SirsiDynix Updates

From Syma Zerkow, 6:07PM on June 21st

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 asGoodreads 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.  

Pedro

Changes to the catalog system FAQ

From Laurie Covington, 6/27:
HPL Blog has an FAQ about the upcoming changes to the catalog/circulation system.  Check back to it regularly because customers are asking questions and getting answers.  It would be good to bookmark the site and visit it periodically: http://blogs.houstonlibrary.org/?p=2659

Pedro

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.