1.
Libraries from Université libre de Bruxelles ILS migration from SOCRATE to PMB in the library from Collège St-Pierre PMB-BUG – 02/10/2008, Leuven - Belgium Cécile Gass – cgass@admin.ulb.ac.be

2.
Agenda <ul><li>Context of the project </li></ul><ul><li>PMB: installation & parametrization </li></ul><ul><li>PMB: where to find help </li></ul><ul><li>Data: getting the data from the old ILS </li></ul><ul><li>Data: understanding the relational DB model </li></ul><ul><li>Data: cleaning/organizing data before migration </li></ul><ul><li>Data: how to import data into PMB </li></ul><ul><li>Migration, post-audit, ultimate checks </li></ul><ul><li>Conclusions </li></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

3.
Context of the project <ul><li>1999: the Collège St-Pierre (≈ 1250 pupils) starts a 'Center of documentation and information' (CDI). Two old classrooms are gathered, to offer in total 45 sitting places </li></ul><ul><li>2004: </li></ul><ul><ul><li>5 computers (Internet) and 1 OPAC for users; 1 PC for the librarian </li></ul></ul><ul><ul><li>8 different types of document: courses, reference works, documentaries, journals, novels, comics, videos and (educational) games </li></ul></ul><ul><ul><li>Socrate is used as ILS (7500 bibliographic notices): DOS interface, no thesaurus, no real authority list... + Socrate asks 3000 euro to switch to a GUI-like interface whereas BCDI, used in France, costs 929 euro. </li></ul></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

4.
Agenda <ul><li>Context of the project </li></ul><ul><li>PMB: installation & parametrization </li></ul><ul><li>PMB: where to find help </li></ul><ul><li>Data: getting the data from the old ILS </li></ul><ul><li>Data: understanding the relational DB model </li></ul><ul><li>Data: cleaning/organizing data before migration </li></ul><ul><li>Data: how to import data into PMB </li></ul><ul><li>Migration, post-audit, ultimate checks </li></ul><ul><li>Conclusions </li></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

5.
PMB : installation & parametrization <ul><li>Installation => see the documentation ! </li></ul><ul><li>PMB, 3 layers of software </li></ul><ul><ul><li>P hp = programming language 'web compatible' </li></ul></ul><ul><ul><li>M ySQL = platform, database and query language (SQL like) for relational databases </li></ul></ul><ul><ul><li>=> may be merged into platformes like EasyPhp or Xamp: less worry to librarians! </li></ul></ul><ul><ul><li>B iblio : the 'application' part (handles all libraries rules, appearances of the interfaces, etc.) </li></ul></ul><ul><li>Client-server architecture </li></ul><ul><li>Parametrization in PMB, 3 levels: 1) categorization of readers and copies/items; 2) generic parameters; 3) parameters to exchange data, users profiles, etc. </li></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

6.
Agenda <ul><li>Context of the project </li></ul><ul><li>PMB: installation & parametrization </li></ul><ul><li>PMB: where to find help </li></ul><ul><li>Data: getting the data from the old ILS </li></ul><ul><li>Data: understanding the relational DB model </li></ul><ul><li>Data: cleaning/organizing data before migration </li></ul><ul><li>Data: how to import data into PMB </li></ul><ul><li>Migration, post-audit, ultimate checks </li></ul><ul><li>Conclusions </li></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

7.
PMB : where to find help (1) <ul><ul><li>Guides : </li></ul></ul><ul><ul><li>installation : the 'manual install' is recommanded </li></ul></ul><ul><ul><li>administrator : parametrization, Z3950, etc. </li></ul></ul><ul><ul><li>user : daily work (cataloging, loans, etc.) </li></ul></ul><ul><ul><li>guides available on line & as 'help in context' within PMB when installed </li></ul></ul><ul><li>Discussion lists: </li></ul><ul><ul><li>what is a DL, how to subscribe/unsubscribe </li></ul></ul><ul><ul><li>cdi and devel : lists for schools, and for developers </li></ul></ul><ul><ul><li>trans : list for translators of the interfaces of PMB and doc </li></ul></ul><ul><ul><li>users : users' list </li></ul></ul><ul><li>Navigation in the users' list archives: from http://www.sigb.net/index.php?page=rubriques&id_rubrique=69&lang=fr : select the users' list, choose a month, clic on Subject , click on the message to access the header / message / follow up (= threat) section </li></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

8.
PMB : where to find help (2) PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be <ul><li>PMB's w iki: 'how to' organized in 7 categories; ex: Import de notices et de lecteurs depuis un tableur (CSV) gives a step by step procedure to import bibl. records into PMB via a csv file </li></ul><ul><li>Relational database: the model of PMB! Available at rep_install_PMBocoyaucheme.gif . </li></ul><ul><li>Description of each table involved in PMB </li></ul><ul><ul><li>access: from the Admin interface ( Administration tab, Tools left menu and Tables description top menu) </li></ul></ul><ul><ul><li>information: for each table, defined fields, type of data, if null value is allowed, multiple/single data enabled, default value, 'is' or 'is not' an identifier </li></ul></ul>

