Date

SWAN New 19Q&A Session 4

April 4, 2018

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

Date

Welcome andIntroductions

Aaron SkogSWAN Executive Director

Today’s Presenters and Panel

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SUPPORT.SWANLIBRARIES.NETMembership >> Library Director Information

Delegation of Director Level

• Send in request via SWAN helpdesk (help@swanlibraries.net)

• 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

Please Review support.swanlibraries.net

Documentation & Resources >> Policies

Date

Timeline Review

Joseph MillerSWAN Project Manager

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

Date

LINC and MAGIC Cutover Procedures

Dawne TortorellaSWAN Assistant Director

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

Date

Offline Mode

Steven SchlewittSWAN IT Manager

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.

Offline Patron Lookup in the Works!

OFFLINE Demo

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 help@swanlibraries.net 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

Date

Quarterly Billing

Kate BoyleSWAN Member Services Manager

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

Date

Pre-DedupCataloging Considerations

Scott BrandweinSWAN Bibliographic Services Manager

But first, a soup-rise!

Date

Welcome Kits and PR Materials

Dawne TortorellaSWAN Assistant Director

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

Date

Your Turn!How are you preparing staff

and patrons for the

migration?

Date

Questions and Answers

Aaron Skog (and Panel)SWAN Executive Director