Grayslake & Palatine Go Live Schedule
September 2020

Library Tasks to Complete 

Updated 8/28/2020
  • Watch the recording and review the slides from our overview of the go live schedule and remote offline. 

  • If you will be registering new patrons during offline, send the workstation name to CCS​ at help@ccslib.org.

  • Install the Polaris remote desktop connection on computers used for offline circ, and log in prior to Sept. 4 to make sure access is working properly. 

  • Practice checking out materials and registering new patrons in Polaris offline. If you would like CCS to load offline files created during testing, please email help@ccslib.org. 

  • Test printing receipts in Polaris offline to ensure printers are set up correctly. 

  • If you will be using your self-check in offline mode, confirm settings with your vendor and test prior to September 4. All self-checks must be either disabled or set into offline mode prior to the SIP redirect at 9:30pm on September 4. AMHs must also be disabled.

  • Confirm staff working during the offline period are subscribed to CCS News​. Email help@ccslib.org to batch subscribe staff! 

Below is the schedule for the Palatine and Grayslake go live period. Grayslake will begin using Polaris remote offline on Thursday, September 3. Palatine will begin using Polaris remote offline on Friday, September 4. All other CCS libraries will begin using remote offline on Saturday, September 5. While the data is being loaded and indexed, all access to the production SQL database will be disabled, including the staff client, Leap, PowerPac, and Simply Reports. CCS will provide SIP authentication and limited PowerPac access through the training database.

Below, we've outline the different steps in the go live process and provided additional information on what libraries can expect in September.

 

Go Live Schedule

Wednesday, September 2, 9:30pm

  • Grayslake data is extracted from TLC and delivered to Innovative for processing

Grayslake Offline

Thursday, September 3

  • Grayslake begins using Polaris remote offline

  • Innovative processes Grayslake data to prepare for the final data load

  • All other CCS libraries remain online in Polaris

  • At 9:30 pm, Palatine data is extracted from Sierra by Innovative

Palatine Offline

Friday, September 4

  • Grayslake continues using using Polaris remote offline. Palatine begins using Polaris remote offline.

  • Innovative processes Palatine data to prepare for the final data load

  • All other CCS libraries remain online in Polaris

  • CCS production database is copied to training database before libraries open

  • At 9:30 pm, production PowerPAC is redirected to training PowerPAC

  • SIP authentication is switched to the training database

All CCS Libraries Offline

Saturday,September 5

  • All CCS libraries begin using remote Polaris offline

  • Innovative begins the data load and indexing process

All CCS Libraries Offline

Sunday, September 6 - Monday, September 7

  • All CCS libraries remain offline in Polaris

  • Innovative completes data deduplication process and reindexing 

 

All CCS Libraries Offline

Tuesday September 8

  • All CCS libraries remain offline in Polaris at the start of the day

  • Innovative completes deduplication process

  • CCS and Innovative do QA when processing is complete

  • CCS loads offline files

  • If processing and QA is completed prior to 4pm central, CCS libraries (except Palatine and Grayslake) may come back online. If the database is not available prior to 4pm, CCS libraries will remain offline through the end of the day.

  • Palatine and Grayslake remain offline through the day

  • If CCS libraries come back online, redirect to training PAC removed; SIP authentication switches back to production

Palatine and Grayslake Live

Wednesday, September 9

  • Palatine and Grayslake are live on Polaris 

 
Offline Circulation

While libraries are in offline, a number of services will be unavailable:

Available Services

  • Check out materials

  • Patron registration (optional)

  • Hourly material check-in (optional)

  • Available holds pickup

  • Training PowerPAC search functions

  • Training Leap search functions

  • Database/SIP Authentication against training 

Unavailable Services

  • API Services

  • Materials check-in

  • Placing holds

  • Paying fines

  • Modify patron records

  • Processing Holds

  • Running the picklist

  • Checking in expired holds

  • Checking in delivery

  • Creating ILL or on-the-fly records

  • Technical Services functions (Adding/editing items, bibs, etc.)

