SirsiDynix Symphony (new circulation and catalog system) update #10

I have just responded to a customer and want to share my response with you:

Why do I have such strange due dates for my books? 

The offline circulation system is set to our new 3-week check-out period.  However, because we knew we would be offline for a full week, we extended due dates on items checked out on our old system.  We had two related goals in doing this: reducing the number of items that would be due back during this offline period and preventing a flood of returns the next week after we are back online.  For this reason, you may end up with a variety of "illogical" date dues. 

Why are items being held on the hold shelf for so long?

We extended the period that books would remain on the hold shelf to be certain that our being offline would not prevent someone from getting an item they had been waiting for. 

Many of you will have already received this email:

Dear [Name],

Your login information for Symphony/WorkFlows is provided below. Please continue to use the Offline Session and do not login until Thursday, July 11, 2013. If the library or grouping information listed is incorrect or blank, please contact Erin Cody with the correct information.

User ID:

PIN:

Library/Group:

This, of course, replaces your old III password.  If you work at Central or Neighborhood Libraries or in LMS and this message does not reach you by the morning of Tuesday, July 9, send an email to erin.cody@houstontx.gov so she can investigate and resolve the issue before we go live on July 11.

We have one more "train the trainer" session on Enterprise, our new online catalog.  It is scheduled for July 10 from 10 – 11 a.m. in the Central Library's Concourse meeting room.  Please make sure that someone from your location has attended one of these sessions and has shared what they learned.  The handout from this training is available on the Staff Training Portal along with the full Enterprise training guide.

Updated "Your Library Card" brochures are being printed.  We do not yet have a Spanish version of the updated brochure but that will follow.  Additional print material to alert customers of changes is also on the way.

Take a look at the last page of the Offline Circulation Procedures.  On Wednesday, July 10, at the close of the day, it will be essential that the procedure to go from offline mode to online mode is followed at every workstation that has been used in Workflows while we have been offline (July 3 through July 10).  This is how the circulation and registration data will be uploaded to the system.  We will, of course, send out a reminder with more detailed instructions but I wanted to give you a "heads up" now.

Please continue to call or email with questions or issues.  We are almost there…

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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Offline Updates

Any items that you receive in Delivery to fill holds should be held until we go live in Symphony next week.  Until that time, we have no way to update the system with their status or notify customers that they are ready to pick up.  So please keep them in your work area for the next week.  Once we are live on Symphony, you can scan them in so that a hold slip will print and the notices to the customers will be generated.  Thank you for your cooperation.

The Print Shop is working on signs as well as handouts that highlight our change in circulation periods.  You should receive these by July 11, our “go-live” date.  In the meantime, the information has been posted on the Library’s public blog.  You may want to print out some copies of page 2 of the blog (according to the print preview on my computer, the blog runs 20 pages) and refer customers there, if there are any questions.

I have also heard that staff would like a sign indicating we are not accepting fines while we are offline.  I am sorry but I did not think to request that ahead of time and, with the holiday, you would probably not receive it until we were ready to start accepting fines again.  If a customer asks, please explain that we do not have access to their accounts.  We certainly do not want to accept their money and not have the ability to actually clear the fines from their accounts. 

I hope everyone made it through the first day of offline circulation with relatively few problems.  Have a wonderful 4^th of July holiday. 

Thanks,

Syma

Syma Zerkow

Chief of Library Materials Services

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

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 #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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