Overview of OCUL VDX procedures by bloved

VIEWS: 14 PAGES: 14

									                                                                    Rev. Feb 10, 2004

       Overview of OCUL VDX Workflow Procedures

REQUESTER TASKS

Chapter 4 – Request Administration – Requester/Borrowing
    -- (p. 54- 70) of VDX manual for details

Overview – (p. 55)

Workflow – Daily Tasks (p. 56)

List of daily tasks that need to be done – follow procedures as outlined below
under each task

Checklist

1. Checking for “Idle” Requests
            Investigating “Check Manual” Requests
            (see -- QUIICK Sttep by Sttep IInsttructtiions for this task below)
                    QU CK S ep by S ep ns ruc ons
2. Checking “Pending” Requests
              (No need to look at requests with this status as these requests will move
              on to a another status or will become ”Check Manual”)
3. Performing a Received Action
              (see -- QUIICK Sttep by Sttep IInsttructtiions for this task below)
                      QU CK S ep by S ep ns ruc ons
4. Returning an item to the Responding Location
5. Asking for a Renewal
6. Replying to a Conditional Answer
7. Canceling a Request
8. Responding to an Overdue Indication (Weekly)
9. Responding to Recalls
10. Monitoring requester file for messages (p. 16-17 Ohio)
11. Monitoring requester file for Not Supplied items (p. 18-21 Ohio)
12. Process returned materials

1. Checking for “Idle” Requests -- (p. 58)

      new requests that need routine authorization – call up from work queue
          o process routine requests first – status “Idle” and Authorization Status
             “Automediated:Auth Manual”, or click Requester (Borrower) link to
             display Borrower Work Queue and select “Idle”
      new requests which have a Note entered by the patron


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           o watch for patron notes ; use New Note field and note type “Request Msg”
             to forward note to responder
           o Using the “Request Msg” option means that every responding library will
             see the note in their picklist

      Action requests and change Authorization status to “Authorised”

       ************************************************************************************

 ►►QUIICK Sttep by Sttep IInsttrructtiions fforr “Auttomediiatted::Autth Manuall”◄◄
 ►►QU CK S ep by S ep ns uc ons o “Au omed a ed Au h Manua ”◄◄
              click print button and check request record to ensure completeness of
               fields in the record
              check patron entered Need by date and Notes fields
              check rota for locations
              Action requests and change Authorization status to “Authorised”

       ************************************************************************************

       Investigating “Check Manual” Requests
           -- (Refer to pg. 59-61 for details ; Step by Step Instructions are on pg. 59)


           SEARCH UNIV OF WINDSOR CATALOGUE FIRST to see if we
                            own the item!

       ************************************************************************************

►► QUIICK Sttep by Sttep IInsttructtiions ffor” Check Manuall” Tasks ◄◄
►► QU CK S ep by S ep ns ruc ons or” Check Manua ” Tasks ◄◄
          Select print button and print record
          check details of record
              o does it include an ISBN, ISSN and/or a LCCN?
              o does the ISBN, ISSN and/or the LCCN include spacing punctuation, or
                 additional information
              o is all the bibliographic data present?
              o Is the rota blank? Do you need to override or create the rota by hand?
          check audit table
          check for messages




                                                                                              2
From your printed records, sort work into the following categories:

      a) ROTA is empty

             search AMICUS Web to find Canadian locations, ISBN/ISSN, dates,
              volume/item, pagination, etc.
             edit record as necessary, add locations and select action “Authorised”

      b) Solved locally

             search our collection to verify if we have volume/item

                  o if item is held in our collection, select action “Un –Authorised”
                    and enter a note in the Notes field stating reason and initial, submit
                    and then complete the record


                  o if item is not held in our collection, search AMICUS Web, edit
                    record, add locations and select action “Authorised”


                  o if additional Canadian locations are found in AMICUS Web, add
                     these to the VDX record manually and select action “Authorised”

      c) records with no locations: SEARCH OCLC

             if other Canadian locations are found in OCLC add these locations to the
              VDX record and select action “Authorised”

             if only US locations are found in OCLC create a request record in OCLC ;
              then record the locations in Notes field of the VDX record, initial and
              select action “Authorised”

      d) new requests submitted through VDX Racer E-mail (racer@uwindsor.ca)

           CSA forms
               o Please note that CSA does not check our catalogue for holdings
              o search Amicus Web ,if our location is cited check our catalogue
                  for holdings, otherwise, create record, add rota and select action
                  “Authorised” (the more locations added to rota, the better results in
                  acquiring item)

      ************************************************************************************

         o retrieve non-routine requests by retrieving requester file by status “Idle”
           and Authorization Status “Check Manual”, or click Requester
           (Borrower) link to display Borrower Work Queue and select “Idle”


                                                                                             3
           o Identify items owned by our library and determine whether to release
             request or “unauthorized” it
           o identify items which have no rota; build the rota manually

  NOTE: Look over the record to determine why it wasn’t processed correctly:

           a. Does it include an ISBN, ISSN and/or a LCCN?
           b. Does the ISBN, ISSN and/or the LCCN include spacing punctuation, or
             additional information
           c. Is all the bibliographic data present?
           d. Is the rota blank? Do you need to override or create the rota by hand?

