Limited Patron Database Access during offline migration period

Hello everyone.

We have some good news to share with you regarding patron database access during the offline migration period – 07/03/13 through 07/10/13.  Along with our colleagues in HALAN, we have figured out a way to make a stripped down version of the III database available to you during the time we will be circulating in Symphony Offline Circulation. 

Between on 07/03/13 and 07/10/13 (inclusive), you will login to Symphony Offline Circulation to provide basic circulation services to customers – Registration, Check Out and Check In.  You will not conduct any financial transactions with customers during this period.  Since the Symphony system will be operating in Offline Mode, you will not be connected to the Symphony server and will be unable to search the user database for customer accounts.  While the III system will no longer be available for circulation services, however, it will still be available to search to determine whether a registering customer already has an HPL account, to see whether a customer has fines owed and, if so, how much is owed.  This will also provide a means by which you can look up a customer’s library card barcode number,  which will be required to circulate to the customer in Symphony.  Keep in mind, though, the III system will not be available for conducting circulation transactions of any type during this period.  It will ONLY be available for informational purposes until the Symphony system becomes fully operational on 07/11/13.

We are delighted to be able to offer this limited access to the III patron database from 07/03/13 through 07/10/13.  I hope this additional tool alleviates some of the frustration and inconvenience of the offline migration period for you and your customers.  If you have any questions or concerns, please feel free to contact the Circulation Administration Department at 832-393-2222 (option 3) or email us at circinfo@hpl.lib.tx.us.  We will be happy to assist you in any way we are able.

Thanks,

 Fred Schumacher

Circulation Administration Manager

Sign for Sirsi Dynix

Good Morning,

Here is the sign reminding customers that they need to have their library cards during the ILS transition.  The Print Shop is printing them and will put in delivery on Tuesday, but here is an electronic version so that you can print it now.

Thanks,

Laurie Covington

Neighborhood Library Team Leader

SirsiDynix Symphony (new circulation and catalog system) update #9

 I would like to start this week's message with an apology.  There have been some contradictory messages about how you should handle new materials plus we have made a few mistakes in LMS.  We have been able to send out many more items than I anticipated originally.  For most of these items, it is no problem to check them in and put into circulation.  However, most new AV and many new bestsellers are ordered for a generic floating location (JFLT).  Since we have stopped floating until we go live in Symphony, the III system is putting those items "in-transit" rather than changing them to your location.  Please store any items that are "in-transit to JFLT" and check them in again once we are live in Symphony after July 11.  When they are checked in after July 11, the location will change to your library.  If you checked some items in without noticing the "in-transit" message and placed them on your shelves, we will eventually clear that up once we are live in Sirsi.  I appreciate the calls and emails we've received alerting us to this issue.

The Print Shop will be emailing a sign you can display on your service desk alerting customers that they MUST have their library card in order to check out items between July 3 – July 10.

From July 3 – July 10, the III catalog will still be available to search so you will know if we own a title and what the call number is.  However, the information on whether a particular item is checked out or on the shelf will not be accurate since all of the circulation activity will happen offline in Sirsi.  As a reminder, during this time, customers cannot place holds and we cannot pull and fill holds.

ILL will continue to send out items that come in from other libraries for our customers.  As of tomorrow (June 29), customers will be unable to place any ILL requests.  That function will resume once we are live on Sirsi.

A handout with screen shots illustrating procedures for offline circulation will be available shortly.  Other offline circulation information: 

·        By Monday afternoon, each location should receive a supply of Computer Use Only cards to use only while we are offline.  Do not create computer use only cards in the Offline system.

·        Alert new users who register while we are offline that their PIN will not be issued until we are live in Symphony.  Please ask them to return to the Library after July 11 to get this important information.  Note:  we will have a "forget your PIN?" link from the Enterprise online catalog but we do not know if it will be available by the time we go live.

