Migration Project Phases

Below is a summary of the different phases of a library addition project.


For a detailed breakdown of the Grayslake and Palatine project schedule, click here.


During the profiling phase, the incoming library establishes their settings and policies within the Polaris ILS, including:​

  • Loan Periods values

  • Fine Codes values

  • Shelf locations​

  • Staff usernames

  • Patron loan limits and material type limits

  • ...and more


The data provided during profiling is used to build the library's branch(es) within the CCS database. 

1st Data Extract

The library's database is extracted from the legacy system and processed by Innovative. The information contained in the data extract is analyzed and used to create the documents used in the mapping phase. Data pulled from the legacy ILS includes:

  • Bibliographic records

  • Patron records

  • Item records

  • Holds

  • Fines & Fees

  • Notes

  • ...and more


CCS and the library work to map data points from the legacy ILS to the corresponding fields in Polaris. This includes:

  • Mapping legacy patron codes to Polaris patron codes and stat classes

  • Mapping legacy item types and holdings codes to Polaris material types, loan period codes, fine codes, shelf locations, collections and item stat codes

  • Establishing holdable settings for all items

  • Identifying data points that should not be migrated to the CCS database


During this time, staff also identify mapping exceptions--data that must be mapped specially or that will need post-migration cleanup. Some data may also need to be cleaned up in the legacy system in order to migrate correctly from one system to another.

Test Data Load

The library's data from the earlier data extract is loaded into the CCS training database using the criteria established during mapping. There are many steps to the data load process, including:

  • Pre-processing of data 

  • Loading data into the training database

  • Initial database index

  • Deduplication of bibliographic records

  • Reindex of the database 

  • QA

During the data load process, CCS and Innovative also determine how to load data types that were not accounted for in the mapping phases. Timings from the test data load will be used to finalize the go live schedule.


Once the test database is available, library staff are trained on Polaris and CCS polices/procedures by:

  • Attending training sessions led by CCS

  • Attending additional in-house training opportunities led by staff at their library


During this time, the library also reviews local procedures and begins updating internal documentation and manuals for Polaris/CCS. 

Data Testing

During data testing, library staff and CCS review the data in the training database to determine:

  • Did records come over correctly?​ Is any data missing? Was data placed in an incorrect field?

  • Is the ILS software working as expected?​

  • Are the policies established in profiling correct?


Issues are reported to CCS, and CCS works with Innovative to resolve.


In the months leading up to go live, library staff ensure that products and services that integrate with the ILS are working as expected:​

  • The library reaches out to third party vendors such as database providers to discuss the ILS migration. The library works with vendors to schedule the go-live SIP change-over.

  • Library staff tests 3rd party products such as printers, self-checks, scanners, etc.  to ensure they integrate correctly with the new ILS.

  • The library works with CCS to design the branch's PowerPAC interface for patrons

Go Live

Innovative completes a final data pull from the library's legacy ILS. At that time:

  • The library stops working in the legacy system and moves into Polaris offline

  • Innovative processes the library's data extract in preparation for the data load

  • All CCS libraries move offline

  • Innovative loads the new library's data into the CCS production database, and completes indexing, deduplication, reindexing, and QA

  • Libraries come back online once QA is complete

For a detailed breakdown of the Grayslake and Palatine project schedule, click here.