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.

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.

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.

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.

VERY IMPORTANT

What a fantastic response to our new Library Calendar Wizard! The wizard is feeling loved, but is a bit overwhelmed. To ensure that everyone gets to use this feature, please make sure to close out of the Library Calendar Wizard when you are finished entering your dates. This wizard allows only one person at a time to be logged in. You may receive an error stating “The records are currently in use. Please try again later”. While we are looking at possible solutions to this issue, we recommend that you try to open the wizard later or the following day.  We will send out more information as it becomes available.

We have some exciting updates for you! 

Library Calendar, AKA Days Closed

SWAN Libraries now have the option to manage their own Library Calendar, also referred to as Days Closed.  The Library Calendar Wizard is now located in the Special Wizards Group under the Circulation toolbar.  You will need to use the Circulation Supervisor password to access it.

 If you would still prefer SWAN manage your library calendar for you, please email your dates to help@swanlibraries.net.  Be sure to indicate you would like SWAN to manage these dates for you.

 If you choose to manage your own Library Calendar, you do not need to send SWAN your scheduled closings.  But, for emergency closings - after adding dates to your calendar, please notify SWAN so we can modify existing due dates as a convenience for your patrons and notify the membership on your behalf.

 Please see the attached documentation for instructions, and watch this instructional video on our YouTube channel!

 Cancellation Notices for Manually Cancelled Holds

SWAN is now able to send hold cancellation notices for holds cancelled in Enterprise or Workflows with an inactive reason of CANCELLED.  This includes holds patrons cancel themselves or holds cancelled by staff.  Just like the current hold cancellation notices that are already running, these notices are only sent via email and are go out once daily, in the morning.

SirsiDynix has reported all harvests have completed and BCA information should be up to date. We recommend you wait until the BCA harvest completes tomorrow (after 10 am) before running your reports.

The overnight harvests have not been completed on BCA since Thursday, March 29. If you subscribe to your Circulation Statistics on BCA please be aware you will need to re-run the reports when we receive notice that the harvest has been completed. If you run your reports manually every month please wait until the harvests are complete.

***UPDATE*** – Slides attached!

Current and Future SWAN Libraries—

The fourth (and final) New 19 Migration Q&A session is Wednesday, April 4th at RAILS Burr Ridge, from 9:30-12:30. Attached, you will find the agenda for the event, and the FAQ and PPT slides will be added Monday. You should visit the online New 19 Migration FAQ to review questions added since the March Q&A prior to Wednesday. The questions included in the FAQ encompass those fielded via help desk tickets, site visits, emails, phone calls, and questions posed at previous Q&A sessions. As was the case at previous Q&A sessions, the bulk of our agenda will be spent answering questions from attendees both in person and online.

If you have not registered for the event, you can do so via L2. We will be livestreaming the event for those unable to attend in-person. Please register for the livestream by visiting the GoToTraining event page.

Light refreshments will be served. If you have any questions about the event, let us know with a ticket: help@swanlibraries.net. We look forward to seeing you all Wednesday and answering all of your questions!

UPDATE 2:00 PM - The upgrade is complete, and the 'Forgot My PIN' bug is resolved.

UPDATE 11:15 AM - The upgrade was delayed, and you may experience up to 20 minutes of down time between 11:30 and 12:30 PM

SWAN will be working with SirsiDynix to perform an upgrade of the current Symphony Web Services platform. We'll be moving to version 2018.03, which resolves a bug with the 'Forgot My PIN' feature.

SWAN Libraries—

The results of the DUX 10-second survey on the Excerpt field label are below. "Keywords" was the winner with 33 votes, and we will update the label this week.

Please let us know if you have any questions by emailing help@swanlibraries.net.