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Textbook Inventory System Designing, Building and Using

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Textbook Inventory System. Designing, Building and Using. Robert Gulick, EdD ... Building based systems. Lacked condition and history details. Stand-alone ... – PowerPoint PPT presentation

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Title: Textbook Inventory System Designing, Building and Using


1
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

2
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.

3
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

4
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?

5
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

6
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

7
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-coded and inventoried with
    initial cost
  • All issues / returns must be done

8
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

9
What We Needed
  • District wide system
  • Web based
  • Track books to building, teacher, student
  • Transaction history
  • Record condition, purchase value
  • Mobile updating and teacher updating

10
Technologies Utilized
  • Database
  • SQL Server 7 (now on SQL2000)
  • Web interface for teacher, building, district
    access
  • Macromedia UltraDev, ASP on IIS

11
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

12
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

13
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

14
Workflow
  • Textbook Processing Center
  • Barcode the books (publisher?)
  • Record the book info (ISBN, barcode, cost, PO)
  • Transfer books to building

15
Workflow
  • Building Level - Issue Books
  • Building assigns books to teachers
  • Building or teacher assigns books to students
  • Web Tool or Palm Scanner

16
Workflow
  • Building Level Return Books
  • Building or teacher returns books
  • Web tool or Palm Scanner
  • Building transfers books

17
Information District Summary
Information District Summary Drill Down
18
Information - Find Unused Books
Information Find Unused Copies
19
Information - Current Book Status
Information Current Book Status
20
Information - Book Transaction
Information Full Transaction History
21
Information - Student Information
22
Information Current Student Information
23
Information Historical Student Information
24
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 it as important

25
Results By the Numbers
4,020 items (187,963) instead of 10,285 items
(487,383) using 5 yearly loss
26
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

27
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

28
The End
  • Materials and links at
  • www.ParmaCitySchools.org/presentations
  • E-Mail
  • gulickb_at_parmacityschools.org
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