Staff Workstations

IT staff is attempting to visit all locations today to verify that your SirsiDynix Workflows workstations are correctly configured and labeled.  To assist them, please go to every computer on which you have Workflows, double-click the icon and log-in to halantest.sirsi.net with username: CIRC and PIN: CIRC.  If any of the terminals cannot complete the download and bring up the Workflows circulation screen, alert the IT staff person who comes to your location.  They will need to do some extra procedures to get that terminal working properly.

Thanks in advance for your help and cooperation.

Syma 

Syma Zerkow

Chief of Library Materials Services

SirsiDynix Symphony Offline Circulation Procedures

Greetings everyone.

Tomorrow is the day we begin conducting all circulation transactions (check outs, check ins, registrations) in the Sirsidynix Symphony Offline Circulation.  Instructions for opening and setting up the Symphony Offline Circulation module are attached.  You will need to follow the procedures in the attachment for each computer on which you conduct offline circulation transactions from 07/03/13 through 07/10/13.  

The following are the due dates to set for “Default due date” in step 6 d:

• on 07/03/13, set the default due date to 07/24/13
• on 07/04/13, we’re closed for the holiday. Do not set a default due date.
• on 07/05/13, set the default due date to 07/26/13
• on 07/06/13, set the default due date to 07/27/13
• on 07/07/13, set the default due date to 07/28/13
• on 07/08/13, set the default due date to 07/29/13
• on 07/09/13, set the default due date to 07/30/13
• on 07/10/13, set the default due date to 07/31/13

For sites with Self Check and Materials Sorters, you need to also do the following:
Self Checks – leave the self check units turned on, but put Out Of Order signs on them and direct customers to Symphony Offline Circulation stations for service. Materials Sorters – turn them off at the close of business today (07/02/13).
Thank you for your assistance with this. If you have any questions or concerns, please contact the Circulation Administration Department. We will be delighted to help in any way that we are able.

Fred Schumacher

Questions from Sirsi training

I’ve (Fred) added the answers below in red. 

Let me know if anything else comes up with which I can be of assistance.
The following questions that came up in during the training:

1. How do we search for existing account when offline?
   We’re offline, so the Symphony system is not connected to a live server. I have sent another email including information on a workaround to search a stripped-down III database. 
2. What will the lag be between offline transaction and customers being able to see what is out on their account?
   Offline transactions stored on the hard drive of the computer on which they are performed. When we reconnect to the live server, the transactions will upload and Sirsi staff will run the report to process and post the offline transactions.
3. Will enterprise allow staff place a hold(s) on an item that is on check shelf status in the library?
   Syma is doing an Enterprise training for managers. Staff should attend to the catalog training that their managers/managers designee provides at the appropriate time. My understanding is that Enterprise will allow them to place holds on items on a shelf in the branch.
4.  Will application be changing to accommodate new fields/request for more information?
   We have not added any new info to the process. We have only added separate fields to accommodate information we already gather and have been recording fare less efficiently in other fields in III.
5.  What happens if we forget to uncheck routing? will it still allow us to save and close the record?
   The record can still be saved. Not sure what happens. Hopefully, folks will attend to the job at hand and make a determined effort to do what they have been instructed to do.
6. Is there a way to update a pre-made computer use card with the customer’s information?
   Why would we want to do this? They’re temporary and expire on 07/15. Adding names will be a waste of time.

Hello all.

We continue to hear concerns about customer PINs in Symphony.  As you know, when we complete our migration to the Symphony system, customers will need their PINS to access their accounts online and to use selfchecks.  The PINs for customers whose records are migrated from III will be set to the last four digits of the ‘p’ phone number field in the III customer record.  Thus, if the customer’s ‘p’ phone number in III is 713-874-1234, then the customers PIN in Symphony will be 1234.  If a customer asks what his/her PIN is, you may advise him/her that it is set to the last four digits of the phone number in the user record.  You should not give more PIN information than that without the customer providing a photo ID that confirms his/her ownership of the account, nor should you change the PIN for the customer unless he/she can provide the needed verification that the account belongs to him/her.

