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*Concluded Successfully* SWAN Server Upgrade on Nov 6th/7th - No Further Downtime or Bridge Necessary!

-----Concluded Successfully by 6am on Nov 7th-----

SWAN Member Library Staff:

 I have some good news this morning – our early start to the server upgrade and expedited schedule led to a successful completion around 1 this morning. We’re just finishing up some testing and overnight maintenance reports now, but otherwise the upgraded Symphony WorkFlows server is now ready for use.

 A few things to note:

  • Please login to WorkFlows and perform all functions as usual.No further downtime is expected today. Additionally, we will not need to use Symphony Bridge or Offline today.
  • Our report schedule will be especially congested today due to the overnight maintenance starting late and several cancelled reports that we’ll be making up from last night. Please avoid running unessential reports until later in the afternoon.
  • All regularly scheduled reports will run as expected today (albeit off schedule); this includes autorenewals, all patron notices, and clean holds shelf.
  • BLUECloud Analytics statistics may still take up to a day to catch up.
  • All Enterprise, payment, and authentication services should be operating as expected today.
  • The new server uses the hostname api.in.swanlibraries.net (same as our previous server). As long as your WorkFlows client is pointing to this hostname, you’ll login to the server as usual. See the image below for further details.
  • SIP2 connected hardware and software in the library (Self-Check, AMH, PC Reservation, MyPC, etc) must also reference the hostname api.in.swanlibraries.net instead of the previous IP address. If this software and hardware is functioning correctly, they’re likely configured to use the hostname and no further action is needed.

 

 We’ll send additional SWANcoms and new posts if any substantial issues arise, so please continue to watch throughout the day. Additionally, if you encounter any issues or oddities, please send them to help@swanlibraries.net so that we can investigate further.

 Thank you for your patience throughout the upgrade process.

 

-----Reminder Posting at 9pm on Nov 6th-----

The SWAN IT Team has started the server upgrade process! Within the next half hour, the Symphony server will become temporarily unavailable to copy data and perform the setup.

During tonight’s downtime, these services will be completely inaccessible:

 

  • Symphony Server functions
    • WorkFlows (can be run in Offline mode after 9pm)
    • SIP2-connected hardware (AMH, self-check)
    • SIP2-connected vendor services (Overdrive, Axis360, etc)
  • Symphony Web Services and Enterprise functions
    • Enterprise My Account functions (including payments)
    • Enterprise material availability
    • BookMyne
    • MobileCirc

 Early tomorrow morning (before library hours), we’ll send an update when the server becomes available and if Symphony Bridge or Offline will be necessary. Please stay tuned to SWANcom for further instructions and news on the upgrade.

 

 

-----Reminder Posting and on Nov 6th-----

Just another quick reminder of the Symphony server upgrade beginning tonight at 9pm.

At 9pm, all Symphony services will go offline to begin the upgrade process. This will also impact user logins and item availability in Enterprise, which has been noted in an Enterprise banner.

 

Please also watch your SWANcoms carefully as the expedited upgrade schedule may change our Symphony Bridge plans and instructions tomorrow morning!

 

 

-----Reminder Posting and new details on Nov 1st-----

Just a quick reminder of the upcoming server upgrade scheduled for Wednesday, November 7th.

 

We have managed to bump the start time of the upgrade to 9pm the evening prior (Tuesday the 6th), but please continue to expect the use of Symphony Bridge throughout the day on November 7th.

Please also be sure to check your email for further instructions via SWANcom or the SWAN Support Site on the morning of the 7th, as we’ll be indicating when the Bridge is ready for login or if there are other new instructions.

 

To address several questions we’ve received:

  • When on Symphony Bridge on the 7th, modification of patron records will be disabled, but you can override to check out material
  • Auto-renewals will not run while we are on Bridge, but will run when we come back up and will renew items that would have renewed throughout the period we were on Bridge. It is possible that items will renew on the day they were due (if Bridge takes the full 2 days)
  • Items in Transit will be processed on the regular schedule since that report is generated via BCA
  • Clean Holds Report will not run on the days we are on Bridge as no reports will run during that time period
  • Enterprise item records and location will display as a result of cached records, but availability and hold queue stats will not

 

 

-----Original Posting on Oct 15th-----

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.