify what types of circulation data will be migrated Discuss the types of holds (title-level and/or item-level) to be migrated Items in transit from one library to another to fill a hold will not have the in-transit designation migrated Items checked in on your previous system that fulfilled a hold, but have not been checked out yet (items on holdshelf), may not have that hold migrated, as it is no longer an active hold If your extraction of holds does not include items on the holdshelf or in transit to fill a hold, see Addendum 3 for management of these items. Review sample files of patron and circulation data NOTE Data must be received in the exact formats specified in the Getting Started Manual Clean up any old checkouts, holds, and fines/fees from the previous system Consider adjusting your due dates so that materials will not be due on the date(s) of your circulation migration. That could reduce the amount of material that needs to be handled or moved from one location to another during your migration period. Profile, extract and load Patron records NOTE The migration will be completed more quickly if there are fewer transactions to load. Many libraries have chosen to purge their current system of checkouts for already-deleted items, fines/fees less than a specific amount, and holds placed before a certain date. In addition, there are system limits that can affect the loading of circulation data for example, the number of Circulation Migration 7

8 fines or checkouts that can be associated with a single patron. Please discuss with your implementation team generic patron records you may have established for tracking groups of items, (e.g., missing, at bindery, in repair, etc.) Extract and load gap Bibliographic and Item records NOTE All Patron and Item records that could represent circulation transactions on the current system must be loaded into your Millennium system. This includes generic, unlinked or fake Patron and/or Item records. On-the-fly records should be loaded if there are any that are checked out. They can be subsequently deleted off the Millennium system after the migration. Identify and resolve all duplicate patron and item barcodes NOTE Duplicate barcodes will cause failed transactions during the actual migration. Identify all patron records with Home Library none and add valid location code NOTE Since the hold pickup location is set to the patron s home library code, the value none in this field will cause problems when those holds are triggered. Library and Training Consultant Conduct the initial circulation training, including the use of the Migration checkout program NOTE The Migration checkout function is available in the character-based system. You can be trained on it and have the necessary time to familiarize yourselves with this option. It will appear in the character-based Circulation Subsystem as M> MIGRATION checkout. All circulation desk staff should be encouraged to practice with this function at least a week prior to the migration so they are fully comfortable with it on Day 1 of the circulation migration. Discuss date ranges for aging the overdues Library and Project Manager Discuss details and timeline of circulation migration Library and Implementation Team Discuss alternatives to a gap patron file and creating patron records during migration Key a patron using Migration checkout in the Character-based system Manually record new patrons and transfer the information to Millennium once live Suspend any registration and checkout for new patrons for the duration of the Migration Circulation Migration 8

