- SWANcom - swanlibraries.net

Update hold pickup notices --- good news email notices are okay
by Kate Boyle 20 Apr '15

20 Apr '15

Everyone - Update on hold pickup notices. Good news, the email notices are correct. Patrons are being advised of the correct number of items ready for pickup. Only the hold pickup notices sent via text message are wrong. Hopefully, not too many of our patrons have registered for text messaging yet. We were alerted to the problem by libraries where the staff had registered for text. After investigating the notice settings, we are now testing text notification with our staff here at SWAN to make certain the notices are now correctly. Once we are assured the text notices are running correctly, we will schedule them to be run three times a day: 9 AM, Noon, 3 PM. This is the same time settings for the email hold pickup notices also. If you should have any questions, please contact me. Thank you for your patience. Sorry for the misinformation in the previous email. 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

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Hold pickup notices via Email and SMS text
by Kate Boyle 20 Apr '15

20 Apr '15

Everyone- We have just completed running two reports for hold pickup notices (SMS text and email). Unfortunately, it appears that it pulled all the data from last week, instead of just the items currently on your hold shelf. What does this mean, it means your patrons are receiving hold pickup notices for items that may or may not actually still be on your hold shelf. Please extend our apology to your patrons. Hopefully, patrons will call to check on the items they have on the hold shelf before they come to the library. To the staff that have to deal with these disappointed patrons - we are very sorry. Before these two reports are run again we will verify that they will run correctly in the future. Once again our sincere apologies. 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

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Resolved Locked Bibliographic Records
by Renee Clanton 18 Apr '15

18 Apr '15

The issue with the Bibliographic records being locked for a text update has been resolved. Please continue to let us know if you encounter any problems. We appreciate your patience and understanding. Renee Clanton SWAN Member Services Consultant 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5169 Fax: 630.734.5056 renee.clanton(a)railslibraries.info<mailto:renee.clanton@railslibraries.info> http://support.swanlibraries.net

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Error message in WorkFlows
by Renee Clanton 18 Apr '15

18 Apr '15

It has been reported that some of you are seeing a message in WorkFLows: "The bibliographic record is locked for text update." We are working to resolve this issue as quickly as possible. Sorry for the inconvenience. Renee Clanton SWAN Member Services Consultant 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5169 Fax: 630.734.5056 renee.clanton(a)railslibraries.info<mailto:renee.clanton@railslibraries.info> http://support.swanlibraries.net

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Go Live Week Roundup
by Rebecca Malinowski 17 Apr '15

