Textbook Inventory System Designing, Building and Using

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Textbook Inventory System Designing, Building
and Using

• Robert Gulick, EdD
• DBA/Technology Trainer
• gulickb_at_parmacityschools.org
• Carmi Gulick
• Fifth Grade Teacher
• carmiguli_at_parma.k12.oh.us
• Parma City School District

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Topics

• What is a Textbook Inventory System?
• Why use a TIS?
• What are the problems with TIS?
• Our experiences at Parma City Schools
• What to look for in a system.
• Sample vendors.

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What is a Textbook Inventory System?

• A system used to track
• Who (building, teacher, student)has each
  textbook
• The original cost of each textbook
• The current condition of each textbook
• Each book must be bar-coded
• Technical
• Database (building or central)
• Computer software(stand-alone / Web)
• Bar-code reader

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Why use a TIS?

• From the Vendors
• Districts spend millions on textbooks
• Average district looses 5 - 10 of their
  collection yearly
• It is February. Do you know where your textbooks
  are?

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Why use a TIS?

• From our Experience
• Textbook found in hallway / parking lot
• Local library returns a textbook
• Student A 'borrows' a textbook from Student B to
  turn it in at the end of the course

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Why an Inventory System?

• From our Experience
• How damaged was a book when it was issued to a
  student
• Locate unused copies of a book at another building

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What are the problems with TIS?

• It does cost money
• Software license (program database)
• Wired scanners / Portable scanners
• Bar-code labels
• It does take time
• All books must be bar-codedand inventoried with
  initial cost
• All issues / returns must be done

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Our experiences at Parma City Schools

• Project started in Winter 2000
• Vendor options were limited
• Building based systems
• Lacked condition and history details
• Stand-alone software installs
• Security was all or nothing
• Behaved more like a Library Management System
  than a Textbook Inventory

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What We Needed

• District wide system
• Web based
• Track books to building, teacher, student
• Transaction history
• Record condition, purchasevalue
• Mobile updating andteacher updating

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Technologies Utilized

• Database
• SQL Server 7 (now on SQL2000)
• Web interface for teacher, building, district
  access
• Macromedia UltraDev, ASP on IIS

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Technologies Utilized

• Mobile Handheld Laser Scanner
• Symbol Palm OS based scanner
• Custom Software for Handheld
• SatForms used to write the Palm program
• Program used to record assignments / returns

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Technologies Utilized

• VisualBasic 6
• Used to write the client program to transfer data
  from Palm to central database
• Laser and CCD Scanners already in Media Centers
• Student Barcode ID Already in use for Media
  Center

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Technologies Utilized

• Bar Code Labels
• 1-5/8" x 5/8" rectangle with round corners. White
  gloss, black ink, permanent adhesive, clear
  protective plastic over-laminate.
• 9 digit code 39
• Interstate Label
• Middle of inside back cover

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Workflow

• Textbook Processing Center
• Barcode the books (publisher?)
• Record the book info (ISBN, barcode, cost, PO)
• Transfer books to building

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Workflow

• Building Level - Issue Books
• Building assigns books to teachers
• Building or teacher assigns books to students
• Web Tool or Palm Scanner

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Workflow

• Building Level Return Books
• Building or teacher returns books
• Web tool or Palm Scanner
• Building transfers books

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Information District Summary
InformationDistrict Summary Drill Down
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Information - Find Unused Books
InformationFind Unused Copies
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Information - Current Book Status
InformationCurrent Book Status
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Information - Book Transaction
InformationFull Transaction History
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Information - Student Information
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Information Current Student Information
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Information Historical Student Information
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Problems / Limitations

• Not accurate (GIGO)
• It may only be 85 accurate but that beats 0
  accurate
• Not being done
• books are not scanned out / in
• Less people to do the work
• People do not view itas important

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Results By the Numbers
4,020 items (187,963) instead of 10,285 items
(487,383) using 5 yearly loss
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What to look for in a system

• SIF Certified (not just compliant)
• Enterprise class central database
• Web interface
• Handle different ID systems
• Bar-code, PIN? Biometric? RFID?
• Flexible security
• Portable scanners
• Support Options

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Sample Vendors

• http//www.textbooktracker.com/
• Textbook Tracker
• http//www.hayessoft.com/
• TIP - Textbook Inventory Program
• http//www.fsc.follett.com/
• Destiny Textbook Manager
• No Open Source yet

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The End

• Materials and links at
• www.ParmaCitySchools.org/presentations
• E-Mail
• gulickb_at_parmacityschools.org