9 Use brief dummy patron records already in the system Circulation Migration This process can be effectively used both for libraries that are loading a gap patron file and those that are NOT loading a gap patron file. In addition, this method can also be used during the actual circulation migration (when access to Millennium circulation is turned off). Instead of recording new patron information on paper and transferring it to the system once live, it is possible to have brief (place-holder) patron records already in the Millennium system. This process uses brief patron records created on your previous system. These records would need to consist of a patron barcode field only. The steps for using this procedure are as described in Addendum 1 at the end of this document. Discuss the types of fines/fees that will be migrated. NOTE We cannot load zero or negative fine amounts as fines. The alternative is to load this information as a note in the patron record. The Library will need to provide the fine files in at least two separate files one that contains all the fines greater than zero and a second one that contains the zero fines and the negative fines. The content of the first file will be loaded as manual charges and the content of the second file sill be loaded as notes in the patron record. If you can extract fines and fees in your previous system but not extract billed charges (replacement charges) for non-returned items, consider migrating only the fines and fees and letting the aging of overdues process recreate the bills on Millennium described in Option 1 below If you cannot separate the extraction of fines and fees in your previous system from billed charges, all charges will migrate as MANUAL CHARGES and the aging of overdues processes for billed items will be different from the process in the previous situation. This is described in Option 2 below. One of the key factors to remember when migrating fines and bills is that fines/fees of any type -- overdue fines, replacement bills, lost items, or manual charges -- are migrated to the Millennium system as MANUAL CHARGES. Therefore, no formal "replacement bill" exists, and when a billed item is returned the system will not reduce the billed amount because the BILL does not exist on the Millennium system. The result is that the original manual charge stays on the patron's record and the patron gets an additional charge of the maximum overdue fine for the checked-in item. This is discussed in more detail in the following section. Option 1: Migrate your fines data but NOT your billed charges. [If your current vendor can only extract fines and bills together, then you cannot use this option.] Your bills can be re-created on Millennium as part of the Aging of the Overdues process. All checked out items that were previously billed on your current system will be re-billed on Millennium and the charges will be assessed to the patron for the corresponding item that is still checked out. Note that this does not require that a bill be re-sent to the patron. Only that the system thinks that a bill has been sent and is thus generated. This can be dealt with in one of two ways. Either manually update the # overdues to the highest level overdue=bill level or stop at the last actual overdue number and run the bill notice job, even if you do not send them out. The latter will generate a Millennium record of the replacement bill BUT the dates willnot be the same as on the previous system. The example in the Checked-Out Items tab shown below shows three items checked out which were billed as part of the Aging of the Overdues process. The status BILLED occurs as part of the billing process. Circulation Migration 9

10 The same three items are shown below on the Fines tab with a status of Replacement (first column). This charge was the amount assessed by the final notice (which was re-created on Millennium) and is linked to the item still checked out as shown on the Checked-Out Items tab in the example above. Note that the amount of the bill is based on the Millennium loan rule s default price if there is no price in the individual item record. It is therefore possible that, due to differences between systems or changes in circulation policies, your Millennium system will assess a different billed amount against the Patron record than what was assessed on your current system When choosing to view the Fines detail for one of the items above, you can see that the detail includes date checked out, date due, processing fee, etc. When a billed item is later returned and checked in, the billed charges are adjusted automatically (according to your Circulation Options setting for: Check-in of billed item: reduce bill to) and the overdue fine is calculated and assessed to the patron s record. Option 2: Migrate charges for all fines and fees, including billed items: If you migrate your billed charges, they migrate as manual charges. Manual charges are not linked to any item record, and thus any charge must be cleared in a separate operation (not automatically upon checking in as in the Option 1 example above). You must use the Rapid Update program to insert a Message field (tag "m") into the Item record, e.g. "[NAME OF PREVIOUS SYSTEM] BILL-give to supervisor to clear" in order to alert circulation staff that the manual charge needs to be cleared. When the item is checked in, this Message will display, and an additional overdue fine will be calculated according to the Millennium loan rule and assessed to the patron s record. The supervisor must then review the manual charge (bill), and the overdue fine in order to decide what action to take regarding the duplicate charges. The supervisor must also delete the Message field from the Item record. Circulation Migration 10

11 The example below shows the Checked-Out Items tab for two items that were checked out and billed on a previous system. This is how they will display in Millennium Circulation after the migration and the Aging of the Overdues process: The Status column shows BILLED because the item s status was set to BILLED in the Rapid Update step of the Aging of the Overdues process. When the item gets checked in, the billed charge will not automatically adjust or clear from the patron s record. Part of the Aging of the Overdues process is to insert a Message field into the item record to alert the circulation staff to review and clear the charges in a separate (manual) operation. The example below is an item record with the Message field inserted (blue highlighted line). This Message will be shown in a separate dialog box upon checking this item in. At that time, the system will assess an additional overdue fine, but will NOT clear the billed amount migrated from your current system (MANUAL charge). The supervisor must then review the manual charge (original bill) and the overdue fine in order to decide what action to take regarding the duplicate charges. The supervisor must also delete the Message field from the item record. The example below shows the billed charge on the Fines tab that migrated from the previous system as a manual charge. Note the designation, MANUAL, in the Status column. A Manual charge is not linked to a particular item. The title that displays comes from the REASON element of the fines data file, a note of up to 55 characters which, if the library desires, could include a barcode or title, etc. If/when that item is checked in, the billed charge will not automatically adjust. It will have to be done manually as described above. Viewing the Fines Detail for one of these items (shown below), shows that the amount of detail differs from the detail for items that were billed on the Millennium system. This is the information that migrated from the fines file load from the previous system. Circulation Migration 11

