WILIUG Preconference

1
WILIUG Preconference

• Circulation Kitchen Sink
• Title priority paging, Fines Paid Report, Holds,
  Notices, r2007 and more.

2
WILIUG Preconference

• Mike McClellan
• Library Training Consultant based in Minneapolis
• mmcclellan_at_iii.com

3
Overview

• Title Priority Paging
• Holds
• High Demand Holds Report
• Clear Holdshelf
• Frozen holds
• Hold options set by library
• R2007
• renew items with bib holds
• Undocumented software change
• Option to deny holds based on maximum holds
• Transit for holds
• Broken holds

4
Overview

• Optional Features requiring Innovative set up
• Notice History
• Notice Administrator
• Fines Payment Data
• View Cancelled holds
• Auto Notices
• R2007 move email notice to print
• Other R2006 and before features
• Fines Paid Report
• Manager controlled view and edit
• Settings search box

5
Title Priority Paging

• Combines benefits of item paging
• Paging prioritization
• and copy returned soonest holds
• Any attached item can fill hold
• Allows staff placed Millennium paging at their
  location without special set up
• Suitable for single and multi branch
• Reduced of pages to transfer as this is
  automated Library controls in part when hold
  moves
• System setting to cancel hold if not filled
  generating cancellation notice or keep as Copy
  Returned Soonest

6
Title Priority Paging

• Once More With Feeling!
• Can fill hold with any copy attached to bib
• Not item specific
• Recently returned
• Different copy found on shelf without having to
  transfer hold

7
Sausage Making

• Can patron place a hold to begin with
• 46 gt Enable request button suppression for
  non-requestable materials.......YES
• All copies have to be non requestable by request
  rule
• Not loan rule which isnt checked until the
  patron authenticates
• Scoped searches may button when inappropriate

8
Sausage Making

• At the moment the hold is placed system notes the
  following
• Attached copies that could fill the hold
  regardless of current status (-, t, m etc)
• or if it is on loan (is a bib level hold
  regardless)
• Groups these by location and prioritizes them
• Loan rule determines which locations are eligible
• Request rule only is a factor when determining if
  holds are allowed at all

9
Stuffing

• In addition system notes
• Items that could fill at patrons pick up
  location (first)
• Priority order of other locations (second)
• System retains order based on pick up location
  and priority table
• Order is set and does not change

10
Grilling

• When staff print title priority pages system
  checks for at least on pagable copy
• Eligible (must be status -)
• Not checked out
• No item hold already
• Loan rule allows
• If none, does not print and moves to next
  location in priority order
• So initially the system checks for locations that
  could possibly fill the hold and then fine tunes
  the list when staff print the paging slips

11
Grilling

• Internal distinction between what could initially
  fill the hold and what gets printed at
  appropriate time
• Items that change eligibility
• d damaged becomes -
• Will page
• - becomes d
• Will not page
• Newly created
• If location not part of initial snapshot
• Must be checked in

12
Title Priority Paging Setup

• Once enabled by Innovative, site sets up
• Circ Parameters Hold Pickup Locations table
  (part 1)
• List of Locations entry needs to be
• Valid code in Branch Table
• In location served for that branch
• Typically Bib Level location code for that branch
• Locations served table should have this code
  appear only once
• Do not need to enter all location codes unless
  patrons can not chose pick up location.
• Based on home library
• Based on item location

13
Title Priority Paging Setup

• Hold Pickup Locations element (part 2)
• Prioritize locations after all entered (if adding
  new)
• Range is 0-999 range 1 is first and 999 is last
• 0 not paged
• 999 is default
• Locations with same number - random within group
• Notes
• Do not enter Hold Pickup Locations in character
  based system
• Do not enter data in Library Priority Table if
  exists

14
Title Priority - Priority

• Changing library priority does not change paging
  order for existing pages.
• Changing priority from 0 to something does not
  include this location in paging order
• Changing priority from something to 0 will only
  impact future holds not ones placed when priority
  wasnt 0
• But will move automatically
• Same rules with changing priority order

15
Title Priority Paging Single Location

• In a single building site, often the location
  served is not set up during implementation
• Will be needed for Title Priority Paging

16
Title Priority Paging Setup

• 80 gt Pageslips Text ....... Needs text number.
• 87 gt Pageslips Number of hours before page can
  be transferred............0
• Needs to be a number greater than 0.
• Max is 168 hours or one week
• Time spent at each branch
• Number too low page moves before staff are
  aware it exists
• Too high pages dont move efficiently

17
Title Priority Paging Setup

• 93 gt Title Paging Refuse Holds...................
  .................YES
• Despite label, not related to Title Priority
  Paging
• Actual functionality is default with Title
  Priority
• Item hold in this context would be staff placed
  or volume field for webopac
• Extends same ability to refuse item holds
• Can be enabled without Title Priority Paging
• Would need to transfer to another item
• Manually or Transfer program
• Can not be options grouped

18
Title Priority Paging Setup

• Change log in manager setting under holds tab
• Allow holds on bibs with one item
• Otherwise option to place Copy Returned Soonest
  hold will be grayed out when only one attached
  item exists.

