Overview. Converting to Destiny Library Manager from Spectrum

Transcription

1 Overview This document provides the information you need to transfer your library s data from Spectrum (version 5.0 or higher) to Destiny. Please read this entire document before converting your data. Before you start (p. 2) Preparing data for extraction (p. 2) About the prepared data (p. 3) Installing the Spectrum Data Extract program (p. 3) Starting the Spectrum Data Extract program (p. 4) Types of data extraction (p. 4) Performing a barcode configuration extraction (p. 10) Step 1: specify the type of data extraction (p. 5) Step 2: specify the Destiny site name (p. 5) Step 3: specify the location of your Spectrum data (p. 5) Step 4: specify user-defined field options (p. 6) Step 5: match patron fields (p. 7) Step 6: specify an output file and start the extraction (p. 7) Closing the Spectrum Data Extract program (p. 12) Importing the extracted data into Destiny (p. 9) Performing a barcode configuration extraction (p. 10) Step 1: specify the type of data extraction (p. 10) Step 2: specify the location of your Spectrum data (p. 10) Step 3: specify an output file and start the extraction (p. 11) Closing the Spectrum Data Extract program (p. 12) Removing the Spectrum Data Extract program (p. 12) What s next? (p. 12) Appendix: Data mapping and processing (p. 12) What information is not transferred to Destiny? (p. 12) What Spectrum information is transferred to Destiny? (p. 12) Bibliographic data (p. 13) Copy data (p. 13) Copy notes (p. 14)

2 Checkouts (p. 14) Fines (p. 14) Reserves (p. 15) Bookings (p. 16) Lost copies (p. 17) Historical circulation statistics (p. 18) Patron data (p. 18) Patron notes (p. 18) Transferring data involves: Preparing your Spectrum data. For instructions, see on page See "Preparing data for extraction". Installing the Spectrum Data Extract program. For instructions, see "Installing the Spectrum Data Extract program". Extracting your Spectrum data. For instructions, see "Performing a full data extraction". Importing the extracted data into Destiny (full data extract only). For instructions, see "Importing the extracted data into Destiny". The Spectrum Data Extract program requires Spectrum v5.0 or higher. If you are using an earlier version of Spectrum, you must update to v5.0 before proceeding. For more information, please call Technical Support. Before you start Before proceeding, use your library s standard procedure to backup your Spectrum program and data. Preparing data for extraction You use a program called ICSpectrum to prepare the Spectrum data for extraction. This program copies your Spectrum data to a series of files that will be used later by the Spectrum Data Extract program. This process does not overwrite or change your original Spectrum data. At the end of the process, both Spectrum and its data remain unchanged and fully functional. Also, you need to prepare your Spectrum data only once, and from a single machine. To do this follow the instructions that apply to the operating system of the client machine from which you want to prepare data. To prepare your Spectrum data from a Windows machine (Client/Server version of Spectrum) 1. Shut down all Spectrum clients. 2. Make sure that the Spectrum Server is running. 3. Copy the file ICSpectrum.exe to your computer s Spectrum Client folder. You may have downloaded this file from Follett or you may have received it on a CD. 4. Start the copied version of the ICSpectrum.exe program. The ICSpectrum window appears. 5. Click Export. The progress of the export is shown on the screen. 6. When you see a message stating that the export is complete, close the ICSpectrum program. To prepare your Spectrum data from a Macintosh machine (Client/Server version of Spectrum) 1. Shut down all Spectrum clients. 2. Make sure that the Spectrum Server is running. Page 2 of 18 Copyright 2010 Follett Software Company 10915A Rev A