We held our first Enterprise training session today.  There are 2 more scheduled:  July 1 from 11-12 in the Central 6^th floor training room and July 10 from 10-11 in Central's Concourse meeting room.  They last one hour and are intended to be "train the trainer" sessions.  Please be sure that at least one person from each location attends this training so that they can share the information with others.  The wonderful handout created by Thuy Vo is available on the Staff Training Portal.

The staff Intranet page now features a direct link to the Library Blog.  It is worthwhile to take the time to read what is posted here.  A number of customers have posted questions and you can read our responses.  This can give you a good idea of what questions you will face from your in-person customers (although I am sure you know most of them already)  as well as an appropriate response.

Please remember that SirsiDynix Circulation training is mandatory for all Central and NL staff.  If you have not already signed up for a session, contact Circulation Administration ASAP. 

Thank you all for your patience and understanding as we quickly approach our week of offline circulation. 

This email has been approved by Meller Langford, Deputy Director of Customer Experience.

Thanks,

Syma

Syma Zerkow

Chief of Library Materials Services

Houston Public Library

832-393-1484

syma.zerkow@houstontx.gov

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III Customer Account Data - import FYI about making changes

Good afternoon all.

On 06/30/13 , at 4:00 pm, we will send account information for all existing borrower accounts to UMS to be scrubbed.  Thus, any changes that you make to name, address, telephone or alt ID fields on existing borrower accounts after the close of business on 06/29/13 will not carry over to the Symphony system.  This will ONLY AFFECT the fields indicated above, and will not prevent you from continuing to provide service (check out, check in, fine/fee payment, etc.) to customers.   You may continue to create new library cards, change/update email addresses and add notes to borrower records up until the III system goes down at the end of the day on 07/02/13.  If a change to any of the affected fields mentioned above is required during the period between 06/29/13 and 07/10/13, you may note the changes needed to the account on the account edit screen, print the account information and notes regarding the needed change, and put those into a folder for entry after we go live in the Symphony system.  Data for new library cards created between 06/30/13 at 4:00 pm and close of business on 07/02/13 will be sent in a separate file after the III system goes down.

If you have any questions or concerns, contact the Circulation Administration department at 832-393-2222 (choose option 3), or email us at circinfo@hpl.lib.tx.us.  We will be delighted to assist you.

Fred Schumacher

Circulation Administration Manager

Computer Use Cards during offline migration period

Greetings all.

  Circulation Administration is sending pre-made Computer Use Only Cards to your location for use during the period of time that we are offline in both the III and Symphony systems.  The cards will arrive at your branch by Monday (07/01/13) in a 7 ½ “X10 ½” brown clasp envelop labeled “Computer Use Cards for use while Offline – do not use before 07/03/13.”  Please put the envelope aside until 07/03/13.  On 07/03/13, begin issuing these cards to customers who request Computer Use Only cards, and continue issuing the pre-made computer use cards until the close of business on 07/10/13.

  Each location will receive a supply of 100 cards to use during the seven days that we are offline.  Circulation Administration will have a limited supply of additional cards from which we will be able to replenish your supply, if you run low. 

Fred Schumacher

Circulation Administration Manager

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

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

Item On The Fly procedure - effective immediately

Greetings all.

Effective immediately, any Item On The Fly record is to be added to the bibliographic record for Item On The Fly.  If you scan a barcode for an item that is not in the system, a screen will appear prompting a title search to add an item-on-the-fly. 

When this happens, you are to enter the title Item On The Fly in the search box

and click the search button to get the Item On The Fly bibliographic record – b25396456.

Enter the requested values for each field that the template prompts you to complete to add the item-on-the-fly record to the system and complete the check out.  For the remainder of our time working in Millennium Circulation, you should add on-the-fly items to this bib ONLY.  Any item added to a bibliographic record other than the Item On The Fly bibliographic record may not be migrated to the new Symphony system.  When the migration to Symphony is complete, you will begin using the procedure presented in the Symphony Circulation Training you attend(ed).

Please share this change with your colleagues to ensure that everyone in your location is aware of this necessary change.