For customers whose accounts are created in Symphony, the system will automatically generate a five digit PIN at the time that the account is created.  You will need to convey that PIN to the customer at the time of registration in a manner that does not put the security of the PIN at risk.  This may be done by quietly telling the customer the PIN, or by writing it down for the customer and advising him/her that the number should be kept secure.  You may assist a customer with changing his/her PIN in person at any time if the customer provides a photo ID that confirms his/her ownership of the account.  Customers may also change their own PINs online at any time that they choose.  PIN changes will not be done by phone.

Please keep in mind that you are the person who is available and able to help the customer with his/her PIN related issues.  If you find that you are unable to figure out how you can assist the customer, you should contact the Circulation Administration Department or the Helpdesk for assistance.  

As always, we will be delighted to assist you with serving your customers. If you have any questions or concerns, call Circulation Administration for assistance. 

Fred Schumacher

Circulation Administration Manager

SirsiDynix Symphony (new circulation and catalog system) update #8

  As you know from Dr. Lawson's message, we are changing our circulation period to 3-weeks with one renewal for most items.  DVDs cannot be renewed.

In addition, you need to know that items are renewed from the renewal date, not from the due date.

   We have already had one customer complain about this change and we anticipate that you will be dealing with this concern from a number of other customers.  Please review this response so that you will have a ready explanation to offer:

We share your concerns and we have requested that the vendor develop the capability of renewing material based on the due date. This is a major programming change since most library circulation software renews materials from the renewal date (our current system is the exception). We anticipate it will be at least a year before this could become a reality. In the meantime, we hope that the 3-week check-out period with e-mail reminders when it is time to renew will mitigate the inconvenience for most of our customers.

I hope you have seen the FAQ's and timeline on the Staff Intranet page.  In addition, the link from the banner on the Library Homepage goes to the Library Blog where you can see what has been posted about the change for our customers to read and their questions with our answers.  You may wish to print the FAQ's out so you have quick responses to other questions customers may pose.

When you or a customer logs in to your library account, a new message will be appearing in the next few days.  This has also been posted to the Library Blog.

If you had previously opted in to the Reading History, that information will transfer to the new customer accounts system. However, some other information will not carry-over.  We recommend that you print out or email to yourself anything you have saved in "My Lists" as well as any "Preferred Searches." You can then re-create them in Enterprise, our new catalog.  Also, our new catalog does not feature Customer Reviews, Ratings, or Tags.  You may wish to save your reviews and add them to a social reading network such as Goodreads or LibraryThing.  The current catalog will be available through July 2. 

  We are planning a one-hour training session to be held at multiple locations during the first two weeks of July to review the features of the online catalog.  Look for an announcement from HPL Training. 

  This week starts our real transition to the new system.  You should now be following the new procedure for items on the fly and for checking in new periodicals.  Some new items are still coming to you in Delivery.  Please check them in as usual.  If you have questions or problems with either of these procedures, please contact me and I will have someone get back to you.

  Lastly, it has been pointed out to me that I have not addressed one of your most serious questions:  Why on earth are we doing this in the middle of the Summer Reading Club?

  We are all very aware that the timing of this change is not good.  Unfortunately, HALAN's contract with III expires at the end of June.  We have made arrangements to start paying them on a month-to-month basis but it is costing tens of thousands of dollars to do this.  We had to bite the bullet and make the change as quickly as possible.  We (Administration and HALAN staff) are deeply grateful for your willingness to do "one more thing" when you are already doing so much. 

If you have any questions, please contact me. 

Thanks,

Syma

Syma Zerkow

Chief of Library Materials Services

Houston Public Library

Additional HPL SirsiDynix Symphony Circulation Training - ACTION REQUIRED!!!!

Greetings!

Please see below for additional SirsiDynix Symphony Circulation Training sessions in July.  All sessions will be held at the Central Library Computer Training Room on the Concourse Level.

Please be reminded that this training is MANDATORY for each staff member who will work in the SD Symphony Circulation system.  Please plan to attend one of these sessions prior to our Go Live date of July 11. 

Choose a session from the list that works best for you, and call the Circulation Administration Department at 832-393-2222 (option 3) to sign up.  The attendant who answers the phone will be able to confirm your seat for you or s/he will let you know that the session is full and ask you to choose another date.

Additional Sessions – CEN Computer Lab only

• 07/02 – 1:00 pm – 5:00 pm
• 07/05 – 9:00 am – 1:00 pm
• 07/08 – 1:00 pm – 5:00 pm
• 07/09 – 1:00 pm – 5:00 pm
• 07/10 – 9:00 am – 1:00 pm

For your convenience, I have included dates from the original list of training sessions that were sent by Fred Schumacher.  Feel free to attend one of these sessions if you prefer.  Register via the highlighted instructions listed above.