3 3. If you downloaded the Spectrum Data Extract programs from Follett, double-click the file ICSpectrum.hqx. This decompresses the program file ICSpectrum. Copy this decompressed file to your computer s Spectrum Client folder.--or--if you are converting from CD, copy the program ICSpectrum from the CD to your computer s Spectrum Client folder. 4. Start the copied version of the program. The ICSpectrum window appears. 5. Click Export. The progress of the export is shown on the screen. 6. When you see a message stating that the export is complete, close the ICSpectrum program. To prepare your Spectrum Single-User data on a Windows machine 1. Shut down Spectrum Single-User. 2. Copy the file ICSpectrumSU.exe to your computer s Spectrum Single folder. You may have downloaded this file from Follett or you may have received it on a CD. 3. Start the copied version of the program. The ICSpectrum window appears. 4. Click Export. The progress of the export is shown on the screen. 5. When you see a message stating that the export is complete, close the ICSpectrum program. To prepare your Spectrum Single-User data on a Macintosh machine 1. Shut down Spectrum Single-User. 2. If you downloaded the conversion package from Follett, double-click the file ICSpectrumSU.hqx. This decompresses the program file ICSpectrumSU. Copy this decompressed file to your computer s Spectrum Single folder.--or--if you are converting from CD, copy the file ICSpectrumSU to your computer s Winnebago Spectrum folder. 3. Start the copied version of the program. The ICSpectrum window appears. 4. Click Export. The progress of the export is shown on the screen. 5. When you see a message stating that the export is complete, close the ICSpectrum program. About the prepared data After preparing data, the following files will be in your Spectrum Client or Spectrum Single folder. SpectrumBarcodeConfig SpectrumBookings SpectrumCheckouts SpectrumCircHistory SpectrumDateAcquired SpectrumFines SpectrumHolds SpectrumLostCopies SpectrumMaterialMessages SpectrumMaterialTypes SpectrumPatronMessages SpectrumPatrons SpectrumTitles If the computer you will use to run the Spectrum Data Extract program cannot access these files, you must copy them to a location that the computer can access. For more information about the Spectrum Data Extract program, see below. Installing the Spectrum Data Extract program Before extracting data, you must install the Spectrum Data Extract program. You must install the Spectrum Data Extract program on a Windows computer. Ideally, this will be the computer from which you ran the ICSpectrum or ICSpectrumSU program. If this is not possible (for Page 3 of 18 Copyright 2010 Follett Software Company 10915A Rev A

4 example, if you ran ICSpectrum or ICSpectrumSU on a Macintosh computer), install the Spectrum Data Extract program on a Windows computer that has network access to the computer from which you ran the ICSpectrum or ICSpectrumSU program. If this is also not possible, install the Spectrum Data Extract program on a Windows computer. Then copy the prepared data files to a folder on that computer. (For a list of prepared data files, see "About the prepared data".) To install the Spectrum Data Extract program 1. Run the program SpectrumDataExtract.exe (You may have downloaded this program from Follett or you may have received it on a CD.) 2. After the program starts, follow the instructions that appear on your screen. Starting the Spectrum Data Extract program You use the Spectrum Data Extract program to copy your Spectrum data to a format that can easily be imported into Destiny. The data extraction process does not overwrite or change your original Spectrum data. At the end of the process, both Spectrum and its data remain unchanged and fully functional. To start the Spectrum Data Extract program 1. Double-click the Spectrum Data Extract desktop icon. The Welcome screen appears. 2. Click Next. The Select Data Extract Option screen appears. Types of data extraction There are two types of data extraction. Full extraction. Extracts circulation, patron, and material data, as well as custom barcode configurations. For help performing a full extraction, see "Performing a full data extraction". Page 4 of 18 Copyright 2010 Follett Software Company 10915A Rev A

5 Barcode configuration extraction. Extracts only custom barcode configuration information. (This is the Remove Leading Zero and Barcode Format Configurations specified from within Spectrum s Location Setup feature.) For help performing a barcode configuration extraction, see "Performing a barcode configuration extraction". Performing a full data extraction Perform a full data extraction when you want to extract circulation, patron, material, and barcode configuration data. Step 1: specify the type of data extraction After starting the Spectrum Data Extract program, you must specify an extraction type. To specify a full data extraction 1. If you have not already done so, start the Spectrum Data Extract program. For instructions, see "Starting the Spectrum Data Extract program". 2. From the Select Data Extract Option screen, choose Full extract of all data required for Destiny. 3. Click Next. The Specify Destiny Site Name screen appears. Step 2: specify the Destiny site name Use the Specify Destiny Site Name screen to provide the program with a name for the Destiny site that will contain your Spectrum data. (Later, when you import the extracted Spectrum data into Destiny, this site will be created for you.) To specify the Destiny site name 1. From the Specify the Destiny Site Name Screen, type the site name in the box at the top of the screen. (Site names can be up to 30 characters long.) 2. Click Next. The Specify Source of Spectrum Data screen appears. Step 3: specify the location of your Spectrum data Use the Specify Source of Spectrum Data screen to specify the location of your prepared Spectrum data. Page 5 of 18 Copyright 2010 Follett Software Company 10915A Rev A

