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*Important* SWAN Server Upgrade Scheduled for November 7th, Special Instructions Included

SWAN Member Library Staff:

Beginning on Wednesday, November 7th, the SWAN Symphony WorkFlows server will undergo an upgrade of the current Operating System. This upgrade could take up to two days, during which many SWAN services will be unavailable. The upgrade will impact many aspects of your library, so please read carefully as you may need to work differently during the upgrade process.

During the upgrade, limited WorkFlows functions (mostly circulation) will be available over the Symphony Bridge service. To access this service, simply login to WorkFlows as you normally would with your standard credentials. Your access to certain toolbars, helpers, reports, and overrides may be removed while on the Bridge; this is expected behavior. To quickly clarify what you can and cannot do while on the Symphony Bridge during the upgrade, we’ve included a cheat sheet at the link below. Please print this cheat sheet for your library staff and keep it handy during the upgrade.

https://support.swanlibraries.net/system/files/Public/CircCheatSheet_20181015.pdf

Following the upgrade, you will only be able to login to the SWAN server at the hostname, api.in.swanlibraries.net. Additionally, your SIP2 devices in the library will need to use this hostname for continued access to the server. Please verify (or work with IT staff) to ensure that this hostname is used instead of the IP address (10.120.131.25). This IP address will no longer work and all access to SWAN must be via hostname. SWAN IT will be contacting your 3rd party vendors for electronic materials, mobile apps, and databases to ensure the correct address is being used from their servers as well.

The Important Details:

What? Symphony server Operating System upgrade

When? Begins at 3a.m. on Wednesday, November 7th, concluding the morning of Friday, November 9th.

There is a strong possibility of concluding by the morning of Thursday, November 8th. If this is the case, we will notify everyone on the morning of the 8th.  

Who is Impacted? All library staff and patrons

  • Circulation/Reference Staff: Will be working over the Symphony Bridge service. PLEASE DO NOT USE OFFLINE MODE. Access the Bridge service by logging into WorkFlows as usual.
  • Cataloging/Tech Services Staff: Will not be able to perform regular item/acquisitions/report functions. Please plan ahead to accommodate ongoing cataloging projects and working schedules.
  • Information Technology Staff: Will need to verify WorkFlows and SIP hardware connectivity to the SWAN server hostname, api.in.swanlibraries.net instead of the IP address, 10.120.131.25.
  • Patrons: Will be unable to access My Account, Item Availability, Payments, and Holds functions in Enterprise.

 

Service Availability During the Upgrade:

  • Symphony/WorkFlows Server
    • Full access to SIP2 3rd Party Vendor Integration (databases, electronic media)
    • Full access to SIP2 Hardware/Software Integration (AMH, self-check, PC reservation, print release)
    • Partial access to WorkFlows
      • Full access to checkout/check-in functions
      • Full access to view patron records and status
      • Full access to bill/fine payment
      • Full access to fill available holds
      • Full access to item transit
      • No access to cataloging, item additions or deletions, record additions
      • No access to the creation of new holds
      • No access to modifying or registering patron records
      • No access to SMS texting service
      • No access to reports, reports will not be scheduled
        • Patron notices will be suspended throughout the upgrade
        • Hold shelf, pick lists, and other reports will be suspended
        • Auto-renewal reports will be scheduled and coordinated around the system upgrade
  • Enterprise
    • Full access to current item records and searching
    • No access to My Account features
    • No access to place holds
    • No access to commerce/payment functions
    • No access to item availability
  • BLUEcloud Applications
    • Full access to BLUEcloud Analytics
      • Full access to BCA report functions
        • Statistics from November 7th, 8th will not be accessible until later in the week
        • BCA Reports will be generated and emailed as scheduled
  • No access to Bookmyne
  • No access to MobileCirc

 

The Five Most Important Things to Know:

1. On November 7th, login to WorkFlows using your username and password as usual. This is how you’ll access the Symphony Bridge service. If you see 10.120.131.25 in the login address, change that to api.in.swanlibraries.net. This will be necessary for login following the upgrade.