9.
Agenda <ul><li>Context of the project </li></ul><ul><li>PMB: installation & parametrization </li></ul><ul><li>PMB: where to find help </li></ul><ul><li>Data: getting the data from the old ILS </li></ul><ul><li>Data: understanding the relational DB model </li></ul><ul><li>Data: cleaning/organizing data before migration </li></ul><ul><li>Data: how to import data into PMB </li></ul><ul><li>Migration, post-audit, ultimate checks </li></ul><ul><li>Conclusions </li></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

10.
Data : getting the data from the old ILS PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be <ul><li>Inventory of the data to migrate </li></ul><ul><ul><li>(full) bibliographic records (data more or less stable) </li></ul></ul><ul><ul><li>copies / items (data more or less stable) </li></ul></ul><ul><ul><li>users (data more or less stable) </li></ul></ul><ul><ul><li>loans: highly dependant of time -> pb: when to capture? </li></ul></ul><ul><ul><li>other: reservations, users' preferences, history of loans, web2,0 (tags, suggestions, etc.)...? </li></ul></ul><ul><li>How to get the data from the old system? From Socrate : </li></ul><ul><ul><li>bibl. records: export fonction... capacity of floppy disks! </li></ul></ul><ul><ul><li>readers: direct access to a 'dbase' (binary) file </li></ul></ul><ul><ul><li>loans: retained in 'dbase' indexes that can't be converted => print screens were used! </li></ul></ul><ul><li>Convert data into human readible data: db2csv! </li></ul>

11.
Agenda <ul><li>Context of the project </li></ul><ul><li>PMB: installation & parametrization </li></ul><ul><li>PMB: where to find help </li></ul><ul><li>Data: getting the data from the old ILS </li></ul><ul><li>Data: understanding the relational DB model </li></ul><ul><li>Data: cleaning/organizing data before migration </li></ul><ul><li>Data: how to import data into PMB </li></ul><ul><li>Migration, post-audit, ultimate checks </li></ul><ul><li>Conclusions </li></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

12.
Data: understanding the relational DB model (1) PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be <ul><li>The relational model </li></ul><ul><ul><li>data is gathered in one place, all components of PMB fetch/update data there </li></ul></ul><ul><ul><li>data is structured into tables </li></ul></ul><ul><ul><li>tables are linked with one or many others thanks to identifiers (or primary keys ) </li></ul></ul><ul><ul><li>advantages: simple model, reduces/suppresses redundancies, independance of the data from the application </li></ul></ul><ul><ul><li>disadvantages: too few data types enabled, complex transactions not well handled, complexity of applications tends to favor objects technology </li></ul></ul><ul><li>(simplified) Example: links between tables notices , publishers , responsibility , and authors : the identifiers ! </li></ul>

13.
Data: understanding the relational DB model (2) PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be Extract from Notices as it could be displayed in an OPAC <ul><ul><li>Extract from table Notices </li></ul></ul><ul><ul><li>Extract from table Publishers </li></ul></ul><ul><ul><li>Extract from table Responsabilites </li></ul></ul><ul><ul><li>Extract from table Author s </li></ul></ul>

14.
Agenda <ul><li>Context of the project </li></ul><ul><li>PMB: installation & parametrization </li></ul><ul><li>PMB: where to find help </li></ul><ul><li>Data: getting the data from the old ILS </li></ul><ul><li>Data: understanding the relational DB model </li></ul><ul><li>Data: clean./organi. data before migration </li></ul><ul><li>Data: how to import data into PMB </li></ul><ul><li>Migration, post-audit, ultimate checks </li></ul><ul><li>Conclusions </li></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

15.
Data: cleaning/organizing data before migration (1) PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be <ul><li>Data cleansing (optional... but advised!) </li></ul><ul><ul><li>global: diacritics and apostrophes, separators (beware of characters in use within fields!) </li></ul></ul><ul><ul><li>local (ex: removal of duplicate authorities...): treat global first! </li></ul></ul><ul><li>Treat carefully! </li></ul><ul><ul><li>avoid empty values in columns of data (may be replaced by fictive unexistant data that can eventually be removed) </li></ul></ul><ul><ul><li>save frequently files (under different names) while cleaning </li></ul></ul><ul><ul><li>always check relevant data have been updated! </li></ul></ul><ul><ul><li>always keep identifiers when dealing with several tables... </li></ul></ul><ul><li>Tools to treat: </li></ul><ul><ul><li>a powerful text editor (such as Textpad, Alleycode) </li></ul></ul><ul><ul><li>a database management tool (such as Access or MySQL) </li></ul></ul>

