HOLLIS CIRCULATION LIAISONS MEETING

December 7, 1999 9:15-10:45 OIS Conference Room

Informal Meeting Notes (MLC)

Introductions

Tracey Robinson, OIS Assistant Director for Systems Management, and Linda Marean, OIS Manager of Operations Support, addressed the following issues:

  1. Mainframe operating system upgrade and HULPR performance issues.
  2. Tracey reviewed recent systems issues, pointing out that there is not a single large problem, but rather several smaller problems. Every HOLLIS program has been modified on some way over the last several months, and we appear to be down to about a half dozen remaining problems. Of these, the cause of the largest problem is known, its solution as yet undetermined as it is still being analyzed. This problem has to do with the allocation and subsequent freeing (or not) of available storage space for HOLLIS programs and tasks on the mainframe. Tracey emphasized that our top priority is to continue working on the problems, keeping the system up and available as much as possible.

    There was some discussion as to the best method of communication with the libraries when the system is in the midst of instability. There was general agreement that timely hulinfo messages are most useful. Messages that announce estimated downtime and subsequent return of availability were noted to be particularly important.

  3. Item and charge data for November 20-21.

This issue potentially effects any library that performed any HU (not RV) item-related transactions the weekend of November 20-21, 1999. This would include the creation or updating of item records, online circulation charging, discharging and renewals, recalls, etc. Please read this summary and contact Martha Creedon or Linda Marean at OIS if you have questions.

The first reported problem came from Marty Schreiner, Librarian of the Morse Music Library at Hilles. He reported problems with discharging items; he system was generating a message to the effect that the item could not be discharged because it was not charged. The problem did not happen on all discharges and a pattern could not be determined.

Over the next several days, Marty Schreiner and now staff at other libraries began to notice similar problems. A significant number of library patrons were beginning to complain thatthey had received overdue notices and final bills for materials that they had returned.

On Friday, December 3, the puzzling set of circumstances could finally be accounted for by the discovery of an error related to manual clean-up of some batch processing early the morning of November 22.

The effect of the error was that all item-related processing in the HU database on November 20 and 21 were essentially missing when HULPR started up on November 22. This impacted some 7,000 item records. In effect, the items were now back in the system as they had been the morning of November 20.

What we're doing to correct the problem:

This past weekend (December 4-5), approximately 4,250 item records that were modified or created on November 20-21 were restored to the online system. This excludes approximately 2,000 records that have been updated in some way since that weekend.

Linda Marean will provide reports, by service unit, of these 2000 items. Details of the reports are not yet determined, and will be provided with the reports.

Please note:

This is NOT an ongoing problem. The problem is an isolated event that was caused by a manual error. OIS is taking steps to make sure it will not recur.

Because of the diversity of loan policies and notice scheduling across the university, this is impacting different service units at different times.

Other Business, old and new

  1. Year-end ("Winter Holiday") scheduling issues. Announcement went out to hulinfo on December 3. Copies of the OIS web pages for Winter Holidays are available at this meeting, or see http://hul.harvard.edu/ois/services/pubs/oistable.html.
  2. Due date rollovers that usually are effective on 12/31: most of these are fixed date rollovers from 1/31 to 5/31. The changes cannot go in this year on 12/30 because of the Winter Holiday closings. We prefer to put all of them in at once; can we decide on whether to put them in effective December 23 or sometime the first week of January?
  3. The decision was to re-set the fixed dates to be effective before the winter break, effective 12/23/99.

  4. Calendar data: see http://hul.harvard.edu/cmtes/circl/calendars.html. MC will try to keep this up to date, but if you have questions about what you see on this listing please contact Martha Creedon.
  5. The only two libraries needed to provide us with calendar data for the spring semester are the Andover Harvard Library (Divinity) and Countway Library.

  6. Deb Grier (Fine Arts): Interested in discussing how other libraries cover Public Services staffing (desk coverage and tasks usually performed by a single person) during extended absences such as public services staff vacations.
  7. The group generally responded to this question with suggestions for cross-training and partnering with existing staff, and gathering data to justify requests for additional staffing.

  8. Melissa Hilbert (Wolbach) asked about cancelling recalls.
  9. If you weren't at the meeting, or don't know how to do this, see section 4.6 in the HOLLIS Circulation manual.

