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4/23 UPDATE: For Current 78 SWAN Libraries

4/23/2018 - Migration Week Update

We have tried to minimize impact to our current SWAN 78 membership, but now that migration week has arrived, we will be providing daily updates.

Please review:  New 19 Migration Days: Everything You Need to Know (April 13, 2018)

Offline Circulation [See Offline Mode Guide]

Monday, April 30th:

  • Schedule your IT staff to be available throughout the day Monday, April 30th to assist with offline processing
  • Connect first thing in the morning to Offline Mode

End of Day – Monday, April 30th (upload offline transactions)

  • At close, connect to SWAN server. Offline transactions will automatically load.
  • Complete this connection to the SWAN server on every workstation that processed offline transactions

Tuesday, May 1st:

  • Follow SWAN Support Site for update on whether offline circulation continues or we are ready to connect to the server

During offline circulation, you can use the online Patron Lookup tool to verify patrons from LINC, MAGIC, and SWAN. This tool may experience a few short-term outages during the day due to system restarts. If you see an error message or unreturned results, wait a few minutes, reload the page, and try again. 

In offline mode, you - 

Can:

  • Checkout Items
  • Patrons can pick up available holds

Can't:

  • Checking items
  • Register New Patrons
  • Place Holds
  • Renew Items

Delivery:

RAILS Delivery will continue through migration. Do not process material from delivery until we are live again on the system.

Starting May 1, 2018, any items going to the New 19 (former LINC and MAGIC libraries) should be labeled with the RAILS sticky label using the three-letter library code. See this list of the full SWAN membership with agency codes.

Reports:

Some WorkFlows reports will be rescheduled as we move through migration. SWAN will monitor scheduled reports to avoid system conflicts. This includes notices and notifications. We will alert the membership when these reports and notices are back on regular schedule. 

BCA Data Harvesting:

While BCA will be available through the migration, nightly harvests will be paused from Saturday, April 28th at 3:00am until Wednesday, May 2nd at 3:00am. This is to allow the system to process all offline transactions.

Please do not expect BCA Reports to reflect accurate/current data until 24hrs after go-live. If you have reports scheduled during this timeframe, keep in mind that the data will not include all transactions and you may want to re-run them.

 

4/20/2018 - Downtime Apr 30-May1

SWAN Member Library Staff:

Today's newsletter to the New 19 libraries will include a memo detailing their downtime and offline procedures. Please note, however, that their downtime and procedures are not the same for our existing 78 libraries.

Please see the memo linked below for the current SWAN membership with details on what the existing SWAN libraries should expect during the upcoming New 19 migration. 

https://support.swanlibraries.net/sites/default/files/news/Offline_CurrentSWAN_20180413.pdf

 

We'll send additional support posts and SWANcoms throughout the migration process, so be sure to check this site regularly for updates.

If you have any questions at all, please don't hesitate to reach out to us.

Thank you,

--
SWAN Library Services
800 Quail Ridge Drive - Westmont, IL 60559
Email: help@swanlibraries.net
Phone: 844-SWANLIB (844-792-6542)
https://support.swanlibraries.net/

New Hold Features

We are ready to release two additional hold features for you and your patrons to use! 

  1. Make Hold First in Queue
  2. Allow patrons to cancel their available holds in Enterprise

Review documentation on how staff can properly use the Make Hold First in Queue function. We will be working on turning this feature on today, and you will see it once you log out and log back into WorkFlows.

Your patrons are able to cancel available holds in Enterprise. Please refer patrons to our public website for help. A tip sheet for staff in assisting patrons in cancelling holds is also provided. Any available holds cancelled in Enterprise will appear in your next day's Clean Hold Shelf List.

Please send in a help ticket to help@SWANlibraries.net if you have any questions.

State of the Catalog

SWAN Membership --

This is a follow-up to the posting this morning regarding bibliographic data appearing in Enterprise. The following is some information pertinent to the catalog this week and in the weeks immediately following migration.

  • Depending on what type of search you are performing, records appearing in Enterprise may not appear in WorkFlows. Though Enterprise refreshes daily, we have not fully indexed the New 19’s bibliographic records for use in WorkFlows due to the extreme strain it would place on the system. All records will appear normally in WorkFlows on our May 1st Go-Live date.
  • If you are able to retrieve any New 19 records in WorkFlows, please do not merge or edit them at this time. However, you may attach new items to existing New 19 records if you wish.
  • Many of these records will be duplicates. Please be reminded that SWAN is not taking merge requests until further notice. The bibliographic deduplication at the end of May will handle most duplicate records, at which point SWAN will announce when we will once again accept merge requests. Until then, the support site’s catalog merge submission form has been disabled, and requests via e-mail, tickets, and phone will not be fulfilled.
  • Per the previous posting, SWAN's custom format vocabulary has not been applied. As soon as SirsiDynix comfirms the completion of the bibliographic data load, we will run a script to assign the appropriate 590 data. Until then, the Enterprise format facet will not produce expected results for New 19 data, particularly when limiting to Book materials.

For more information about the bibliographic database during and after the migration process, including a timeline of changes, please refer to the notes from February's Cataloging Advisory Group Meeting.

New 19 Bib Data Appearing in Enterprise

SWAN Libraries—

Please note that bibliographic records from LINC and MAGIC are beginning to appear in the SWAN production Enterprise catalog. This is normal and expected behavior and represents what we will see in the catalog for the next month, until deduplication is completed over Memorial Day weekend (May 28). Please note, if you see a format type that needs to be corrected, that is expected until the Bib Services team runs the 590 update report, which will be run when the item data load is completed next week. We will send more information as applicable. SWAN patrons will be able to place holds on these items based on your hold and circulation maps, but will not be filled until after May 1, when New 19 Holds will be interfiled with current SWAN. If you have any questions about this process or records appearing in Enterprise, please submit a help desk ticket by emailing help@swanlibraries.net.

Broadview Opening Late (1 PM Thursday, April 12th)

The Broadview Public Library District will open at 1:00 PM Thursday, April 12th due to the water being shut off for maintenance work. The library will close at their regular time, 9:00 PM.

*RESOLVED* Enterprise Down, Ongoing Responsiveness Apr 5

1:45PM: Enterprise is responding and stable. The issues experienced were related to eResource Central harvesting data for the catalog profiles for the 19 new libraries were are completing.

12:45PM: We are experiencing problems with Enterprise. Please check back here for updates as we resolve.

New 19 Custom Longoverdue Report

The Custom Longoverdue Checkouts.xlsx spreadsheet is attached. 

For testing assignment reference, please review the New 19 Data Testing page

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