1. 1 The Basics of Fulfillment setup for loans and requests Yoel Kortick Senior Librarian

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3. 3 Agenda Introduction Basic Components Setting up the fulfillment definitions Sample items and patrons for test Summary of what has been defined Testing the setup

4. 4 Introduction This presentation will: Explain the general components of setting up specific circulation policies regarding the loaning and requesting of items Make, show and use specific examples of items which (depending on the patron group and item location) May or may not be loaned May or may not be requested (physical item) May or may not be digitized

5. 5 Introduction After defining a specific setup we will test it using two different patrons on two different items. This will show “live” how the various components come together. Note that some of the “rules” and “units” shown in this presentation may be done on an institution level or library level. We recommend that it be done on the institution level.

6. 6 Agenda Introduction Basic Components Setting up the fulfillment definitions Sample items and patrons for test Summary of what has been defined Testing the setup

7. 7 Basic Components – Fulfillment Unit The fulfillment unit is “a set of rules for items“ May apply to entire institution or be created for each location Recommended that it apply to entire institution Includes separate definitions for Loans Hold requests Patron physical item requests Patron digitization requests Utilizes one or more “terms of use” in the “rules”

8. 8 Basic Components – Terms of Use Is used as part of a fulfillment unit set of rules May be one of the following types: Incoming Resource Sharing Loan Request Resource Sharing User Registration Includes fulfillment policies

9. 9 Basic Components – Policies “Policies” are used in the “terms of use” Defines characteristics such as: Number of days for due date Number of days for grace period If item is Loanable Requestable Digitizeable These policies are later used from pull down boxes in the “terms of use”.

10. 10 Basic Components – working together A fulfillment unit may contain many “terms of use” A “terms of use” may contain many policies Fulfillment Unit Terms of Use Policy

11. 11 Basic Components – item policy May optionally be applied to an item An item with no item policy will take definitions from the terms of use based on location. An item with an item policy may take definitions from the item policy in the terms of use.

12. 12 Basic Components – patron user group Mandatory field for patron May or may not have influence on fulfillment rules Will have effect only if it is in the fulfillment rules as a condition.

13. 13 Agenda Introduction Basic Components Setting up the fulfillment definitions Sample items and patrons for test Testing the setup

14. 14 Setting up the fulfillment definitions Here is the fulfillment policy we will set up: Any item in the one of the following two locations: “Social Work” library “Stacks” location (SWK:STACK) “Social Work” library “Media” location (SWK:MED) Will be: Loanable Requestable Digitizeable The loan period will be one week

15. 15 Setting up the fulfillment definitions The following are exceptions even though the item is in the “Stacks” or “Media” location If the item has item policy “Four Day Loan” then it will be loanable for four days (instead of one week) If the patron has user group “Guest” then she/he can not loan, request, or digitize any items. Exceptions

16. 16 Setting up the fulfillment definitions First we will make a policy for the 7 day loan period Access the “Advanced Policy Configuration” via: Alma Menu > Fulfillment > Fulfillment configuration > Configuration Menu Policy

17. 17 Setting up the fulfillment definitions Create a new policy or edit an existing one. The policy type will be defined as “Due Date” Policy

18. 18 Setting up the fulfillment definitions And it will be for a fixed value of 1 week. This policy will soon be chosen from a pull down box in the “Terms of Use” Policy

19. 19 Setting up the fulfillment definitions We will also make a policy for 4 days This policy will soon be chosen from a pull down box in the “Terms of Use” Policy

20. 20 Setting up the fulfillment definitions Now we will make a terms of use for the general rule of 7 day loan with items loanable, requestable and digitizeable Access the “Terms of Use” via: Alma Menu > Fulfillment > Fulfillment configuration > Configuration Menu Terms of Use

21. 21 Setting up the fulfillment definitions Add the “Terms of Use” (it is also possible to edit an existing one) We will now add a “terms of use” for the 1 week loan Terms of Use

22. 22 Setting up the fulfillment definitions This “Terms of Use” is of type “Loan” Terms of Use

23. 23 Setting up the fulfillment definitions Here we have chosen (from a pull down box) the policy which we previously built and defined Main College Note: Each installation has a “default terms of use” Terms of Use Use the policy “1 week due date”

24. 24 Setting up the fulfillment definitions This is a “4 days due date” terms of use using a corresponding policy Terms of Use

25. 25 Setting up the fulfillment definitions We have a third terms of use for type Loan which is called “not for loan”. Terms of Use

26. 26 Setting up the fulfillment definitions We have three terms of use 1. Terms of use called “Default terms of use” 1. Uses policy “1 week due date” 2. Terms of use called “4 days due date” 1. Uses policy “4 day due date” 3. Terms of Use called “not for loan” 1. Uses policy “No Due Date – Non-Circulatable Summary

27. 27 Setting up the fulfillment definitions We will set up a fulfillment unit so that 1. Terms of Use called “not for loan” will be used if the patron group is “Guest” 2. Terms of use called “4 days loan” will be used if the item policy is “Four days loan” 3. Terms of use called “Default terms of use” will be used in all other cases Fulfillment Unit

28. 28 Setting up the fulfillment definitions Access the “Fulfillment Units” via: Alma Menu > Fulfillment > Fulfillment configuration > Configuration Menu Fulfillment Unit

29. 29 Setting up the fulfillment definitions At this point staff user can add a fulfillment unit or edit an existing one We will edit an existing one Fulfillment Unit