6 In most cases, the prepared Spectrum data is located in the Spectrum Client or Spectrum Single folder from which you ran the ICSpectrum or ICSpectrumSU program. However, if you copied the prepared data files to another folder, specify that folder in step 2 below. (For a list of prepared data files, see About the prepared data.) To specify the location of the prepared Spectrum data 1. From the Specify Source of Spectrum Data screen, click Browse. A file selection window opens. 2. Navigate to and select the folder containing the prepared Spectrum data. Then click Open to select this folder and close the file selection window. 3. Click Next. The Specify User Defined Field Options screen appears. Step 4: specify user-defined field options Use the Specify User Defined Field Options screen to specify the Spectrum user-defined field (if any) that contains vendor information. To specify the Spectrum user-defined field containing vendor information 1. From the Specify User Defined Field Options screen: If you have not configured Spectrum to store vendor data in a material User-Defined field, click No. --or-- Page 6 of 18 Copyright 2010 Follett Software Company 10915A Rev A

7 If you have configured Spectrum to store vendor information in a material User-Defined field, indicate whether the vendor information is in the User-Defined 1 or the User-Defined 2 field by selecting the relevant option. 2. Click Next. The Match Spectrum Patron Fields to Destiny Fields screen appears. Step 5: match patron fields Use the Match Spectrum Patron Fields to Destiny Fields screen to match Spectrum s patron fields to their equivalent Destiny fields. Later, when you import the extracted data into Destiny, information from each Spectrum patron field is imported into the specified Destiny field. Key points: You cannot match two or more Spectrum fields to the same Destiny field. Destiny s Last Name field must be matched to a Spectrum field. In Destiny, some fields can be set as Required by the site administrator. Please make sure that all of these fields are matched to Spectrum fields and that these Spectrum fields actually contain data. If you do not want to import a particular Spectrum field, make sure that its adjacent Destiny field is empty. To match patron fields 1. For each Spectrum field, open the adjacent list and choose the matching Destiny field. 2. When you have finished, click Next. The Specify Output File and Extract the Data screen appears. Step 6: specify an output file and start the extraction Use the Specify Output File and Extract the Data screen to specify a name and location for the file that will contain the extracted data. You can then start the data extraction. Page 7 of 18 Copyright 2010 Follett Software Company 10915A Rev A

8 Key points: To ensure that the file of extracted data can be recognized by Destiny, give it the extension all (for example, Spectrum.all or MyLibrary.all). After specifying a file name and location, write it down. You will need this information later when you import the file into Destiny. Depending on the number of patrons and size of your collection, extracting data can take from a few minutes to half an hour. To specify an output file 1. From the Specify Output File and Extract the Data screen click Browse. The Save window appears so that you can specify a location and folder for the output file. 2. Navigate to the desired folder, and then enter a name in the File Name box. (Remember to give the file name an.all extension.) 3. Click Save to close the window. To start the extraction Page 8 of 18 Copyright 2010 Follett Software Company 10915A Rev A

9 1. Click Start Extract. The program begins the data extraction. 2. When the extraction is complete, a message appears stating that processing is complete. Click OK to close the message window. If the program encounters any difficulties extracting data, error messages are written to a log file. To view the log, click View Log File from the Specify Output File and Extract the Data screen. Closing the Spectrum Data Extract program Once the extraction is complete, you can close the Spectrum Data Extract program. To close the Spectrum Data Extract program From the Specify Output File and Extract the Data screen, click Close. Importing the extracted data into Destiny After extracting data from Spectrum, import it into Destiny. This creates a new Destiny site containing your Spectrum data. To import extracted Spectrum data into Destiny 1. Log in to Destiny as a district administrator. For instructions, refer to your Destiny user documentation. 2. From the Sites tab, click the Import a Site button. The Import Site page appears. 3. Open the Site Type list and choose the type that best describes this site. 4. Click Browse. A file selection window opens. 5. Navigate to and select the file containing your extracted Spectrum data. (This is the.all file that you specified when you started the data extraction.) Then click Open. The file selection window closes. 6. Accept the default values for all other options. 7. Click Import. Destiny adds the import to the job queue. During this time, you will see a message asking you to wait. Do not leave the Import Site page until the Job Manager opens. When the import has been added to the job queue, Destiny displays the Job Manager. You can now proceed with other tasks leaving the import to run in the background. Depending on the number of patrons and size of your collection, the import can take from a few minutes to half an hour. To check the status of the import Page 9 of 18 Copyright 2010 Follett Software Company 10915A Rev A