19
Why do they move?

• If the page is not filled
• Library not open
• Print page but cant fill the hold
• Refuse to fill the hold
• Page moves automatically
• Do not have to run transfer program for these
• Moves to next location based on priorities set
  when hold was placed
• Will not move to location if item status is no
  longer -

20
When do they move?

• System option (87 of hours to transfer page)
  plus overnight chron job
• If chron is set for 4 am and option 87 is 24
  hours
• Hold placed at 2 pm Monday can move at 2 pm
  Tuesday, however chron says move at 4 am
  (default) Wednesday
• Impact of Weekends if Branch is closed
• Hold placed Friday at 8 pm moves Sunday morning
  possibly with staff never seeing page

21
When do they move?

• Unlike regular item paging moving to next
  branch is automatic with Title Priority Paging
• Reduced time spent running the transfer program
• Still need to run it for item pages which dont
  automatically move

22
When do they move?

• Innovative can set chron to ignore weekends
• System wide (not options or location based)
• Keep in mind ratio of time for agency to look vs.
  time to move efficiently to next agency
• Does not look at Days Closed table in circulation
  parameters - enhancement

23
Title Priority Paging

• Example of too soon
• Circulation option was set to 1 hour
• Holds placed after closing but before chron job
  were not being seen by staff at first branch
  paged
• In some circumstances only one branch had the
  item and thus it never paged
• Became Title level/Copy Returned Soonest Hold

24
Title Priority Paging-Workflow

• Circulation notices
• Print Title Priority Paging list (auth 394)
• Is possible for Innovative to enable Title
  Priority paging slips
• No option to clear pages
• Can be automated see OWLSnet
• Print Item paging list or slips
• Will have some as a result of holds on items with
  volume fields or staff placed item holds
• Circulation Check in to trap hold and generate
  transit or holdshelf slips
• Backdating before hold was placed will not
  prevent hold from trapping

25
Title Priority Paging - List

• List shows location code and item call number (if
  present) of first item at that agency
• Children's books E/598/KUCHALL .b10558342
• Birds/Kuchalla, Susan
• Troll Associates, c1982
• Does only show first item, multiple copies in
  different locations does not print
• Possible print template might fix this

26
Title Priority Paging - Workflow

• Dont find item
• Find different copy on same bib check it in
• Find no copy or dont want to fill either
• Do nothing and let system move it eventually
• Check in barcode and refuse to fill in order to
  transfer immediately

27
Title Priority Paging - Workflow

• End of the cycle
• Cycle established when hold first placed
• All libraries either
• Skipped by time
• Printed but didnt find
• Refused
• Page is either (not options groupable)
• Cancelled and notice can be queued
• Retained as Bib Copy Returned Soonest Hold
• Unlike regular paging where hold is stuck on item

28
TPP Problems - General

• If doesnt work check
• Old library priority table must be completely
  empty. No blank entries.
• Does every branch have an entry in the Hold
  Pickup Locations table
• If you have multiple locations served with same
  locations codes, for printing for example, make
  sure basic branch location entry is listed ahead
  of any others.

29
TPP Problems - General

• Make sure all locations are represented in
  Location Served
• Do not use character based option to edit Hold
  Locations Table
• Number of hours to transfer page needs to be set
  to a number that is not 0.
• Be careful when deleting Location Served entries
• Set priority for that agency to 0
• Wait for everything to move past it

30
TPP Problems - General

• Is compatible with priority to local patrons
  however may produce seemingly inaccurate results.
• Patron selects Library A as pick up location and
  Library B can fill
• Different patron selects Library B as pick up
  location has priority even if request was made
  later
• Limit to location problem
• Paged items that can not fill the hold since it
  is limited to a specific location code you might
  not find
• Edit Limit to Location only in Millennium (to
  none or to one you found) and it will remove the
  hold overnight

31
TPP Problems Specific

• Why did non holdable item trigger hold?
• Loan rule might actually allow it
• Check out item to patron and see what loan rule
  gets assigned then check the Loan Rule Loan
  Rule Determiner
• Request rule is not checked at check in