17 Apr '15

Thank you to all library staff for your cooperation this week. From Tuesday to Friday, library staff submitted 478 tickets. 78% of those tickets have since been resolved, and a number are pending additional testing. Please continue to use the ticket system to report data and configuration issues. SWAN staff will continue to monitor tickets throughout the weekend. Phone coverage also continues, as outlined in Migration Memo 17: Support and Communication: Saturday 9-5 and Sunday 11-5. * Holds: Holds processing has gone well today. SirsiDynix has monitored the system, and it appears everything is in order. Please continue to follow prompts from Workflows. Holds are enabled in Workflows and Enterprise. * Pull List: The pull list will be processed on Tuesday. On Monday, we anticipate that libraries will experience a higher volume delivery than usual. * Notices: Overdue and Courtesy Notices are now scheduled and running. We will schedule and begin running Hold Pickup notices early next week. * SIP connections are up and running. Please report any authentication issues you might encounter. * Data Issues Updates - The updates below are not comprehensive. There are additional issues that SWAN is tracking, and will report on soon. Have a wonderful weekend! ___ Patron Address Changes: We learned yesterday that during our patron data cleanup, a number of patrons who reside in cities that share zip codes with neighboring cities had their addresses incorrectly updated to their neighboring city. We have received a file contain a list of users potentially affected, which we will review today before SirsiDynix updates the user records to reflect the correct city. This file requires some manual cleanup before it can be loaded. RESOLVED: User records have been updated with corrected cities. Please note, there is no way to be 100% precise, and some manual cleanup at the library level may be needed, but this should resolve the issue for most users. ___ Items with autogenerated barcodes: A number of items were loaded into Workflows with autogenerated barcodes. This produces an "Item Not Found" in catalog error when scanning barcodes during check in and check outs. The cause of this problem originated within Millennium when the item was created. In some item records, barcodes were entered by library staff as a MARC field, which could not be included in the data export. As a result, the corresponding item records were loaded with autogenerated barcodes. RESOLVED: Items incorrectly assigned an autogenerated barcode have been reassigned their proper barcode. Resolving this issue also corrected some problems with users missing checkouts or holds on their accounts. There are about 70 additional auto-generated barcodes we have identified and will correct. ___ Items with missing call number pre- or post-stamps: The cause of this problem has been identified, and a list of affected items has been developed. SWAN has supplied SirsiDynix with a list of corrections to make. These errors are due to a number of issues, including call numbers entered as non-MARC, nonstandard call number formats, and data entry problems from Millennium. RESOLVED ___ Patron names displaying in wrong order: Users entered into Millennium without punctuation separating Lastname Firstname are not displaying properly in Workflows. RESOLVED: Please note, there is no way to be 100% precise, and some manual cleanup at the library level may be needed, but this should resolve the issue for most users. ____ Item Types Unknown: These items have been identified and will be remapped to their proper item types. IN PROGRESS: Most of these have been resolved. SirsiDynix is finishing cleanup of these items. ___ Patrons with incorrect barcodes: A small number of users had their barcodes changed last week between April 6 and 10th. They were loaded with their previous barcode. They should now be updated to reflect the more current barcode. RESOLVED _____ Item Status: Items with current locations like Missing, Display, and Repair should be checked out to a corresponding system use user. RESOLVED _____ Serials call number: Dewey numbers were being pulled from bib record where a call number was not present. These call numbers have been replaced with the word PERIODICAL. Sam will send further instructions on serials call numbers moving forward. RESOLVED _____ Uncatalogued Titles: A number of bib records displayed UNCATALOGUED TITLE instead of the actual title. This was due to an anomaly during the data load, and has been corrected. If you continue to see this error, please report it. RESOLVED. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

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Resume Placing Holds in WF, Enterprise Holds Enabled at 12
by Rebecca Malinowski 17 Apr '15

17 Apr '15

As mentioned in our previous SWANcom, holds are behaving as expected. Please continue to follow prompts in Workflows exactly as stated when checking in items. You may resume placing holds in Workflows if you haven't already. At noon today we will be re-enabling the placing of holds in Enterprise. While holds in Enterprise will be active starting at 12, it may take time to remove the notice text. Thank you again for your reports. Please continue to send questions and data issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net> Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

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SIP2 Services to be restored at 11am (today)
by Steven Schlewitt 17 Apr '15

17 Apr '15

SWAN Member Libraries & Information Technology Staff: We will be restoring SIP2 services to the Symphony server at 11am this morning. At that time, connectivity for your local SIP2 hardware, integrated vendor services, and databases will resume. Please email us at help(a)swanlibraries.net<mailto:help@swanlibraries.net> should you encounter any connectivity issues with any of these services at your library. 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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Changes Coming: Restart at 11
by Rebecca Malinowski 17 Apr '15

17 Apr '15

Starting at 11 AM, library staff will be able to use the y operator to override a block when a user attempts to check out an item from the regular shelves that has holds for other users on it. Library staff will still not be able to override anything related to available (on the hold shelf) holds. In order to make these changes, we need to briefly halt the system at 11 AM. You will all be disconnected from Workflows, but will be able to sign back in within 3 minutes. So far all reports of abnormal behavior we've seen have been expected, and SirsiDynix thinks the resolution is working as planned. Please continue to follow all prompts for routing and holds when checking in items. Thank you again for your cooperation. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

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Holds Fix Reminder and Data Issues Updates
by Rebecca Malinowski 17 Apr '15

