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.

HPL cusotmers with collection agency blocks

Greetings all.

  This is a reminder to you that you are not to change a Manual Block 'c' – In Collection – on an account with that block.  Customers whose accounts are in collection remain in collection until the amount owed on the account is paid in full.  The account remains blocked from services until the amount owed is paid in full.  Once a customer whose account is in collection settles all outstanding debt on his/her account and the amount owed is $0.00, the system will update the account when the collection report runs the next time.  Staff members should not remove the 'c' – In Collection – block.

   If you feel that a collection block should be removed from an account, you are to call Circulation Administration (832-393-2222 – option 3) or email us at circinfo@hpl.lib.tx.us.  A department staff member will look into the matter and update the account appropriately, if necessary.  You should not change a 'c' block yourself.

 If you have questions or concerns, contact Circulation Administration at your earliest opportunity.

Kind Regards,

Fred Schumacher

Circulation Administration Manager

Laptop Circulation During Offline Migration Period - 07/03 through 07/10

Greetings all.

  Shortly, we will migrate from Millennium to the new Symphony ILS.  During the actual migration of customer records, we will be operating offline for all circulation transactions.  The Symphony Offline client does not accommodate hourly circulation of laptops, so we have developed a manual circulation procedure for you to use during the offline period – 07/03/13 through 07/10/13. 

  The HPL Print Shop is printing special Laptop, Tablet and Gaming Device Circulation Agreement forms that will be sent to each location.  The forms are printed with the same agreement as  currently appears on the regular forms, but the bottom of the agreement has been altered in include a space to record the barcode of the item being borrowed and a time returned for the item.  Additionally, a cut-off customer receipt with spaces for item barcode, date, time out and time due has been added to the bottom.  During the time we are offline for the migration, you will need to use these forms to manually circulate laptops, tablet computer and gaming devices to customers.  The receipt portion of the form will need to be filled out for each circulation and issued to the customer.  At the time the item is returned, you will need to fill in and initial the time returned and inform the customer of any overdue charge owed, if the item is returned late.  Forms for items returned late are to be retained for further handling once we are online in the Symphony system.  Forms for items returned on-time may be disposed of in the normal manner.

  Again, you will receive the forms from offline circulation of laptops shortly.  Put those forms aside for use during the offline circulation period – 07/03/13 through 07/10/13.  If you have any questions or concerns, please contact us in the Circulation Administration Department.  We will be happy to assist you in any way that we are able.

Thanks for your attention to this.

Fred Schumacher

Circulation Administration Manager

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

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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