1/6/2018

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Date

SWAN New 19Q&A Session 2

January 10, 2018

Agenda

• Welcome and Introductions – Aaron Skog, SWAN Executive Director

• Migration Timeline Review – Joseph Miller, SWAN Project Manager

• VPN Setup and Infrastructure Update – Steven Schlewitt, SWAN IT Manager

• Data Testing – SWAN Data Testing Curators• Vickie Totton, SWAN Member Services Consultant

• Claudia Nickson, SWAN Bibliographic Services Consultant

• Enterprise Work-in-Progress – Tara Wood, SWAN User Experience Manager

• PR Task Force Update – Susan Ricker, SWAN PR/Communications Specialist

• Training Schedule Overview – Kate Boyle, SWAN Member Services Manager• BLUEcloud Analytics and MENTOR Accounts

• Questions and Answers/Discussion

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Date

Welcome andIntroductions

Aaron SkogSWAN Executive Director

Today’s Presenters and Panel

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Date

Timeline Review

Joseph MillerSWAN Project Manager

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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

8 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 1/19/2018

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 1/19/2018 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: 11/13/2018 4/2/2018

Enterprise Search Group 11/21/2017 3/1/2018 SWAN / LINC / MAGIC

SirsiDynix Enterprise Custom Work TBD TBD SirsiDynix

Enterprise Profile Config 1/2/2018 4/2/2018 SWAN / LINC / MAGIC

3rd Party Integrations: 11/15/2017 03/16/2018

EDS/OpenAthens Setup 11/15/2017 5/1/2018 Joseph / Dave / Michael

Complete and return SIP questionnaire 1//2018 2/2/2018 SWAN IT

SIP Setup - AZURE RHEL7 2/5/2018 3/2/2018 SWAN IT

Integration Planning with 3rd Party Vendors 03/16/2018 03/16/2018 SWAN / MAGIC / LINC

eRC Setup: 02/16/2018 03/21/2018

Setup Vendor Connectors 02/16/2018 03/16/2018 SirsiDynix

Complete and Return eRC Forms 03/02/2018 03/02/2018 SWAN / MAGIC / LINC

Verify on Enterprise Profiles 03/19/2018 03/21/2018 SWAN

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9 Project Tasks

Name Start Due Assigned to

SMS: 01/15/2018 03/21/2018

Add to SMS 01/15/2018 03/16/2018 SWAN

Verify setup 03/19/2018 03/21/2018 SWAN

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, circ) 04/23/2018 04/23/2018 SirsiDynix Data Loaders

Final Data Load (Authority, Item, Bib, Acq, Serials) 04/24/2018 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 04/28/2018 4/28/2018 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

Date

VPN & IT Infrastructure

Steven SchlewittSWAN IT Manager

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VPN Setup StatusFor the libraries below, the SWAN test server is accessible for data testing from your library staff computers. Continue to login using the information below.

• IP Address: sdtest.in.swanlibraries.net

• Port: 5100

• Username: Provided during testing at Quail Ridge

• Password: Provided during testing at Quail Ridge

Batavia

Bensenville Community

Bloomingdale

Carol Stream

Geneva

Glen Ellyn

Itasca

Messenger

Saint Charles

Sugar Grove

Theosophical Society

Town and Country

Villa Park

West Chicago

Wood Dale

VPN Configured and Online

VPN Setup Status

VPN Pending Setup or Requires Additional Investigation

• Bensenville Elementary

• Configuration call scheduled for Jan-5

• Kaneville

• Site visit/configuration planned for Jan-17

• National University of Health Services

• Additional troubleshooting planned during week of Jan-8

• Oak Brook

• Additional troubleshooting planned during week of Jan-15

For the libraries below, additional setup or troubleshooting is needed. SWAN IT is currently in-contact with your IT staff and has arranged a time to perform the work/investigation needed.

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LINC WorkFlows Client Mismatch/Toolbar Issues

• SWAN IT has coordinated with LINC IT staff to have a second client installed with a “SWAN WorkFlows” shortcut on each desktop• Open only this client when performing data testing in SWAN to avoid client mismatch

errors.

• In some instances, connecting to the SWAN WorkFlows client followed by the LINC WorkFlows client will cause the loss of LINC toolbars (image below)• If this occurs, please run the script found at the end of our WorkFlows installation guide

https://support.swanlibraries.net/WorkFlowsDualInstanceGuide_Rev2.pdf

• This issue does not impact MAGIC WorkFlows Clients

SWAN Server Infrastructure:Red Hat Operating System Upgrade

• SWAN IT is performing an upgrade of the Symphony server operating system. This is necessary to maintain stability and security of our servers, while ensuing compatibility for the migration to our Azure Cloud hosted environment.

• Date: • February 21st (all day)

• Impact to New 19 libraries:• None. This will not affect WorkFlows clients, data testing, or the go-live

schedule.

• Action Needed:• None.

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SWAN Server Infrastructure:Azure Server Migration

• SWAN IT is performing an upgrade of the Symphony server hardware, also necessary to maintain the stability and security of our servers. This platform migration is necessary to replace our ageing server hardware and will provide the system resources and flexibility necessary for the continued support of our 97 libraries for the foreseeable future.

