Back Office User Guide

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1 Back Office User Guide Created in version /32

2 Table of Contents Back Office... 3 System File... 4 Generate Patrons... 6 Global Change - Library... 7 Change Accession... 7 Code Change... 8 Set Campus by Location... 9 Delete by Type... 9 Validate Data Housekeeping Change Master Delete by Status Roll up Yr Level/Cull Patrons Reset Borrowing Limit Cull Finalised Item Borrowing Keyword Generation Stocktake Prepare for New Stocktake Data Entry Summary Reporting Error Log Generate Fines Basket Module Create New Baskets Scan to Add Tag to Add Tag Items Add to Basket Basket Options Change Status Change Location/ Campus/ Type Attach Bitmap Delete Items from Catalogue Output Text File Generate Loans Portable Scanner Interface Created in version /32

3 Back Office Before using the Library you need to setup the Library control files and create Patrons. These values are best entered in the system file before attempting to add new Items. The Library Setup Views can be accessed via either the Main Menu by selecting Authority or from the Library Utilities Views on the Menu Toolbar by selecting Utility View. Created in version /32

4 System File The system will automatically update these fields and once entered they should not be altered. Select the Back Office from the Main Menu and enter as many details as are currently known. Enter the Library default details for the following; 1. Enter the Library name. 2. Enter any details if known or if you will be using the features. 3. If you tick Enable Change to Counters you will be able to enter the Last Accession Number for the Library. These fields can be used to define a Barcode series. Enter the Code you with to use and a 4. Barcode number to start the series from. Example; BH for Book Hire, and AV for Audio Visual. 5. Enter the amount of digits in the Barcode. 6. Select the option format for recording the Call Number. 7. Select any Defaults you wish to use; Prompt Title Strip; Read below. 8. If you wish to use Speed Returns, select the option. It is optional to enter an Alpha Code in Default Barcode Series; The default code will be the Alpha in front of the Barcode when you click on Add New Item in Catalogue. 9. The last Barcode number used in this Series will show in the above grid under the letter L. If you enter an Alpha at the beginning of the barcode in Catalogue you can record the last barcode numbers. Last Barcode numbers will default to the grid above. 10. If you are going to use Book Hire enter BH. You have two options when searching for Books; 11. Report; this may be easier for finding books. Popup; this is the most used. 12. When all the details have been entered, click Save. Created in version /32

5 Prompt Title Strip This function works in conjunction with Global Change/Validate Data/Validate Title Records. Should you apply a Title Strip rule then this routine will now ensure that this rule is applied to all titles. The Title stored in the Catalogue may not be the correct format. When Titles are Validated the system will check for blank Titles and apply the Title Strip Rule you selected. Created in version /32

6 The correct format will be entered. Generate Patrons Generate Patrons is used to create patrons based upon PCSchool s Student data. Student and Staff details will be brought into the library module and a patron code automatically generated based on the barcode details defined in the Utilities System file. You will need to Generate Student Patrons every year to update their details to the next year level. If new students are entered into the database you will need to generate before you can see their details in the Library. 1. Select an Option for creating Patrons. 2. If selecting Teachers you can select a Status from the drop down list. Tick if you wish to remove inactive patrons prior to a nominated date; 3. Automatically delete records on those patrons who may no longer be eligible as borrowers. Will not delete patrons with books currently on loan. 4. The default is *C but individual year levels can be selected. Select how you want Patron numbers to be generated; 5. Patron numbers greater than will not be automatically created as these numbers are reserved for manual creation of patrons. 6. Click Update Patron Data Based on Admin Data to start the import. Created in version /32

7 Global Change - Library Global Change covers many changes to Item information as well as the Validation of data; Change Accessions Code Change Set Campus by Location Delete by Type; no longer used, see the Basket Module Validate Data House Keeping Change Master Delete by Status; no longer used see the Basket Module Change Accession To change or delete an Accession Number; 1. Change; enter the old Accession number, then either enter the New Accession and Click Change Accessions 2. Delete; enter the old Accession number; then select Delete Accession Number and click Change Accession. 1. Select the old accession number. 2. If changing the Accession number; enter the new number. 3. If deleting the Accession Number; check the box. 4. Click Change Accession Number to begin the process. Created in version /32

