ALEPH 500 PDQ Patron Direct Queue

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ALEPH 500 PDQ Patron Direct Queue

• March 2006

2
Functionality Objectives
NCIP
ILL
PDQ
UBC
3
Functionality Objectives

• To allow patrons to loan and return anywhere
  without having to register everywhere.
• To enable title level requests.

4
Functionality Objectives

• Single Consortium Registration
• To allow patrons to loan and return anywhere

Unknown Patron
Unknown Item
5
Prerequisites

• The participating libraries have defined their
  patrons as shared.
• Uniqueness of patron ID across the participating
  institutions is assumed.
• Unique item barcodes across all participating
  libraries.

6
Functionality Objectives

• Single Consortium Registration
• To allow patrons to loan and return anywhere
• without having to register everywhere.

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Prerequisites

• Cross-institution agreements on patron statuses.

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Scope

• Only loan (check out) and return (check in)
  actions can be performed in the Circulation
  client for items that belong to a different
  institution.
• The items cannot be renewed, recalled, declared
  lost or claimed returned, nor can their
  information be displayed. These actions are
  possible only at the owning institution.

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How is this achieved ??
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Loan and Return Anywhere

• The ALEPH Z305 record has been moved to the
  usr_library environment, where it is shared by
  all ADM libraries

ADM
ADM
ADM
ADM
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Loan and Return Anywhere

• When the initial registration is done in one of
  the registering institutions libraries
• A local Z305 record is created in the ADM
  library.
• An ADM level Z305 record is created in the ADM
  library.
• An ALEPH Z305 record might be created in the
  usr_library, depending on tab31 policy.

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Loan and Return Anywhere

• The ALEPH Z305 records will use a pre-defined
  range of statuses. The range and the meaning of
  each status will be agreed on by all
  participating libraries.
• Each ADM will have a table that will map regular
  statuses to ALEPH statuses. This map will be used
  when the ALEPH record will be automatically
  created based on the registered Z305 record.

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Loan and Return Anywhere

• The general ALEPH record will be used whenever
  the patron is active in an institution in which
  he is not explicitly registered.
• Since the ALEPH statuses are agreed on, each
  institution can use its configuration tables
  (tab15, tab16 etc) to enforce local policies
  regarding loan and request privileges of
  external patrons.

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Loan and Return Anywhere - Conversions

• Converting Z305 will be done in stages
• 1. Converting existing Z305 records.
• If patron has both ADM level z305 and "ALEPH"
  level, delete "ALEPH" record.
• If patron has "ALEPH" z305 without ADM level
  z305, change z305-sub-library from "ALEPH" to ADM
  (e.g. change "ALEPH" to "USM50").
• 2. Converting the tab_sub_library table
• If cols 9, 10, 11 contain both "ALEPH" and ADM
  code, delete "ALEPH".
• If cols 9, 10, 11 contain "ALEPH" but not ADM
  code, replace "ALEPH" with ADM code.

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Loan and Return Anywhere - Conversions

• Converting Z305 will be done in stages
• 3. If PDQ will be used - creating the ALEPH Z305
• Manually setting up tab31 col. 22 flag
  (describing whether to open/not to generate ALEPH
  record)
• Manually setting up tab_map_privileges plus
  tab_sub_library hierarchy.
• Run a utility that will
• For each patron, for each shared ADM
• If the program finds a z305 with
  sub-library/bor-status combination marked in
  tab31 as "CREATE-ALEPH-RECORDY then generate
  "ALEPH" record in the usr-library and skip to
  the next patron.
• ALEPH records will be created according to the
  ADM librarys tab31 and tab_map_privileges setup.

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Functionality Objectives

• To allow patrons to loan and return anywhere
  without having to register everywhere.
• To enable title level requests.

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Functionality Objectives

• Title Level Requesting
• To allow patrons to fill in a title request which
  may be supplied by any institution.
• To allow patrons to request any pickup location,
  regardless of which institution will physically
  fulfill the request.
• To manage the potential suppliers according to a
  pre-defined roster.
• To enable reporting cross library activity.
• Note that this functionality is useable also in
  a single ADM

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Prerequisites

• The participating libraries have defined their
  patrons as shared.
• Unique item barcodes across all participating
  libraries.
• Cross-institution agreements on patron statuses
  of the ALEPH records.
• Uniqueness of patron ID across the participating
  institutions is assumed.
• All the institutions share a single library
  catalog, which is either Union View, or shared
  Bibliographic records.

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The Title Request The Potential Items

• Shared BIB
• Every supplier will contribute no more than a
  single representative item.

Title
ADM Record USM52
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The Title Request The Potential Items

• Union View
• Every supplier may contribute more than a single
  representative item.