  • Simply Reports access

Check Out

Libraries will use Polaris Offline Circulation to check material out to patrons. Using Polaris Offline is required. Offline files will be processed by CCS and Polaris before libraries move back online. All properly performed offline transactions will be updated in the Polaris database before we go back online. Review go live offline procedures


Patron Registration
Libraries may register new patrons using Polaris Offline. Libraries should designate one circulation workstation for patron registration to help minimize potential load errors. If you will register new patrons during the offline period, you must submit the designated workstation name to CCS by September 1. Please email help@ccslib.org with the workstation name.

Patrons registered during the offline period will not be recognized by tools that authenticate against Polaris.


Hourly Material Check-In
Library staff may not check material in. In Offline Circulation, there is no way for the system to determine if material should transit to another library, is on hold for a patron, was returned overdue, or otherwise requires action. Material should be set aside until the morning of go live. 


Hourly or daily use materials that are not eligible for holds such as laptops or other in-house use equipment may be checked in. Your library should determine which, if any, materials would be eligible for offline check in and set up an internal procedure.

Leap Access

Training Leap will be available during offline for reference only. Library staff may not perform any transactions in training during the offline period. All transactions must take place in Polaris Offline. CCS will work to restrict permissions, but it is the responsibility of each staff member to follow procedures. CCS cannot guarantee recovery of transactions that take place in the training database. 

PowerPAC Access

Production PowerPAC will be unavailable during the offline period. Innovative will temporarily redirect production PAC to the training PAC, with limited functionality. As items are checked out in offline, item availability will become out of date.

Neither patrons nor library staff will be able to place holds, update account information or pay fines in PowerPAC. Libraries should communicate these dates to their patrons as appropriate to your community. 

Payments

Patrons will be unable to make online payments through SmartPay while the production database is unavailable. CCS is working with Comprise to turn off web payments for the offline period.

SIP Connected Tools


SIP authentication against production will be unavailable during the offline period. Innovative will switch SIP authentication from production to training on Friday, September 4 after libraries close. This will allow authentication with SIP resources to continue throughout the offline circulation period. 


Patron registered using offline mode will not have access to SIP tools, and users that become delinquent or expired during the offline period will still have access to resources that may have been restricted during normal circumstances.

API Services

API-connected services will be down during the offline period. Libraries may want to reach out to vendors of other API-connected resources to discuss options for the offline period. Vendors may be able to display a message to patrons similar to Communico (below) or adjust authentication for the offline period so that patrons can still access these resources. 

API integrated services include:

  • Boopsie

  • Communico 

  • Creativebug 

  • Curiosity Stream

  • EBSCO API 

  • EBSCO Stacks 

  • Evanced

  • Explore More Illinois

  • Kanopy 

  • Novelist 

  • PatronPoint 

  • ReadSquared​

Communico

Communico is able to disable the following features in library mobile apps:

 

  • Searching on the Catalog

  • My Account

  • Recommended Reads (as this also allows the ability to place holds)

 

They also have the ability to add a message to mobile apps that indicates that account access is unavailable. 

If you would like us to work with Communico on your behalf to make these updates, please open a ticket by emailing help@ccslib.org. 

Staff Scheduling Considerations


CCS strongly recommends that all libraries consider the go live schedule as they create their September circulation staff schedules. 

Library administrators and managers are responsible for ensuring that scheduled staff have reviewed offline procedures and restrictions. 


Management or other staff who are experienced with offline procedures should be scheduled for, at minimum:

 

  • Saturday, September 5: First day of Polaris offline

  • Tuesday, September 8 and Wednesday, September 9: Go Live

 

Consider scheduling additional clerks and/or shelving staff on the day of and after go live. There will be a backlog of material to check in and shelve. With the addition of Palatine and Grayslake to intra-CCS lending, picklists may be larger than normal. 

Delivery

Because the majority of downtime will fall on the weekend, CCS will not be stopping RAILS delivery. Items received in delivery on Tuesday, September 8 cannot be checked in until production is back up.

Library Due Dates During Offline

No items will be due from September 5 through September 8. As a reminder, items returned during offline cannot be checked in until we are back online. If you would like to extend due dates beyond September 8, please open a help desk ticket.