Check In/Out Update for Symphony

There have been some reports on items not checking in or out properly. Reports consist of the check-in/check-out process, where books are randomly not being recorded as checked-in or checked-out. We have analyzed the issue from two main perspectives; Connectivity, and Software and Use.

Connectivity Because the program is an online program; local network, wide area network, and Internet congestion or failure does affect the operations. So we analyzed connectivity to determine if it could be affecting the check-in and check-out activity failure (books not recorded as scanned).

Connectivity Actions We contracted with an independent programmer and consultant to analyze the connectivity and to set up a custom designed terminal connection solution that bypassed the client software on the computers entirely and also any reliance on the network being constantly available. This solution seemed to work better when network disruptions did occur.

Connectivity – Findings What we found was, operations were interrupted when networks were interrupted, error messages were produced, and librarians had to log back–in, but books didn’t appear to be skipped.

Connectivity - Solution If sites have connectivity problems, we can implement the terminal software and connection solution to minimize the connectivity problems caused by network and connectivity problems.

Software and Use To analyze the software functions we sent consultants to sites to observe the processes. We gathered as much information from logs and the librarians as we could. Worked the issues through with SIRSI several times and worked through their suggestions.

Software and Use - Findings When a book is scanned and a pop-up message appears on the screen to inform the librarian that a book has a hold on it, a fine is due, etc., the librarian would normally address the issue on the screen and press “Enter” before checking in/checking out the next item. If the librarian does not address the issue on the screen and just scans the next item, then the process of scanning the next item acts as an input to the on-screen message rather than scanning the item. The transaction for the second item is then ignored and thus the second item is NOT checked in or out, but rather skipped. If the pop-up requires multiple clicks to address the pop-up then multiple books may be skipped.

Software and Use - Actions We addressed this finding with SIRSI. Sirsi states that this is indeed the case and it is a part of the basic design of the program. Sirsi states that librarians do need to address any pop-up messages before continuing. This has been included as part of the instructions included in both SIRSI and ESC training sessions.

Software and Use In checking further with districts using other library programs, this appears to be a common behavior for several library automation systems, including Athena, the system used by librarians before migrating to Sirsi/Dynix’s Symphony.

Software and Use - Actions None-the-less we have asked SIRSI to address this issue further. Their response is that they will consult with product development to see if there can be any programming changes in a future version. That would not happen though in the near future. It would have to be programmed and then release in an annual update.

Software and Use - Solutions Librarians need to address pop-up messages before continuing to scan the next item. In WorkFlows Check In, a different sound can be associated with the message box alerting the person scanning items to look at the screen and respond to the message box before scanning the next item. This option is customizable site-by- site. In WorkFlows, many of the message boxes can be turned off by the system administrator and is customizable site-by- site. The information that would have appeared in the message box, is retained and can be accessed at a later time.

Software and Use - Solutions In WorkFlows, there is another option for checking items in called Checkin Bookdrop. Checkin Bookdrop allows for multiple item check in with fewer pop-up message boxes appearing during the scanning process. All items checked in will appear in the Discharge List for the librarian to review after the scanning process for overdues, holds, etc. There are NO sounds to alert the librarian during the scanning process are available with this option. We have tested this with one test site and the librarian indicates that it is “MUCH, MUCH better.”)

Software and Use - Solutions In StaffWeb Client, the Quick Checkin feature allows the person to rapidly scan all items without responding to any pop-up messages. Any items requiring additional processing will appear in the Exception column on the screen allowing the librarian to take care of these if necessary after all items are checked in.

Software and Use – Solutions *PLEASE NOTE* There is no way to eliminate the “item not found in catalog” pop up with either wizard. (This applies to the Checkin Wizard and the Checkin Bookdrop Wizard.) Also, there is no way to completely eliminate the bill pop up in the Discharge/Checkin wizard. (This applies to the Checkin Wizard.) There is no way to eliminate the lost item alert (a pop up) with either wizard. (This applies to the Checkin Wizard and the Checkin Bookdrop Wizard.)

Summary - Connectivity Connectivity: If sites have connectivity problems, we can implement the terminal software and connection solution to minimize the connectivity problems caused by network and connectivity problems. Software and Use: Librarians need to address pop-up messages before continuing to scan the next item. Different Sounds can be programmed by site to alert librarians to address pop-ups. Most Pop-ups can be turned off. Librarians can use the Check-in Bookdrop. Librarians can use StaffWeb Client Quick Checkin feature.

Summary – Software and Use Software and Use: Librarians need to address pop-up messages before continuing to scan the next item. Different Sounds can be programmed by site to alert librarians to address pop-ups. Most Pop-ups can be turned off. Librarians can use the Check-in Bookdrop. Librarians can use StaffWeb Client Quick Checkin feature.

Causes of a popup at Check In Item has special routing instructions, such as return to reserve desk. Item needs to be transited. Item is trapped for a hold. Item is not charged. Item not found in catalog. * User who had item is Delinquent, Blocked, or Barred. Discharge of item results in an overdue bill. ** Item is claimed or assumed lost. *** * There is no way to eliminate the “item not found in catalog” popup with either Checkin or Checkin Bookdrop wizard. ** There is no way to completely eliminate the bill popup in the Checkin wizard. *** There is no way to eliminate the lost item alert with either either Checkin or Checkin Bookdrop wizard.

Sound Alerts in WorkFlows With the Checkin wizard, a sound alert can accompany the following pop ups: Item needs to be transited. Item is trapped for a hold. Item is not charged. Item not found in catalog. User who had item is Delinquent, Blocked, or Barred. Sound Alerts are NOT available with the Checkin Bookdrop Items wizard or in Staff Web Client.

Staff Web Client In the Staff Web client, there is a Quick Check In option that eliminates the popup messages. The popup information is available in the Exception column of the discharge list.

Checkin Wizard Properties Warning if user delinquent Checked: popup appears if user delinquent, blocked or barred. Cleared: no indication Display “item not checked out” error in a separate window Checked: popup appears if item not checked out Cleared: message in discharge list Display bill warning for every item Checked: popup appears if overdue fine being billed Cleared: popup appears for the first of a user’s check ins with overdue fine being billed Display instructions Checked: popup with routing information Cleared: location in Route/Transit To column Display hold instructions Checked: popup with trap hold information Cleared: HOLDS in Route/Transit To column of discharge list Display in transit instructions Checked: popup appears with transit information Cleared: to library appears in Route/Transit To column

Checkin Bookdrop Items Wizard Properties Display instructions Checked: popup with routing information Cleared: location in Route/Transit To column Display hold instructions Checked: popup with trap hold information Cleared: HOLDS in Route/Transit To column Display in transit instructions Checked: popup appears with transit information Cleared: to library appears in Route/Transit To column Display “item not checked out” error in a separate window Checked: pop-up appears if item not checked out Cleared: message in discharge list Warning if user billed Checked: popup appears if overdue fine being billed Cleared: bill amount appears in Amount Billed column

Questions?????