10 1. If you have not already done so, log in to Destiny as a district administrator. 2. Open the Job Manager to display the list of current jobs. 3. Locate the row for your Site Import job and check its status column. When the import has finished, the status will be shown as Completed. Performing a barcode configuration extraction The following section provides instructions for extracting only barcode configuration information. Barcode configuration information is extracted as part of a full extraction. If you have already performed a full extraction, you do not need to perform a barcode configuration extraction. Step 1: specify the type of data extraction After starting the Spectrum Data Extract program, you must specify an extraction type. To specify a barcode configuration extraction 1. If you have not already done so, start the Spectrum Data Extract program. For instructions, see Starting the Spectrum Data Extract program. 2. From the Select Data Extract Option screen, choose Extract barcode configuration data only. 3. Click Next. The Specify Source of Spectrum Data screen appears. Step 2: specify the location of your Spectrum data Use the Specify Source of Spectrum Data screen to specify the location of your prepared Spectrum data. In most cases, the prepared Spectrum data is located in the Spectrum Client or Spectrum Single folder from which you ran the ICSpectrum or ICSpectrumSU program. However, if you copied the prepared data files to another folder, specify that folder in step 2 below. (For a list of prepared data files, see About the prepared data) To specify the location of the prepared Spectrum data Page 10 of 18 Copyright 2010 Follett Software Company 10915A Rev A

11 1. From the Specify Source of Spectrum Data screen, click Browse. A file selection window opens. 2. Navigate to and select the folder containing the prepared Spectrum data. Then click Open to select this folder and close the file selection window. 3. Click Next. The Specify Output File and Extract the Data screen appears. Step 3: specify an output file and start the extraction Use the Specify Output File and Extract the Data screen to specify a name and location for the file that will contain the extracted data. You can then start the data extraction. To specify an output file 1. From the Specify Output File and Extract the Data screen click Browse. The Save window appears so that you can specify a location and folder for the output file. 2. Navigate to the desired folder, and then enter a name in the File Name box. 3. Click Save to close the window. To start the extraction 1. Click Start Extract. The program begins the data extraction. 2. When the extraction is complete, a message appears stating that processing is complete. Click OK to close the message window. Page 11 of 18 Copyright 2010 Follett Software Company 10915A Rev A

12 If the program encounters any difficulties extracting data, error messages are written to a log file. To view the log, click View Log File from the Specify Output File and Extract the Data screen. Closing the Spectrum Data Extract program Once the extraction is complete, you can close the Spectrum Data Extract program. To close the Spectrum Data Extract program From the Specify Output File and Extract the Data screen, click Close. Removing the Spectrum Data Extract program When you have finished transferring your Spectrum data to Destiny, you can use the Windows Add/Remove Programs feature to remove the Spectrum Data Extract program from your computer. Then manually delete its folder. (If you used the default installation, this is c:\program Files\SpectrumDataExtract.) What s next? Once the import is complete, you can configure the new Destiny site so that your library runs the way you want it to. Among other things, you will want to set up library policies, specify hours of operation, and so on. For help logging on to the new site and performing the various configuration and setup tasks, consult the following Destiny documents: Getting Started as a Destiny Administrator Getting Started with Destiny Library Manager Getting started with Sagebrush barcode filtering Appendix: Data mapping and processing Read this appendix to learn what data is transferred to Destiny, what Spectrum fields this data comes from, and whether the data is adjusted in any way during the transfer. What information is not transferred to Destiny? The following data is not transferred to Destiny: Loan period information. This information must be set up within Destiny. WebMARC records. Patron photos. What Spectrum information is transferred to Destiny? The following data is transferred to Destiny: Authority records. Authority records are transferred to Destiny without changes or additional processing. Bibliographic records. For details, see Bibliographic data (p. 13). Holdings records. For details, see Copy data (p. 13). Material messages. For details, see Copy notes (p. 14). Checkouts. For details, see Checkouts (p. 14). Current fines. For details, see Fines (p. 14). Current reserves. For details, see Reserves (p. 15). Advance bookings. For details, see Bookings (p. 16). Page 12 of 18 Copyright 2010 Follett Software Company 10915A Rev A

