Circulation Upgrade

Circulation 12.3 – 14.2 Upgrade -2- Session outline General features Table driven check routines Circulation librarian override levels User Ids management Intra-library loan and cross library cash management Proxy functionality Cash management Other changes

General Features 12.3 – 14.2 Upgrade

Circulation 12.3 – 14.2 Upgrade -4- Data (bibliographic + administrative) is stored in UTF-8 GUI client is UNICODE compatible No need for character conversion for input and display ALPHA loses most of its meaning UNICODE ALEPH

Circulation 12.3 – 14.2 Upgrade -5- All Modules - New Features New Window design

Circulation 12.3 – 14.2 Upgrade -6- All Modules - New Features Transaction log

Circulation 12.3 – 14.2 Upgrade -7- Navigation Window The OPAC navigation window is now multi BIB. A user can add a new BIB to the window by clicking the “Add to Nav Map” button in the Full window. Two extra buttons were added to the Nav Map window: Remove BIB Delete BIB

Circulation 12.3 – 14.2 Upgrade -8- Navigation Window The new architecture of the navigation window provides tools for catalog deduplication. You can now “drag & drop” items, orders or subscriptions from one ADM record to another. For example, you might do this when you need to move orders from duplicate BIB records.

Circulation 12.3 – 14.2 Upgrade -9- Navigation Window

Circulation 12.3 – 14.2 Upgrade -10- Navigation Window Associated records are also moved. For example, when moving an order, items linked to this order are moved as well. Loans, hold requests and photocopy requests are moved together with the items.

Circulation 12.3 – 14.2 Upgrade -11- Navigation Window Delete bib allows you to remove bibliographic records after deduplication. This function passes all cataloging checks and password controls.

Circulation 12.3 – 14.2 Upgrade -12- Retrieval - New Features Get function has disappeared Direct index (z11) still exists Possible ways of retrieval are: Find by direct and Browse by direct

Circulation 12.3 – 14.2 Upgrade -13- When in doubt... Right click!

Circulation 12.3 – 14.2 Upgrade -14-

Circulation

Circulation 12.3 – 14.2 Upgrade -16- General trend of circulation development : Gain flexibility by splitting hardcoded routines into small functional blocks Modular, table-driven structure Enriched functionality Complicated configuration

Circulation 12.3 – 14.2 Upgrade -17- Table-driven check routines

Circulation 12.3 – 14.2 Upgrade -18- tab_block_circ This table defines the allowed maximum for three parameters: No. of overdue loans No. of recalled overdue loans Amount of debt to library

Circulation 12.3 – 14.2 Upgrade -19- HOLD AND PHOTOCOPY REQUEST MANAGEMENT POLICY

Circulation 12.3 – 14.2 Upgrade -20- Hold Request processing Recall of Hold requests placed by users from the web -- Type of recall is now defaulted in www_server_defaults Holds on Items with “Item Processing Status” -- These are treated as “unavailable” so no hold request slip is printed.

Circulation 12.3 – 14.2 Upgrade -21- tab_hold_request This table defines checks for hold requests. The checks can influence: - display (or not) of the Request link on the list of items - display of information regarding the group of items and the patron's place in the request queue - display of meaningful messages concerning the reason why a request is refused.

Circulation 12.3 – 14.2 Upgrade -22- tab_hold_request There are 5 separate instances defined for when a check is made: - PRE is used when the list of items is displayed in the WWW OPAC - PRE_GUI is used when the list of items is displayed in the GUI OPAC - INFO is used when displaying the hold request fill-in form - POST is used when the user sends the request to the server - CIRC is used in the Circulation client

Circulation 12.3 – 14.2 Upgrade -23- tab_hold_request – check routines examples

Circulation 12.3 – 14.2 Upgrade -24- Multiple possibilities, BUT……… When setting PRE checks, take into account the system resources required for checks that are made when the items list displays. If the checks require comparing item records and existing requests, and there are many item records, this can create an undesirable load on the server. If a check is listed for PRE, it need not be listed for INFO or POST, since the INFO/POST scenario will not happen. tab_hold_request