32
TTP Problems Specific

• Why no paging slip? Item at location is
• Not - available at time paging slip would print
• Checked out
• Already has an item hold
• Not holdable due to request rule or loan rule
• No correct Loan Rule Determiner entry
• 0 priority for the pick up location
• Read request program needs restarting
• Contact III or make an edit to Hold Priority
  table
• Cancelling the hold

33
Questions?

• Next is more fun with Holds

34
Holds

• High Demand Holds Report
• Clear the Holdshelf
• Frozen Holds
• Hold options set by library
• R2007 Renew items with bib holds
• Undocumented change
• Deny hold maximum
• Transit for Hold
• Broken Holds

35
High Demand Holds

• New report with r2007
• Compares of holds to items
• Local and System Reports
• Supplements Purchase Alerts
• No Innovative set up required
• Library enters reporting thresholds
• Uses Hold Pickup Location table and Bcode2
  Material Type

36
High Demand Holds

• Report works like View Outstanding Holds
• Data is collected via overnight chron job
• Doesnt reflect today
• As a result very quick to compile report even
  with large data sets

37
High Demand Holds Set Up

• Authorization 373 Circulation Parameters and 388
  Edit Hold Threshold
• Hold Pickup Locations must be completely entered
  in circulation parameters
• Bibliographic material types must exist in Fixed
  Length codes.
• Typically bcode2 mat type
• Cant use item field
• Could use different bib fixed field - Innovative

38
High Demand Holds Set Up

• Circulation Parameters Hold Thresholds
• Table allows you to set a baseline and then
  exceptions for the system and each location
  reports
• 16,000 possible entries in this table
• Reads from bottom up
• Option to move entries
• Uses wildcards
• Certain entries are basically required

39
High Demand Holds Set Up

• Add a System threshold
• System all items attached to bib and all holds
  attached to bib (item or pick up location doesnt
  matter)
• Threshold report titles when it equals or exceeds
  number between 1 99 (example if 5, dont
  report 1-4, report 5 and above)
• Add wildcard threshold (location)
• Default for running a local report
• (example 14 locations but 3 want different
  threshold for something)
• Add wildcard threshold (material)
• Optional
• If you wish different material types to report at
  a different number

40
Hold Thresholds - System
Lines 1-3 are applied to the System Report Line 1
says that for all material types not called out
in next two lines (in this example) the Threshold
is 5 to be reported. Line 2 is bib material
type a for printed material and the Threshold
is 4 to report Line 3 is bib material type g
for av and the Threshold is 3 to report
41
Hold Thresholds Non System
Lines 4-9 are applied to the individual Branch
Reports (Select Pickup Location) Line 4 (?????)
says that for all material types not called out
in next 5 lines (in this example) the Threshold
is 1 to be reported. Lines 5, 6 and 9 are pick
up locations of eb, ep and iu along with wildcard
of for all material not called out below and
the Threshold is 1, 5 and 5 respectively to
report Lines 7-8 are specific to location ep and
bib material type c and g with two specific
Threshold settings
42
Holds Clear the Holdshelf

• Keeps virtual and physical holdshelf in sync
• Highly recommend
• Size limit to file (5 megs)
• System may become unstable if this becomes huge
• Updates several system generated reports
• Info about the system circulation status
  (charc)
• System generated items on holdshelf in create
  lists

43
Holds Clear the Holdshelf

• Item belongs to your location with no additional
  holds changes it to - reshelve
• Item belongs to a different location check it
  in to generate transit slip and place in transit
  status
• Item has hold at your location check in
• Item has hold at different location check in

44
Holds Clear the Holdshelf

• If clears too soon
• Check loan rule transaction is under
• System uses days closed of item location and not
  pick up location
• Problems with Days Closed
• NNA date comes up after item is on holdshelf
• Cancelling the hold

45
Holds Clear the Holdshelf

• How can staff keep a hold for extra days due to
  special circumstances?
• If circumstances are not really all that unique,
  consider changing time to pick up element in loan
  rule
• Check out material to dummy/staff account
• Override item on holdshelf messages
• Immediately check in to re trap for initial
  patron with new time to pick up
• Check out to patron

46
Holds Frozen Holds

• Patrons can not freeze holds when placed
• Only in My Millennium after hold is placed
• Not Needed Before always becomes 255 days
• Only patron can unfreeze hold. Staff can not
  edit the NNB date in this case