13 Lost materials. For details, see Lost copies (p. 17). Circulation statistics. For details, see Historical circulation statistics (p. 18). Material status information. Status values of Checked Out, Lost, and Available are all transferred to Destiny. Any other status values are converted to Available during the data transfer. Patron records. For details, see Patron data (p. 18). Patron messages. For details, see Patron notes (p. 18). Funds. Bibliographic data For the most part, bibliographic information from Spectrum MARC records is transferred to Destiny without additional processing. The one exception is diacritics. Diacritics that use the ANSI character set are converted to the ASCII/ANSEL character set. Copy data This table shows the source for each field in a Destiny copy record. Data Destiny Field Source field in Spectrum MARC record Price 852_9 852_9 Price Acquisition Date 852_xFSC@c 852_8 852_a (Converted to YYYMMDD format before transferring to Destiny) 852_a and 852_b Format: 852_a<data>Original_ b:<bdata> <data> is data from Spectrum s 852_ a field; <bdata> is data from Spectrum s 852_b field. 852_b 852_c Call Number 852_h 852_h Call Number Prefix 852_k 852_k Call Number Cutter 852_i 852_i Call Number Suffix 852_m 852_m Barcode 852_p 852_p Copy Number 852_t 852_t Copy number Fund 852_xFUND First occurrence of 852_x Circ Type 852_xFSC@a 961_t Volume 852_xFSC@jVolume@i 961_v Vendor 852_xFSC@f 961_u Note: Data is transferred from this field only if you indicate that the User-Defined 1 or User- Defined 2 field contains Vendor information (when prompted from the Spectrum Data Extract program). Diacritics in holdings fields that use the ANSI character set are converted to the ASCII/ANSEL character set. Spectrum s Material Type field is transferred to Destiny s Circ Type field. Page 13 of 18 Copyright 2010 Follett Software Company 10915A Rev A

14 Destiny Categories are not created. Copy notes Destiny copy notes are created from Spectrum s material messages as well as from 852_x, 852_z, and 961_u (material user-defined) fields. From Spectrum s material messages This table shows the source for each field in a Destiny copy note created from a Spectrum material message. Destiny Field Copy Barcode Note Text Urgent Source Spectrum material message s Material Number. Spectrum material message s Message Text. Set to True. From Spectrum s 852_x, 852_z, and 961_u fields Key points: When running the Spectrum Data Extract program, if you indicate that a User-Defined field (961_u) contains vendor information, that field is not used to create copy notes. The first occurrence of 852_x in a Spectrum material record is not used to create a copy note; this field is assumed to contain Fund information. Second and subsequent occurrences of 852_x are used to create copy notes. This table shows the data source for each field in a Destiny copy note created from Spectrum s 852_x, 852_z, and 961_u fields. Destiny Field Copy Barcode Note Text Urgent Source Spectrum s 852_p field. Spectrum s 852_x, 852_z, or 961_u field. Set to False. Checkouts Current checkouts from Spectrum are converted to equivalent Destiny transactions. This table shows the source for each field in a Destiny checkout transaction. Destiny Field Copy Barcode Patron Barcode Due Date Date Out Status Source Spectrum transaction s Material Number. Spectrum transaction s Patron Number. Spectrum transaction s Date Due. Spectrum transaction s Date Out and Time Out. Set to Checked Out. Fines Fines information from Spectrum is converted to Destiny fine transactions. This table shows the source for each field in a Destiny fine transaction. Destiny Field Date Entered Patron Barcode Copy Barcode Source Set to current date and time in mm/dd/yyyy hh:mm:ss format. Spectrum transaction s Patron Number. Spectrum transaction s Material Number. Page 14 of 18 Copyright 2010 Follett Software Company 10915A Rev A

