HomeUpgrade to Evergreen 3.1What to Expect and How to PrepareTimeline

1.2. Timeline

Tuesday October 9th: Resource Sharing Wrap Up

On October 9th, you should pull your final pick lists of items for resource sharing. This should give you time to collect and ship items that were requested over the weekend prior. This will also allow for time for these materials to ship to their destinations and get checked in prior to going into offline mode, so that users will receive notification that the items are available for pickup. During offline mode, these items can be checked out to the patrons that requested the hold, but if they are returned, they'll need to be held until we are back online, all exceptions have been processed, and all items can be checked in.


Wednesday October 10th through Monday October 15th: Suspend Resource Sharing Activities

Until 9 pm on October 11th, users can continue to place holds on items throughout the consortium. Libraries can hold off from pulling resource sharing holds off the shelf until after the migration. You can continue to place and pull holds on items local to your system. Once we go into Offline Mode, you'll no longer be able to check materials in, put books on hold, or have notices generated to patrons to let them know their items are available. Once we're back online, we can resume normal resource sharing activities. 


Thursday October 11th: Last Day To Check Items In & Download Offline Patron List

October 11th is the last day to operate normally checking out and checking in materials while logged into Evergreen. Before the end of the working day at your library branch, follow the instructions below to download the Offline Patron List and set up for offline receipts (if desired) on every workstation that will be used for offline transactions. Downloading the offline patron list will provide a pop-up notification if a patron account is not eligible to check items out. (See below for instructions.)


Before or on Thursday October 11th: Creating Offline Sessions and Setting up Offline Receipt Template(s)

Creating Offline Sessions:

It is a good idea to set up an offline session for every library branch that will be using the Standalone interface before going into offline mode. This allows staff to immediately begin uploading and processing transactions once given the go-ahead from the NC Cardinal team.

Offline Receipt Templates:

Go to Admin > Workstation Administration>Receipt Template Editor

Offline Receipt Template


Sample receipt:

Receipt templates are saved on individual workstations, so you will need to transfer this template (using a USB drive or other method) to every other workstation that will be using the Standalone interface:

Staff should set up the offline receipt template (above) before close of business October 11th at every workstation that will use offline receipts. Then, proceed with the following steps just before closing out each workstation at the end of the library business day. It may also be helpful to have a test patron account ready to print a test receipt print first thing after going into Standalone mode.

Perform the following steps in this exact order:

Step 1: Download Offline Patron List

Downloading an Offline Patron List from the client is quick and doesn’t require administrative privileges. Simply go to the Admin menu in the top right, and choose Download Offline Patron List

Wait for this message. Once the list is downloaded, you should see:

cid:image005.png@01D399CB.014BEC00

Step 2: Click OK

Step 3: Go to Printer Settings Editor

Step 4: Click on the Offline radio button under Printer Context, then click on Set Default Printer and Print Test Page button

Step 6: Immediately close the window and go to the Evergreen Staff Client login screen


Step 7: Click Exit Evergreen at the bottom; you must exit completely


Step 8: Click to re-open Evergreen, but DO NOT LOG IN

Step 9: Click on Standalone Interface

Step 10: (OPTIONAL) If desired, check out an item (with an incorrect barcode) to a test patron account to make sure you can print a receipt. You can use the same barcodes to test each workstation. The transaction will show up as exceptions for each workstation, and staff who are resolving exceptions should be aware that they can ignore these test transactions.


Friday October 12th  Sunday October 14th: Operating In Offline Mode Using the Standalone Interface

As of the morning of Friday October 12th, all libraries MUST be using offline mode to circulate materials to patrons only. This will be similar to when your library migrated into the consortium. A few other things to be prepared for:


Each morning, click to open Evergreen, but DO NOT LOG IN

Click on Standalone Interface and proceed to check out patrons

At the end of the day, click Exit on the Standalone Module screen


Monday October 15th: Going Live in 3.1

On Monday October 15th, wait for notification from the NC Cardinal team that your library system is ready to Go Live in the new system. The first thing to do will be to upload and process your offline transactions. Instructions for how to process offline transactions. We’ll be available to assist you if you encounter difficulties. 

Once your system coordinator for the upgrade has verified that ALL transactions have been uploaded and processed for every branch in the system, library branches for that system may begin checking out items and placing holds as normal. DO NOT CHECK IN ITEMS until all exceptions have been resolved and the coordinator for your library system has confirmed that items may be checked in.

It is fine to backdate those check ins to the last date the library was online even if the items were checked out during the offline period. You can see in this example (item checked out 2/19) that Evergreen records both the declared Checkin Time (the selected backdate of 2/18) and the actual Checkin Scan Time of 2/26, so there is no data conflict.



Tuesday October 16th

Resource Sharing: resume normal activities

1:00 pm: Q&A webinar for any questions: https://join.me/nccardinal

 


Footnote:

If you want to have a look at the file that is downloaded, you can find it at:

C:\Users\__ME___\AppData\Roaming\OpenILS\open_ils_staff_client\Profiles\XXXXXXX.default\chrome\offline_patron_list

Where __ME_ is your login name, and XXXXXXX is some random identifier. (Just look for the folder ending in .default)






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