47
Holds Frozen Holds

• Not all holds can be frozen
• If there are available copies that could fill the
  hold
• Items that are in transit
• Item is on holdshelf for the patron or in transit
  to fill hold for patron
• Number of available items is more then patrons
  position on wait list
• A skipped over hold remains until patron
  unfreezes it.
• The hold position becomes whatever it is at the
  moment unfrozen

48
Holds Frozen (paging)

• A frozen hold generally will not initiate a
  paging slip with Title Priority Paging
• A thawed hold generally will initiate a paging
  request if there are available copies
• Staff place holds with a NNB date will generate a
  problem page slip
• Cant check in to trap
• Doesnt initiate new paging slip at NNB date

49
Holds Frozen Holds

• www option freeze_holds to enable
• Presumably could be enabled by patron type which
  could allow some consortia partners to turn off

50
Hold Options Set by library

• Log in manager
• Holds tab set default cancel if not needed by
• Holds tab set use hold locations
• System Options Circulation (igr 107117)
• 100 gt Check-in Check in bib hold at wrong
  location.....................ASK
• Change from ASK to Place Item in Transit to
  remove choice to place hold on holdshelf when
  item hasnt been delivered yet.

51
This
52
Instead of this
53
Renew with Bib hold

• R2007 option
• Innovative set up required
• Give library staff the ability to override Renew
  Not Allowed Blocks
• Authorization 092 Override Hold Blocks
• IGR 107607
• Renew from Circulation Desk or Renew (no patron)

54
Example Before and After
55
Charge On Charge Hold ChangeNew undocumented
behavior

• Check out item that is on the holdshelf to a
  different patron or Department record.
• Previous behavior had original hold remain on
  that item
• New behavior has the item become a bib level hold
• Does not address standard enhancement request for
  cancel or move to bib option instead
• Does deal with trapped item is damaged problem

56
Charge On Charge Hold Change
Original trapped hold Ready for Pick Up on
patron record
Override the two messages to do the Charge On
Charge and check out to a Department or patron
card
Hold on original card goes to a Copy Returned
Soonest Hold
57
Deny Maximum Holds

• Innovative can set the maximum number of holds
  allowed per copy
• Ratio of holds to copies like purchase alerts
• Example maximum is 2 holds
• 1 copy can have 2 bib, 1 bib 1 item or 2 item
  holds
• 5 copies can have hold combinations that dont
  exceed 10
• 9 bib 1 item
• Only status - considered for items attached to
  bib

58
Transit for Hold Message

• Set by Innovative
• Should be on your system already
• Adds the IN TRANSIT (HOLD)
• Status is still t

59
Broken Holds

• Failed to find matching hold / Error
• Hold count doesnt match
• Relationship between the fields in the patron
  record do not match the corresponding field in
  the item or bib
• Typical causes
• Freeing busy records
• Client session crashes
• Considerable work done with r2006 to identify and
  correct software issues

60
Broken Holds

• Contact Help Desk to fix individual problems
• SC utility to fix and repair
• Better idea to determine why holds are breaking
  as opposed to just having the system attempt to
  fix
• Utility may need to be reinstalled upon upgrading

61
Questions?

• Moving on from Holds to other topics

62
Optional Features III/Library

• Notice History
• SC Enable Record of Notices Sent
• Notice Administrator
• SC Enable Notices Administrator
• Fine Payment Data
• SC Enable Additional Fine Payment Fields
• View Cancelled holds
• SC Change Number of Days to Retain Cancelled Hold
  Information (automatic with r2006?)
• Auto notices
• SC Change Notice Mode Auto/Saved Notices Table

63
Notice History

• Contractual development so missing functionality
  - enhancements
• Authorization 42 or 58 View Notice History
  (usually)
• Default number of days is 14 can be increased
• Oldest data is overwritten
• Not options groupable
• IGR 107241

64
Notice History

• Date and time notices sent
• Complied but not sent isnt recorded
• Viewable in Circulation Desk mode not Notice mode

65
Millennium
66
Notices Administrator

• Requires you have either setting to Save or
  Automate Notices
• By default
• you are allowed to create notices for your
  location (set in log in manager), all notices or
  a single branch location.
• Options group is set in log in
• Saved parameters for your log in
• Requires Authorization

67
Fine Payment Data

• Payment data
• Enables staff to indicate method of payment with
  a brief note
• Can also code a transaction as waived with a note
  indicating why.
• Shows in Patron Fines Payment Note
• Shows in Fines Paid Report
• Innovative enables

68
Fine Payment Data

• Edit new circulation parameter table
• Auth 373 (circ param) 312 (edit payment types)
• 15 single character type and 40 character label
• Order shown is order presented to staff
• Can use Move button to reorder
• Include Other or Waived or both
• Restart Millennium