• Date: • Tentatively scheduled for early July (plan A) or early September (plan B)• Occurs AFTER go-live

• Impact to New 19 libraries (and all SWAN libraries):• At least one day of “downtime” at the time of the Azure migration• Circulation functions will be available over the Symphony Bridge service, but many other

WorkFlows and Enterprise functions will be disabled during the migration

• Action Needed:• Watch for the IT migration memo (after go-live) which will detail any actions necessary to

prepare for the migration along with specifics on the SWAN services impacted

Date

Data Testing

Claudia Nickson & Vickie TottonData Testing Curators

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Bibliographic Records Data Testing:

• Marc tags imported in numerical order

• Some diacritics not transferred over

• Unauthorized tags

• Periodicals with several volumes displaying out of order or random sorted

Circulation User Records Data Testing:

• SWAN does not use diacritics for names in User Records

• SWAN does not mask PINS

• Phone numbers must be entered “123-456-789” in SWAN phone fields - any extra text will be removed before migration to allow the phone number to migrate

• We will provide you with User Category field mappings for further testing

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Circulation User Records Data Testing:

• Extended Info tab fields not currently used by SWAN are migrating but you will not be able to see them right now

• SWAN displays the User ID in the Identify User section of the Modify User and Checkout wizards – LINC displays the User ID and Address fields

• Notified dates in holds did not migrate

• When viewing Inactive Holds from the User Record the Inactive Reason did not migrate

Acquisitions Records Data Testing:

Vendor Records

• Seeing some discrepancies with order amounts

• EDI address information did not migrate – we are working with SirsiDynix to have them include it in the migration

Fund Records

• Fund level field mapping will be provided for testing

• Audit trails did not migrate

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Acquisitions Records Data Testing:

Purchase Order Records

•Some purchase orders migrated although they were closed

•Some price fields migrated as $0.00

•Purchase orders that only migrated open orderlines are renumbering the orderlines

Serial Control Records Data Testing:

•Some class schemes are not migrating correctly

•Subscription tab showing wrong library on some control records

•Some MARC holdings were added without being linked

•Fiscal cycles have been updated if they are older

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Testing through Go-Live

• VPN connections and system connectivity

• Enterprise, harvests from test system of combined data

• Article Search and authentication via Open Athens

• Reports being configured in test system

• WorkFlows configuration

• Cataloging for review by SWAN Bib Services

Date

Enterprise: Work in Progress

Tara WoodSWAN UX Manager

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Enterprise Upgrade

• 5.0 installed on SWAN test instance January 8, 2018

• Mobile preview

• 5.0.1 scheduled for May 2018

• Fully responsive version, will scale to any size screen

• New versions will require new styles and themes

Enterprise Migration Task Force

• Kickoff meeting November 2017

• Identifying improvements to Enterprise search, comparing LINC, MAGIC, and SWAN Enterprise configurations

• Reviewing wireframes for landing page options

• Incorporating critical features for New 19 system-wide

• Adding additional improvements based on usability study and member library requests

• Next meeting January 16th, 2018

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Enterprise Migration Task Force (cont.)

Added Edition and custom Series statements

Article Search

• EBSCO webinar

• 1st webinar: December 19th, recording available

• 2nd webinar: January 11th, 10:00am–11:00am

• EDS Partner Database Questionnaire

• Full Text Finder set up

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Date

PR Task Force

Susan RickerSWAN Library Relations Specialist

Task Force Members

• Stephanie Blackwell, Marketing Coordinator at Glen Ellyn

• Samantha Parkison, Marketing Coordinator at Bensenville

• Allison Porch, Marketing Coordinator at Carol Stream

• Pam Salomone, Communications and Marketing Director at St. Charles

• Susan Ricker, Library Relations Specialist at SWAN

Next meeting on Tuesday, January 16 at Quail Ridge

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Upcoming Content and Materials

• Patron FAQ on public website: http://www.swanlibraries.net

• “How Notifications Work in SWAN” brochure

• More content and graphics for print/online newsletters and library displays

• Like TV screens or computer screensavers

• Written press release for local media

• May 1 promotionals and giveaways

Date

Training Update

Kate BoyleSWAN Member Services Manager

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On-Site Cataloging Training

• SWAN Bibliographic Services has contacted New 19 for on site training

• Sessions will occur January-March, with as much in Jan-Feb as possible to provide time in the test environment

• If not already scheduled, please coordinate with Claudia Nickson (Claudia@swanlibraries.net) ASAP

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2018JANUARY

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BCA Reports OverviewBatavia PL

BCA Reports OverviewOak Brook PL

BCA Reports OverviewWestmont PL

January

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2018FEBRUARY

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AcquisitionsBatavia PL

Quarterly BillingWestmont PL

EnterpriseOak Brook PL

SupportBatavia PL

SerialsBatavia PL

Interlibrary LoanCarol Stream PL

Circ 101Woodridge PL

February

4

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2018MARCH

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EnterpriseBloomingdale PL

Quarterly Billing Batavia PL

Quarterly BillingCarol Stream PL

Circ 101St Charles PL

AcquisitionsBensenville PLD

SerialsTinley Park PL

SupportBensenville PLD

AcquisitionsMessenger PL

Circ 102St Charles PL

Circ 101+Bensenville PLD

Circ 102Woodridge PL

Interlibrary LoanWest Chicago PL

March

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2018APRIL

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Circ 101Messenger PL

SupportCarol Stream PL

Interlibrary LoanBatavia PL

Circ 102Messenger PL

Enterprise Batavia PL

April

Register for your BCA and SD Mentor account!

• Web form to request BCA account (two weeks before BCA training)

https://support.swanlibraries.net/forms/bluecloud-analytics-user-request-form

• Request a SirsiDynix Mentor Account

Open a ticket by emailing help@swanlibraries.net or have the “Mentor User Manager” at your library create one for you

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Training events on L2 and meetings on SWAN website

Remember to login to view training events in L2

• SWAN Events in L2https://www.librarylearning.info/?LibSys=SWAN

Meeting schedules on the SWAN website

• User Group Meetingshttps://support.swanlibraries.net/members/groups

• Board and Committee Meetings https://support.swanlibraries.net/gov/meetings

Date

Questions and Answers

Aaron Skog (and Panel)SWAN Executive Director