1. © 2015 Ex Libris | Confidential & Proprietary Conservation Laboratory Work Orders Harvard University April 18-19 Yoel Kortick Senior Librarian https://en.wikipedia.org/wiki/Harvard_Library

2. © 2015 Ex Libris | Confidential & Proprietary 2 Introduction Department definitions Creating Work Orders Managing Work Orders https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg Completing the Work Orders

3. © 2015 Ex Libris | Confidential & Proprietary Introduction - Work orders and departments 3 A work order is an internal library request to route physical materials for internal processing. A work order sends an item to a work order department (marking it as not available on the shelf), where it can be managed according to internal statuses. Both departments and statuses are configurable and can be used to manage tasks according to a library’s local needs. A work order type indicates the type of library process to be carried out on a resource, such as binding or cataloging. Each department is assigned to handle a specific work order type.

4. © 2015 Ex Libris | Confidential & Proprietary Introduction - Work orders and departments 4 Each work order type has a list of statuses that can be assigned to work orders of that type. For example, a work order of type "binding" could have statuses "gluing", "sewing", and so forth, while a work order of type "digitization" could have statuses "digitizing", "document delivery", and so forth.

5. © 2015 Ex Libris | Confidential & Proprietary Introduction - Work orders and departments 5 General Configuration Menu > Alma University > Work Order Types This is a work order type called “Conservation” which uses the department “Conservation Laboratory”

6. © 2015 Ex Libris | Confidential & Proprietary Introduction - Work orders and departments 6 General Configuration Menu > Alma University > Work Order Departments This is the work order department called “Conservation Laboratory”

7. © 2015 Ex Libris | Confidential & Proprietary Introduction - Work orders and departments 7 The “Conservation Laboratory Department” is designed to handle Work Order Type “Conservation”

8. © 2015 Ex Libris | Confidential & Proprietary 8 Introduction Department definitions Creating Work Orders Managing Work Orders https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg Completing the Work Orders

9. © 2015 Ex Libris | Confidential & Proprietary Department definitions 9 The “Conservation Laboratory Department” definition The “Work Time Days” define how ling the item is expected to remain in the department

10. © 2015 Ex Libris | Confidential & Proprietary Department definitions 10 The “Conservation Laboratory Department” defintion The department can serve the entire Institution or only particular libraries

11. © 2015 Ex Libris | Confidential & Proprietary Department definitions 11 The “Conservation Laboratory Department” definition Only the operators registered as users for the department will be able to access it in the “Currently at” section of the interface. Other users can make requests for the department, but only registered operators can handle the request.

12. © 2015 Ex Libris | Confidential & Proprietary 12 Introduction Department definitions Creating Work Orders Managing Work Orders https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg Completing the Work Orders

13. © 2015 Ex Libris | Confidential & Proprietary Creating Work Orders 13 The title “Liturgical Psalter with commentary” has two items: 1.Barcode AU38547 2.Barcode AU38548

14. © 2015 Ex Libris | Confidential & Proprietary Creating Work Orders 14 For Barcode AU38547 we will create a work order. Here we are in the list of items

15. © 2015 Ex Libris | Confidential & Proprietary Creating Work Orders 15 The Work Order can also be created from the physical items search results

16. © 2015 Ex Libris | Confidential & Proprietary Creating Work Orders 16 From the pull down box we choose to Process Type “Conservation” and Department “Conservation Laboratory” If we already have the item in hand we would check “Do not pick from shelf”

17. © 2015 Ex Libris | Confidential & Proprietary 17 Introduction Department definitions Creating Work Orders Managing Work Orders https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg Completing the Work Orders

18. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 18 The fulfillment librarian sees in his task list that there are items to pick from shelf.

19. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 19 The fulfillment librarian takes item off the shelf and scans it in at the circulation desk

20. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 20 When scanning in the fulfillment librarian sees that this item needs to go to the “Conservation Laboratory”

21. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 21 At any time the fulfillment librarian can choose to “Monitor Requests & Item Processes”

22. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 22 And facet by only those in “Conservation”

23. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 23 The faceting of the Work Order requests is an efficient means of ascertaining a real-time evaluation of the situation of what is happening. For example the institution below can see that it has 96 work order requests for “Preservation” We are showing here a “different institution” to see a situation where there are large numbers of work order requests, as opposed to the example we have now created with a new department

24. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 24 Here we have faceted in our institution by “Conservation” and see the one work order and that it is in transit. Note that all Work orders in this list can be faceted in many ways. Several more facets exist in the left pane than what appears in this screenshot

25. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 25 The item transits to the “Conservation Laboratory” and is scanned in there by staff user at the Conservation Laboratory. When scanning it in it is possible to define what the first status will be.

26. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 26 The item has been scanned in and is being managed locally by the Conservation Laboratory We set the status to “Initial Evaluation”

27. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 27 At any time the staff user at the Conservation Laboratory can choose to “Manage In Process Items”

28. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 28 The staff user will get a real-time list of all items in the department The work orders can be filtered by status and if there are other requests The work orders can searched by various indexes The reason the “End of activity is two days later than the “Date received at department” is because in the “general details” tab of the department we defined “Work time (days)” as “2”.

29. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 29 The option to choose “Manage In Process Items” is an efficient means of ascertaining a real-time evaluation of what items are currently in the department. For example the institution below can see that it has 166 items in the “Preservation” department work order requests for “Preservation”

30. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 30 It is also possible to make reports via Alma analytics of all work order requests in a department. For example in the case of the Preservation Dept. a report could be made which would be in the “Requests” subject are and filter by: Active Request Flag = Yes Managed by unit (Latest step) = Preservation

31. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 31 The analytics report could be sorted as desired and include various fields

32. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 32 While the item is in the Conservation Laboratory the status of the work order changes accordingly. When we first scanned it in we gave it status “Initial Evaluation”. Now we have completed the initial evaluation and will change it to status “Mending and Filling”

33. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 33 The status has changed

34. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 34 It is also possible to change the status by scanning it in at the Conservation Laboratory

35. © 2015 Ex Libris | Confidential & Proprietary Managing Work Orders 35 The status and location also appears in the repository search

36. © 2015 Ex Libris | Confidential & Proprietary 36 Introduction Department definitions Creating Work Orders Managing Work Orders https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg Completing the Work Orders

37. © 2015 Ex Libris | Confidential & Proprietary Completing the Work Orders 37 From the “Manage In Process Items” list it is possible to change the Work order to “Done”

38. © 2015 Ex Libris | Confidential & Proprietary Completing the Work Orders 38 It is possible to change the Work order to “Done” when scanning it in and choosing the radio button “Yes” for “Done”

39. © 2015 Ex Libris | Confidential & Proprietary Completing the Work Orders 39 When the work order is done it becomes “In Transit” to the owning library

40. © 2015 Ex Libris | Confidential & Proprietary Completing the Work Orders 40 When the item arrives at the owning library it is scanned in and the process is complete

41. © 2015 Ex Libris | Confidential & Proprietary Completing the Work Orders 41 Item is back in place and the process is complete

42. © 2015 Ex Libris | Confidential & Proprietary Thank you Yoel Kortick Senior Librarian https://en.wikipedia.org/wiki/Harvard_Library