Union Title
BIB Record
BIB Record
USM50
USM51
USM50
USM51
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The Title Request The Request Records

• Z370 The potential Suppliers Roster.
• A single Z37, placed on the roster potential
  supplier that is currently active.

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The Title Request The Potential Suppliers

• Shared BIB Potential suppliers may be
  sublibraries

Title
ADM Record USM52
ADM Record USM50
ADM Record USM51
WID
LAW
LINC5
WID
GDOC5
GDOC5
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The Title Request The Potential Suppliers

• Shared BIB Potential suppliers may be
  institutions

Title
ADM Record USM52
ADM Record USM50
ADM Record USM51
WID
LAW
LINC5
WID
GDOC5
GDOC5
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The Title Request The Potential Suppliers

• Union View Potential suppliers may be
  sublibraries

Union Title
BIB Record
BIB Record
USM50
USM51
USM50
USM51
GDOC5
WID
WID
WID
LAW
LAW
WID
LINC5
GDOC5
GDOC5
GDOC5
LINC5
GDOC5
GDOC5
WID
WID
GDOC5
GDOC5
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The Title Request The Potential Suppliers

• Union View Potential suppliers may be
  institutions

Union Title
BIB Record
BIB Record
USM50
USM51
USM50
USM51
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The Title Request The Roster

• The roster is set according to the selected
  pickup location. A table sets the priority of the
  possible potential suppliers to a pickup
  location.
• The potential suppliers are arranged in groups,
  each with an internal order that is either
  pre-set or random.
• Lets look at tab_roster

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The Title Request Life Cycle
OPAC
Request is placed
Request Management
Owning Inst. Fulfillment
GUI
Patron
Staff
Roster
Pickup Inst. Fulfillment
Patron Loan
Patron Return
Return to Owning Library
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The Title Request Placing the Request

• The title request will be available for both
  staff and patrons.
• It will be possible to set a global limit, per
  patron, on the number of active title requests.
• If the titles items are of more than a single
  material type or item enumeration\chronology, a
  list of the material typesenumerations will be
  displayed for the patron to choose from.

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The Title Request Pickup Locations

• The list of pickup locations that will be
  displayed to the patron are those that
  requestable items may be transferred to them,
  according to the owning and the receiving
  institution definitions and according to paging
  rules.

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The Title Request Pickup Locations
Some pickup locations belong to ADM libraries in
which the patron is not defined (are not shared)
Some pickup locations belong to items that are
only bookable (advance booking)
Some pickup locations belong to items that have a
different enumerations\chronology or material type
Some pickup locations belong to items that are
not requestable
Title
ADM Record
ADM Record
ADM Record
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Item
Pickup Locations
A
B
C
D
F
E
H
G
I
J
K
L
M
N
O
P
Q
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The Title Request Pickup Locations

• The patrons selection of a pickup location may
  narrow the list of potential suppliers for that
  request.

Title
Pickup Locations
A
B
D
C
E
ADM Record
Item
Item
Item
Item
Item
Item
Item
Item
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The Title Request Pickup Locations

• Each institution may define which of its
  collections (by item status) may be transferred
  to pickup locations that are outside the
  institution.
• Each institution may define what patron statuses
  may request a pickup location that is outside the
  institution.

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The Title Request Pickup Locations

• Each institution may define which of its
  sublibraries may serve as pickup locations for
  items of other institutions.
• Each institution may define paging rules i.e.
  sublibraries which will not be allowed pickup
  locations if there is a loanable on-the-shelf
  item in the sublibrary.

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The Title Request Pickup Locations

• The patron will have a single pickup location
  that will be defined as preferred pickup
  location. This pickup location will either
• Be first in the list of pickup locations
• Or
• Be the only allowed pickup location

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The Title Request Life Cycle
OPAC
Request is placed
Request Management
GUI
Patron
Staff
Roster
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The Title Request Request Management

• The outcome of a request placement will be a
  queue of representative items.
• Each item in the queue represents a potential
  supplier.
• Each item is a representative for a group of like
  items that may fulfill the request.
• A single potential supplier is active at any
  point of time.
• The items in the queue are only requestable items
  that may be transferred to the requested pickup
  location.

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The Title Request The Roster Batch

• A batch process will move the active request
  (Z37) to the next stop in the roster (Z370). The
  batchs duty will be to
• Find out whether the request should be moved on.
• Find out who the next potential supplier is.

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The Title Request The Roster Batch

• A request will be moved on to the next potential
  supplier if
• Requested item is not on a hold shelf.
• The request is older than the amount of time that
  has been set in the input variable.
• A call slip (paging slip) has not been printed.
  This is identified by a blank Z37-PRINT-STATUS or
  a Z37-STATUS that is not A . If the Z37-STATUS
  is W the request is movable even though a wait
  letter has been printed.
• No item has been put in transfer to fulfill the
  request.