17 Apr '15

Good morning library staff, As you come into the libraries this morning, please remember to first check in your hold shelf items, following all prompts from Workflows exactly, and then check in your incoming delivery items, also following all prompts from Workflows exactly. It is necessary to follow any instructions from the software in order to complete the reset process started by SirsiDynix last night. Please refer to https://support.swanlibraries.net/content/migration-hold-fix-instructions-f… for additional information including detailed instructions and an FAQ. SirsiDynix and SWAN will monitor the holds situation throughout the day and SWAN will send updates as they become available. Please continue to report data issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net>. Be sure to include patron and item barcodes for issues with checkouts, holds, and other circulation functions, and control numbers or barcodes for catalog issues. We cannot troubleshoot the issues you observe without this information. Data Issues Updates: The updates below reflect current progress on a number of issues impacting all or most libraries. We are also tracking a number of other isssues including date numbers for weekly and daily periodicals, replacing unwanted Dewey call numbers with PERIODICAL and investigating On Order items. Holds: We are in the middle of a process to resolve hold issues. All items on hold shelves should be checked in this morning, followed by all delivery items. Please refer to https://support.swanlibraries.net/content/migration-hold-fix-instructions-f… for details on the processes you should be following this morning. We will continue to monitor the situation and send updates as they are available. ___ Patron Address Changes: We learned yesterday that during our patron data cleanup, a number of patrons who reside in cities that share zip codes with neighboring cities had their addresses incorrectly updated to their neighboring city. We have received a file contain a list of users potentially affected, which we will review today before SirsiDynix updates the user records to reflect the correct city. This file requires some manual cleanup before it can be loaded. IN PROGRESS: Manual cleanup complete, file transferred to SirsiDynix to update affected patron records in Workflows. Please note, there is no way to be 100% precise, and some manual cleanup at the library level may be needed, but this should resolve the issue for most users. ___ Items with autogenerated barcodes: A number of items were loaded into Workflows with autogenerated barcodes. This produces an "Item Not Found" in catalog error when scanning barcodes during check in and check outs. The cause of this problem originated within Millennium when the item was created. In some item records, barcodes were entered by library staff as a MARC field, which could not be included in the data export. As a result, the corresponding item records were loaded with autogenerated barcodes. RESOLVED: Items incorrectly assigned an autogenerated barcode have been reassigned their proper barcode. Some items including acq titles and legacy ebook records will have autogenerated barcodes. This is expected. Resolving this issue also corrected some problems with users missing checkouts or holds on their accounts. ___ Items with missing call number pre- or post-stamps: The cause of this problem has been identified, and a list of affected items has been developed. SWAN has supplied SirsiDynix with a list of corrections to make. These errors are due to a number of issues, including call numbers entered as non-MARC, nonstandard call number formats, and data entry problems from Millennium. IN PROGRESS ___ Patron names displaying in wrong order: Users entered into Millennium without punctuation separating Lastname Firstname are not displaying properly in Workflows. With Middle Initials: RESOLVED No Middle Initials: IN PROGRESS: A file has been created with over 4000 effected patrons that will be corrected. Please note, there is no way to be 100% precise, and some manual cleanup at the library level may be needed, but this should resolve the issue for most users. ____ Item Types Unknown: These items have been identified and will be remapped to their proper item types. IN PROGRESS: Most of these have been resolved. SirsiDynix is finishing cleanup of these items. ___ Patrons with incorrect barcodes: A small number of users had their barcodes changed last week between April 6 and 10th. They were loaded with their previous barcode. They should now be updated to reflect the more current barcode. RESOLVED _____ Item Status: Items with current locations like Missing, Display, and Repair should be checked out to a corresponding system use user. RESOLVED

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*Action Required* Upload of Library Offline Data Tonight
by Steven Schlewitt 16 Apr '15