16.
Data: cleaning/organizing data before migration (2) PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be <ul><li>Data need to be organised according to what PMB expects; ex: the 'series' </li></ul><ul><ul><li>Socrate : series are not characterized by a serie title authority list ; information is spread among titles, collections... and call number! </li></ul></ul><ul><ul><li>PMB : authority list (title serie) + volume # in bibl. record </li></ul></ul><ul><li>Data conversion might be rather complex, ex: serials! </li></ul>Requires to create: - mother bibl. records - bulletins for orphans articles - bulletins records from Titles and Collections retrieved from Socrate - and to populate fields nib and nih (no more used today)

17.
Agenda <ul><li>Context of the project </li></ul><ul><li>PMB: installation & parametrization </li></ul><ul><li>PMB: where to find help </li></ul><ul><li>Data: getting the data from the old ILS </li></ul><ul><li>Data: understanding the relational DB model </li></ul><ul><li>Data: cleaning/organizing data before migration </li></ul><ul><li>Data: how to import data into PMB </li></ul><ul><li>Migration, post-audit, ultimate checks </li></ul><ul><li>Conclusions </li></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

18.
Data: how to import data into PMB PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be <ul><li>Depends upon the data to be migrated! </li></ul><ul><ul><li>bibliographic records and items/copies: 'import' function available within PMB ( Administration tab, Imports right menu); or import from a 'csv' file (see wikis available at: http://www.sigb.net/wiki/wikka.php?wakka=FAQImports ) </li></ul></ul><ul><ul><li>users: import from a 'csv' file (see wiki) </li></ul></ul><ul><ul><li>PMB offers several formats conversion to Unimarc for bibl. records ( Admin. tab, Conversions/Exports right menu) </li></ul></ul><ul><ul><li>other data: use the 'backup' function of PMB, or MySQL interface (cautionly!) </li></ul></ul><ul><li>Help is provided to migrate from ILS Bibliotheque , BCDI and TecDoc (see the Wikis) </li></ul><ul><li>Move from PMB to PMB2: copy whole database from rep_inst_EasyPHP/XAMPysqlataatabase_name (default is bibli )... or use the 'backup' function of PMB </li></ul>

19.
Agenda <ul><li>Context of the project </li></ul><ul><li>PMB: installation & parametrization </li></ul><ul><li>PMB: where to find help </li></ul><ul><li>Data: getting the data from the old ILS </li></ul><ul><li>Data: understanding the relational DB model </li></ul><ul><li>Data: cleaning/organizing data before migration </li></ul><ul><li>Data: how to import data into PMB </li></ul><ul><li>Migration, post-audit, ultimate checks </li></ul><ul><li>Conclusions </li></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

20.
Migration, post-audit, ultimate checks PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be <ul><li>Plan the migration </li></ul><ul><ul><li>huge holdings: work on a representative sample of data to construct data cleansing and reorganization </li></ul></ul><ul><ul><li>upfront: build a strategy for 'elapsed data' between collecting it from old system (and treatments) until it can be migrated to PMB </li></ul></ul><ul><ul><li>install PMB on a test computer and import data into it </li></ul></ul><ul><ul><li>check at least the main functionalities (create a new user, a new bibliographic record, loan a document...) </li></ul></ul><ul><ul><li>reiterate until reasonably working... </li></ul></ul><ul><ul><li>install the production PMB... and get data into it </li></ul></ul><ul><li>If possible, keep functionning both systems for a given period </li></ul><ul><li>Train librarians, users...; communicate; explain... </li></ul>

21.
Agenda <ul><li>Context of the project </li></ul><ul><li>PMB: installation & parametrization </li></ul><ul><li>PMB: where to find help </li></ul><ul><li>Data: getting the data from the old ILS </li></ul><ul><li>Data: understanding the relational DB model </li></ul><ul><li>Data: cleaning/organizing data before migration </li></ul><ul><li>Data: how to import data into PMB </li></ul><ul><li>Migration, post-audit, ultimate checks </li></ul><ul><li>Conclusions </li></ul>PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

22.
Conclusions PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be <ul><li>Planning the migration is compulsory </li></ul><ul><ul><li>is it necessary to 'sample' the holding? </li></ul></ul><ul><ul><li>elapsed data during treatments </li></ul></ul><ul><ul><li>double running: test and old ILS </li></ul></ul><ul><ul><li>training / communication / debugging... and launch! </li></ul></ul><ul><li>Required competencies to perform the migration </li></ul><ul><ul><li>computer sciences: SQL notions, reasonable knowledge of databases (according to complexity of source ILS and holdings' size...) </li></ul></ul><ul><ul><li>extreme attention and meticulousness when dealing with data... </li></ul></ul><ul><ul><li>curiosity: most problems have already been encountered by others, many of them have their solution on Internet! </li></ul></ul><ul><li>Migration is done once -> if no in-house competence, make it done by a professional... </li></ul>