2. In WorkFlows, if you keep encountering overrides that you don’t know the password to (cataloging, reports, registration, etc.), this is expected behavior. These functions have been disabled on the Symphony Bridge service and will not be accessible until SWAN is back online. The “Service Availability During the Upgrade” section above has a full list of services that are and are not available during the upgrade. For Circulation functions, a summarized cheat sheet is available here.

3. Check your email for news of the upgrade frequently. We’ll be sending all notices to the SWANcom, SWANcirc, and SWANtech groups and posting to the Support Site (support.swanlibraries.net). If you do not subscribe to any of these three groups, please sign up on the SWAN support site (https://support.swanlibraries.net/content/swancom).

4. DO NOT USE OFFLINE MODE. Use of Offline could result in lost transactions while we’re on the Symphony Bridge.

5. Reports will not run from November 7th through November 8th, meaning there will not be any patron notices or emailed statistics from the Symphony/WorkFlows server. BLUEcloud Analytics will be accessible, but data from the 7th and 8th will not be available until after the upgrade. If you have reports that are scheduled to run specifically on those days, please reschedule them to run before or after the upgrade.

Frequently Asked Questions

What can be expected during this upgrade?

The upgrade will begin in the early hours of November 7th with downtime, during which WorkFlows will be inaccessible. The system will be brought back online around 8 a.m., just before library hours on the “Symphony Bridge” service, which is essentially an upgrade tool that allows limited functionality to WorkFlows (but more functionality than Offline mode) so that library staff are still able to look up patrons, check-in, checkout, and transit materials. Cataloging and report functions will be completely inaccessible during the upgrade. During any of this downtime, please avoid using Offline mode. You should login to WorkFlows as you normally would.

What can be expected on the day after the upgrade (November 9th)?

All Symphony/WorkFlows functions will be restored, all circulation transactions performed during the upgrade (including those over SIP2) will be reflected on the new server, and all reports will run on schedule for the 9th. BCA statistics may take the remainder of the week to catch up.

What changes should be expected after the upgrade?

Aside from accessing the server exclusively by hostname (api.in.swanlibraries.net), none should be expected. The server should operate exactly as it did previously, with all records in the same place and all functions working exactly as they have. This upgrade affects the operating system of the Symphony server, so it’s nothing directly noticeable to staff. Even performance should remain relatively constant. Should you encounter record anomalies or issues, please email them to help@swanlibraries.net for investigation.

Why is this upgrade necessary?

Much like system upgrades on your library desktop computers, this server Operating System upgrade is necessary to ensure continued stability and security of the SWAN Symphony/WorkFlows server. The upgrade also ensures compatibility with the Microsoft Azure Cloud Services migration project that was introduced earlier this year in the SWAN Support site post (linked here), but would be necessary, regardless of the Azure migration.

How will 3rd party vendors be impacted by this upgrade?

SWAN IT staff are currently in contact with your 3rd party vendors for electronic resources, databases, and library mobile apps to inform them that this upgrade is taking place and ensure they’re accessing the SWAN server using the correct address.

What needs to be changed with in-library SIP2-connected equipment and services?

For in-house 3rd party hardware and services, such as self-checkout, automated materials handlers (AMH), PC reservation, please work with your library IT staff to ensure that api.in.swanlibraries.net is used anywhere the hostname/IP address is required. Previously, this field may have been populated with 10.120.131.25. This is the SWAN IP address, and it will no longer be valid following the upgrade.

Are new WorkFlows clients necessary following the upgrade?

No, you will continue to use the WorkFlows 3.5.3 client for the Symphony Bridge and after the upgrade.

Will holds trap and transit during the upgrade/Symphony Bridge?

Yes, holds will trap and transit during the upgrade, but new holds cannot be placed. It’s also important to note that patrons will not be notified of available holds during the upgrade, which may reduce the amount of time the hold is available for them. Notices will immediately go out when the server is fully online, with all missed notices released.

How will patrons be notified of the upgrade/impact to Enterprise?

We’ll be posting a banner to all Enterprise profiles several days in advance and throughout the upgrade to inform patrons of the availability of Enterprise services.

How do we connect to the upgraded server following the upgrade?