12 When the item is returned and gets checked in, the billed charge will not automatically adjust or clear from the patron s record. The example below shows the Fines tab after the 2 items above have been checked in. Note the MANUAL charge is the replacement charge from your previous system. The Overdue charge is the overdue fine assessed during the check-in process. The supervisor must then review the manual charge (original bill) and the overdue fine in order to decide what action to take regarding the duplicate charges. Overdue fines are also migrated as Manual charges. The information migrated is minimal. The example below is of overdue fines (for returned items) migrated as MANUAL charges. Notice that the information migrated is minimal. Whenever possible we recommend that the REASON element of the fines data include the barcode, original due date, and as much of the title as possible. Discuss the file of checkouts to be migrated The specifications for the checkout file are in the Getting Started Manual. The checkout file consists of four elements: Out Date, Item barcode, Patron barcode, and Due Date. It will look like this: The process of migrating your checked out items from your previous system to Millennium involves having each item consult the Loan Rule Determiner table in your Circulation Parameters. This table will then assign the Millennium loan rule that is applicable to that item and the patron who has that item checked out. This Millennium loan rule could be different from the parameters under which it was checked out in your previous system. See (Pre-Migration checklist Loan Rule Determiner table) below for more information. Circulation Migration 12

13 Library Test and finalize all circulation parameters and tables Complete internal training for all circulation staff Clean up practice circulation transactions and prepare the database for the circulation migration (see below) Perform a full backup and clear the transaction file the night before the migration begins Clean up the database for the circulation migration Complete all the following steps five days before your circulation migration (detailed steps for each bullet point follow): o Cancel all holds and Clear the Holdshelf o Check in all items o Waive and/or purge all fines and Clear Fines Paid file o Clear non-hyphen (-) status codes as appropriate o Delete on-the-fly Item records if appropriate o Course Reserves: Remove Item records, delete practice bib/item records, delete course records if appropriate o Delete practice Patron records o The Circulation Status screen (M > I > F > C) can be used to verify that the above steps have been successfully completed. It should look something like this: There have been 15 circ. transactions so far today. There are 0 items on holdshelf. 0 pickup notices to print. 0 recall notices to print. 0 paging slips to print. 0 purchase alerts to list. 0 items on search. 0 items with holds. 0 items overdue. Cancel all holds In View Holds mode print a list of all holds. Sort this list by either title or patron for ease of canceling. Generate this list at least one day after the last "training" hold was placed in order to catch all holds (View Holds mode does not display holds placed today ). If you sorted the list by title, cancel holds in Search/Holds mode. If you sorted the list by patron, cancel holds in Circulation Desk mode. Do not choose to print any hold cancellation notices in this process. Clear the Hold Shelf In Clear Holdshelf Mode, click on Clear the Hold Shelf to clear items from the hold shelf. Check in all items In Create Lists mode, create a list of Patron records where the value in the Current Checkouts field (current number of items checked out) is not equal to 0 (zero). From this list, print out (List) the Circulation Migration 13

