FOCUS ON PAGING: ITEM VS. TITLE PRIORITY WILIUG 3 rd Annual Conference June 11, 2007 Marquette University, Milwaukee, WI

Presented By: Jenny Baker Jenny Baker - Wisconsin Lutheran College, member of SWITCH consortium, Milwaukee, WI - Wisconsin Lutheran College, member of SWITCH consortium, Milwaukee, WI - Reference Librarian (Circulation Desk Supervisor) - Reference Librarian (Circulation Desk Supervisor) Heidi Bruss Heidi Bruss - Metropolitan Library System, Illinois - SWAN Software & Training Manager for 79 member multi- type consortium in the Chicago metro area

Focus On Paging Adaptation of IUG15 program: “Navigating The Holds Maze” Adaptation of IUG15 program: “Navigating The Holds Maze” Presented by: - Sheryl VanderWagen, System Librarian, Lakeland Library Cooperative, Michigan - Heidi Bruss, SWAN Software & Training Manager,Metropolitan Library System, Illinois

Focus On Paging Review how Item/Standard Paging works Review how Item/Standard Paging works Review how Title Priority Paging (which replaced Title Paging) works Review how Title Priority Paging (which replaced Title Paging) works Discuss why Title Priority Paging is now III’s recommended paging option Discuss why Title Priority Paging is now III’s recommended paging option Describe the benefits and process of converting to Title Priority Paging Describe the benefits and process of converting to Title Priority Paging

Definitions Item/Standard paging –item level holds and paging Item/Standard paging –item level holds and paging Library Priority Table – table that defines the order in which libraries/branches are paged Library Priority Table – table that defines the order in which libraries/branches are paged Regional Holds –prioritizes pages within groups of libraries/branches (not compatible with Title Paging) Regional Holds –prioritizes pages within groups of libraries/branches (not compatible with Title Paging) Title Paging – title level holds and paging Title Paging – title level holds and paging Title Priority Paging – title level holds and paging; incorporates features from both Item and Title Paging, including priority Title Priority Paging – title level holds and paging; incorporates features from both Item and Title Paging, including priority

Brief History of Paging Standard/Item paging Standard/Item paging Title Paging Title Paging Release Consortium Management Extensions Release Consortium Management Extensions Regional (Consortial) holds Release Title Priority Paging Release Title Priority Paging Today - Title Priority Paging is III’s recommended option for paging Today - Title Priority Paging is III’s recommended option for paging

Item Paging Copy Returned Soonest requests are assigned to a specific item immediately Copy Returned Soonest requests are assigned to a specific item immediately Paging prompt (in staff modules) is: “Print Paging Slip” or “Do Not Print Paging Slip” Paging prompt (in staff modules) is: “Print Paging Slip” or “Do Not Print Paging Slip” Only that item may be used to fulfill the hold Only that item may be used to fulfill the hold Other copies on bib cannot fulfill hold Other copies on bib cannot fulfill hold Unable to refuse to fill a hold Unable to refuse to fill a hold System allows printing of Item paging lists or slips System allows printing of Item paging lists or slips

Item Paging Item paging slips and lists give specific item information including barcode, pickup location, patron info, etc. Item paging slips and lists give specific item information including barcode, pickup location, patron info, etc. Optionally, item level paging can be set up with an automatic transfer to the next available copy if the paged item cannot be located Optionally, item level paging can be set up with an automatic transfer to the next available copy if the paged item cannot be located Automatic transfer is calculated from the time the paging slips or list was printed Automatic transfer is calculated from the time the paging slips or list was printed

Item Paging - SWITCH Problems with holds not producing paging slip due to having a status other than “-” (i.e. Browsing area) Problems with holds not producing paging slip due to having a status other than “-” (i.e. Browsing area) Inability to cancel holds in a batch – must go to each patron’s record at the end of a semester to clear out old holds due to a lack of “Not wanted after” dates Inability to cancel holds in a batch – must go to each patron’s record at the end of a semester to clear out old holds due to a lack of “Not wanted after” dates

Item Paging - Lakeland Frequent problems with stuck holds due to: Frequent problems with stuck holds due to: 1. Staff choose “Do Not Print Paging Slip” when placing holds in staff modules 2. Lost paging slips due to printer problems 3. System does not page when hold is placed at pickup location and the item is on shelf (staff placed holds)