Circulation 12.3 – 14.2 Upgrade -25- This table sets the checks that will be performed when a photocopy request is placed on an item. tab_photo_request

Circulation 12.3 – 14.2 Upgrade -26- Modular structure makes the the system much more flexible, but….. Be careful with configuration

Circulation 12.3 – 14.2 Upgrade -27- Overriding Loan and Renewal Restrictions

Circulation 12.3 – 14.2 Upgrade -28- Overriding Loan and Renew Restrictions Circ override level defines the staff user’s privilege to override a circulation transaction that has been trapped by a circulation check procedure.

Circulation 12.3 – 14.2 Upgrade -29- How does it work? Overriding Loan and Renew Restrictions How does it work? Tab_check_circ defines sets the checks to be performed when an item is loaned or renewed.

Circulation 12.3 – 14.2 Upgrade -30- How does it work? Overriding Loan and Renew Restrictions How does it work? The text of messages associated with the checks is defined in /alephe/error_eng/check_circ.

Circulation 12.3 – 14.2 Upgrade -31- How does it work? Overriding Loan and Renew Restrictions How does it work? check_circ_override - defines the minimum password level that is required in order to be able to override a circulation transaction

Circulation 12.3 – 14.2 Upgrade -32- How does it work? Overriding Loan and Renew Restrictions How does it work? A minimum password level is defined for each check procedure. The check procedure is identified by using the number of the number of the error message that displays when the check procedure traps the transaction.

Circulation 12.3 – 14.2 Upgrade -33- User IDs Management

Circulation 12.3 – 14.2 Upgrade -34- tab_user_id & Z30 The management of the various patron ID fields is now handled by tab_user_id.lng and Z308.

Circulation 12.3 – 14.2 Upgrade -35- tab_user_id & Z308 GUI interface for Ids updated/creation

Circulation 12.3 – 14.2 Upgrade -36- tab_user_id & Z308 Column 9: Update in WWW This column lists the type of verification that can be updated in the Web OPAC. NOTE: It is possible to update only ONE verification at any given time.

Circulation 12.3 – 14.2 Upgrade -37- Intra-library loan and Cross library Cash Management

Circulation 12.3 – 14.2 Upgrade -38- tab_attr_sub_library This table was formerly tab_ip_sub_library. This table defines, for a particular workstation, or group of workstations, which sub-libraries come under their jurisdiction and what activities can be performed on items belonging to that sub-library.

Circulation 12.3 – 14.2 Upgrade -39- tab_attr_sub_library There are five types of attributes you can assign a sub-library in a workstation: Type 1 If the item’s sub-library is one of the sub-libraries listed as type 1, the item can be loaned out and returned at this workstation.

Circulation 12.3 – 14.2 Upgrade -40- tab_attr_sub_library Type 2 If the item’s sub-library matches one of the sub- libraries listed as type 2, the item can be returned, but not loaned, at this workstation.

Circulation 12.3 – 14.2 Upgrade -41- tab_attr_sub_library Type 3 Home Sub-library: If the item's sub-library is not listed in the type 3 group, when a return is performed, the return is considered a "transfer” return. A message is displayed, and a transfer slip is printed. The item will appear, as “In Transit” until it is returned at its home sub-library.

Circulation 12.3 – 14.2 Upgrade -42- tab_attr_sub_library Type 3 There is special treatment for the z37 hold request if the pickup sub-library is type 3 (HOME or BOX in tab_sub_library). When an item is returned, and the item sub-library is not the same as the return sub-library, and there is a request for type 3 pickup library, the z37 request will NOT be handled. The system will require that the item be returned to the item sub-library. In other words, the return action will create an "in transfer" return, and the z37 request will be handled by the item's sub-library.