Original Dates/Locations

• June 21 – 9:00 am – 1:00 pm – Central Library Computer Training Lab
• June 24 – 9:00 am – 1:00 pm – Robinson-Westchase Neighborhood Library
• June 25 – 9:00 am – 1:00 pm – Flores Neighborhood Library
• June 26 – 9:00 am – 1:00 pm – Central Library Computer Training Lab
• June 26 – 1:00 pm – 5:00 pm – Park Place Neighborhood Library
• June 27 – 9:00 am – 1:00 pm  - Stella Link Neighborhood Library
• June 27 – 1:00 pm – 5:00 pm – Central Library Computer Training Lab
• June 28 – 9:00 am – 1:00 pm – Scenic Woods Neighborhood Library
• July 1 – 9:00 am – 1:00 pm – Park Place Neighborhood Library
• July 3 – 9:00 am – 1:00 pm – Johnson Neighborhood Library

If you have any questions or concerns, please contact the Circulation Administration Department at 832-393-2222 (option 3). 

Thanks,

Suzy Benton, MLIS
System-wide Training Coordinator

Transitioning to a new ILS

Hello HPL!

In July, Houston Public Library will unveil a completely new integrated library system (ILS) that will run our catalog and customer accounts. The new system, SirsiDynix's Symphony, will result in improved service delivery and more efficient processes. Every effort is being made to keep you informed of changes and timelines to make the transition process to the new ILS as painless as possible -for both you and our customers.

Over the next few weeks we are going to implement a phased roll out that will have several milestones.

• On Wednesday, July 3^rd, our current ILS, Millennium, will be taken offline.
• On Thursday, July 11^th the new ILS, SirsiDynix's Symphony, will go live.
• The week between these two dates (Thursday, July 3, 2013 thru Wednesday, July 10, 2013) will have the most impact on HPL customers and staff. During this time:

• Most customer interactions will be handled manually, offline.
• Check-outs, check-ins, and new registrations will be handled through the SirsiDynix Symphony offline circulation system.
• We will not take new hold requests or fill existing hold requests during this period.
• Inter Library Loans will be handled manually.
• Self-check machines will be unavailable.
• We will not be able to collect fines.

Additionally, there are two significant changes that will result from this transition:

1. All customers will be required to have Personal Identification Numbers (PIN) to access their accounts online. This is one of the most important features to impact customers and provides them with an additional level of security for their accounts.

• Current cardholders will be assigned a four-digit PIN based on the last four numbers of the phone number associated with their accounts.
• New cardholders will have five-digit PINs automatically assigned to them by the system at the time their account is created. 

2. Beginning July 3, 2013, our circulation period will change from 2 week check-outs (with two possible two-week renewals) to 3 week check-outs (with one three-week renewal).    This will give our customers more time to get through their particular item(s) and reduce the number of times they need to worry about renewal. 

NOTE:  DVD's will circulate for one three-week period, with no renewals.

 Syma Zerkow, Chief of Library Materials Services, will continue to provide you with regular email updates about the overall ILS transition and on-going staff trainings.  Additionally, a Frequently Asked Questions (FAQ) document will be  placed on HPL's Intranet full of useful information for staff. This document will include a list of the features we are keeping, those we are adding, as well as a list of the features that will not transition to the new system. More information will be shared with you on an ongoing basis as it becomes available.

We will begin providing information to our customers this week. This will include the dates of the roll out and the expected impact to them, our services, and their accounts.

Switching to a new ILS is a monumental undertaking, requiring months of planning and the time and attention of many of our co-workers.  We know that no matter how much we have planned, or how much care we have taken with each of step of the transition, there will be some challenges for our customers and staff. Please let us know how things are going, and when you have questions or suggestions – contact Syma – syma.zerkow@houstontx.gov

Thank you in advance for your commitment and patience as we work our way through these milestones.  Most importantly, I ask that you take time to familiarize yourself with the FAQ's and other information provided so that you can become informed. Being informed will make the transition easier and will equip you to help guide our customers through this change. It's going to take all of us working together to make this transition possible.  Thanks again!

