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The most important action that a library can take to ensure
a smooth migration should occur within days or weeks of the decision to procure
a new automation system. It is essential that any request for proposals
(RFP) or similar document include detailed specifications for a collection
agency module. Unique Management can provide these specifications in
electronic format so that they may be incorporated into the RFP or other
document detailing the library’s requirements for a new system. Vendors must
understand the library’s expectations at the outset.
Most of the major vendors offer a module. Some of the
modules meet all of our specifications, allowing us to offer the library our
best price and our budget neutrality guarantee. Some modules do not meet
all of our specifications, however, resulting in more effort for library and
Unique staff. Libraries that use these modules are not eligible for our budget
neutrality guarantee and will incur higher costs for our service.
In addition to specs detailing the inclusion and quality of
the collection agency module, the RFP or other document should include
requirements for data conversion, as it may impact accounts that have been
listed with Unique prior to the migration. If previously submitted accounts are
not migrated successfully, there is a significant cost to the library, as
Unique will have to close accounts that are in process and accounts that have
been credit reported. It is incumbent on the library to make it clear to the
vendor that the software must be able to continue to generate updates for
previously submitted accounts, and that the updates must accurately report
activity on the account, including a breakdown of the value of material
returned, amount paid and/or waived and any new charges. To ensure that
previously submitted accounts remain in collection, the following must occur:
- The
account data for all previously submitted accounts must be migrated to the
new system.
- The
data must include all detailed information about the account, including
patron information; the date, amount and description of each individual
charge or block; and the titles of any outstanding items.
- The
new system must tag each account so that the collection agency module will
recognize it as a previously submitted account and provide updates as
future account activity occurs. The previously submitted accounts must not
be selected as new accounts the first time the module is run.
If there is any possibility that any of the above conditions
might not be satisfied, the library is encouraged to contact Unique immediately
so that the financial loss that the library would incur may be
calculated and taken into account in the decision-making process.
If patron account numbers will change as a result of the migration,
Unique must be notified in advance, and the new vendor must provide Unique with
a conversion file containing the old and new account numbers and the patron
name. This may be tied in to the synchronization process described below.
Unique strongly recommends at least one test data
conversion. This is something that should be specified in the RFP or other
document. Confirming the successful conversion of collection accounts is an
important piece of the test, but there are many other advantages for the
library. Most vendors will welcome the opportunity to test the conversion, but
it is important that the library specify its desire for a comprehensive test,
including the collection accounts.
Prior to the final data conversion or data load, Unique
recommends that the library synchronize its data with Unique’s. This should
happen a week or two before the final conversion, although it should be planned
and scheduled at least a month or more in advance. Staff at Unique will be
happy to work with library technical staff to arrange a sync. All that is
needed is a file containing the name, account number and balance for each
previously submitted account that still has a balance. Comparing this data
against Unique’s database highlights any discrepancies, which may then be
resolved before the migration. This way, there is a baseline for analyzing any
problems that may be discovered after the migration. In many cases, it will be
advisable to do another sync immediately after the conversion.
With proper planning and coordination, any data migration
can be a success. Unique welcomes the opportunity to help clients realize this
success.
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