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Library systems
Home | Library systems | Importing patron details
Last updated 08-Feb-2008
Importing patron details from SIS Administration Manager
These guidelines have been developed in consultation with library system vendors and schools. Further feedback will be welcomed so that the guidelines can be refined.
Exporting the patron data from SIS
You will need to read and follow the guidelines on the SIS fact sheet Library Export Report.
Importing the patron data into the library system
For each of the following systems, the following instructions may help. If unsure on how to proceed, check with the library software company for tips and any updated ideas on importing patron data from SIS.
Library systems
Enquiries to be directed to Jo Kelly on 0417 954 925 – instruction sheet will be emailed on request. Ensure SIS ID number has been entered in the Student Code field in Alice before importing.
- Go to the menu item Borrower > Application > Borrower Import.
- Open the file containing the patron details, e.g. from the A drive.
- The data will display so that it can be checked
- Before the Import is allowed, the SetUp codes need to be determined.
- Note that the library codes do not have to be the same as the office has provided e.g. 07 could be the office code for Year 7 and the library may use Y07. This can be set and then saved to the Configuration file for the next download.
- The current borrowers can be saved to a Backup facility prior to the Import (usually restore.csv).
- New, Updated and Duplicated borrowers can be saved to files so that the records can be checked and accessed after the Import. This is very useful for accessing the new borrowers to add barcodes to their records.
- If you require more information, please consult the Help Manual (Ctrl H) from the Borrower Application and look for the Borrower Import hyperlink from the Application Menu."
Enquiries to be directed to Linda Bisland on (08) 9309 2248. Check with Vendor as to the suitability of ID numbers and barcodes before importing.
At this stage there are no apparent complications.
Ring Functional Solutions for advice on which fields to modify. Need to format data in Excel prior to importing to FILMS.
It is advisable to import student data by surname initially. Then import by external ID.
Patrons with multiple surnames i.e. guardian's name, preferred surname etc. may need some manipulation after importation.
- Define all Class/Form groups with a 5 alpha numeric code in SIS.
- Produce a printout of all the Class/Form and Year Level codes and descriptions used so that it can be created/predefined in Informatif. Check all patrons have a year level or class assigned. If codes not defined in Informatif are used in SIS, patrons will be imported without any Year level or Class/Form assign to them.
- During the import of SIS patron data the first time, schools can choose to import using Surname and Given Name matching method. The Shortname or ID are different from the previous admin. system. This import method will update all the existing patron records in Informatif with the new Shortname or ID from SIS.
- For schools NOT importing from SIS for the first time, they can choose to import using Shortname or ID matching method. In this case, if the Shortname or ID is matched, Informatif will update the patron Given Name and Surname provided by SIS.
If above guidelines are followed, importing patron data involves only 6 steps guided by a wizard and should take no more than 5 minutes.
Steps:
- Locate and open the patron data file, e.g. from the A drive.
- Select SIS import format.
- Map source fields to destination (In this case, they are all predefined for SIS import.)
- Load sample of 10 records to show user for approval.
- Load all data to prepare for import.
- Click Finish to start the import.
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