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The Title Request The Roster Batch

• The next potential supplier will be
• The next potential supplier in the roster that
  has an available item.
• If no available item is found in the roster, the
  next potential supplier will be used, regardless
  of its items availability.
• The exact item on which the request will be
  created (from the like-item group) will be a
  randomly chosen available one.

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The Title Request Patron Management

• The patron will be able to view his title
  requests in the Web OPAC Library Card.
• The title requests will be displayed in a
  separate line, outside of the patron activity
  table. This is similar to how ILL requests are
  displayed.

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The Title Request Staff Management

• The patron tree will include a Title Request
  node.
• Staff members in all of the institutions that
  manage the patron will be able to
• Delete the title request (notifying the patron).
• Change the requests expiry time.

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The Title Request Staff Management

• The item tree will enable updating the request
  fields as it is for regular requests.
• This option will be available only at the
  institution in which the request is currently
  active. Other than the expiry date, all other
  changes are relevant only for the changing
  supplier.
• Deletion of the request at the active institution
  will cause deletion of the title request, subject
  to staff approval.
• Call slips printing (cir-12 and ue_06) is handled
  only in the active institution.
• Expired request deletion (cir-17) is handled only
  in the active institution. The title request will
  also be deleted.
• Item recalling (cir-13) is handled only in the
  active institution.

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The Title Request Life Cycle
OPAC
Request is placed
Request Management
Owning Inst. Fulfillment
GUI
Patron
Staff
Roster
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The Title Request Owning Inst. Fulfillment

• If the request if fulfilled (item is returned or
  call slip was printed for an available item) and
  the pickup location is outside of the owning
  institution then the item will be placed In
  Transit to the pickup location.
• A configurable option will enable notifying the
  patron at this stage.

45
The Title Request Life Cycle
OPAC
Request is placed
Request Management
Owning Inst. Fulfillment
GUI
Patron
Staff
Roster
Pickup Inst. Fulfillment
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The Title Request Pickup Inst. Fulfillment

• When the item arrives at the pickup location
• The In Transit status is cancelled.
• The item is put On Hold.
• A configurable option will enable notifying the
  patron at this stage.

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The Title Request Life Cycle
OPAC
Request is placed
Request Management
Owning Inst. Fulfillment
GUI
Patron
Staff
Roster
Pickup Inst. Fulfillment
Patron Loan
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The Title Request Patron Loan

• When the patron checks out the item, and the
  checkout is not at the owning library
• The performing staff must have special Cross
  Inst. privileges.
• The On Hold status will be cancelled.
• The loan procedures (loan checks, due date, cash
  transactions, patron local privileges) will be
  performed at the owning institution and with with
  the owning institutions values.
• The Loan Session will be updated with the items
  and the loans values.
• The Loan Session will not include the option to
  change the due date.
• Regular Loan Receipt will be printed (subject to
  station configuration).

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The Title Request Life Cycle
OPAC
Request is placed
Request Management
Owning Inst. Fulfillment
GUI
Patron
Staff
Roster
Pickup Inst. Fulfillment
Patron Loan
Patron Return
Return to Owning Library
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The Title Request Patron Return

• When the check in is not performed at the owning
  sublibrary
• The performing staff must have special Cross
  Inst. privileges.
• The patron is discharged
• The item is put In Transit

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Debug Tips

• Look at the pc_server or www_server logs when
  getting the pickup location list.
• setenv get_filtered_buf_z30_by_title Y

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Reports

• Institutions will be able to report
• How many times the library fulfilled requests of
  patrons from other libraries (based on home
  library). This will be based on the Other Inst.
  Fulfillment event.
• How many times an library served as a pickup
  location for items of other libraries. This will
  be based on the Pickup for Another Inst. event.
• How many times the librarys items were
  transferred to another library.
• The batch is Title Request Report (cir-81),
  found under Services\Statistics.

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Reports

• Institutions will be able to report
• Items that are currently in transfer.
• The batch is Report of In Transit Items
  (cir-80), found under Services\Reports

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Reports

• Time reports
• How long (in average) it took for a institutions
  patrons requests to be fulfilled from the time
  the requests was placed. This will be breakable
  down to the fulfilling institution.
• How long (in average) it took for a fulfilling
  institution to put the item on the hold shelf or
  send it away to the pickup location.
• How long (in average) it took for a pickup
  location to loan the item since it arrived at the
  pickup location.
• The batch is Institute Time Reports (cir-82)
  found under Services\Statistics