14 patron names and the Item record barcodes of the items that are still checked out to those patrons. Use this list to check in the items in Circulation Desk Mode, checkin tab. During check-in, clear any non-normal item statuses (missing, claims returned, billed, lost and paid, etc.) by answering Yes to the prompt. Do not place any items in-transit -- just check them in. Waive and/or purge all fines (102339) Go to the FINANCIAL FUNCTIONS menu in Additional Circulation Functions (C >A > F) in the Character-Based system. Choose G> Globally Purge Fines. On this screen, choose to E> Remove charges from all patrons in the entire database. The program will ask if you would like the fines cleared to be transferred to the Fines Paid file. Answer "no" to this question. Previously paid or waived fines are removed from the fines paid file in the next section below. Clear Fines Paid file (106896) Go to Fines Paid mode in Millennium Circulation. Choose All on the right side under Owning Location. Accept the default dates to limit the report (which will be the first and last dates of any fines in the file). Click on View Fines Paid. Click Clear Database on the toolbar (upper right) to remove all fines from the fines paid file that are displayed on the screen. This will give you a clean file to begin your live circulation. Clear all non-hyphen ("-") status codes as appropriate Go to HOLDS MANAGEMENT (C>A>H) and choose Check Missing Items to clear any "missing" or "claims returned" items from the on-search file. The system should report that there are no items left in this file once you have cleared it. If the system reports items remaining in the file, use Create Lists to copy the On-Search file (choose an empty file and click the Copy button on the toolbar. Then scroll down the list of files displayed and choose the On-Search file). Once the file is copied into our review file, LIST the information you need (title, barcode, etc.) and check these items in. Then choose the Check Missing Items option once more to remove the remaining items from the On-Search file. This will give you a clean, empty on-search file to begin your live circulation. Using Statistics mode, run a report on all item records in your database as shown in the example below: Circulation Migration 14

15 Examine the item Status report (as in the example below): Note any item status codes that were not loaded with the item records, but which occurred as part of the circulation training. Some examples include: t (in transit), z (claims returned), $ (lost and paid), n (billed for lost items not paid yet),! (on holdshelf), and m (missing used with the claims returned function). Make a note of these status codes and use these codes in the following step. Using Create Lists, create a list of items whose status is equal to the list of codes found in the step above statistics report. For example, if you found statuses z, $, and t your strategy would be: Status = z OR Status = $ OR Status = t (etc.) Search the entire database of items to make sure that you catch everything. Your results should equal the number of items found in your Statistical report. When the search is complete edit the item records in the file to set the Status field back to - and to delete corresponding notes where appropriate. Clear all "on-the-fly" items o In Create Lists, create a list of items using the strategy, Item Message=f, and delete these items. It may be necessary to delete the Bibliographic records as well. Circulation Migration 15

16 Course Reserves Examine each practice Course record created in training (leaving any real course records you want to keep). Remove the attached items and delete the Course records. Also delete the Bibliographic and Item records created for Course Reserves training, if these are not library materials (these can be deleted in Search/Holds Mode). Delete Patron records used for training Create a list of all patrons records created for training by searching on the date created fixed field. Be sure to name this file clearly (such as TRAINING PATRONS TO BE DELETED with your initials and date). Delete all the records from this file using Delete Records Mode. Optionally, you can delete the patron records individually in Circulation Desk Mode. Pre-Migration Checklist Circulation training cleanup is complete Brief patron records have been created in preparation for the Migration and/or gap period (if necessary) All Location, Item Type, and Patron Type codes have been entered into the appropriate tables (Admin Parameters) All item records have been updated with correct Location and Item Type codes. If this has not been done, the proper loan rule will not be assigned during the migration. All notice texts have been entered into the Text of Circulation Notices table. (Admin Parameters Circulation Text of Circulation Notices) All loan rules are complete, including text numbers, fine parameters, renewal and recall parameters, etc. If notice text numbers do NOT appear in appropriate loan rule elements (Text 1 st notice, Text 2 nd notice, Msg bill, etc.) notices will NOT be printed. This includes any notices from the migration follow-up procedure (Aging of the Overdues). NOTE The process of migrating your checked-out items from your current system to Millennium involves having each item consult the Loan Rule Determiner table (from your Circulation Parameters). This table will then assign the Millennium loan rule that is applicable to that item and the patron who has that item checked out, but using the due date of the original checkout. This Millennium loan rule could be different from the loan rule under which it was checked out in your previous system. The Millennium loan rule assigned during the migration process will determine the Replacement charge assessed to the patron (if you do NOT migrate your bills but re-bill items in Millennium) and any overdue fines if/when the item is returned. It is critical to both your Migration and your go-live that your Loan Rule Determiner table be complete and accurate. If you have Item Locations, Item Types and/or Patron Types that are missing from the Loan Rule Determiner table, any items with those (missing) elements would be assigned to the Non- Circulating loan rule (the first line default) by the Loan Rule Determiner table during the migration process. The Loan Rule Determiner Table has been completed and tested Does the first line in the table contain defaults (?????, 999,999) and point to a non-circulating loan rule? (This table reads from bottom to top stopping on the first line that contains all matching elements.) Circulation Migration 16

