1. 1 Yoel Kortick | Senior Librarian Example of the shelf report stock taking inventory management job

2. 2 Agenda Introduction Running the job with six examples

3. 3 Introduction This presentation gives a live detailed example of how the stock taking inventory management job actually works. For general background information pertaining to the job see the On Line Help

4. 4 Introduction The table on the following slide is seven items which should appear on the shelf in the order they appear in the table. The items are for LC Classification range “HQ1154.A226 1987” to “HQ1154.A69” They are organized by call number on the open stacks location of the Yilis library As is evident in the table, all items are currently listed in Alma as “in place”. For example:

5. 5 Introduction Barcodes in order by LC call Number

6. 6 Introduction The barcodes appear in the same order in an Excel input file. This file was made by walking through the stacks and scanning the barcodes of the items in the order they appear on the shelf

7. 7 Introduction Here are the examples we will use: Example one: All items are in the range and on shelf and in order and according to Alma they are "In Place" Example two: All items are in the range and on shelf and in order but according to Alma one item is not in place (it is on loan). Example three: Input file contains two items which are part of the repository but not shelved in the correct range Example four: Input file contains two items which are not part of the repository Example five: Input file has all items in range but not in correct order Example six: Input file is missing an item. Alma thinks the item is in place but it is not in place.

8. 8 Agenda Introduction Running the job with six examples

9. 9 Running the job – example one The job is accessed via the Resource management Menu ‘Manage Inventory’ section

10. 10 We will run the job as follows Running the job – example one On a range of inventory This is the library, location, and range of items we scanned into a file from the stacks This is the file of barcodes as they appear on the shelf

11. 11 An email arrives to the operator who sent the job and it correctly states that all items are in place Running the job – example one

12. 12 Running the job – example two Now we will leave the input file as is, but one of the items will be on loan. Alma thinks the item is on loan and states “Not in place”. The item is really on the shelf

13. 13 Running the job – example two Item is in the shelf In Alma the item is on loan (not in place)

14. 14 Running the job – example two Again an email arrives and this time correctly states that 1 item is on the shelf but marked not in place

15. 15 This is of course also accessible via the job report Running the job – example two

16. 16 Running the job – example three Now we will leave the item on loan, and add another two items to the input file. The items we add to the input file do not belong in the range, though they are put of the library collection. Someone “by accident” put them on this part of the shelf but they should be shelved elsewhere

17. 17 Running the job – example three Items were physically on the shelf Items are not in the call number range of the job

18. 18 These two items are listed as “Items in shelf but out of range/set” Running the job – example three

19. 19 Now we add to the input file a barcode which does not exist in the repository. Perhaps it was an inter-library resource sharing loan and mistakenly returned to the shelves Running the job – example four This barcode is not in the repository

20. 20 This barcode then appears in the report as “Barcodes” with no matched item Running the job – example four

21. 21 Note that for all cases it is possible to either “Preview the items” or “Create an itemized set”, except for the “Barcodes with no matched item”. For “Barcodes with no matched item” it is possible to download a list of the barcodes. Running the job – example four

22. 22 Now we will go back to the original situation of all items in Alma as “in place” and the input file contains all of the items We will run the job the same way, using the same file. But … this time the barcodes in the file are out of order (because they are out of order on the shelf). All items are in range but not in correct order Running the job – example five

23. 23 Running the job – example five These two are out of order Barcode 31863005996115 is HQ1154.A685 1987 Barcode 31863009758214 is HQ1154.A66

24. 24 Running the job – example five In this case the report appears the same as when all items were in order. The job focuses items which should or should not be in the file or in the range.

25. 25 In this case we will run the job with an input file which does not have an item which is “in place” according to Alma. In other words: Alma thinks the item is in place but it is not on the shelf Running the job – example six

26. 26 Running the job – example six Barcode 31863005559301 is HQ1154.A6856 2000 and according to Alma it is ‘In Place” Barcode 31863005559301 is Not in the input file

27. 27 Running the job – example six In this case the report identifies a “Missing item” which is “marked in place”

28. 28 THANK YOU Yoel.Kortick@exlibrisgroup.com