Circulation 12.3 – 14.2 Upgrade -43- tab_attr_sub_library Type 4 This type is used for the Reading Room client, and allows Reading Room transactions. You cannot list more than one sub-library of type 4. When there is a Reading Room sub-library defined for IP address it means that all the loan transactions preformed at this IP address will be treated as Reading Room loans (will create z310)

Circulation 12.3 – 14.2 Upgrade -44- tab_attr_sub_library The item’s sub-library will change to the Reading Room, and remain so as long as the item is on loan. Therefore, it is recommended that the Reading Room sub-library have its own workstation that is used only for this purpose otherwise the whole system will be affected.

Circulation 12.3 – 14.2 Upgrade -45- tab_attr_sub_library Type 5 This type is used for cash transactions that are not item specific. When a transaction of this type (e.g. photocopy request, ILL processing) occurs at the IP address, the sub-library registered here will be written in the cash record. You cannot list more than one sub-library of type 5.

Circulation 12.3 – 14.2 Upgrade -46- tab_attr_sub_library Type 6 Filtering of cash transactions. When a sub-library is registered as type 6, in the Cash tab of the User Information window it is only possible to see the transactions belonging to that sub-library. The Sum to Pay will also be updated according to that sub-library. When there are cash transactions that do not belong to a specific sub-library, they will be automatically registered with GBL in Z31-SUB-LIBRARY. If you wish to see these transactions, enter GBL as type 6.

Circulation 12.3 – 14.2 Upgrade -47- tab_attr_sub_library

Circulation 12.3 – 14.2 Upgrade -48- Proxy Functionality 14.2

Circulation 12.3 – 14.2 Upgrade -49- Proxy Functionality Proxy functionality is active now: The library may allow a user to borrow items for someone else who acts as his sponsor. It is also possible to define which circulation activities will be attributed to the sponsor, and which will be attributed to the User ID. 14.2

Circulation 12.3 – 14.2 Upgrade -50- Proxy Functionality

Circulation 12.3 – 14.2 Upgrade -51- Registered under the sponsor’s ID (Z36-ID). Proxy’s ID registered in Z36-PROXY-ID LOAN !! HOLD REQUEST !! Registered under the sponsor’s ID (Z37-ID). Proxy’s ID registered in Z37- REQUESTER-ID. Z37 Proxy Functionality

Circulation 12.3 – 14.2 Upgrade -52- Other Changes 14.2

Circulation 12.3 – 14.2 Upgrade Loan Options There is a new option in the "Setup Loan Options" window called "User Verification Required". If the librarian places a checkmark next to this option, then when he uses the Loan function, after he enters the User ID/barcode, the system will require the librarian to also provide the user's Verification code.

Circulation 12.3 – 14.2 Upgrade Override Return Date The default return date is usually the actual date that the librarian registers the item as returned. This date can be overridden and changed to an earlier date. This is useful, for example, when items are returned in a box over the weekend and the actual return is performed on Monday. The function is password protected

Circulation 12.3 – 14.2 Upgrade Sort Order on the User's Loans List The sort order on the User's Loans List is defined : for the GUI circulation client is defined in pc_server_defaults : setenv circ_user_z36_sort_routine 01 setenv circ_user_z36_sort_order AD for the WEB OPAC is defined in www_server_defaults : setenv www_user_z36_sort_routine 01 setenv www_user_z36_sort_order D

Circulation 12.3 – 14.2 Upgrade -56- Sort Order on the User's Hold and Photocopy Lists The sort order on the User's Hold and Photocopy Requests lists is also configurable both in the GUI and WEB OPAC pc_server_defaults: setenv circ_user_z37_sort_routine 00 setenv circ_user_z37_sort_order A setenv circ_user_z38_sort_routine 00 setenv circ_user_z38_sort_order A www_server_defaults: setenv www_user_z37_sort_routine 02 setenv www_user_z37_sort_order A # setenv www_user_z38_sort_routine 00 setenv www_user_z38_sort_order A

Circulation 12.3 – 14.2 Upgrade Photocopy Requests Processing Fee Differentiation by Paper Type Use the paper type as the key to tab18. New transactions in tab18.lng: ! 0006 Photocopy request processing ! A3-6 Photocopy processing (A3 page size) ! A4-6 Photocopy processing (A4 page size) ! B2-6 Photocopy processing (B2 page size) The default 0006 will be used if the special entries are missing.