8 Code Change Use this option to Globally change Codes. 1. Select an Option to change. 2. Select the From name. 3. Select or type in a new code. 4. Click Add New Item. 5. View the changes. 6. Click Begin to start the process. 7. Click to delete a Code from the grid; this will not delete the code from the system. Created in version /32

9 Set Campus by Location You can use the Location as entered in the catalogue to add a Campus to. The campus can be used for further defining groups. New Campuses can be created in Scholastic/ Utilities/ Maintenance Codes/ Campus. 1. Enter the Location Code. 2. Select the Campus. 3. Click Begin. Delete by Type This has been superseded by the Basket Module. Created in version /32

10 Validate Data The features in Validate Data are used when titles become out of sync or contain rubbish characters. These features can be run at any time. Select the Verify box to run the feature; Verify the Number of Copies Verify Item s Loan Status Validate Title Records 1. Verify Number if items on loan all Patrons Verify Number of items Out for each item Verify Key Word file contents Force Subject codes to uppercase. 2. Click Begin to start the process. Housekeeping If changes are made to a Master Accession you can select to transfer the details to all Accessions of the Master. It is optional to update the Accounting information such as the cost of the Item. Created in version /32

11 Change Master Change Master allows you to change the Master accession number attached to a group of items with the same accession number. Delete by Status This has been superseded by the Basket Module. Created in version /32

12 Roll up Yr Level/Cull Patrons This option allows you to roll up the year levels of student patrons (borrowers). At the start of a new school year, the year levels of the student patrons already in the library system may be altered globally by one process, rather than manually altering each patron's record. An entire year level may be deleted, for example Year 12. EXTREME care should be used in this module as it is potentially very destructive. It is advisable to take a backup of the Library database prior to running this process. You may enter an inactivity period and can remove patrons that have not used the library since a specific date, allow deletion of student patron that may have left the school during the year. Patrons that still have items currently on loan will not be deleted. A list of these patrons is written to a file called NOT_DELP.TXT and may be examined, printed or used for follow-up action. Select an option; Roll Up Year Levels 1. Delete Patrons Both 2. Select a Year Level to work with. 3. If you select Delete Patrons or Both this field will be active, select a date. 4. Click Begin to start. 5. Save the file where you will be able to fin it, the file will automatically be created. Created in version /32

13 Reset Borrowing Limit This view is used to change the Maximum items a student is allowed to borrow. 1. Tick Change Maximum books in Library System File to activate the maximum items field, enter the maximum amount of books to loan out. 2. Select the Year Level. 3. Check Reassign borrowing limit based on entries in Year view. 4. Click Begin to start the process. Created in version /32

14 Cull Finalised Item Borrowing You can remove borrowing records that are finalised; this would be appertaining to items that have been returned up to a specified date. This process will affect the 'historical borrowing' option of the patron by removing records. It may be necessary to run this module if the PCSchool Library module has been running for many years as the borrowings file will only store 100,000 transactions. Enter the date you wish to remove records up to and click Begin. Created in version /32

15 Keyword Generation The Keyword Searching Facility offers high speed information retrieval for use by library operators and as a Public Access facility. Keyword Generation is an automatic function and can be quite lengthy as such it is best done out of peak hours. It is not intended to be done constantly. Keyword Generation should be run when a large number of new items have been entered into the system, or in the event of many changes in the subject or comment entries. The frequency of generation of keywords is left to the discretion of the operator. Keywords are constantly updated and unless there is corruption or a new system the Generation Function will not normally be required. Stocktake You can run a Stocktake while normal library operations continue. Stocktake is a simple and fast method of performing the Library Stocktake. It is based upon items that are on hand and does not count those items which are currently on loan. The Stocktake has several sections; Data Entry, here you can Enter, Scan or Import accession numbers Summary; will calculate the missing items after the Stocktake Reporting; you can print a list of the missing items Prepare for New Stocktake, needs to be run prior to a Stocktake to remove old information Error Log; view any Stocktake errors. Created in version /32

