SirsiDynix Symphony and Customer PINs

From Fred Schumacher, 4:19PM:

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.

NOTE: Check your staff account in III to confirm your PIN, then practice changing it when we go live in the new system. 

Pedro

Laptop and Gaming Device Circulation During Offline

From Fred Schumacher, 6/24:

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.

Pedro

New Items Shipped Status Changed

From Felicia Brisco, 6/20:

As you know we are in the process of migrating from III to SirsiDynix. At the close of business today June 20, we will be unable to update item records until we go live in SirsiDynix July 5. Therefore a decision was made to change  the status for all items with the “SHIPPED” status to “CHECKSHELF.”

This results in approximately 8,000 new items reflecting a “CHECKSHELF” status, although they are in varying stages of shipment from the vendor. We should receive these items within a week or so and we will release them immediately. We apologize for the inconvenience.

Pedro

HBMG consulting

HBMG consulting will be visiting with Acres Homes on Thursday morning, March 7, 2013 and will visit Oak in the afternoon that same day.

Flash Drives

Just a quick reminder that flash drives are available for $7.00.  They are located in an envelope in the closet with the safe.  Please initial and date when a flash drive is sold.

E-Commerce

On Monday, March 5, we will be making a change in the software in III through which customers can pay their fines online.  The new software will allow customers to pay their fines online by using PayPal in addition to the credit cards currently used: Visa, MasterCard, and Discover.  At the same time, a minimum payment of $1.00 will be required to pay fines online.  This information is already listed on the HPL website at http://www.houstonlibrary.org/pay-online.  In addition, anyone who has gone online to pay fines in the last few weeks has also seen this information displayed. 

There will be a temporary disruption in the ability to pay fines online on March 5.  We do not know how long it will take to make the transition.  It may be an hour or it may take most of the day.  A banner will be displayed on the HPL homepage that day explaining the change to our customers.  The Telecheck system is totally separate and there will be no changes or impact on that service.  If you have any questions, please let me know.

New Laptop Procedure

Effective immediately, no customer who has any fines on their record will be allowed to check out a laptop.  This practice should be implemented at all locations.  We are working on  changing official policy to reflect this new practice but this directive needs to be followed by all as of this communication.  Staff must make sure that a customer’s account is clear of all fines before checking out a laptop.

In addition, it is crucial that staff check to confirm the name on the library card and the name on the provided identification match when checking out laptops.  If these names do not match, the customer should not be permitted to check out a laptop.  Please ensure that all staff are following this important practice.

Mike Van Campen

Deputy Assistant Director – Public Services

Houston Public Library

Phone: 832.393.1371

Mobile: 713.303.1974