Standardized User Groups

These are the steps you can take to update user groups to the standardized user groups.  This is a necessary part of the SIS load, so that user groups from the SIS load match up with the user groups in your Alma instance.  The following is the complete list of standardized user group codes that are used in the standard PeopleSoft loading script.  

Administrator
Faculty
Retiree
Staff
TA/GA
VisitingScholar
ExtendedEducation
GraduateStudent
SpecialPrograms
Undergraduate

For initial testing in December, you will only need to perform the following two steps:

1. Add the standard set of user groups to the Fulfillment Configuration | Configuration Menu | Patron groups table.  This will be completed automatically for you by the CO. 
2. Perform a small test load to test the process.  All users included in this load will have the new standardized user groups assigned. 

Prior to the March 31st configuration deadline, you will need to update your configuration settings to reflect the new user groups.  Note that if you want to test fulfillment with the users that were included in you test(s) SIS load, you should complete the following steps prior to fulfillment testing that is based on these new user groups. 

1. Decide how you are going to map your current user groups to the standard set of user groups.  For instance, you may have the following user groups set up for faculty right now: 

   
   

   User group code	User group description
   10	Faculty - Annual Appointment
   11	Non-Tenure Track Faculty

   
   

   Both of these user groups will now belong to the new standardized user group:

   
   

   User group code	User group description
   faculty	Faculty

2. Based on this mapping, add the standard user groups in the following configuration tables under Fulfillment configuration | Configuration Menu to reflect the new user groups:
   
   
   • UserRecordTypeUserGroup
   • Patron limits
   • Loan Limits
     
     
   The following tables are likely not yet configured.  However, if any of the following configuration tables is currently configured based on user groups, these tables should be updated to reflect the new user groups as well:
   
   
   • Automatic Role Assignment rules
   • User Registration Rules
   • Fines/Fees Notification Profiles
   • Overdue and Lost Loan Profile
   • Loan Anonymization Rules
     
     
3. Once the above code tables are updated, you will update your Fulfillment Unit rules to associate TOU with the new user groups.  For testing, you can add the new user groups to your Fulfillment Unit rules.  You may want to wait to delete your former user groups from your Fulfillment Unit rules until all of the users you are testing with have been updated to the new standardized user group codes.  
4. After all the configuration tables are updated, the actual user records need to be updated to reflect their new user groups in order to test fulfillment with the new user groups.  This can be done automatically by including the users you are testing with in a test SIS load.  This also can be done by manually updating your test users to the new user groups.  Alternatively, you can do a full SIS load, and all of your users will now reflect the new user groups. 
5. Delete the old user groups from the all of the tables listed above (including your Fulfillment unit rules) to avoid any confusion with the former user group values. 
   
   

For the final load:

1. Change your Migration form User Group tab to use the standardized set of user groups in the Alma UserGroup code column based on the mapping that you established in step