17 Sort Rule Determiner Table by Loan Rule number (click on the column header that says Rule Number) Are all Loan Rule numbers present in the table? (The example above is missing loan rule #1) If not, is it intentional that certain loan rules are omitted? If it is not intentional, re-sort by line number and add new lines for the missing loan rules If loan rules are missing from the Loan Rule Determiner table those loan rules will not be used to check items out during the migration and live circulation after the migration Are all locations, Item Types and Patron Types accounted for on the Loan Rule Determiner table and that the active element is set to YES for all lines that should be active? If not, items whose Item Types and corresponding Patron Types (from the patron record) are not represented on the Loan Rule Determiner table will be checked out to the non-circulating (default) loan rule during the migration Patron Blocks table completed with all possible Patron Types Is there a default line (Patron Type 999) present and is it the LAST line in the table? If not, any lines BELOW this line will not be used. (This table reads from top to bottom) Migration phase During this phase, you will extract the transaction data from your current system and the Data Profiling Analyst will load it into your Millennium system. It is our intention to move through this phase as quickly as possible, but it is difficult to predict the exact length of time that your library staff will be using Innovative s Migration checkout program. In general, library staff should be prepared to use this program for a minimum of one and a maximum of five working days. Once you begin using the Migration checkout program, you cannot return to your previous system without losing circulation transactions; it is not possible to load these transactions into your previous system. The migration process The steps of the migration are as follows: Access to the Millennium Circulation module is removed and all staff logins are restarted. The Data Profiling Analyst adjusts the character-based menus, allowing access only to the Migration checkout program and/or the keying of new Patron records. The library staff begins to use the Migration checkout program and all circulation activity on the current system ceases. Functions that can and cannot be performed on the system during the migration are listed below. If necessary, the library staff extracts any gap Patron records. Circulation Migration 17

18 If necessary, the Data Profiling Analyst loads any gap Patron records. The library extracts the circulation checkouts, holds, and fines/fees files from the current system and makes them available to the Data Profiling Analyst. The Data Profiling Analyst loads the checkouts, holds, and fines/fees files. The Data Profiling Analyst loads the Migration checkout transaction file. The Data Profiling Analyst restores access to the Millennium Circulation module and removes the migration checkout menu on the character-based system. The library begins live circulation. Staff Activities During the Migration The following is a summary of functions that the library staff can/cannot perform during the migration: Things you CAN do during the circulation migration Search the database (Web OPAC and Millennium staff modules except Circulation) Create new bib records and new item records for those bib records Create new patron records Check items out using the Migration checkout program NOTE Although it is possible to check in items using the Migration checkout program, it is strongly recommended that this be avoided if possible (i.e., that books simply be held and checked in after the migration has finished). Our experience with circulation migrations demonstrates that there are significant numbers of errors produced when Migration checkout is used for checkins. Error files are inflated with checkin errors and, in some cases, have proven unusable as a result. In addition, the result of checking in items with the Migration program is that holds won t be triggered. This will then necessitate another process of going back and searching for shelved materials that are actually available to fill holds. This process of regenerating the holdshelf is discussed at the end of this document in Addendum 2. Things you CANNOT or SHOULD NOT do during the circulation migration Check items in or out using Millennium circulation (Millennium circulation is disabled) Renew items View, update, or delete Patron records Update or delete Bibliographic and Item records Place, modify, or cancel any holds (this includes patron-placed holds in the Web OPAC). To prevent this: Disable the REQUEST wwwoption for the duration of the migration. Allow patrons to modify their patron record via My Millennium. To prevent this: Disable My Millennium via the MY_WEBPAC wwwoption by placing a zero (0) in the second element (search element). E.g. False,0 Use any of the circulation financial functions Designate any items as "lost" or "claimed returned" Print circulation notices Count in-house use Circulation Migration 18