Compatible Features Used By SWITCH Multiple hold shelves Multiple hold shelves Item paging slips Item paging slips Automatic Request Processing Automatic Request Processing Turning on “Not wanted after” with upgrade to WebPAC Pro in June 2007 Turning on “Not wanted after” with upgrade to WebPAC Pro in June 2007

Compatible Features Used By Lakeland Automatic Transfer of Paged Items Automatic Transfer of Paged Items Item Paging Lists Item Paging Lists Multiple Hold Shelves Multiple Hold Shelves Library Priority Table/Paging Priority Table Library Priority Table/Paging Priority Table Give Precedence to Local Holds Give Precedence to Local Holds Regional (Consortial) Holds Regional (Consortial) Holds Automatic Request Processing (OPAC) Automatic Request Processing (OPAC)

Compatible Features Used By Lakeland Regional Holds Regional Holds - Part of Consortium Management Extensions - Useful for consortia and libraries with branches - Allows users to prioritize paging within groups of libraries - Adds: “Agency” to item records; “Pat Agency” to patron records; Agency Table

Title Priority Paging III’s recommended paging option III’s recommended paging option Enhanced & replaced Title Paging Enhanced & replaced Title Paging Little or no maintenance or clean-up needed Little or no maintenance or clean-up needed Enhancements received: Enhancements received: –Pages pick-up point first (no set-up needed) –Priority table specific to each pickup location –Able to refuse to fill title & item holds

Title Priority Paging Placing holds: Placing holds: - Holds are placed at and remain at the title level, until filled or cancelled - Staff can place item level holds for multi- volume/multi-part titles or to get a specific copy - Can limit holds to be filled from a specific location - Paging prompt when placing a hold is “Page for title” or “Do not page for title”

Title Priority Paging Placing holds con’t.: Placing holds con’t.: - WebOPAC requests are title-level - WebOPAC forces item-level holds only when an item record has a Volume field - Patron’s holds are rejected if none of the copies are holdable to them

Title Priority Paging Holdability is determined by: - Loan Rules/Loan Rule Determiner Table – what is/is not holdable - Loan Rules/Loan Rule Determiner Table – what is/is not holdable - Patron Blocks Table - set limits on number of holds placed - Request Rules File - controls holds in WebOPAC - All dependent on construction and use of location codes, Itypes, and Ptypes

Title Priority Paging Filling Holds: Filling Holds: - Any eligible copy can fill hold (based on holdability) - Items checked in from patron or paged copies can fill holds - Holds are filled in date/time stamp order (unless local holds have precedence) - Can refuse to fill holds - Title level hold only becomes an item level hold when item is put 1. In transit or 2. On hold shelf

Title Priority Paging Page list Page list - Title page list is dynamic - Can be printed/reprinted at will - Items on the page list are removed as holds are filled or transferred - Title page list lack details about specific items because any copy can fill hold

Title Priority Paging Behind the scenes Behind the scenes - Loan Rules and Loan Rule Determiner Table used to determine eligibility/holdability - Loan Rules and Loan Rule Determiner Table used to determine eligibility/holdability - System automatically transfers the pages based on how long the page has been at a location - Checkin and refuse to fill hold, page is transferred immediately

Title Priority Paging – Problem Holds “Available” status items not on shelf “Available” status items not on shelf Items that are supposed to be on the hold shelf but aren’t Items that are supposed to be on the hold shelf but aren’t Items that get left on the hold shelf after the clear hold shelf report has been run Items that get left on the hold shelf after the clear hold shelf report has been run Broken holds Broken holds

Title Priority Paging “Keep title hold after page expires” “Keep title hold after page expires” - New option with Release Off = holds are canceled after all locations have been paged - On = holds are retained after all locations have been paged (requires periodic cleanup) (see III manual page – call Help Desk for set up)

Compatible Features Used By SWAN Sending Items Home Sending Items Home Automatic Checkout (for specific Ptype) Automatic Checkout (for specific Ptype) Give Precedence to Local Holds Give Precedence to Local Holds Multiple Hold shelves Multiple Hold shelves Automatic Request Processing Automatic Request Processing Allow Multiple Holds (in MilCirc only since Release 2006) Allow Multiple Holds (in MilCirc only since Release 2006)