16 Prepare for New Stocktake Before you commence any Stocktake run the Prepare for Stocktake Routine to clear out details of the last stocktake. Data Entry You can enter the data by hand, by the use of a portable bar code scanner or by Importing a Memory list through the Portable scanner interface. If the library has a portable bar code scanner, the process simply involves walking around the library and passing the bar code scanner over each item in turn. Place the cursor in the Scan Barcode field and download from the Bar Code reader; If necessary codes can be entered manually. 1. If using a scanner it may best to run some tests so you can adjust items such as between Barcode delays in the portable reader. If the reader dumps to the computer too quickly you will get inaccurate data. 2. Placing a tick in Automatically Return Scanned Items will return, from the patrons, any scanned items that are still flagged as being out on loan. 3. You can Import the contents of a Memory List from the Portable Scanner Interface. Created in version /32

17 Summary When the Data Entry is finished, you will be given the option to generate a missing item list. If the stocktaking is complete, they would indicate yes by entering a letter Y. Otherwise, they would enter the letter N, which would be used in the situation where the stocktake has not been completed. If a Y is entered, you then have the option of entering a type to select, if a partial stocktake has been done, or all types for a complete stocktake the program will then compare the Library in Stock file against those that are available for loan and writes the missing items to the Library Missing Books file. This file may be printed now or examined using the Ad-Hoc Reporting facility. If you have restricted your stocktake to a type of book or a range of Call numbers then use this criteria when establishing the missing books. 1. It is optional to enter filters for running the Stocktake. 2. Click Calculate Missing. 3. When the scan is finished you can read the results and mark the books as missing at this stake if wished. 4. Tick the box if you wish to remove accession numbers from the Stock List. 5. The Stock List is the list of Items entered in the through Data Entry. Created in version /32

18 Reporting Print a list of the missing stock. Created in version /32

19 Error Log Check the Error Log when the Stocktake is finished. Created in version /32

20 Generate Fines It is recommended that you generate fines every morning, when you open the Library, to keep your records up to date. Generate Fines uses the date due of the item, the present date, and the Grace Period and Fine Rate set in Authority/ Loan Types to calculate the Fines. There may be periods in which the late book may not be fined for such as in the event of a holiday or a school camp for which the borrowers have legitimate reasons for inability to return an item. In that case you may choose to enter a date range the fines will not apply to. Weekends are taken into account when using this function and need not be excluded in the date range. Basket Module The Basket Module allows items to be placed in a created Basket while they are not currently available for lending. This may be because the books are being repaired or are going to be deleted from the Library. All Items placed in a Basket can be viewed. The Basket Module is divided into; Create New Baskets Scan to Add Tag to Add Basket Options Created in version /32

21 Create New Baskets You must first Create a Basket to add Items to, you can create as many Baskets as you deem necessary to be used for the different Basket Options. 1. Click Clear prior to creating a new Basket. 2. Enter a unique and meaningful Code for this Basket. 3. Enter a meaningful Description. 4. Click Save. 5. When Items have been added to the Basket you can view then here. Created in version /32

22 Scan to Add Items can be Scanned to Add to the selected Basket, you can also add Tagged Items. 1. Select the Basket to work in. 2. Scan the Books into the Basket. 3. View the Items in the Basket. 4. Click Clear to select a different Basket to work in. Tag to Add Select the Order for the Records and the Criteria for the selection. 1. Select the Order in witch you wish to view the records. 2. Select as many Criterions as you can to define the tagged Items to view. 3. Go to the Tag Item tab. Created in version /32

23 Tag Items Tag or Untag the Items to add to the selected Basket. 1. You can manually add or remove Tags, only tagged Items will be added to the Basket. 2. The Tag buttons can be used to enable a more global Tagging of Items. Created in version /32