19 NOTE Many of these functions you will be unable to perform, since most of the circulation options will be removed from the system menus during the migration and you do not have access to Millennium Circulation. Make changes to any circulation parameter tables, including: Loan rules Loan rule determiner table Item types Item locations Patron types Locations served table Notice texts NOTE Even though access to Millennium Circulation is disabled, these tables are accessible in Millennium Administration. Do NOT edit any of these parameters. Use the Rapid and Global update programs on any type of record Load files of records in Data Exchange mode We would also recommend that as far as possible, staff refrain from using the Create Lists function. Although using this function does not cause transactions to fail, creating lists can be a system drain and can slow down the load of checkouts, holds, and fines/fees. Follow-up phase Once live circulation is underway, you will need to perform the following procedures: Review the error logs Find items checked out with the non-circulating loan rule (see Aging the Overdues #1) Age the overdues NOTE Reviewing the migration error files is important since these errors can become outdated when further circulation activity takes place on items in this report., e.g.? Non-circulating loan rules items may highlight a missing loan rule or rule determiner line which you need to fix. You may want to consider adding a message to these items, e.g. Circulation Migration wrong loan rule applied. Also, check that your non-circulating loan rule will not permit renewals but will send overdues. The "age the overdues" process is important because you cannot begin printing notices until you complete the process. Review the error logs When the checkouts, holds, and fines/fees are loaded, certain conditions will prevent the software from successfully loading a transaction. As the system encounters any of these errors, the software writes a brief description of the failed transaction to a log, which you can view and/or print. Error rates should fall in a Circulation Migration 19

20 range of 1 to 2 percent. Your Data Profiling Analyst will determine the error rate upon loading a sample from the checkout file. If the error rate is higher than expected, your DPA will discuss options with you. To view messages, go to Data Exchange mode, choose View Circulation migration error files from the Select Process drop-down box. Highlight a file and click View. You should examine each log file as soon as possible since live circulation transactions could soon make these messages obsolete. For instance, a failed checkout transaction would be obsolete if that same patron returned the item before you resolve the error by manually checking out the item. Messages from the Checkout load (previous system) and Migration file load (Millennium system): In the following transaction examples, barcodes beginning with "2" are for Patron records; those beginning with "3" are for Item records. There are two groups of checkout error files shown in these examples. You may only have errors from Group 1. Group 1 is called CHECKOUT transaction errors, which are from the file of checkouts from your previous system. Group 2 is called MIGRATION checkout errors, which are from loading the Migration checkout file the file that contains all the checkouts you did on the Millennium system on the day(s) of your circulation migration. After all the Checkout transactions (from your previous system) have loaded satisfactorily, your Data Profiling Analyst will instruct you to cease checking out with the Migration checkout function and will load the Migration checkout file. If there are any errors in that file, they will be reported as shown in the Group 2 examples. Here is a brief explanation of some of the messages you are likely to encounter. There could be checkout errors, fines errors and holds errors: Group 1: Messages from CHECKOUT transactions load (previous system): "Failed to Find Record" errors Each error displays on two separate lines: : failed to find record : : : failed checkout : failed to find record : : : failed checkout This message indicates that the software was unable to find this barcode in the database. Therefore, the item has not been checked out to the patron as far as the system is concerned. You may need to check your previous system to see if there is any pattern to explain why the records are not in the Millennium system. For instance, did you delete items from the system that were considered long overdue; or did you not extract patron records that had been inactive in your previous system for some time; or was there a category of materials that you intentionally chose to not load into the Millennium system? It is up to you to decide how to deal with these errors. Some libraries manually check out these items if they can verify the Patron and Item records to which the error referred. Others add note or message fields to the Item records, to assist in future troubleshooting. Others may decide to ignore these entirely, and trust that most of the items will be returned. You can also resolve these errors with a combination of the solutions above. Circulation Migration 20