Best Regards,

Rhea Brown Lawson

Rhea Brown Lawson, PhD, Director

The Houston Public Library is a vital member of a dynamic and diverse local, national, and global community.

We link people to the world

SirsiDynix Symphony (new circulation and catalog system) update #7

This coming week we will have some major changes.  On June 21, we will begin exporting our catalog records from the current III system so that they can be imported into the new Sirsi system.  Any changes we make to catalog records after that date will not be carried over to the new catalog.  Therefore,

June 20

• Last day to delete items from III.
• Last day to check-in periodicals in III.
• Last day to check-in NEW books and materials received in Delivery.  New materials will not start to reappear until mid-July.

June 21

• Any item on the fly must be linked to the new bibliographic record "Item on the Fly" rather than the actual title.
• Any periodical checked-in must be done using the Google Docs spreadsheet and barcode method.
• Floating is stopped. Items should go back in-transit to the location indicated by the system when they are checked in.

This past week, the catalog records for periodicals, microfilm, e-books and e-audiobooks were updated so that they will function properly in Enterprise. The information on how to search for them is posted on the main catalog page but we know that many customers use the search box from the main website so please be prepared to assist our customers when they are looking for these materials.

• To find magazines, go to Journals & Periodicals. 
• To find microfilm, add “microform” to your keyword search terms. 
• To find E-books and E-audiobooks, limit to the location HPL Electronic Resources.

Circulation training is now in full swing.  And the good news is that the Symphony Circulation Manual is now available on the Staff Training Portal:

https://sites.google.com/site/hplstafftraining/

I have asked each site to verify with the IT Helpdesk that all staff workstations can access Workflows.  Hopefully, any issues will be resolved quickly so you can practice what you are learning in the Circulation training on our test server.

if you have any questions, please contact me. 

Thanks,

Syma

SirsiDynix Symphony Circulation Training is Here!

Please discuss your availability with your supervisor and register as soon as possible.

Thank You

-Sarah

______________________________________________

Hello all!

SirsiDynix Symphony Circulation training begins this week!  The first three sessions of SD Symphony Circulation training are scheduled for this week at the Central Library Computer Training Room.  Staff members interested in getting in early are invited to contact the HPL Circulation Administration Department at 832-393-2222 (option 3) to sign up.   The following are the dates and times currently offered:

Wednesday – 06/05/13 – 9:00 am until 1:00 pm

Thursday – 06/06/13 - 9:00 am until 1:00 pm

Friday – 06/07/13 - 9:00 am until 1:00 pm

Each of the above sessions is limited to 20 participants, and seats are available on a first come, first served basis.  Please get permission to attend the session you choose before you reserve the seat. 

Training times and locations for other sessions offered in the month of June will be sent later in this week.

Fred Schumacher

Circulation Administration Manager

We link people to the world

SirsiDynix Symphony (new circulation and catalog system) update #4

Everyone should have the SirsiDynix Workflows icon on your staff workstation.  If you don't, please contact the IT Helpdesk.  The test database will be available for you to use starting Tuesday.  To access this site:

• Double-click the WF icon
  A Configuration box will appear and should have:
      o IP address: halantest.sirsi.net
      o Port: 7014
      (If necessary, change the IP address and port to match the information above)
• Log in with:
  User ID: CIRC
  PIN: CIRC
  WorkFlows will open to the Circulation Tab.  If you experience problems with any of this, please contact the IT Helpdesk.

 You can now begin to explore the interface.  Since this is a test database, you will see some functions that we will not be using and some things that have not been configured quite the way we expect to have them in our live version.  And the full database is not yet there.  Nevertheless, there is enough for you to use to become familiar with the system.  You will see that Sirsi has all the same functionality that we are used to but in some cases, the terminology is different.  I've put together a short table of some of the most obvious vocabulary changes:

There's a link to Help on the left menu and one along the top.  If you use the link on the top menu, be sure to select "context" and it will bring up information relevant to the screen you are on.  The link on the left menu automatically brings up the context specific help information.  Symphony's Help screens are excellent so it is a good idea to get used to using them.

"Train the Trainer" sessions have begun and continue through next week.  General training will begin the following week.  As always, if you have any questions, please contact me or use Contact Us on the HALAN ILS Migration News site on the Intranet.  Have a great Memorial Day Weekend.

Thanks,

Syma