In many cases, a library chooses to have their University’s IT department code the XML for the patron load. In our case, we wish the flexibility to be able to assign certain privileges and statistical categories via the patron load as we did with our Voyager system. For example, how do we handle staff that are also students? How do we automate expiring patrons via the patron load—be they students, adjuncts, or staff/faculty with a termination date? How do we automate the assignment of statistical categories? The Cheng Library converted scripts that were used to create the Voyager SIF files into scripts that create XML files for Alma.

1. The Path to
Flexible Loading
of Patron Records
into Alma
October 6, 2020, ENUG
Linda Salvesen & Ray Schwartz
William Paterson University of New Jersey
1

2. Introduction
In many cases, a library chooses to have their University’s IT department code the
XML for the patron load. In our case, we wish the flexibility to be able to assign
certain privileges and statistical categories via the patron load as we did with our
Voyager system.
For example, how do we handle staff that are also students? How do we automate
expiring patrons via the patron load—be they students, adjuncts, or staff/faculty
with a termination date? How do we automate the assignment of statistical
categories?
The Cheng Library converted scripts that were used to create the Voyager SIF files
into scripts that create XML files for Alma.
2

3. Our University Context
● State university of 8,100 undergraduate and 1,700 graduates.
● Over 400 faculty, 800 adjuncts, 1500 staff.
● Primarily we are a teaching university.
● The University’s IT uses Banner for the Student Information
System (SIS) and the Human Resources System (HRS)
3

4. Our Library Context
● 14 librarians and 14 staff
● The systems unit consists of 2 librarians and 1 computer
specialist
● All librarians are involved in reference, instruction, collection
development and academic department liaison duties.
4

5. Outline
●Voyager and our setup for patron loads
●Alma the its patron database system
●Our experience moving from the Voyager to Alma patron load
●Some differences between Alma and Voyager patron databases
5

6. Our Setup for the Voyager Patron Load
● The SIF Format
● Extracts from SIS and HRS
● Load order of patron files
6

7. The Patron Record Standard Interface File
aka the SIF is a fixed width text file rather
than a delimited text file.
7

8. 8

9. 9

10. Extracts from SIS and HRS
We asked IT to regularly extract four files from SIS and HRS to a directory which we mount on
the Voyager server.
● Adjuncts
● Staff
● Faculty
● Students
The files are tab-delimited rather than the SIF format. We parse the files using the Unix program
awk into the fixed width format. And we automatically load the files via a scheduled Unix job on
the Voyager server.
10

11. Tab Delimited Text File
Standard Interface File (SIF)
11

12. We wanted to be able to automatically expire the privileges of students.
So we set it up to give them one semester grace.
12

13. … and adjuncts.
13

14. .. and to automatically expire faculty and staff after their last date of
employment.
14

15. We wanted to code the various statistical categories with data such as
major, department, and so on.
From students
● Major,
● 2nd major,
● class,
● credits,
● full or part-time,
● college,
● registration date,
● degree.
from staff
● Status (adjunct, faculty,
managerial or staff),
● department,
● college,
● division,
● full or part-time,
● tenured.
In addition to the standard set of fields, we asked IT to extract ...
15

16. With Voyager, statistical categories could only be 3 characters. So each category
we hardcoded and converted. The awk file would contain over 600 lines of code.
16

17. Load order of patron files
Since there are individuals that have multiple statuses (e.g., Faculty or
staff that are also students), we load the files in this particular order
● Adjuncts
● Staff
● Faculty
● Students
It was the request from the Head of Circulation to load the students
last so stats could be culled from ALL student circ activity.
17

18. Alma and its patron database system
● Setting up Integration Profiles and S/FTP definitions
● Coding XML
● Configuring Statistical Categories and their Category Types.
18

19. How patron load works in Alma
● Patron data is converted to an XML format and then into a zip file by the
Library
● The zip file is loaded onto an S/FTP server deployed by the Library
● An S/FTP Definition is defined in Alma
● An Integration Profile is defined in Alma and scheduled to run at certain
intervals to pick up the zip file from the S/FTP server and process it into the
patron database.
19

20. Setting up
S/FTP definitions
and Integration Profiles
20

21. Preparing for the S/FTP Definitions
We have a Red Hat Linux server for the Library so we …
● Mounted the drive with the SIS and HRS extracts.
● Added an S/FTP server with subdirectories for each of
the groups of extracts we would convert to XML.
● Each subdirectory would be a separate S/FTP Definition.
21

22. List of S/FTP connections
Similar to how we loaded files in Voyager, we divided the files by statuses, and loaded them at different
times.
Similar to how we loaded files in Voyager, we divided the files by statuses, and loaded them at different
times.
22

23. 23

24. Integration Profile List
24

25. 25

26. Original script
Modified script
The scripts that build the XML files
26

27. Whereas the scripts for Voyager took 50 lines of code for the Majors
statistical category, the script for Ex Libris took 3 lines of code. There is no
need to create a 3 character code like for Voyager. Just as long as the code
has no spaces. So a 600 line script becomes less than 160 lines.
27

28. We needed to change the order of the files loaded.
In doing so, we then needed to create a file of former employees that
are current students and load that file last.
28

29. Configuring Statistical Categories and their
Category Types
Once the categories have been loaded, you need to …
● Configure the Statistical Categories
● Create Category Types
● And map the Statistical Categories to a Category Type.
● Then one can create a report in Alma Analytics.
Configuring Statistical Categories for Analytics in Ex Libris Knowledge Center
29

30. 30

31. User Statistical Categories - Code Table
The code for a Statistical Category cannot have spaces
31

32. Category Types - Code Table
32

33. Statistical Categories/Types - Mapping Table
Then map a Category to a
Category Type.
A Category cannot be
mapped to more than one
Type.
33

34. Alma Analytics Example
34

35. Some Differences between Alma and Voyager
● Not having full access to the database structure of Alma.
● Time limitation of loading Integration Profiles
35

36. Thank you & Questions
Linda Salvesen
salvesenl@wpunj.edu
Ray Schwartz
schwartzr2@wpunj.edu
36