21 NOTE When manually resolving failed checkouts, it is not possible to backdate the due date, only to assign a due date greater than or equal to today s date. This is why it is critical to address these errors as quickly as possible. "Multiple Entries Found" errors Each error displays on two separate lines: : multiple entries found : : : failed checkout : multiple entries found : : : failed checkout This is a less common error, but it indicates that the software found more than one record with the same barcode. These may represent either Item or Patron records. In your Millennium system, barcodes must be unique -- that is, assigned to only one Patron or Item record. You will want to search the barcode in question and resolve the duplication, usually by deleting either one of the barcode fields or one of the records. It is up to you whether you manually check the item out to the patron. Group 2: Messages from MIGRATION checkout load (Millennium system) Each error can display on two or three separate lines. The other numbers (besides barcodes) in the message lines are date/time stamps, which are easily interpreted -- e.g., " " translates to "2005-May-18-12:09". In failed checkouts, you will see two date/time stamps -- the first is the time the checkout occurred; the second (at the end of the message) is the due date that was originally assigned. "Failed to Find Record" and "Multiple Entries" errors b : failed to find record FAILED: i: :b The letter following the word "FAILED" in the last line indicates whether the transaction that failed was a checkin ("i") or a checkout ("o"). These are the same as described above and you should deal with them in the same manner. However, since these transactions are relatively recent and most will have due dates in the future, they are more critical and you can usually resolve them quickly. "Failed to Check-in/-out -- Invalid Time" errors Failed checked in: invalid checked in time FAILED: i: :b Failed checked out: invalid time FAILED: o: :b :b : The software will reject a check-out if the due date assigned is earlier than the checkout (transaction) date/time. Most often these will occur when you manually assign a due date/time during the Migration checkout and accidentally type in the wrong date, making the due date earlier than the checkout date. Circulation Migration 21

22 "Already Checked Out to Patron " errors Already checked out to patron FAILED: o: :b :b : This could occur either because a staff member scanned the same item barcode twice during the same session, or because the patron tried to renew the item (with or without telling the staff member). In the first case, the item can be left as is; in the second case, you may want to renew the item. The best clue here is the due date in the Item record; if it matches the due date in the message log, leave the item alone; if the due date in the Item record is earlier than that in the message log, renew the item and make the due date match the one assigned during the Migration checkout process. Messages from HOLDS data load Each error displays on one line: :failed to find record :failed to find record :failed to find record These messages indicate that the Millennium system was unable to find either the Patron or Item record in the system. Since these holds were transferred from your previous system, you could double-check there to see if these holds should be placed again. However, some libraries have found these are old holds that they decide not to place again. Messages from FINES data load Each error displays on one line: :failed to find record This message indicates that the Millennium system was unable to find the Patron record in your system. Since these fines/fees were transferred from your previous system, you could double-check there for the patron information. If you decide to place the fine/fee again, you will need to do so manually. Summary There may be other messages in your files, but this overview should give you a good idea of how to interpret and/or address them. Please contact your Training Consultant if you don't understand a message. When you have cleared all of the files, please notify your Data Profiling Analyst to delete the message log menu choices. Aging the Overdues This may be necessary if your circulation transactions are migrated as simple checkouts no indication of overdue status or level of overdue is transferred with the data. To ensure correct notice printing (i.e., to bring your Millennium system up-to-date with each item s overdue cycle as it was on the former system) the item records for overdue materials will need to be updated to properly represent any notices and/or bills that may have already been sent to the patron. Occasionally a library will choose not to age the overdues. This would send all overdue materials through the complete notice cycle again on Millennium., i.e. every patron would receive a first notice, a second notice, a bill, etc. AGAIN for all items they have checked out. NOTE If, in your previous system, you have claims-returned items that are long overdue and still checked out to patrons but have never been billed, using Option 1 in the Outstanding Charges Circulation Migration 22