30. 30 Setting up the fulfillment definitions The Fulfillment Unit Details include a general definition for hold requests on available items Fulfillment Unit

31. 31 Setting up the fulfillment definitions The Fulfillment Unit Locations include “Stacks” and “Media” (and many more) Fulfillment Unit

32. 32 Setting up the fulfillment definitions Note that the Fulfillment Unit actually typically includes many locations. The previous slide merely pointed out the two locations which we are discussing here. Fulfillment Unit

33. 33 Setting up the fulfillment definitions We will now define the “Fulfillment Unit Rules” We will choose to make the rule type for Loan Every unit has a “default loan rule”. We will now add a rule Fulfillment Unit

34. 34 Setting up the fulfillment definitions We will add rules to accommodate the “exceptions” of the “default loan rule Item with item policy “4 day loan” will be loanable for 4 days Patron group “guest” can not loan at all Fulfillment Unit

35. 35 Setting up the fulfillment definitions Here we add a rule called “not for loan” which states: if the user group = Guest then use terms of use “not for loan” Fulfillment Unit

36. 36 Setting up the fulfillment definitions Now we make another rule called “4 day loan” which states if the item policy = Four Day Loan then use terms of use “4 day loan” Fulfillment Unit

37. 37 Setting up the fulfillment definitions We also have the default loan rule which states to use the “1 week loan” terms of use Fulfillment Unit

38. 38 Setting up the fulfillment definitions first “not for loan” is checked, and if the criteria are not met then … “4 day loan” is checked, and if the criteria are not met then … Default Loan Rule is used Fulfillment Unit When a loan transaction begins:

39. 39 Setting up the fulfillment definitions Now we will do a similar setup for hold requests This time we will show less detail because the process is the same as that used for loans We will make a fulfillment unit which states: If the item is in Social Work Library in “Stacks” or “Media” location then it is requestable and digitizeable unless the patron is in user group guest

40. 40 Setting up the fulfillment definitions The “terms of use” will be of type “request” Main College Terms of Use

41. 41 Setting up the fulfillment definitions Definitions for “Default terms of use” for “request” state that the item is requestable and digitizeable Main College Terms of Use

42. 42 Setting up the fulfillment definitions Here is a “terms of use” of type “request” which is called “not requestable or digitizeable” and it is defined as “Not Requestable” and Not Digitizeable” Main College Terms of Use

43. 43 Setting up the fulfillment definitions Now we will make a fulfillment unit which uses the terms of use “not requestable or digitizeable” only when the patron group is “guest” All other cases will use “Default Terms of Use” (which does all digitization and requesting) Locations “Stacks” and “Media” will both be included in the fulfillment unit. Fulfillment Unit

44. 44 Setting up the fulfillment definitions We will edit the existing fulfillment unit (which we already used for loans) and define requests This time when making the rule we will choose “Request” Fulfillment Unit

45. 45 Setting up the fulfillment definitions In the next slide: We add a rule stating “if the user group = guest then use terms of use ‘not requestable or digitizeable’” We also call this rule “not requestable or digitizeable” Fulfillment Unit

46. 46 Setting up the fulfillment definitions Fulfillment Unit

47. 47 Setting up the fulfillment definitions If rule “not requestable or digitizeable” is not used then the Default request rule will be used We already stated that “Default Request Rule” states items are requestable and digitizeable Main College Fulfillment Unit

48. 48 Setting up the fulfillment definitions regarding loans: Any user except user group “guest” should be able to loan items in the “Media” or “Stacks” locations of the “Social Work” library. The loans will be for one week unless they have item policy “4 day loan” regarding requests: Any user except user group “guest” should be able to make requests on items in the “Media” or “Stacks” locations of the “Social Work” library Fulfillment Unit

49. 49 Agenda Introduction Basic Components Setting up the fulfillment definitions Sample items and patrons for test Testing the setup

50. 50 Sample items and patrons for test Item barcode 529127494 is in Social work library Media Location and has item status "4 day loan“ Item barcode 872740708 is in Social work library Stacks Location and has no item status Patron “Brady, Cindy” has user group “guest”. Patron “Howell, Thurston” has user group “post doctoral student”

51. 51 Sample items and patrons for test Patron “Brady, Cindy” should not be able to loan or make requests on either item because she has user group “guest”. Patron “Howell, Thurston” should be able to loan item barcode 529127494 for 4 days, and Item barcode 872740708 for 7 days. Patron “Howell, Thurston” should be able to make physical item and digitization requests on either item.

52. 52 Sample items and patrons for test The items

53. 53 Sample items and patrons for test The patrons

54. 54 Agenda Introduction Basic Components Setting up the fulfillment definitions Sample items and patrons for test Testing the setup

55. 55 Testing the setup for loans If a loan is attempted for Cindy Brady for either of the two items the following happens:

56. 56 Testing the setup for loans Now we loan both items to Thurston Howell. Item with status “4 day loan” is due 4 days from the loan date. The item with no item status is due 1 week from the loan date It works perfectly

57. 57 Testing the setup for requests Now staff user will attempt to make a hold request or digitization request for patron Cindy Brady on either item.

58. 58 Testing the setup for requests For Cindy Brady in both cases the “target destination” and “pickup at” list is empty. This means the requests can not be made. It works perfectly empty

59. 59 Testing the setup for requests For Thurston Howell in both cases the “target destination” and “pickup at” list is correct. This means the requests can be made. It works perfectly Correct list