  10. Bruno Leung (Lamont) asked about how to determine whether a slowdown is a HOLLIS slowdown or a network slowdown.
  11. Unfortunately, it's often hard to tell. If you are on a HULPR screen and you see the X SYSTEM text at the bottom of your screen, suspect HOLLIS/HULPR slowdown. If other desktop applications (opening MS Word from your file server, for example) are also slow, suspect a more local problem.

  12. Elizabeth McKeigue inquired about the number of ports available for HOLLIS connections.
  13. The number of ports for the IP address that was used for HOLLIS-only in-library devices had been set to 48, a number that was sufficient when many of the Widener devices were dumb terminals. With the increase in the number of networked PC's that are connecting to this address, 48 was inadequate. Last Thursday, December 2, the number was increased to 256. If, indeed, 48 was just beginning to push the limit, 256 ought to hold us for a while.

  14. The TFSCP will be meeting once again in preparation for the December 22 meeting with the Public Services Committee.

 

The meeting was adjourned at 10:53 with far too many Dunkin' Donuts Munchkins left behind.

HAPPY HOLIDAYS TO EVERYONE!

Policy table changes in November and December

Next Meeting: January 4, 2000 -- 9:15-10:45 - OIS Conference Room

 

December Attendees

First Name

Last Name

Library

Phone#

E-mail

Scott

Britton

LAMONT

5-2455

sbritton@fas.harvard.edu

Gene

DeVita

TOZZER

5-2253

devita@fas.harvard.edu

Paula

Ebbitt

KENNEDY SCH OF GOV

5-1305

paula_ebbitt@harvard.edu

Marcella

Flaherty

GUTMAN EDUCATION

5-3421

flaherma@hugse1.harvard.edu

Deb

Grier

FINE ARTS

6-1943

grier@fas.harvard.edu

Melissa

Hilbert

WOLBACH OBS (HCO)

6-7601

mhilbert@cfa.harvard.edu

Susan

Leavitt

LITTAUER

6-1454

sleavitt@fas.harvard.edu

Bruno

Leung

LAMONT

5-2452

bleung@fas.harvard.edu

Elizabeth

McKeigue

WIDENER

6-4023

mckeigue@fas.harvard.edu

Marty

Schreiner

MORSE MUSIC (HILLES)

5-8730

schrein@fas.harvard.edu

Brian

Sutton

LAW SCHOOL

Anne

Tanguay

HILLES

5-8722

tanguay@fas.harvard.edu

Circulation Reminders

Scheduled between 11/1/99 and 12/31/99

Reminder Date

Service Unit

Date Needed

Policy change

11/18/99

WO

11/19/99

set wol 30 day loan to end of exam period (1/28/00)

11/18/99

WO

11/19/99

policy change for GRA4 and GRAD patrons (no longer to be fined)

11/30/99

DI

11/30/99

change div 2X/year due date to 9/10

11/30/99

FA

11/30/99

change fal 2x/year due date to 9/10 (requested 9/18 this year)

11/30/99

GU

11/30/99

change gut 2X/year due date to 9/10

11/30/99

LI

11/30/99

change wid LINS, EXTD 2X/year due date to 9/10

11/30/99

LW

11/30/99

change law 3x/year due dates from 1/15 to 6/15

11/30/99

WI

11/30/99

change wid EXTG 2X/year due date to 8/30

11/30/99

WI

11/30/99

change wid/gut/div/lit 2X/year due date to 9/10

12/15/99

XX

12/15/99

add spring hours to calendar

12/30/99

HI

12/30/99

change hil fixed due dates from 1/31 to 5/31

12/30/99

KU

12/30/99

set geo 1x/year due date: need date from Kummel

12/30/99

LA

12/30/99

change lam fixed due dates from 1/31 to 5/31

12/30/99

MU

12/30/99

change mus 3x/year due date from 1/31 to 5/31

12/30/99

TO

12/30/99

change toz 3x/year due date from 1/31 to 5/31

12/30/99

WO

12/30/99

set wol 30 day loan back to 30 days

12/30/99

WO

12/30/99

change wol 3x/year due date from 1/31 to 5/31

Tuesday, December 07, 1999 Page 1 of 1


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rev. 12/22/99