15 Due Date Field is not created. Date Returned Field is not created. Fine Amount Spectrum transaction s Fine Amount. Amount Paid Set to: 0.00 Amount Waived Set to: 0.00 Fine Note Field is not created. Fine Type Description Set to: Spectrum fine brought forward. User Defined Field created but left empty. Reserves Reserve transactions from Spectrum are transferred to Destiny. This table shows the source for each field in a Destiny reserve transaction. Destiny Field Source Priority Set to 50 Date Entered Spectrum transaction s Date Reserved. Expiration Date Hold Status Hold Type Title Note: If the Date Reserved is not available, Date Entered is set to the current date. Set to Date Entered value (see above) + 1 year. Set to Pending. Set to Title. Spectrum transaction s Title. Material Type Patron Barcode Copy Barcode Note: The Spectrum source transaction actually stores Material Number rather than Title. The Title transferred to Destiny is the result of a lookup from the Spectrum title record. Set based on leader from Spectrum MARC record. Leader 06 = a AND leader 07 Leader 06 = a Leader 06 = c OR d Leader 06 = e OR f Leader 06 = g Leader 06 = i Leader 06 = j Leader 06 = k Leader 06 = m Leader 06 = o Leader 06 = p Leader 06 = r Leader 06 = t All other Leader 06 values Spectrum transaction s Patron Number. Spectrum transaction s Material Number. set to Serial set to Book set to Music set to Maps set to Film set to Sounds set to Recording set to Graphics set to Computer set to Kit set to Mixed set to Object set to Language set to Unknown Page 15 of 18 Copyright 2010 Follett Software Company 10915A Rev A

16 Bookings Advance bookings transactions from Spectrum are transferred to Destiny. This table shows the source for each field in a Destiny bookings transaction. Destiny Field Source Priority Set to 0 Date Entered Set to the current date. Hold Status Set to Reserved. Hold Type Set to Copy. Reserve Date From Spectrum transaction s Start Date. Reserve Date To Spectrum transaction s End Date. Spectrum transaction s Title. Title Material Type Note: The Spectrum source transaction actually stores Material Number rather than Title. The Title transferred to Destiny is the result of a lookup from the Spectrum title record. Set based on leader from Spectrum MARC record. Leader 06 = a AND leader 07 Leader 06 = a Leader 06 = c OR d Leader 06 = e OR f Leader 06 = g Leader 06 = i Leader 06 = j Leader 06 = k Leader 06 = m Leader 06 = o Leader 06 = p Leader 06 = r Leader 06 = t All other Leader 06 values set to Serial set to Book set to Music set to Maps set to Film set to Sounds set to Recording set to Graphics set to Computer set to Kit set to Mixed set to Object set to Language set to Unknown Page 16 of 18 Copyright 2010 Follett Software Company 10915A Rev A

17 Patron Barcode Copy Barcode Spectrum transaction s Patron Number. Spectrum transaction s Material Number. Lost copies Lost copy transactions from Spectrum are converted to equivalent Destiny transactions. This table shows the source for each field in a Destiny lost copy transaction. Destiny Field Copy Barcode Patron Barcode Date Made Lost Status Source Spectrum transaction s Material Number. Spectrum transaction s Patron Number. Spectrum transaction s Date Lost. Set to Lost. Page 17 of 18 Copyright 2010 Follett Software Company 10915A Rev A

18 Historical circulation statistics Statistical circulation information from Spectrum is transferred to Destiny. This table shows the source for each field in a Destiny statistical circulation record. Destiny Field Transaction Type Transaction Modifier Copy Barcode Circ Type Patron Type Patron Barcode Call Number Created Source Set to Checked Out. Set to N/A. Spectrum transaction s Material Number. Set to Undefined. Set to Undefined. Spectrum transaction s Patron Number. Left blank. Spectrum transaction s Date. Patron data Destiny patron records are created from Spectrum patron records according to the field matching specified when running the Spectrum Data Extract program. For more information, see "Step 5: match patron fields". Patron notes Destiny patron notes are created from Spectrum s patron messages. This table shows the source for each field in a Destiny patron note. Destiny Field Patron Barcode Patron Note Urgent Source Spectrum transaction s Patron Number. Concatenated from Spectrum transaction s From, Subject, and Message. Set to False. Page 18 of 18 Copyright 2010 Follett Software Company 10915A Rev A