swan new 19 q&a session 4 q&a... · run dedup + rebuild test server - azure rhel7 1/24/2018...
TRANSCRIPT
Agenda
• Welcome and Introductions – Aaron Skog, SWAN Executive Director
• Migration Timeline(s) Review – Joseph Miller, SWAN Project Manager
• LINC and MAGIC Cutover Procedures – Dawne Tortorella, SWAN Assistant Director
• Offline Mode – Steven Schlewitt, SWAN IT Manager
• Quarterly Billing – Kate Boyle, SWAN Member Services Manager
• Pre-Dedup Cataloging Considerations – Scott Brandwein, SWAN Bib Services Manager
• Welcome Kits and PR Materials – Dawne Tortorella, SWAN Assistant Director
• Your Turn! – How are you preparing staff and patrons for the migration?
• Questions and Answers/Discussion
Delegation of Director Level
• Send in request via SWAN helpdesk ([email protected])
• Must be the Library Director/Administrator making the request
• Designate alternate staff name
• Required step: Alternate staff must have L2 account & have logged into the support.swanlibraries.net site
Project Tasks
Name Start Due Assigned toPre-Migration: 02/02/2017 9/29/2017
Submit Quotes to SD & UMS 03/13/2017 04/21/2017 Aaron
Submit Quote to EBSCO for EDS/OpenAthens 07/01/2017 08/01/2017 Aaron
New 19 Product/Features Survey 04/03/2017 07/31/2017 SWAN Member Services
Complete IT Assessments/Site Visits 04/21/2017 04/21/2017 SWAN IT
Make Equipment recommendations for RAILS grants 04/28/2017 04/28/2017 SWAN IT
RAILS Grants 05/08/2017 06/16/2017 Aaron/Dawne/Carol
Extract MAGIC Data 07/17/2017 07/21/2017 SirsiDynix Data Loader
Extract LINC Data 07/24/2017 07/28/2017 SirsiDynix Data Loader
Policy Prep: 05/02/2017 10/12/2017
Policy Prep Kickoff 05/02/2017 05/02/2017 SWAN / MAGIC / LINC
Policy Profiling Sessions (MAGIC)
Session 1 08/22/2017 08/22/2017 All
Session 2 09/13/2017 09/13/2017 All
Policy Profiling Sessions (LINC)
Session 1 08/17/2017 08/17/2017 All
Session 2 09/08/2017 09/08/2017 All
Load Policies (MAGIC): 9/11/2017 10/23/2017
Initial Policies Due 10/06/2017 10/06/2017 SWAN / MAGIC
Review Policies 10/13/2017 10/19/2017 SirsiDynix Policy Loader
Final Policy Review 10/20/2017 10/20/2017 SWAN
Load Policies 10/23/2017 10/23/2017 SirsiDynix Policy Loader
Load Policies (LINC): 09/22/2017 10/30/2017
Initial Policies Due 10/18/2017 10/18/2017 SWAN / LINC
Review Policies 10/20/2017 10/26/2017 SirsiDynix Policy Loader
Final Policy Review 10/27/2017 10/27/2017 SWAN
Load Policies 10/30/2017 10/30/2017 SirsiDynix Policy Loader
Second Data Extract (LINC and MAGIC) 11/01/2017 11/01/2017 SirsiDynix Data Loader
Copy Production to TEST 11/06/2017 11/08/2017 SWAN IT
Project Tasks
Name Start Due Assigned to
Data Load: 11/1/2017 11/22/2017
Initial Data Call 11/1/2017 11/1/2017 All
Prep and Load Test Data 11/9/2017 11/17/2017 SirsiDynix Data Loader
Rebuild Test Server 11/20/2017 11/22/2017 SirsiDynix Data Loader
Data Review 11/27/2017 12/8/2017 All
Test Deduplication: 11/27/2017 3/21/2018
Finalize dedup guidelines 11/27/2017 12/12/2017 SWAN Bib Services
Retain backup of test server 12/6/2017 1/3/2018 SirsiDynix Dedup Specialist
Review dedup merge reports 1/3/2018 1/23/2018 SWAN Bib Services
