SWAN Library Staff,
As you are most likely aware, there are some intermittent problems with the online payment system BLUEcloud Commerce. At times, when a patron pays a fine online, their Symphony Workflows account is not updated and the fine is not cleared. A patron would see a message to this effect in Enterprise, "Unable to notify the library of paid fines or fees," but it is possible they might not contact the library or attempt a second payment online.
Unfortunately there is no immediate fix for this problem. SirsiDynix has stated this is a top priority for their development team. Please review the attached memo for three suggested options for libraries to follow if you encounter this problem with a patron.
NEW: SWAN E-Commerce Reports Documentation
Documentation on how to refund patrons, run reports to reconcile your online payments in ProPay against what was received in Symphony can be found in the Member's Only area of our Documentation tab on the support site:
https://support.swanlibraries.net/documentation/commerce
SWAN will update everyone at the June 4 Quarterly meeting regarding the BLUEcloud Commerce problem.
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
SWAN Members:
A reminder that the SWAN Board Election polls will close this Friday, May 22nd at 5pm. Please be sure to get in your vote for our three vacant seats by then, if you have not already done so.
The election poll can be found at the following link, and on the front page of the SWAN website as a News Item:
https://support.swanlibraries.net/news/2015-05-04/swan-2015-board-election-…
We thank you for your participation in our election!
Brande Overbey
SWAN Office Manager
125 Tower Drive
Burr Ridge, IL 60527
Phone: 630.734.5164
Fax: 630.734.5056
brande.overbey(a)railslibraries.info<mailto:brande.overbey@railslibraries.info>
http://support.swanlibraries.net
+++ Please route to appropriate personnel +++
Attached is documentation for running the SirsiDynix report to generate "High Demand Holds" for your library. The SirsiDynix report is actually called "List Purchase Alert with Demand Management". I have created a template for any library that sent in a request to the ticket system. (help(a)swanlibraries.net<mailto:help@swanlibraries.net>). If you haven't sent in a request yet, or do not find a template for your library, please submit a ticket. You will find the template in the reports module under the Template tab in alpha order by your three letter agency code (XXX High Demand Holds).
I have configured the library default template to run the hold ratio of # of holds for pickup at your library to the # of your library copies. Libraries can modify this template to run the hold ratio of the # of holds for pickup at your library to the # of items owned system-wide. Your library may want to run both report numbers. You will find the documentation on the template attached. We have included information in the documentation on how to pull the text report into a spreadsheet. For each title, the report output includes the number of holds, number of copies, the holds to copies ratio, the title (up to 30 characters), author (up to 20 characters), and call number (up to 10 characters). For those of you who have asked, there is no more information that can be included in the report, sorry.
You will find this report doesn't take long to run. And by creating a template for your library, you can run this report at your convenience anytime between 9 AM and 6 PM any day you want. Enjoy!
Have a great weekend.
Kate Boyle
SWAN Member Services Manager
Reaching Across Illinois Library System
Burr Ridge Office
Phone: 630.734.5162
Fax: 630.734.5056
kate.boyle(a)railslibraries.info<mailto:kate.boyle@railslibraries.info>
http://www.railslibraries.info
SWAN Library Staff:
The Power Point presentation from Tuesday's SWAN Committee of the Whole meeting is now posted online. The presentation is a recap of the first 25 days since the April 14 go-live of SWAN on the new software from SirsiDynix.
Direct Link to Presentation:
https://support.swanlibraries.net/sites/default/files/meeting/2015-05-12/SW…
If that link is not working, look for the presentation under the meeting date on the following webpage: https://support.swanlibraries.net/gov/meetings
We are working to have this meeting presentation uploaded to the SWAN YouTube channel. We will send out and update once it is ready for viewing.
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
SWAN Member Library Staff:
RAILS seeks your assistance completing a survey about your library's cataloging operations. Your responses will help RAILS better understand your library's current cataloging practices, to identify potential professional development opportunities and additional cataloging services that may be of assistance to your library's operations, and to improve and expand cataloging services provided by your consortium. More than one selection may be applicable for some questions.
The survey is at this link: https://www.surveymonkey.com/s/YQXJS92
Please submit only one response for your library. It is preferred that a Technical Services Manager/Supervisor or the Library Director complete the survey. The deadline for submission is Friday, May 29.
Thank you!
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
Hello SWAN Libraries:
After chatting with library staff, we have created a quick blurb for use in newsletters and on websites regarding our migration and issues that patrons might be facing. I've pasted it below. While it may be desired to include specifics on issues and a timeline, with the dynamic nature of the issues it is difficult to do so - we fix the issues as they come up, and often quickly enough that it isn't something we could capture for print media.
That being said, Aaron is going to give a very detailed presentation at the Committee of the Whole meeting on Tuesday all about outstanding migration issues and timeline. So, if you would like to flesh out this blurb with further detail, there will be plenty of great content at that meeting. We do intend to stream the meeting too, so that all staff can observe.
Here is the PR statement:
The New Catalog is Here!
Thank you for your patience as we continue to improve your catalog experience. As you may have noticed, some services are experiencing intermittent issues as we continue to optimize the new system. Be assured that librarians and IT professionals are working diligently to correct any issues that arise. Feel free to let us know when you experience a problem. Please call [your library phone #] for the most up-to-date catalog access news or to discuss your library account. Questions can also be directed to [your library email address]. We greatly appreciate the patience of our patrons during this time of transition, and apologize for any inconvenience that you may experience.