23 section to re-bill patrons on the Millennium system WILL bill those patron records for those items. If you use Option 2, the item s status will be n (BILLED) but there will be no corresponding manual charge for this item on the fines tab. Overdue data should be migrated or aging the overdues must be completed before you print notices for the first time on Millennium. If you not, the system will print first overdue notices for all overdue items older than a given date, regardless of any overdues written on the previous system. 1. Before creating the review files to age your overdue items, create a review file of all items that were assigned the non-circulating loan rule in the migration process. E.g., if your non-circulating loan rule (that rule assigned by the default line (line #1) in your Loan Rule Determiner table) is loan rule number 1, create a review file with the following strategy: ITEM LOANRULE = 1 Examine those items to determine if they should have been assigned to your non-circulating loan rule. Sort the file by Item record Location, then Patron record PTYPE. Then using the list function, LIST the ITEM LOCATION, PTYPE and ITYPE. Take this list and compare all the different combinations to your Loan Rule Determiner table. If you find that some of these items should NOT have used the non-circulating loan rule, correct your Loan Rule Determiner table (for future checkouts). There is no way to correct the loan rule in the checked-out item records. They will be sent overdue notices and receive fines and billed amounts according to this loan rule. You may consider inserting a Message field in the item record that says something like: Checked out with incorrect loan rule. Fine amount may need adjusting. In addition, you will need to remember to remove this message when the items are checked in. 2. Based on your schedule for notice printing on your previous system, determine dates on which notices or bills were last sent. Consider these factors: How many notices were sent How many days after the due date was each level of notice printed On what date was each level of notice last printed. EXAMPLE On their previous system, the Library had the following notice schedule: First overdue notice sent 1 week (7 days) after the original due date; Second overdue notice sent 2 weeks (14 days) after the first notice; Third notice (the bill) sent 2 weeks (14 days) after the second notice, or 5 weeks after the original due date. Circulation Migration 23

24 Notices were last printed July 1, and all three notice levels were printed. Therefore: Items due 5 weeks or more before July 1 should have received a bill (July 1 minus 35 days = May 27 or earlier) Items due at least 3 weeks (21 days =June 10) but less than 5 weeks ago (34 days = May 28) have received two overdue notices. Items due at least 1 week (7 days = June 24) but less than 3 weeks ago (20 days = June 11) have received one overdue notice. 3. Using these broad date ranges, create lists of Item records containing overdues for each category identified above. Following the example on the previous page, the three lists would be: First OD DUE DATE BETWEEN & Second OD DUE DATE BETWEEN & Bill DUE DATE BETWEEN & NOTE When you create the lists of overdue items, if you are searching the entire database of item records, be sure to exclude items with blank due dates. That is, do not use the Less Than or Equal to condition for the bill level; instead, use the Between (W) condition, and pick a starting date early enough to catch any due date in the system (e.g. Jan. 1, 1980.) Use the master list of all migrated checkouts (which was created by the Data Profiling Analyst) as the basis for all other lists. 4. Your Training Consultant will temporarily set up the system to allow editing of the No of Overdues and Overdue Date fixed fields in the Item record using the Rapid Update function. 5. Starting with the oldest group of records (those already billed), run this lists of records through the Rapid Update function, changing the fields as discussed below: If the library collects money, but did NOT migrate bills In Rapid-Update mode, change the No of Overdues field to one less than the billed level, and the Overdue Date to a date early enough to guarantee that the system will generate a bill overnight (e.g., 1 year ago). From the File menu, choose Select printer Form printer, and choose to print the to your address. If your login does not have a choice to print to , add this printer choice to your login (at:admin Login manager Edit login) and log out and back in again. Circulation Migration 24