Run dedup + Rebuild test server - AZURE RHEL7 1/24/2018 1/27/2018 SWAN IT
Review dedup results 1/2/2018 3/21/2018 SWAN Bib Services
Data Testing: 10/1/2017 4/12/2018
VPN Configuration - AZURE RHEL7 10/1/2017 1/15/2017 SWAN IT
MAGIC 11/29/2017 4/12/2018 SWAN / MAGIC / SirsiDynix
LINC 11/29/2017 4/12/2018 SWAN / LINC / SirsiDynix
Enterprise Configuration: 11/21/2018 4/25/2018
Enterprise Search Group 11/21/2017 3/1/2018 SWAN / LINC / MAGIC
Initial Enterprise Profile Config 1/2/2018 4/2/2018 SWAN / LINC / MAGIC
Enterprise customizations, revisions, finalizations 3/7/2018 4/25/2018 SWAN / LINC / MAGIC
3rd Party Integrations: 11/15/2017 04/13/2018
EDS/OpenAthens Setup 11/15/2017 5/1/2018 Joseph / Dave / Michael
SIP Setup - AZURE RHEL7 3/5/2018 4/13/2018 SWAN IT
Integration Planning with 3rd Party Vendors 3/5/2018 4/13/2018 SWAN / MAGIC / LINC
eRC Setup: 02/16/2018 03/21/2018
Setup Vendor Connectors 02/16/2018 03/16/2018 SirsiDynix
Verify on Enterprise Profiles 03/19/2018 03/21/2018 SWAN
Project Tasks
Name Start Due Assigned to
BC Analytics and Mentor 2.0: 10/23/2017 11/27/2017
Pull L2 data, send for verification 10/23/2017 11/3/2017 SWAN
Create and send batch file of BCA users to SD 11/6/2017 11/13/2017 SWAN
Verify User Creation 11/20/2018 11/22/2017 SWAN
Distribute logins to N19 staff 1/25/2018 1/31/2017 SWAN
Additional Consulting: 01/24/2018 01/31/2018
System Config (MAGIC) 01/24/2018 01/24/2018 SWAN / MAGIC / SirsiDynix
System Config (LINC) 01/31/2018 01/31/2018 SWAN / LINC / SirsiDynix
Prep for Go Live: 04/12/2018 04/20/2018
Prep for Go Live Call (2 Hours) 04/12/2018 04/12/2018 All, Meg, Kat
Final Data Call 04/13/2018 04/13/2018 All, Meg, Kat, Bob
Suspend ILL 04/16/2018 04/16/2018 LINC / MAGIC
Data Resolutions 04/16/2018 04/20/2018 SirsiDynix Data Loaders
Final Data Load: 04/18/2018 05/01/2018
Suspend Tech Services Until Live 04/18/2018 04/18/2018 LINC / MAGIC
Final Data Extract (Authority, Item, Bib, Acq, Serials) 04/23/2018 04/23/2018 SirsiDynix Data Loaders
Final Data Extract (patron) 04/27/2018 04/27/2018 SirsiDynix Data Loaders
Final Data Extract (circ) 04/28/2018 04/28/2018 SirsiDynix Data Loaders
Final Data Load (Authority, Item, Bib, Acq, Serials) 04/28/2018 04/27/2018 SirsiDynix Data Loaders
Final Data Load (patron, circ) 04/28/2018 04/30/2018 SirsiDynix Data Loaders
Suspend Patron Changes and Circ Until Live 04/27/2018 (EOD) 5/1/2018 LINC / MAGIC
System Rebuild 4/30/2018 5/1/2018 SWAN (ALL LIBRARIES)
Go Live: 05/01/2018 05/04/2018
Distance Go Live Support 05/01/2018 05/01/2018 SWAN / LINC / MAGIC / SD
Backgroup offline 05/04/2018 05/04/2018 SirsiDynix
New 19 ILL During Migration Timeline
Create OCLC
Custom Holdings
Group
NOW
Deflect SWAN
Requests through OCLC
March 1
Add “XYZILL”
prefix to ILL item id
April 1 –April 28
Consider Creating temp ILL items prior to Tech
Freeze
April 1-April 16
Consider OCLC Non-Supplier
Status
April 16-~May 5
Continue Holds Processing
until April 28
SWAN Libs Continue Holds
Processing
Thru migration
Update OCLC
Supplier Status
When ready after
migration
Update OCLC
Custom Holding
Group for SWAN to
include all libraries
SWAN Normal
Operations – Deflect
SWAN Requests in
OCLC
STOP!