Circulation 12.3 – 14.2 Upgrade Deleting a Hold Request from the Web Deleting a hold request from the web is now permitted only if the hold request is still active or waiting but not yet printed (that is, Z37_STATUS is "A" or "W" and Z37_print_status is not "P" but empty.) The system is set up in this way so that a patron cannot cancel a hold request after processing by the library has started. The patron has to come to the circulation desk and the librarian can then delete the hold request from the GUI.

Circulation 12.3 – 14.2 Upgrade -59- Advance Booking Deletion of an item will not be allowed if there is a full slot of requests. A warning will be issued if there are requests. When adding a new item (from items) two weeks of short term slots will be created. When deleting an item (from items) a member of the relevant slot will be deleted. It is possible to delete bookings from circulation either via the item or via the borrower. A delete letter will be issued. The letter can be configured in circ.ini to be automatically generated or not. There is a new batch service, p_cir_65, which lets you delete/update time slots for short loans between specified times and dates. It can be run, for example, to allow borrowers to keep items over a holiday period (such as Thanksgiving, Xmas, Easter) without these items becoming overdue.

Circulation 12.3 – 14.2 Upgrade -60- The Influence of a Patron's Expiry Date on a Due Date In tab10 you can set a flag to determine if a patron's expiry date shortens a loan period if the due date is later than the patron's expiry date. The line is TAB10-BOR-EXPIRY-DUE-DATE and the options are Y/N. "Y" - due date is moved to an earlier date, matching the date of the patron's expiry date. "N" - due date is not adjusted.

Circulation 12.3 – 14.2 Upgrade -61- The Influence of a Patron's Status on Renewals In tab10 you can set a flag to determine if a patron's status for renewals will be based on the status at the time of the original loan or on the borrower’s current status.

Circulation 12.3 – 14.2 Upgrade -62- Overdue letter “switch” A switch in tab10 determines when a borrower is blocked for overdue materials The valid values are 0 through 4 Zero means the user is blocked as soon as anything is overdue 1 through 4 means the borrower is blocked after that number of notices

Circulation 12.3 – 14.2 Upgrade -63- Fines The system now provides the option to round up/down the fine amount. In addition, you can define a multiplication factor for the fine rate set in tab16, column 11. This is useful for countries whose currencies are written in the thousands (e.g., 10,000 lira). Following are the relevant parameters in the aleph_start_505 table: setenv fine_factor_fix 000 setenv fine_rounding Y

Circulation 12.3 – 14.2 Upgrade -64- Changes in the reports and templates Returned Lost Items report lists all “lost” and “claims returned” items that have been checked in. Address type for the library is now sub-library and function specific “Location” is replaced by “call number” Option to select which user Ids print on reports and notices Hold shelf report has new options and call number sort And lots of other changes

Circulation 12.3 – 14.2 Upgrade -65- Other changes seen in the Module screens

Circulation 12.3 – 14.2 Upgrade -66- Data displayed for Cash Transactions New data: loan date loan hour due date due hour original due date return date return hour recall due date

Circulation 12.3 – 14.2 Upgrade -67- Other Window changes There is a new button on the Items list in Circulation to display the circulation summary for an item. The last return date as been added to the item list Multiple lines of the address can be added to the user list Item Processing Status can display during loan and/or return Change Item Processing Status is a new utility Item processing status can be defaulted in fast-cataloging icon appears on User address list Borrower status and item status can be displayed and expanded to text in Loans window

Circulation 12.3 – 14.2 Upgrade -68-

Circulation 12.3 – 14.2 Upgrade -69- Circulation Summary