24 Add to Basket When the Selection is finished the Tagged Items can be added to a Selected Basket. 1. Select the Basket Code you are going to add the Tagged Items to. 2. Click Add Tagged to Selection, Items will be added if selected through either the Scan to Add or Tag to Add tabs. 3. Leave the default unless you will be working with the tagged Items again. 4. Click to view and edit the Items in the Basket. 5. To remove an Item, highlight the line and click Remove from Baseket. Created in version /32

25 Basket Options Within the Basket Options you have the opportunity to; View the contents or Delete the Basket Change the Status of groups of Items Change the Location, Campus or Type of Items in the Basket Attach a Bitmap to all Items in the selected Basket Delete the Items in the Basket from the Catalogue Output Text File View the contents or Delete the Basket. 1. Select the Basket to work with. 2. You can View or Remove the Items in the Basket. 3. The whole Basket and its contents can be deleted. Created in version /32

26 Change Status The Status recorded in the Catalogue/ Item Details/ Status can be globally changed for Items placesd in a Basket. 1. Select the new Status. 2. Click Begin. Created in version /32

27 Change Location/ Campus/ Type You can change either the Location or Campus recorded in the Catalogue/ Item Details or the Type recorded in the Catalogue globally for Items placed in a Basket. If you check Location; Enter a New Location Code. If you check Campus; 1. Select a different Campus. New Campuses can be created in Scholastic/ Maintenance Codes/ Campus. If you check Type; Either select or enter a new Type. 2. Click Begin when your selection is made. Created in version /32

28 Attach Bitmap Bitmaps must be saves in PCSchool/Bitmaps/Student and once attached can be viewed in Catalogue/ Picture, this may be the cover of the book or a map to the Location of the book. 1. Double click the box; find the location and select the Image. 2. Click Attach. Delete Items from Catalogue The Items in the Basket can be deleted from the Library. This process will remove the accession numbers. 1. Check the Enable This Facility box. 2. Click Begin to remove the Accession numbers from the catalogue. Created in version /32

29 Output Text File You can create a file to export ISBN s to SCIS. This feature enables librarians to export part of the catalogue so that SCIS can provide you with the full SCIS records for these Items. The data can then be imported via the main menu SCIS/ Import from SCIS to Hold File. Select to export; ISBN only to submit to SCIs as a bulk file. 1. ISBN plus Title to produce a file to enable you to identify any Items that may be rejected by SCIS. 2. Click the browse button and save the file where you will be able to find it. 3. Click Begin to create the file. Created in version /32

30 Generate Loans Generate Loans offers the capacity to record statistics against items read in the library even though they may not have been removed from the library by a formal loan. This ensures that borrowing statistics will take such items into account and give accurate statistics based on book usage. The process involves using a portable barcode scanner and scanning books collected off the library tables prior to returning them to the shelf. If a portable scanner is unavailable items can be scanned directly into the Portable Scanner Interface. Where a portable scanner has been used then it can be bulk down loaded into the Portable Scanner Interface. Creating loans to a specific user for these items creates a loan record, the book is not marked as ON Loan hence there is no requirement to return the book. Books loaned in this way will then appear in statistics reports providing better information about the reading habits of students. You will be able to see which reference items (ie items not allowed to be removed from the library) are in fact being read. 1. Select the Patron to apply the Loan items to. 2. The date will default to today s date and can be edited. 3. Click to Create the Loans. Created in version /32

31 Path: Catalogue Item Details The borrowing history of the book can be Viewed through Catalogue. Path: Authority Patrons The details can also be viewed through the Patron showing the loan and return dates. Created in version /32

32 Portable Scanner Interface The Portable Scanner Interface is used to bring in Lists of books by creating Memory Lists and importing them into the Library. These Lists can be imported in Stocktake/Data Entry and Generate Loans. Items can be added by selecting a file or scanning the items in. 1. Browse for the scanned file the click Add File Contents to Memory List. You can add the Contents of a Scanner and create a Memory List by clicking Add Scanner 2. Contents to Memory List. Accession numbers can be added manually, enter the Accession number then click the Enter Key on your Keyboard. 3. View the Items in this Memory List. 4. Click Clear Contents of Memory List to remove the Items. Created in version /32

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