N19 N19 N19 N19
New 19 Technical Services Timeline
N19 Suspend Tech Service
s
April 18
SWAN Bib Srv – 590 setting on
N19 records
~April 25
Rebuild Indexes
April 30
Go Live
May 1
SWAN Bib Srv– Split N19 Weeklies
~May 4-6
Pre-Dedup
Reports
~May 14-18
SWAN Bib Srv Review
~May 21-22
Dedup (no deletes, no control #
change, no merges)
~May 23-25
Rebuild Indexes
May 27
MARCIVE Authority Control
Clean-up
~June
Apply Authority Changes
& Rebuild Indexes
~July 3-4
OCLC Holdings Clean-up
Summer
SWAN Normal
Operations
~August
STOP!
N19
Data review/edits – (e.g. VPD
Call Number based updates)
New 19 Enterprise Migration Timeline
Post N19 Enterprise Custom-
ization Form
March 7
Complete Enterprise Custom-
ization Form
March 14
Implement Enterprise Changes Based On
Forms
March 7 –April 4
Review Enterprise Profiles and Submit Changes to SWAN
April 4 – April 13
Implement Final
Changes to N19
Enterprise
Profiles, Publish
Post Banners to Existing Profiles
April 4 – April 25
Patron Downtime Begins—No Holds, My
Account, My Lists
April 28
N19 Patrons Continue to
Access LINC/MAGIC Enterprise for
Searching Items and Accessing
eBooks
To May 1
Enable URL
Redirect from
LINC/MAGIC
Enterprise
Profiles to
SWAN
May 1
LINC and MAGIC Patrons Begin
Accessing SWAN
Enterprise Servers
STOP!
N19 SWAN N19 SWAN N19
Critical Dates
• Data Testing Concludes—April 12, End of Day
• Tech Services Freeze—April 18, Start of Day
• Freeze Patron Data Changes—April 27, End of Day
• Begin Offline Circulation—April 28, Start of Day
• Full SWAN System Rebuild (All SWAN)—April 30, TBD
• Back Online, SWAN + New 19—May 1, TBD
SWAN/LINC/MAGIC Cutover 4/17-5/1
4/17 5 PM
LINC/MAGIC Update
Access Lists (remove cat functions)
4/17 After last runTurn off
scheduling of
reports that
update cat data
4/21
LINC/MAGIC Update
Enterprise Banners
4/27 10 PM
LINC/MAGIC Update
Access Lists (remove
circfunctions)
4/27 After last run
Turn off scheduling of reports
that update circ data
4/27 EveningRemove
Access to My
Account updates
No Holds, No
Renewals in
Enterprise
4/27 LateModify port
for LINC/MAGIC Symphony
serversUpdate SIP
config
4/28-5/1
Offline Circ
4/28-5/1
Patron Lookup via Web services
call (website
link)
5/1 Reindexing– Wait for All Clear
5/1 URL redirects
for LINC/MAGIC Enterprise
Update OCLC
Supplier Status
When ready after
migration
STOP!Tech Freeze 4/17 5 PM Offline/Circ Freeze 4/27 Libraries Closed
Responsibility Checklist
LINC/MAGIC Sysadmins
• Modify User Access Lists (cut access to Cat/Circ)
• Stop scheduled reports
• Restrict report access
• Add Enterprise Banner
• Update Enterprise Config
• Modify Symphony port/firewalls
• Update SIP2 Config
SWAN Sysadmins
• Provide Web Services Lookup
• Coordinate URL referrals
Library IT
• Turn off self-checks
• Verify login to SWAN production prior to Offline
• Allocate workstations that will use Offline
Go-Live Timeline
• Wednesday, April 18th thru go-live – Tech Services Suspension (Partial downtime for New 19)• Tech Services at New 19 libraries is suspended• SirsiDynix begins extract of bibliographic data• Business as usual for current SWAN libraries• Your IT assignments during this time:
• Ensure you’re ready for Offline and to move internal SIP2 connections
• Saturday, April 28th and Sunday, April 29th – Circ/Patron Extract Weekend (Downtime for New 19)• New 19 staff login to WorkFlows in Offline mode for basic circ functions• Remaining New 19 services are offline (full list available in cheat sheet)• Business as usual for current SWAN libraries• Your IT assignments during this time:
• Ensure all New 19 staff login to WorkFlows in Offline mode
• Assist New 19 staff with Offline inquiries/issues
• Power off self-checks, AMH in offline, PC reservation software remains active
Service AvailabilityWhat will be available to the New 19 libraries during the Offline weekend and rebuild (April 28th – May 1st)?
