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ILS Profile Evaluation

The ILS profile database evaluation period will be used to review the GLADIS sample data. This evaluation will include:

  • GLADIS Export
  • Millennium Load Tables
  • Fixed Field Data Mapping
  • Variable Length Field Data Mapping
  • Field Group Tagging
  • Indexing
  • Analyzed Record Linking, etc.
  • Location Codes
  • Data Integrity

The database evaluation period is very important in identifying, evaluating, and solving any problems which have arisen in migrating and profiling our data before we load our entire GLADIS catalog to the live ILS catalog. This initial phase of profile evaluation includes the review of bibliographic, authority, and item (V/C) data. There will be additional review phases for other specialized records types.

The initial database evaluation period is set to run through December, 2008.

Profile Evaluation Participation Requirements

All UC Berkeley Library employees are invited to take part in profile evaluation--the more who do, the better! All interested participants will be required to attend the OPAC Searching and Profile Evaluation training sessions before they can take part in profile evaluation:

  • OPAC Searching Basics (1 hour) - Includes information on how to search and navigate the WebPac Pro interface.

  • Profile Evaluation Basics (1 1/2 hours) - Includes information on how to use the Millennium interface, as well as information which is needed in order to do a more thorough analysis of the data, including: examples of what to look for; how to compare records; illustration of which types of problems can be ignored and which need to be reported; explanation of how to report problems to the Profile Evaluation Working Group.

Several training sessions have been scheduled and will meet in 105 Doe:

  • Wednesday, 10/8, from 1-4 (FULL)
  • Wednesday, 10/15, from 9-12 (FULL)
  • Monday, 10/27, from 9-12 (FULL)
  • Tuesday, 10/28, from 1-4 (FULL)
  • Friday, 10/31, from 11-12:30 (FULL)
  • Monday, 11/3, from 9-12 (FULL)
  • Monday, 11/3, from 1-4 (FULL)

These training sessions will show how to connect to the WebPac Pro and Millennium interfaces from your desktop. It will be mandatory that anyone who wishes to participate in the profile evaluation process attend both the OPAC Searching and Profile Evaluation Basics training sessions.

Please contact Dana Jemison, Coordinator of the Profile Evaluation Working Group (contact information, below) to schedule a profile evaluation training session. Seats are limited to 15 participants per session.

Connecting to Millennium

There are two Millennium interfaces: WebPac Pro and the Millennium Client.

WebPac Pro is the Millennium Web OPAC interface, and the one which will be used most often, or exclusively, by some staff. It is recommended that public services staff use this interface to do profile evaluation.

In most cases, you don't need to do anything special for non-Latin characters in a WebPac record to display correctly in your Web browser. However, if your computer does not have a Unicode font installed, or has one that is not comprehensive enough, records containing some characters will be displayed with square boxes or question marks in place of the correct characters. The solution to this problem is to install a Unicode font that supports those characters. WebPac.s preferred Unicode font is Arial Unicode MS, also called the Universal Font for Unicode.

The Millennium Client is a software which provides an interface, and access, to the Millennium database. The client will be used by library staff whose work requires them to do acquistions, serials checkin, cataloging, circulation, or other "behind-the-scenes" functions. It is recommended that technical services, circulation, or other technical processing staff use this interface to do profile evaluation.

If you submitted your ip address to Jim Gordon you are on the list to have the client installed by LCIS and to have your pc upgraded by 10/13 (others will have it installed in 2009). If you want to start looking at the client sooner, you may install it yourself using the Millennium Client installation instructions. Login and Password information will be provided as part of training.

If you have problems with the install, or need login/password, please contact Dana Jemison, Coordinator of the Profile Evaluation Working Group (contact information, below).