Make certain that your WorkFlows client is connecting to api.in.swanlibraries.net (as detailed in the image on the left below). If your sign-in is directing to the IP address, your connection will no longer work following the upgrade, and so it must be updated immediately.

 

Questions or comments? Please contact SWAN Support

If you have any questions, comments, or run into any difficulties on the day of the upgrade, please email help@swanlibraries.net to create a ticket in the SWAN support system or contact SWAN Support directly by calling 844-SWANLIB (844-792-6542) and dial 0 for immediate assistance.

In Transit Labeling - Personal Identifiable Information

As part of ongoing patron privacy review, we have found that some In Transit slips had been configured to include Patron Name and Barcode. No personally identifiable information should be included in transit slips going between libraries. 

We will be removing this information from the Transit slips/labels. This does not impact your hold slips or wrappers as the handling of material inside your library is coordinated by your own staff who can ensure patron privacy.

Acquisitions User Group - Call for Agenda Topics

The SWAN Acquisitions User Group meeting is next Wednesday, October 24 at the RAILS Burr Ridge facility. If you plan on attending but have not yet registerd you can do so via L2. If you would like to discuss a topic at the meeting, please submit your topics by Monday, October 22. We look forward to seeing you there.

Mobile App Survey

SWAN Libraries,

In order to evaluate the future mobile app needs for SWAN, please take a few minutes to complete our survey. We will use data from this survey to inform the next steps in increasing SWAN's mobile presence. To complete it, you will need:

  • Your vendor/product
  • Subscription cost
  • Subscription expiration
  • and satisfaction level

You can access the survey here: https://fs8.formsite.com/SWANServices/form290/index.html

OCLC WorldCat Discovery and WorldShare ILL Configuration Workshop

When/Where: October 17 1:00-3:30 PM, RAILS Burr Ridge Main Meeting Room 
[Register on L2 - https://www.librarylearning.info/events/?eventID=27812]

Join us for a demonstration and discussion on configuration of OCLC Services. We will show SWAN scoping in OCLC WorldCat Discovery and the process of enabling patron-initiated ILL requests through authentication via library card, as well as how staff receive those requests for mediation. 

SWAN staff have configured OCLC Service Configuration settings and updated catalog links to integrate these services. Libraries can decide if they want to enable patron-initiated ILL or not, or if they want to further configure WorldCat Discovery.

 

SWAN Circ Advisory Self Nomination form is now open

The self-nomination survey form is now open for the SWAN Circ Advisory Committee 2018 election.  Please consider throwing your hat in the ring.  The process is very simple, just fill out the form including a brief statement about yourself and what you can bring to the table.   We have 4 vacancies to fill. The form is open now and will close on Oct. 26th at noon.  On the 26th, I will create the ballot for the Circ Advisory Committee election using all the nomination statements that have been submitted.  SWAN members will then have until the November 16th to vote.   

Thank you for nominating yourself, and remember now is not the time to be humble.  The survey can be found at: https://fs8.formsite.com/SWANServices/CircAdvSelfNom/index.html

More information about the SWAN Circ Advisory Committee along with a list of current committee members see our SWAN Users Group page

If you should have any questions, please contact SWAN Member Services at help@swanlibraries.net.   

Overdue Notice Consolidation

Patrons have five different notification opportunities for checked out items:

  1. Autorenewal Courtesy Notice (for items checked out at participating libraries)
  2. Courtesy Notice
  3. 1st Overdue Notice
  4. 2nd Overdue Notice
  5. Billing Notice

1st and 2nd Overdue Notices were previously sent according to a schedule based on the loan period for that checkout.  This complicated schedule made it difficult for staff to determine when a patron received notification and sent patrons multiple notices of the same type in the same day.

As of October 2, 2018, all 1st and 2nd Overdue Notices will be sent according to a new, simplified schedule.  Patrons will now receive consolidated 1st and 2nd Overdue Notices in both email and print.  1st Overdue Notices will be sent 7 days after the due date; 2nd Overdue Notices will be sent 21 days after the due date.

If you have any questions, please send a ticket to help@swanlibraries.net.

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