Fall and Spring Semester Transitions

1. Fall and Spring Semester Transitions Presented by: Cameron Williams, CBORD

2. Personal Introduction Who I am and what I do at CBORD • Technical Support Generalist • Odyssey PCS/GET team since September 2017 • Routine support cases • Simple questions about application usage/functionality • To complex system issues • Odyssey client projects • Configuration changes • Application/server upgrades • Semester transitions • Support documentation (internal and external)

3. What is a Semester Transition? Why is it important? • Ensures that patrons… • Are on the plans you need them to be on • With the balances they need to have • To prepare the system for the next semester • And maintain an organized system

4. Disclaimers • Process described is for a standard, typical, semester transition, using Adminweb in Odyssey PCS 18.2 • The process for PCS UI is the same, except for the way you run the import task • It won’t address things that can go wrong or processes unique to your institution • We’ll have 15 minutes at the end for Q&A, so please save institution-specific questions for the end • If you have further questions, comments, or concerns after the presentation, please open a case with CBORD Support.

5. How to be Ready for Your Semester Transition • Come to this presentation • Read the semester transition knowledge base articles • Clarify your needs and goals • Do the transition a few days to a week before semester start • You can do the transition by yourself, but we recommend calling CBORD to walk you through it if you aren’t completely comfortable with the process • If you would like CBORD to help with it, make an appointment with CBORD Support, ideally a month in advance • This appointment will typically take about an hour, depending on your familiarity with the process and your institution’s needs

6. The Semester Transition Process

7. Determine the Desired Outcome Pre-transition planning • What are the active plans that need to be transitioned? • That is, for what plans do patrons’ balances or plans potentially need to change from one semester to the next? • For each tender, what needs to happen to the remaining balances on each tender? • Does the same thing need to happen for all plans? • Are there any unique circumstances that need to be accounted for?

8. Backup Reports • Before making any changes, run these: 1. Patron Balance Report • Should include all tenders • Recommend filtering on Balance is greater than 0 2. Plan Membership Report • Include all active plans Both reports should be run in Excel format

9. Set Up Holding Plans Both plans should use the following parameters: • Includes all active tenders • All tenders have zero initial balance • Reset period set to Manual for all tenders • Tenders use Plan Dates • Plan Dates set to end on a past date • Disable Allow Proration when changing to the plan • (Will discuss more about proration later) • Temp and archive holding plans • Allows for proper proration and balance maintenance • No transactions allowed • Include all active tenders • Before each semester transition, move all patrons in temp holding to long-term holding plan

10. Move to Holding • Make sure all plan/proration changes have been saved and TP Parameters have been reloaded • Patrons  Advanced Search • Filter on Plan, selecting desired plans to move • Apply Batch Function  Change Plan • Select the Holding Plan and click OK • Once the Success message is received, the patrons will be on the holding plan

11. Reset Balances in Holding Plan • Patrons  Advanced Search • Filter on Plan, selecting temp holding plan • Apply Batch Function  Reset balance • Select the desired tenders and click OK • Once the Success message is received, the balances will be reset

12. Reset Balances in Holding Plan

13. Proration: A Review • Proration is a setting that controls what the balance for a given tender on a given plan is set to when a patron changes plan • Proration is only applied (or “on”) if the proration setting is enabled for both the tender and for the plan • If it’s not on, the balance doesn’t change at all • If it’s on, the balance is changed to the following:

14. Proration: Determining the Correct Settings • Proration needs to be set correctly to make sure balances are updated correctly when patrons are moved to their new semester plans • For any tenders that have a non-zero initial balance on the new semester plans, turn proration on • For any tenders that have a zero initial balance on the new semester plans, turn proration off • Reload TP parameters

15. Proration: Configuring the Tender Setting

16. Proration: Configuring the Tender Setting

17. Proration: Configuring the Plan Setting

18. Proration: Configuring the Plan Setting

19. Reloading TP Parameters

20. Reloading TP Parameters

21. Semester Plan Import Import file • Import file needs to be in correct format for Odyssey • Guide available – link in references • File should contain at least the following for each Patron: • ID number • Card number • First and last name • Plan number • Any other patron information tracked in Odyssey • For example: Email address, patron type. photo

22. Semester Plan Import

23. Semester Plan Import Import task: New one-time task A one-time task is used for the import itself: • Scheduler  Schedule a New Task • Task Type: • Enter task name • Choose Batch Import for Task Type • Ensure the Task Enabled box is checked

24. Semester Plan Import

25. Semester Plan Import • Choose File Source: • From Odyssey Server: Upload from a location on the Odyssey server • From SFTP Site: Upload from a location on an SFTP server (requires SFTP be set up) • Upload directly: Upload from a location on your computer • Import Type: Type of file formatting used in import file • For delimited files, an option to include configuration settings in the task is available • Note: Changing type to • Uncheck Keep Current Plan For Existing Patrons • Other settings are typically left at defaults, but can be changed if needed: • Keep Current Card Number for Existing Patrons should be checked

26. Semester Plan Import

27. Semester Plan Import Import Task: Select Frequency and Summary • Frequency should be set to Run Once • Date and time can be left alone as they should be set to current date and time • Once on the Summary page, the Finish button can be clicked and the task will run • Use the Task History to ensure import runs and verify records were imported

28. Import Task History

29. Spot-Check Patrons • Select a few patrons at random from your import or balance files • Check their plans and balances • If errors in either plans or balances occur, CBORD Support should be notified ASAP for a quick resolution • If no errors, the students are ready to go for the new semester

30. Thank You Questions and Answers

31. Further References • Semester transition prerequisites • KBA-19995-B3W9Q3 • Semester transition case scheduling procedure • KBA-19310-R8V4B5 • Semester transition walkthrough • KBA-19906-H0W3V7 • Semester transition (legacy UI) • KBA-19651-K5B6B9 • Odyssey import format guide

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