Some Guidelines for Evaluation

To get you started with profile evaluation, use the following guidelines:

  1. Verify that all fixed and variable-length field data in the bibliographic, authority, and item (V/C) records have mapped correctly to the profile database. Example: Have local note fields in bibliographic or item (V/C) records mapped correctly to the profile database? Have control numbers from GLADIS mapped to the correct fields?
  2. Check that location codes, item types, status codes, messages, call numbers, etc. have mapped from GLADIS to the correct fixed-length or variable-length fields in the profile database's bibliographic and item records. Example: Check the ITEM FIELD in item records to determine if all subfields are included in the data, such as ITYPE. Determine if the data has mapped to the ITYPE field in the item record.
  3. Verify that all branch (location) codes for your branch are present in the profile database location table and have been correctly assigned.
  4. Verify that variable length fields in the bibliographic, authority, and item records have been assigned the correct field group tag.
  5. Verify that expected fields and data are indexed in the correct index and have indexed correctly. Pay special attention to the beginning and end of numeric indexes. Are there any additional fields that should be added to an index? Are there additional indexes that should be created?
  6. Check foreign language records to be sure that diacritics and vernacular scripts migrated and display successfully in the profile database.
  7. Check to be sure that complex sets of linking records, for example, MVM analytics, or embedded analytics, loaded correctly. Pay special attention to item data and call numbers.
  8. Check call numbers. Areas that merit special attention include:
  • Items whose call numbers are are indexed and which are shelved according to to a numeric scheme other than LC.
  • LC call numbers which have been entered in $b only (non-standard use).
  • Complex call numbers: Example: BANC CPF 049-084 Guide, Motion Picture 757 D, MUSI CA420, or BANC FILM 148.

Additional III Profile Evaluation Training Documentation can be found here here, as well as at the III website (CSI Direct):

Please email Dana Jemison (contact information, below) if you need the login/password for the III CSI Direct website.

Please keep in mind, that III documentation is written for the Generic Library Customer; it is meant to be a starting point; it does not cover all aspects of profile evaluation specific to U.C. Berkeley. Our U.C Berkeley Profile evaluation training sessions and guidelines have been developed to suppliment, customize, and build upon III documentation and training.

Identifying Records for Evaluation

You may search the test ILS catalog at random, or you may select specific groups of records by data type. To aid in selecting these record subgroups, please use the following interface to find GLADIS record numbers, which have been organized by data type(s) (NOTE: Not all subcatagories of GLADIS records were included in the sample file; only those that were identified as being potentially problematic were included):

Sample GLADIS Record Number Database

Reporting Errors

It will be very important that reviewers report any data abnormalities or any other problems to the Profile Evaluation Working Group (PEWG). PEWG will work to find the cause of the problem, evaluate them, and then report their findings back to the ILS Migration Team along with recommendations on how they should be addressed. PEWG will maintain a database of reported problems and their status, as well as a web page documenting known and resolved problems, to keep the number of duplicate problem reports to a minimum.

Please use the Online ILS Catalog Evaluation Problem Report Form to notify PEWG of any problems encountered in the profile database. Problems may concern display, indexing, mapping, or any other error which stems from the migration and loading of GLADIS data to the profile database.

You may also find a link to this form in the WebPac Pro interface (OPAC interface, "staff" mode), at the bottom of the right hand toolbar.

Known Problems/Problem Status

PEWG will be maintaining a page to document known problems and their status. Check the Known Problems - Problem Status Spreadsheet first before reporting a problem, to see if it has already been reported, or to check the status of problems you've already reported. [Updated 12/15/08]

Other Profile Evaluation Documentation and Tools

MELVYL Export IGSL Sample File OCLC Numbers Ask Dana Jemison for full MARC file.
MELVYL Export ITSL Sample File OCLC Numbers Ask Dana Jemison for full MARC file.
MELVYL Export WRCA Sample File OCLC Numbers Ask Dana Jemison for full MARC file.
Item Record Sample File (Contact Dana Jemison for a copy of this file.)


If you have any questions concerning profile evaluation: training, documentation, identifying GLADIS sample records, or reporting errors, please contact Dana Jemison, Coordinator of PEWG:

Dana Jemison
Profile Evaluation Working Group Coordinator
250 Moffitt, Cubicle 30
tel: 510.643.0719
email: djemison[at]library[dot]berkeley[dot]edu
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