• Symphony/WorkFlows Servero Full access to external 3rd Party Vendor Integration
▪ Full access Databases over EZProxy via external sites/library site▪ Full access Electronic media via external sites/library site
o Partial access to internal SIP2 Hardware/Software Integration ▪ Full access to PC Reservation/MyPC▪ Full access to Print Release▪ Partial access Automated Materials Handling (AMH) – operate in
offline▪ No access Self-Checkout – please shut down/power off entirely
o Partial access to WorkFlows (in OFFLINE mode)▪ Partial access to checkout functions▪ No access to view patron records and status▪ No access to bill/fine payment or credit card swipes▪ No access to fill available holds▪ No access to item transit▪ No access to check-in functions▪ No access to cataloging, item additions or deletions, record
additions▪ No access to the creation of new holds▪ No access to modifying or registering patron records▪ No access to SMS texting service▪ No access to reports, reports will not be scheduled
• Patron notices will be suspended throughout• Hold shelf, pick lists, and other reports will be suspended• Auto-renewal reports will be scheduled and coordinated around the
migration
o No access to Director’s Station
• Symphony/WorkFlows Test Server• No access to testing data
• Enterprise (via retiring LINC and MAGIC Enterprise profiles)• Full access to current item records and searching
• Partial access to My Account features – changes will not be permitted
• Partial access to item availability – some data will be incorrect
• No access to place holds – policies will prevent hold placement
• No access to renew items– policies will prevent hold placement
• No access to commerce/payment functions
• Enterprise NEW 19 SWAN Profiles• No access to current item records and searching
• No access to My Account features – changes will not be permitted
• No access to item availability – some data will be incorrect
• No access to place holds – policies will prevent hold placement
• No access to commerce/payment function
o BLUEcloud Applications• Full access to BLUEcloud Analytics
• Full access to BCA report functions
• Statistics from April 28th – May 1st will not be accessible until later in the
week
• BCA Reports will generate and email as scheduled
• No access to Bookmyne
• No access to MobileCirc
How to use WorkFlows in Offline Mode
SWAN’s WorkFlows Offline Guide: https://support.swanlibraries.net/system/files/Members%20Only/SWANTech/WorkFlowsOffline-3.5.pdf
NOTE: LINC and MAGIC libraries will havea checklist for Offline preparation. This checklist will include additional informationand clarification of procedures specific to N19 Offline Circulation.
