Student Information Systems (SIS) Specific Patron Extract Resources
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Student Information Systems (SIS) Specific Patron Extract Resources

Listed Below, for each known Student Information System in wide use among CARLI institutions, there are 2 basic resources:

  1. A Data Map maps patron sync file XML elements to corresponding SIS tables/columns.  The information contained may not totally match with your SIS if it is a different version.
  2. An Example Script/Program which has been used to extract data for the XML file from the particular SIS database/datastore.

Each of these documents are being offered in an "as-is" fashion and will likely need to be customized for use with each particular institution.  These resources will be updated and kept current on this page. 

Before you utilize these resources, it will be useful to review:

I-Share Mandatory Fields for User Record

Ex Libris USER Record Data Dictionary.

They can be used to develop a plan for your institution's selected set of XML elements. 

For an overview of the entire SIS process in Alma, please see:

Getting Started with SIS Synchronization in Alma

If you don't see your SIS listed here, please contact CARLI to discuss options for your integration. You can help by getting involved and contributing to the creation or improvement of these resources.  CARLI is here to help you, so please reach out to us for assistance.

Ellucian Banner

Ellucian Colleague (with SQL Server)

Data Map

Sample Extraction Script

Colleague Pre-Configured Forms Package

Colleague Forms Package README

Ellucian Colleague (with Only Unidata back end)

Colleague Pre-Configured Forms Package

Colleague Forms Package README

Jenzabar CX

Data Map

Sample Extraction Script

Peoplesoft

Data Map

Sample Extraction Script

BLACKBAUD

Please immediately to discuss options for your integration.

GRADPRO

Please immediately to discuss options for your integration.

 

Alternative MethodS: Creating XML file from Excel Spreadsheet

As an alternative to connecting to your SIS to get data, you can compile an Excel file of patron data and translate it to XML using these instructions as a guide:

(Note that you may need the full version of MS Excel and not Excel Online - Excel Online does not have a developer tab)

Instructions for how to use an XSD file to create an Excel Data Map and Export XML

IShare Excel File With XML Map Example

IShare Mandatory Fields XSD File

 

There is also a PowerShell Script (created by Ex Libris) that translates an Excel file into an XML file with a completely different Method:

Ex Libris Excel to XML Converter (PowerShell)

 

XML/XSD Troubleshooting

This Online XML editor can help you identify mis-matched tags and other formatting errors.  The Online XML to XSD converter can create an XSD from a known good XML example file.  You can then import that XSD into Excel as an XML Map.

Online XML Editor

Online XML to XSD Converter

 

Automating an Extract Script Process in a Windows Environment

(Examples and Tips)

Zipping a File in PowerShell

Re-Encoding XML File to UTF-8

SFTP'ing a File in PowerShell and Scheduling a PowerShell Script

Running SQL Server Script in PowerShell

 

FAQ'S and COMMON Gotcha's

- The inclusion of an Ampersand (&) can cause the whole XML file to be unparsable.  If you can, search and replace occurrences with "and" or preference.

- Make sure you SFTP files using "binary" setting.  An "ascii" or "text" setting will cause the .zip archive to have problems intermittently.

- When referencing the Ex Libris Alma REST User (data dictionary) documentation, use "Codes" in your XML values, not "Descriptions"

- Alma's XML spec is case sensitive.  Mirror the case of Code values and XML element tags.

 

Additional Resources

Ex Libris Knowledge Center, Alma Documentation: External Systems. Includes instructions for creating any integration profile and configuring secure FTP connection profiles.

Ex Libris Developers Network: User Management.

Ex Libris Developers Network: SIS Overview.

Other SIS-related Documentation

Getting Started with SIS Synchronization in Alma

How to Create an S/FTP Definition in Alma

SIS Synchronization Troubleshooting

CARLI's SIS Validator Tool

I-Share Mandatory Fields for User Records in Alma

Importance of Preferred Addresses