Streamlining Patron Data Integration in Alma

Explore the seamless process of integrating patron data in Alma, from setting up an FTP server to conversion into Alma XML files and managing expiration dates. Discover how GIL's scripts automate tasks, ensuring efficient importing while enhancing user experience.

• Patron data
• Alma integration
• FTP server
• Alma XML
• GIL scripts

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1. Patron Loads in Alma Michael Kanning GIL Users Group Meeting June 15, 2017

2. In Voyager All Patrons were 'Internal' Files could be uploaded via web form, with expiration date specified Email reports received Embodied in a virtually incomprehensible web of scripts and scheduled jobs, unique for every institution

3. Initial Goals for Alma Integration Support External Authentication Simplify and universalize processes as much as possible Automate as much as possible Minimize impact to Institutional Staff Use old school SIFs

4. The Alma Integration 1) Getting the SIF Patron File 2) Converting to Alma XML 3) Importing to Alma

5. Getting the SIF File With automation in mind, we set up a secure FTP server to receive files Alma also picks up the files via FTP GIL is already receiving scheduled transmissions of the Patron SIF from many institutions. We hope everyone can achieve this. Additional patron related files can be provided...

6. Converting to Alma XML Alma has a defined schema for User XML that must be used in this process GIL Scripts convert SIF data into Alma XML Some transformations are performed Barcodes can be added Conflicting user groups can be resolved Country values mapped to Alma-supported values Expiration dates can be established...

7. Expiration Dates This took some time to figure out Included in SIF file for some institutions Set via exp_date file(s), uploaded to GIL FTP server with Patron file Expiry dates in Alma constrain borrowing periods Can also be modified in batch in the Alma web interface using Sets

8. Importing to Alma GIL's scripts make a ZIP file available to Alma, which can be scheduled to import the file. Job runs and produces an output report. Patrons are either: Added if their primary ID does not match and existing patron Updated if their primary ID matches an existing patron Rejected there was a problem with the incoming data, or the user is set as 'Internal'

9. Current Status Process run in Alma for most institutions, with no issues We will begin scheduling the job to run automatically for select institutions next week

10. Future Prospects Adopt a more standardized format for the Patron file that can be output by different systems, eliminating the SIF E.g., PeopleSoft, ADP Will take the form of a replacement for the GA Mod ZORVLIB Improvements to the reporting/notifications about each patron load run Will use the Alma API to get information about each import job so that informative email reports can be distributed

11. Code GIL scripts are written in Ruby See the code on GitHub We monitor what's happening with a Slack bot