April 2015 - SWANcom - swanlibraries.net

Enterprise Back Online for All Libraries
by Aaron Skog 30 Apr '15

30 Apr '15

SWAN Library Staff: The Enterprise catalog for all library profiles is now functioning for detailed search displays. The holds for patrons is enabled. SWAN has support staff scheduled until 10pm tonight, so please call 630-734-5153 or got to support.swanlibraries.net to review how to open a support ticket. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

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Circulation statistics for April
by Kate Boyle 30 Apr '15

30 Apr '15

+++ Please Route to Appropriate Personnel +++ We are going to have two sets of Circulation Statistical reports for you this month. April 1st- April 10th-- will be Millennium statistics and available as they have been in the past. The web reports are available on the SWAN website under the Statistics tab. The other statistics can be found on the report server as usual (http://10.120.131.130/iii/webrpt/secure/Review.html ). These reports will be ready tomorrow morning. April 11th - April 30th --- will be available on the SWAN website under the Statistic tab. We will be running the statistics tomorrow and have them up on the website Monday afternoon. We have the typical Circulation reports: checkins, checkouts, renewals, ILL (Direct Loans), and RB statistics, and new user registration. Please note: We will not be supplying hold statistics this month as we feel they would be inflated due to the holds problem earlier in the month. We will have this report for you next month. If you should have any questions regarding the statistics, please call Member Services at 630-734-5153 or send an email to help(a)swanlibraries.net<mailto:help@swanlibraries.net> to open a ticket. Thank you for your patience during our migration. Kate Boyle SWAN Member Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5162 Fax: 630.734.5056 kate.boyle(a)railslibraries.info<mailto:kate.boyle@railslibraries.info> http://support.swanlibraries.net

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SWAN Phone Outage
by Steven Schlewitt 30 Apr '15

30 Apr '15

SWAN Member Library Staff: We are currently experiencing issues with inbound calls and calls dropping at our Burr Ridge office. Our provider is aware of the issue and working to resolve it. We'll send an update as soon as more information is available. In the meantime, please submit any inquiries to our ticket system by emailing help(a)swanlibraries.net<mailto:help@swanlibraries.net>. Thank you, Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net

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SWAN-wide Enterprise Catalog Problems Thurs 4/30, Holds Disabled Temporarily
by Aaron Skog 30 Apr '15

30 Apr '15

SWAN Library Staff: The Enterprise catalog last night around 7pm began to display incorrectly the owning libraries as UKNOWN and the status of the items UNKNOWN. This was the problem we encountered on Sunday. SWAN staff took corrective action last night. I have been in contact with SirsiDynix support this morning. We are still working on the problem. *Important note: We have temporarily disabled holds within Enterprise.* With searches not returning the correct library or the correct status, the holds process in Enterprise is not working correctly. Symphony holds placed by library staff will be fine. There is no need to open any support tickets about the Enterprise problems until we notify you later. Again, on behalf of SWAN I apologize for the inconveniences all of you have experienced over the past two weeks. We will continue to work and round the clock to ensure a stable system for you all. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

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Migration Update: New Re-Index Plan for Symphony
by Aaron Skog 29 Apr '15

29 Apr '15

To All SWAN Library Staff: We have some updates for you all this evening. The good news is that the SWAN staff with help from SirsiDynix engineers have come up with a plan to re-index the Symphony item database of 8.2 million records tonight which should be completed for all libraries by tomorrow morning, Wednesday 4/29. This does require a Symphony server halt for around 15 minutes tonight, planned for 10pm. Enterprise will running the entire time. This completely new re-index should resolve the following Symphony WorkFlows problems: * Records that staff added this past week may not be fully searchable, and when doing a browse search, you may see the message "Heading keys need to be indexed first." * Tech services staff cannot search the database for duplicates before adding items. They have been either sitting on items and potentially increasing their backlog from the migration, or adding items blind and potentially creating duplicate records that will require more cleanup. * Tech services staff cannot find records that need updating * Public services staff cannot find material on the shelves or place holds * Selectors cannot search for materials they are evaluating Read on for the details. On Monday, SWAN staff concluded that the indexing plan outlined originally by SirsiDynix was not working fast enough. We were processing around 20,000 records per night. With new records being added into the system, and with the backlog of 200,000 records due to mass data changes, we huddled up with SirsiDynix to come up with a new plan. So my apologies for not having a good answer for you on Monday or most of the day Tuesday. We simply didn't have a new plan in place yet. SirsiDynix staff are going to work the entire night to fix this problem you have been struggling with for the last week. The work tonight will also benefit SWAN in the future, as it involves some redesign of our database to ensure full re-indexing of Symphony will run much faster. We will have SWAN staff in early around 7am Wednesday to verify the new indexes are working correctly. Another SWANcom will be sent out in the morning. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

