16 Apr
2015
16 Apr
'15
9:54 p.m.
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@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@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@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@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@railslibraries.info<mailto:aaron.skog@railslibraries.info>
http://support.swanlibraries.net