Thank you and have a great weekend,
Brande Overbey
SWAN Office Manager
125 Tower Drive
Burr Ridge, IL 60527
Phone: 630.734.5164
Fax: 630.734.5056
brande.overbey(a)railslibraries.info<mailto:brande.overbey@railslibraries.info>
http://support.swanlibraries.net
Everyone -
If your library prefers to receive the Clean Holds Shelf report over the weekend, please let me know. I have created a custom report that runs on Saturday and Sunday and would be happy to include you in the list of libraries that receive this report.
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
SWAN Library Directors and Staff:
Next week Tuesday May 12 at 9:30am is our regularly scheduled Committee of the Whole meeting (in RAILS Burr Ridge). We are going to use this meeting to provide an overview of the migration, reviewing what was accomplished, the problems encountered, our communication, and allow for some Q&A about the last few weeks.
Agenda is posted online here:
https://support.swanlibraries.net/gov/meetings
Direct link to the agenda and the live stream website:
https://support.swanlibraries.net/sites/default/files/meeting/2015-05-12/ag…
We thought this would be an interesting meeting to stream live for everyone so they could watch the presentation and participate remotely in the discussion. Normally the Committee of the Whole is not streamed, but considering the circumstances of our newly migrated ILS, it seemed appropriate. Details on how to view the meeting are on the posted agenda. No registration is required. The meeting is open to everyone.
This meeting will focus more as a migration recap and to gather some feedback. The June 4 Quarterly meeting we will dive into what we will be doing with some of the new features and software, outlining our plans. Some of this was touched on at the March Quarterly meeting, the presentation of is available online:
https://support.swanlibraries.net/sites/default/files/meeting/2015-03-05/SW…
I look forward to seeing you all or having you attend online!
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
+++ Please route to appropriate personnel +++
Everyone - what follows is a very lengthy Circulation update
Bills
We have run today for the first time the Assumed Lost Report and Bills. These reports were delayed due to a data problem that has now been corrected.
The bill notices generated by these reports have been sent to your patrons either as text messages, emails, or printed bills. The printed bills are being sent from the SWAN office via US mail directly to your patrons. At this time, SVA robo-calling is still in the testing phase, therefore there were no phone calls made to patrons. This being the initial run of the Assumed Lost Report and the Bill report, your patrons may have received bills for materials overdue prior to our migration. In the future, these bills are scheduled to run daily for any item 42 days overdue.
In order for you to track your items and your patrons/users that have been billed, we have created two new report templates for your library use. These templates can be found in the report module of Workflows. The report templates are named "xxx List Items with Bills" and "xxx List Users with Billed Items", xxx being your library three letter agency code. Please see the attached document for further information on these reports. This document can also be found on the SWAN website: https://support.swanlibraries.net/content/circ-documentation (bottom of the page under heading "Reports").
Holds and routing labels
As a reminder, Internet Access libraries and other consortia libraries in RAILS (ShareIllinois) can place holds on SWAN, just as they did previously. However, Workflows does not automatically check out these items to the requesting library. To fill these holds, you need to checkout the item to the generic library patron/user. These holds are easy to identify as they come up "Route/Transit to ILL_Libs" . A number of libraries have recently been addressing delivery labels to ILL_Libs, unfortunately these materials cannot be delivered as addressed. The patron/user record as displayed on the Workflows screen includes routing information "To: For:". Please see the documentation on the SWAN website explaining how to process and route these materials. https://support.swanlibraries.net/content/interlibrary-loan-processing
OCLC Deep Linking to the Enterprise catalog
While we have been busy working our way through questions here at the central office, two of our member library staff have been busy on a project. Ann Stovall of INS and Jen Fredericks of DGS both worked at getting the deep linking from OCLC WorldCat and WorldShare working with the SWAN Enterprise catalog. They have each shared their information with me. The result is a document you can refer to on the SWAN website to set up links for your library that will retrieve your library item record based upon an ISBN search. The document can be found on the SWAN website at: https://support.swanlibraries.net/content/interlibrary-loan-processing . I had scripted all the links for the SWAN libraries previously to work with Millennium, but since this now involves scripting in WorldCat Registry I no longer have access to those logins and passwords. So, as things settle down and you are looking for a fun project, take a look at the documentation and implement deep linking. This will save the person doing ILL from getting a number of OCLC ILL requests for materials that are checked out or possibly missing.
Statistics
We continue to work on Circulation statistics. Keep those requests coming. We know everyone wants Circ statistics by IC1stat, unfortunately that I cannot generate for you in SirsiDynix. We will see if we can come close to generating something similar. You might have noticed that your ILL statistics are higher this month when compared to last April, I think we can attribute any weird circ numbers this month to the problem we had with holds. Remember we all cleared our hold shelf and sent items home or on to another patron - and then we received the same titles again. So, all of your checkin or checkout numbers might be a little screwy. I promise in May we will have more reports available and more accurate statistics for you. Please bear with us as we fine tune the reports.
Thank you all for your patience and kind attention to this rather long email. If you have any questions, send me an email at help(a)swanlibraries.net<mailto:help@swanlibraries.net> . Have a great week.
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