Thanks for your attention to this.

Fred Schumacher

Circulation Administration Manager

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.

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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 (new circulation and catalog system) update #6

Training for circulation in Symphony is kicking off in earnest.  Here are the scheduled classes for the coming week:

• June 10 – 9:00 am – 1:00 pm – Robinson
• June 12 – 9:00 am – 1:00 pm – Carnegie
• June 13 – 9:00 am – 1:00 pm – Stella Link
• June 13 – 1:00 pm – 5:00 pm – Central - Computer Lab
• June 14 – 9:00 am – 1:00 pm – Kashmere-Gardens
• June 14 – 9:00 am – 1:00 pm – Central - Computer Lab

Check the full email from Fred Schumacher dated June 6 for additional times, sites, and registration information.  In addition, Pat Ogea and Gail Ibarra are making visits to many Neighborhood Libraries to meet with staff and show them how to handle periodicals after June 19.

One thing you will discover when you attend the training is that the abbreviation for Houston Public Library in Symphony and Enterprise is HOU.  We did not want to use HPL because Huntsville Public Library (abbreviation HNT) is part of the HALAN consortium and we do not want to get confused. 

In Enterprise, the online catalog, we will be using the formal name for several neighborhood libraries that were not listed that way in the III online catalog.  Those locations affected are Freed-Montrose, Henington-Alief, McCrane-Kashmere, McGovern-Stella Link, and Shepherd-Acres Homes.  So don’t panic if you no longer see Acres Homes at the top of the list of locations in the online catalog J.  In Symphony Workflows, we continue to use our old abbreviations prefaced by HOU, so in Workflows, you would find Acres Homes under HOU-ACR.

In next week’s email, I plan to review what will be happening when and discuss further changes.  In the meantime, if you have any questions, please contact me or use Contact Us on the HALAN ILS Migration News site on the Intranet. 

Thanks,

Syma

Title Source 3 ordering from Baker and Taylor

Kendall Library Blog by Pfonseca

Hi.
As you know, HPL is switching from III Millennium to Sirsi Symphony. As a consequence, this change affects Title Source 3; your templates and grids will be changing.
For Juvenile orders, if you have already submitted your June Gap lists, you areDONE.
If you haven’t submitted your June Gap lists, you need cease ordering and wait for further instructions. Keep your carts intact, regardless of how far you’ve gotten in entering information.
For ALL staff ordering through Title Source 3, we will be moving into our newly created lists effective today, and should know by tomorrow just how long it will be, before your orders can resume. I will send word when we know what day we can resume ordering.
Thanks for your attention.

Lin Swalley
Coordinator of Collection Development
Houston Public Library
832-393-1479

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

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Procedures for RFID Tagging

Greetings,

This is to inform you that during the migration from III to SirsiDynix Symphony the RFID tagging procedures that are currently in place will remain the same. The conversion software is totally independent from both the III and SirsiDynix systems. It is very important that you continue to RFID tag your items as usual. Please feel free to contact Inventory Control Christopher Patrick Christopher.patrick@houstontx.gov  (ext 31620) or Melinda Richard Melinda.richard@houstontx.gov (ext 31617) if you need RFID tags or if you have   questions.

Thanks much!

Felicia Brisco

Manager, Inventory Control

Updating Customer Records

As you are updating customer records, please do not delete or change the “g” message field.  This field is used to create the message that customers now see when they log in to their account that reminds them to update their personal information in preparation for the move to Sirsi.  I believe that some of you may be changing it from “g” to “x” or deleting it entirely once the customer has updated their information.  Unfortunately, that creates a problem.  We are using that field to send a series of messages about the change (right now we are trying to alert customers that PINs will be required in the new system) and when you change the “g” to “x” or delete the “g” completely, we are no longer able to mass update those records. 

Thank you for your cooperation.  If you have any questions, let me know.

Syma

Syma Zerkow

Chief of Library Materials Service

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