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April 2015 Monthly Batch Deletions
by Karen Bar 29 Apr '15

29 Apr '15

Hi everyone, This is a reminder to run any necessary deletions statistics reports prior to the close of business on April 30th. At this point batch deletions are still set to run on May 1st as scheduled. I will send another SWAN.com if there are any changes to this schedule. I have attached a document regarding batch deletions procedure. It is also posted on the SWAN Support Site under Migration-Cataloging Training. Please contact me if you have any questions. Karen Bar SWAN Bibliographic Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5138 Fax: 630.734.5056 karen.bar(a)railslibraries.info<mailto:karen.bar@railslibraries.info> http://support.swanlibraries.net

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*Resolved* WorkFlows Slowness and Enterprise Authentication Issues
by Steven Schlewitt 29 Apr '15

29 Apr '15

SWAN Member Library Staff: In the last hour, we experienced some unexpected slowness on the Symphony server that we suspect may be related to troubleshooting of our recent record and index issues. This slowness also caused authentication issues with the Enterprise OPAC, which was denying patron logins. These issues have since been resolved and we're currently monitoring the situation with the help of SirsiDynix support. If your staff are still experiencing symptoms relating to this issue, please let us know at help(a)swanlibraries.net<mailto:help@swanlibraries.net> or call SWAN support at 630.734.5153. Thank you, Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net

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Circulation reports being run today
by Kate Boyle 27 Apr '15

27 Apr '15

+++ Please route to appropriate personnel +++ Everyone - This morning we are running three Circulation Reports for the first time: Expire Holds Report - This expires holds that were not filled before their expiration date and sets the hold status to inactive. Your patrons will receive email notification that these holds have been cancelled. Expire Available Holds Report - This expires holds that have been on the hold shelf for at least seven days and not picked up. This report changes the status of the hold to inactive. Your patrons will receive an email notification that these holds have been cancelled. Clean Holds Shelf Report - The report for your specific library will be automatically sent to your library generic email. The report should be sorted by user name. This report identifies those items that need to be pulled from the hold shelf and processed. Those items that need to be put "in transit" are updated to "in transit" automatically, you can check in the item if you want to generate an "in transit" slip. Those items that cannot fill another hold and are at their home library, are updated to the item's home location and can be re-shelved. Those items that can fill another hold at the same library, are updated to "holds". The next available hold at that library is updated to "available". Check the item in to generate a hold wrapper or hold slip. We will be sending more information as needed after we have analyzed these first reports. We anticipate that these reports will be scheduled to run Monday through Friday. We will be running these three reports as soon as possible today. Kate Boyle SWAN Member Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5162 Fax: 630.734.5056 kate.boyle(a)railslibraries.info<mailto:kate.boyle@railslibraries.info> http://support.swanlibraries.net

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Enterprise Catalog *Now Functional, Holds Re-Enabled For Patrons*
by Aaron Skog 26 Apr '15

26 Apr '15

SWAN Library Staff: The solution required around 3 hours to complete, ending around 6:30PM. The detailed display within Enterprise now lists the library and status of all items. We are arranging follow up on this situation with SirsiDynix tomorrow. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

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Enterprise Fix Underway, Holds Online Will Be Disabled
by Aaron Skog 26 Apr '15

26 Apr '15

SWAN Library Staff: SirsiDynix and SWAN staff will attempt a fix to the Enterprise catalog. This process we estimate will take 2 hours to complete. Patrons placing online holds will be disabled. We are mid-way through disabling this in all 145 profiles. We regret this problem with the catalog and especially with the holds. Since this is a Sunday, make sure to alert your colleagues to the situation. You may begin to receive phone calls about the holds as well. Updates will be made online as well on the SWAN support site: https://support.swanlibraries.net/ Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

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