16 Apr '15

SWAN Library Staff: All VPN tunnels are currently open to accept your WorkFlows offline transaction data. Please login to the WorkFlows production server (10.120.131.25) to upload your data prior to closing up for the night. 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 From: swancom-bounces(a)list.swanlibraries.net [mailto:swancom-bounces@list.swanlibraries.net] On Behalf Of Aaron Skog Sent: Thursday, April 16, 2015 3:39 PM To: swancom(a)list.swanlibraries.net Cc: swancirc(a)list.swanlibraries.net Subject: [SWANcom] Update: *MOST IMPORTANT SWANCOM EVER* How You Are Needed to Fix Our Holds TRUST THE PROCESS To All Library Staff: Thank you all for your continued patience and flexibility. We understand the importance of holds in our system, and want to resolve these issues as quickly and as cleanly as possible. After many hours of work and brainstorming, SirsiDynix has developed a plan to resolve our holds issues. In short, all holds will be set to unavailable, and libraries will have to check in every item that is currently on their hold shelf. Please read on for an overview of tasks libraries should perform tonight and tomorrow, as well as a detailed explanation. Overview of Responsibilities at Member Libraries Tonight and Tomorrow Tonight: * Immediately stop filling holds from your hold shelf. These will all be checked in tomorrow. Consider removing all wrappers and slips tonight to save time in the morning. * Continue operating in offline for the rest of the day * After completing your day in offline, log into the production server to upload offline data on each workstation that operated in offline mode today Tomorrow: * SWAN will open access to the Symphony production server at 7 am * Consider bringing library staff in as early to check in all items from the hold shelf and all incoming delivery. Library staff may come in as early as 7 am to start this process. * Resume circulation at your regular opening time * Continue reporting issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net> Details Tonight, libraries will continue to operate in offline mode while SirsiDynix runs a script in the background to set all holds to "unavailable." This is basically pressing the reset button on all of our holds that have been problematic. Because holds are being set to unavailable, please stop circulating items currently on your hold shelves immediately. Libraries with open hold shelves will want to physically remove those items, or otherwise make them physically unavailable to patrons. Much like this past weekend, libraries should only be checking out or renewing in offline mode. At closing today, libraries will need to log into the production server on each machine that circulated any items in offline mode. This will upload the files to our server, and we will process these transactions over night. Please upload these files as close to 9 PM or your scheduled closing time as possible so we can begin processing them as soon as possible. In the morning, all libraries will need to do the following, in this order. Everyone must do as instructed or this process to fix all the holds across SWAN will fail. 1. Check in each item on the hold shelf (or that was removed from the hold shelf on Thursday night). Follow whatever prompts the system gives you, printing a new hold slip, hold wrapper, or routing label as prompted. Trust the process. Follow the prompt even if it will not fill the hold for the current patron. It may tell you to route an item back to the home library, or to another library to fill a hold. Even if the system requires you to fill a hold that you normally would not, please follow the prompts exactly. It is important to follow the instructions from Workflows in order to complete the reset that SirsiDynix is starting on our system tonight. 2. Check in each item in your incoming delivery and other items that you have held during this process. Again, it is imperative that you trust the process and follow the prompts given by Workflows. It is possible that it will prompt you to send your nonholdable items to another library to fill a hold. Please follow the instructions and send the item. You may wish to make a note of the barcode to submit to SWAN for review later, but in this case, please send all items as instructed by Workflows. Again, it is imperative that all prompts from Workflows are followed. *If prompts are ignored, this process to fix all the holds across SWAN will fail.* You may want to consider bringing staff in early to begin processing these items. SWAN staff will be available beginning at 7 AM. Processing these items prior to opening the library may help relieve confusion after opening, and will give you a chance to get some of your hold shelf repopulated. After processing your hold shelf and incoming delivery, you may resume regular library operations. Please note, the pull list will not be run until we are confident that these hold issues have been resolved and libraries have successfully completed the tasks listed above. Similarly, we will not run the clear hold shelf report tomorrow or until further notice. Please continue to report any anomalies to SWAN at help(a)swanlibraries.net<mailto:help@swanlibraries.net>, being sure to include item and patron barcodes or control numbers where you encounter issues. Without these barcodes, we are not able to troubleshoot your issue. Please note: SIP connectivity will remain down tomorrow morning. That means that any services or equipment that are not authenticating or functioning today while in offline mode will continue to not authenticate or function tomorrow morning. We will send a SWANcom when SIP connectivity is restored. Thank you again for your patience. Please continue to direct questions and reports to help(a)swanlibraries.net<mailto:help@swanlibraries.net> or 630-734-5153. We will continue to send updates via SWANcom and will begin an FAQ about this process at https://support.swanlibraries.net/content/migration-hold-fix-instructions-f… 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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