Who Can Use? Consortia who share materials between members Consortia who share materials between members Multi-branch libraries Multi-branch libraries Single-branch libraries that purchase multiple copies Single-branch libraries that purchase multiple copies

Why Convert? Any eligible copy on bib can fill hold (a benefit to single branch libraries) – no need to manually divide holds between copies Any eligible copy on bib can fill hold (a benefit to single branch libraries) – no need to manually divide holds between copies Cleanup/maintenance is reduced Cleanup/maintenance is reduced Automatic transfer of pages between branches - no human intervention necessary Automatic transfer of pages between branches - no human intervention necessary Some reduction in delivery volume Some reduction in delivery volume Hold queues fill quickly Hold queues fill quickly No cost to convert No cost to convert

Converting At SWAN Title Paging to Title Priority Paging Title Paging to Title Priority Paging Title paging users were automatically converted to title priority paging with install of Release 2005 Title paging users were automatically converted to title priority paging with install of Release 2005 Nothing new to get accustomed to Nothing new to get accustomed to

Converting At SWAN Two benefits: Two benefits: -Pages pick-up point first -Can refuse to fill both item and title level holds Option to: Option to: -Leave priority paging tables alone (page equally ) -Set up priority paging tables for each hold pickup location (may require changing to balance request loads)

Converting At Lakeland Item Paging to Title Priority Paging Item Paging to Title Priority Paging Existing Item Level pages need time to work through the system (1-2 weeks) Existing Item Level pages need time to work through the system (1-2 weeks) Empty the Library Priority Table Empty the Library Priority Table More renewals are blocked due to open holds More renewals are blocked due to open holds More holds are trapped as items are checked in More holds are trapped as items are checked in Get used to less information on title page list Get used to less information on title page list

Converting At Lakeland The pickup location is always paged first when hold is placed in Millennium or OPAC The pickup location is always paged first when hold is placed in Millennium or OPAC Title Paging Lists can always be reprinted Title Paging Lists can always be reprinted Sometimes the local copy is paged first but isn’t the copy that ends up filling the hold Sometimes the local copy is paged first but isn’t the copy that ends up filling the hold

Interested In Converting? Talk to your organization’s “powers that be” Talk to your organization’s “powers that be” Do your research Do your research – Read documents on CSDirect Talk to current users of Title Priority Paging Talk to current users of Title Priority Paging - Those who converted from Item to Title - Those who always used Title Look at location codes, Itypes, Ptypes, loan rules and loan rule determiner table Look at location codes, Itypes, Ptypes, loan rules and loan rule determiner table

Interested In Converting? Plan – get help from Help Desk & others who converted Plan – get help from Help Desk & others who converted Pick out additional features Pick out additional features Adjust location codes, Itypes, Ptypes, loan rules and loan rule determiner table as needed Adjust location codes, Itypes, Ptypes, loan rules and loan rule determiner table as needed Clean out old holds Clean out old holds Develop training plan & train staff Develop training plan & train staff Talk to Help Desk to schedule Talk to Help Desk to schedule

Resources on CSDirect Under “Customer Information Resources – Holds” Under “Customer Information Resources – Holds” - How to Start Using Title Priority Paging - Holds Design (includes Holds Features and Compatibility Chart) - Hold Features

Resources on CSDirect - Holds Management Overview tml tml - Requests in WebPAC/Patron placed holds FAQ on Holds (under Circulation) FAQ on Holds (under Circulation)

Other Resources IUG 2007 Program materials: IUG 2007 Program materials: - Navigating The Holds Maze content/uploads/2007/05/d1navigating_the_holds_maze.ppt content/uploads/2007/05/d1navigating_the_holds_maze.ppt - Priority Paging: Maximizing Holds in Systems of all Sizes III’s online manual: start with page III’s online manual: start with page

Special Thanks Sheryl VanderWagen Lakeland Library Cooperative Grand Rapids, Michigan For her work on “Navigating the Holds Maze”

Focus on Paging Jenny Baker Wisconsin Lutheran College Library Milwaukee, Wisconsin Heidi Bruss Metropolitan Library System Burr Ridge, Illinois