Go-Live Timeline (Continued)
• Monday, April 30th – REBUILD DAY (Full downtime for ALL libraries)
• New 19 services are still offline (full list available in cheat sheet)
• New 19 staff login to WorkFlows in Offline mode
• External vendor services are available
• SWAN library services are now also offline (full list available in cheat sheet)
• SWAN libraries login to Offline mode
• External vendor services are NOT available
• Your IT assignments during this time:
• Ensure all New 19 staff login to WorkFlows in Offline mode
• Power off self-checks, AMH in offline, PC Reservation remains active
• At the end of the day – update internal SIP2 devices/software to SWAN’s hostname and credentials (as provided)
Go-Live Timeline (Continued)
• Tuesday, May 1st – Go-Live Day! (Full downtime in AM)• New 19 services remain offline until notice via SWANcom/Support Site
• New 19 staff login to WorkFlows in Offline mode• Power off self-checks, AMH in offline, PC Reservation remains active• External vendor services are available
• SWAN library services remain offline until notice via SWANcom/Support Site• SWAN libraries login to Offline mode• Power off self-checks, AMH in offline, PC Reservation in Offline• External vendor services are NOT available
• Your IT assignments during this time:• Ensure all New 19 staff login to WorkFlows in Offline mode• Assist New 19 staff with Offline inquiries/issues• Power off self-checks, AMH in offline, PC Reservation remains active• At the end of the day – update internal SIP2 devices/software to SWAN’s hostname and
credentials (as provided)
Go-Live Timeline (Continued)
• Tuesday, May 1st – Go-Live Day, following “ALL DONE” notice
• (Back online for ALL libraries)• Connect to WorkFlows using your assigned logins
• Your external vendors will migrate based on our phone calls• If an external vendor service is not authenticating, email [email protected] and
SWAN will reach out to your vendor
• Your IT assignments during this time:• Ensure all New 19 staff login to WorkFlows using the SWAN hostname and credentials
• Assist New 19 staff with login inquiries/issues
• Connect your library-internal SIP2 devices to the SWAN production server
• Hostname/IP address: api.in.swanlibraries.net
• Port: Your designated PIN/No-PIN SIP2 port provided by SWAN IT
• Username/Password: provided by SWAN IT as your SIP2 credentials
You’ll need from SWAN…
• SIP2 credentials – to be provided in your calls with Ian Nosek• Library-specific PIN and non-PIN ports (6XXX)
• Library-specific SIP2 username and password
• MobileCirc licensing • Can be licensed any time after go-live
• Can be pre-licensed if devices are unused until go-live
• New Enterprise URLs• Catalog.swanlibraries.net/AAA
• New OpenAthens database URLs• Expected for Go-Live (article search will be available immediately)
• WorkFlows Logins• Available on the SWAN Support Site in the Director’s Portal (requires library director login)
SWAN IT will need from you…
• SIP2 testing• A scheduled time that we can call you to review credentials and functionality
• Configure your in-library SIP2 devices for go-live
• Aliased emails – created and implemented by SWAN, but… • Be sure to whitelist the @swanlibraries.net domain
• Your library staff will receive emails from SWAN through this address• [AAA]@notices.swanlibraries.net
• Change of WorkFlows access port on LINC/MAGIC servers• After April 27th, the WorkFlows port will be updated on LINC/MAGIC servers to
prevent accidental login
SWAN Second Quarterly Billing Period covers April 1st – June 30th
July 1st – Quarterly Billing will capture• Payment transactions for LOST Assumed and Claims Lost RB/ILL materials
• Unpaid/unreturned LOST RB/ILL materials with Due Dates between April–June of 2017
In order to include all April transactions in the Quarterly Billing do notinvoice another library for any of the following LOST items after April 1st
• LOST Reciprocally Borrowed materials (Patron Library≠ Item Library)
• LOST ILL materials Intra-library loans (SWAN to SWAN - includes LINC and MAGIC) and Interlibrary Loan (SWAN library to known library outside of SWAN)
SWAN Second Quarterly Billing Period covers April 1st – June 30th
After April 1st continue to:• Process invoices for items sent and received via OCLC
(SWAN has no knowledge of these transactions)
• Process invoices from Non-SWAN, Non-MAGIC, and Non-LINC libraries
• Bill your user for any loss of your materials
• Bill your user using RB-ILL, RBPBILL (MAGIC), RBPREIMB (LINC) for material your library has paid on behalf of your patron
Welcome KitBanner
SWAN Membership Poster
Notifications Brochure & Post-its
Bookmarks (3 types)
Automatic Renewals Post-its
Calendar for computer monitor
Inflatable swan
RAILS delivery labels & markers
SWAN map puzzle
SWAN M&Ms
Welcome note & origami swan
Additional OrdersAdditional orders for
collateral material, as
well as customized
bookmarks
https://support.swanlibraries.net/content/new-19-public-relations
Due Date for customization requests:
April 10th
Patron Website –https://www.swanlibraries.net• Share your story
• Refer users
• Copy, edit, reuse content