69
Millennium
70
Fine Payment Data

• Collect or Waive payment, a new box to record
  Payment type and note will appear
• Must record a payment type so include an Other or
  Waive option for better statistics
• Note is up to 150 characters
• Multiple fines paid or waived will record first
  entry in each

71
Millennium
72
Fine Payment Data

• View in patron record under Fines Paid
• Might be a slight delay before it appears after
  financial transaction has been concluded.
• View in exported Fines Paid Report
• Note not retroactive to previously paid
  transactions

73
Millennium
74
View Cancelled Holds

• No set up required
• Authorization 316 (view cancelled holds)
• Not options groupable
• Does not show virtual holds
• No InnReach or Innovative ILL module
• Does not include Not Needed After
• Default time period to retain is 30 days
• Recommended maximum is 365 days
• WebOPAC would show web log in if set up

75
View Cancelled Holds

• Circulation Desk Mode
• Holds Tab
• View Cancelled Holds button

76
Auto Notices

• 3 Notice set ups
• Manual on demand no option to save settings
• Save Jobs on demand but can save settings
• Auto save settings and run automatically
• SC Change Notices Mode

77
Auto Notices

• Auto notices/Save notice job
• Select a Job Name or click on the New button

78
Auto Notices
Notice Type Location Options etc Sort By
Email Subject (from circulation parameter) Auto
Notices Settings Check Enabled
79
Auto Notices
Move all notices to Print Send via FTP
(requires either an email printer path or FTP
destination) Schedule
80
Auto Notices
Pick days can not specify time nor can jobs run
at different times Innovative can set jobs to run
multiple times however this is all jobs and this
is not recommended
81
Auto Notices

• Save printer
• Email Printer
• Could be real email address
• Fake email if simply wish to kill these
• FTP
• Need to have FTP software on destination
• First save name of file like Overdues

82
Auto Notices FTP
Job name for Notice screen IP Address of FTP site
Login and Password of site Directory
Path Special Commands required by FTP Site
Default is Binary III can enable ASCII
83
Release 2007

• Move notices to print
• Use Whats New IGR to review new features

84
Move Notices to Print

• New option to take individual email notices and
  move to print queue
• Remove those from email queue and then not mail
  or print to dummy / email printer
• Professors
• Library Board etc.
• No Innovative set up required
• IGR 105690

85
Move Notices to Print

• Right click function
• Reverts back to email queue if not cleared
• Possible workflow to remove
• Print desirable print job first
• Examine email file and move to print
• New print file has only undesirable
• X to end of file trick
• Send as email

86
Use IGR to review new features

• Whats New
• Usually correctly indicates if Innovative set up
  is needed
• Link to IGR specific pages
• Handy for previous features as well

87
Release 2006

• Fines Paid Report
• Manager Controlled View and Edit fields

88
Fines Paid Report

• Replaces text based
• New customers no longer get text based
• Existing customers will see it removed
• Millennium (igr 106896)
• MySQL file instead of flat file
• Size limit expands
• Additional data viewable upon export
• Same detail in patron record under Fines Paid

89
Fines Paid Report

• Authorization 315 (View Fines Paid)
• Authorization 313 (Clear Fines Database)!
• Not retroactive or tied to text based file
• Starts with first new transaction
• Default starting date

90
Fines Paid Report

• Owning location records payments (fines or
  replacment) on your material but collected
  anywhere unless modified
• Owning location from manual charges
• To see payments made at your location use the
  statistics group and then modify location as
  needed.

91
Manager Controlled Fields

• Developed for ERM to protect confidential
  licensing data
• Expanded to other modules
• Protect SSN
• School ID number in consortia
• Field can also be seen but not edited
• Innovative set up required

92
Manager Controlled Fields
One Authorized function - 202 Management Field
Access Ability to View or Edit depends on which
File field group tag is entered
93
Indexes and Search Tab

• Search/Holds mode review order of indexes
• Innovative can re order so most commonly used is
  listed first followed by next desirable
• Settings Search tab
• Cursor is in the Select Index
• Cursor is in the Input Text box
• Module specific

94
Auto check out

• Innovative enabled
• Designate specific ptypes to have checked in
  holds automatically be checked out
• Distance learning
• ILL
• Academic holds workflow
• IGR 105103

95
Trapped Hold Display
For Libraries that call patrons who dont have
email addresses Innovative can add Email and/or
Telephone Fields Label displays if no data
96
Questions

• Thats All Folks

97
(No Transcript)