  Deleting a request – “Unauthorize” and “Complete” (not in manual)

      Taken from: VDX Step By Step Instruction Sheet #5 – Triggering Non-
      Supply and Local Holdings User Alert Messages – Mar. 31, 2003

               call up a request
               change “To be Authorized” status to “Un-Authorized”
               Click submit button ; action shows successful
               Click on Results hypertext link on screen
               Click on “Complete” button

2. Checking “Pending” status requests

               View “Waiting” on work queue

     Pending status is a non-terminal state (see c:\VDX\ILL protocol basics.ppt)
     Pending status occurs when:

                A “Pending” request that has been sent to the Responding library
                OR
                A message has been received stating that the item will be supplied or
                placed on hold
                OR
                The request has been forwarded to another location

  Try running these queries:

          Run query: Status “Idle” and Authorization Status “Automediated:Auth
          Manual”
                  Search run should find results

          Run query: Status “Idle” and Authorization Status “CheckTCheck Manual”
                 Search run should find results




                                                                                        4
3. Performing a “Received” Action -- (p. 61-62)
                       (see detailed Step by Step instructions on p. 62)

************************************************************************************************

►►QUIICK Sttep by Sttep IInsttructtiions ffor” Receiived” Tasks ◄◄
►►QU CK S ep by S ep ns ruc ons or” Rece ved” Tasks ◄◄
       a) Performing “Received” Action for Books

                      mark on statistics
                      select Action “Received”
                          o e-mail is sent to patron (e-mail MUST be printed on book
                              band or patron will not be notified)
                          o record in notes field of VDX record when multiple
                              copies/volumes are received, e.g. 2 vols. rec’d

                      select “Received Bookband” from “reports”: Print Copy
                          o attach book band to front of book – if multiple volumes
                              received, make copies of book band and attach one slip to
                              each volume
                          o manually add due date – 3 weeks from date of receipt

       b) Performing “Received” Action for Photocopies

                      mark on statistics
                      select Action “Received”
                      select Received bookband in reports – View Only
                      select Standard Received list in reports – View Only
                      photocopies are mailed to patron

       c) Performing “Received” Action for OCLC Records

               follow same procedures for books and photocopies
               record in notes field of VDX record, format received (eg. book rec’d
                or photocopy rec’d), supplying location and initial record
               update OCLC record “R and F11” to mark record received
                    o books: OCLC record will remain active until book is returned
                    o photocopies: OCLC record will auto complete
               file the paper copy of book request in the OCLC current file until the
                item is returned
               file the paper copy of the photocopy request in the OCLC closed file

**************************************************************************************************


           Run query: Status “Shipped” and Authorization Status “ To be
           Acknowledged” or, Click on the number in the “Waiting” column of the


                                                                                                     5
          “Shipped” row of the Borrower Work Queue

4. Returning an item to the Responding Location -- (p. 63-64)

          Follow the Step by Step instructions on p. 63

           Run query: Status “Received” and browse through the hit list to locate the
          item or, Click on the number in the “Total” column of the “Received” row of the
          Borrower Work Queue

          Use request search to find the record for the item
          Select action “Returned” from the “Actions Available” drop down menu
          Click on the submit button to call up the Action Returned screen
          Check “Returned Date” field, if appropriate add a note
          Select the appropriate “delivery method” from the drop down menu in the
           “Return Via” field
          Click on the submit button
          Print Standard Returned List from Reports menu and match slips with items
          Prepare items for return

5. Asking for a Renewal [AS REQ’D] -- (p. 64-65)

          Follow the Step by Step instructions on p. 64

           Run query: Status “Received” and browse through the hit list to locate the
          item

6. Replying to a Conditional Answer -- (p. 65-67)

          Follow the Step by Step instructions on p. 66

          Run query: Status “Conditional” and Authorization Status “ To be
          Authorized”

7. Canceling a Request [AS REQ’D] -- (p. 67-68)

          Follow the Step by Step instructions on p. 67


8. Responding to an Overdue Indication [WEEKLY] -- (p. 68-69)

          Follow the Step by Step instructions on p. 68

           Run query: Status “Overdue” and Authorization Status “ To be
          Acknowledged” or, Click on the number in the “Waiting” column of the
          “Overdue??????” row of the Borrower Work Queue




                                                                                         6
9. Responding to Recalls – p. (69-70)

          Follow the Step by Step instructions on p. 69

           Run query: Status “Recall” and Authorization Status “ To be
          Acknowledged” or, Click on the number in the “Waiting” column of the
          “Recall????” row of the Borrower Work Queue


10. Monitoring requester file for messages (p. 16-17 Ohio)

          Retrieve requester file by Authorization Status “To be acknowledged,” and
           look through requests for Last Action “Message Indication”
          Select action “Message”
             Reply to responder using New Note field and Note type “Send Yes”

11. Monitoring requester file for Not Supplied items (p. 18-21 Ohio)

          Retrieve requester file by status “Not Supplied”
          Note that the Authorization status has reverted to “Check Manual”
          Process not supplied requests
          Notify patrons of non-supply requests
          Press “Complete” button to delete not supplied requests

12. Process returned materials

          Update request record from “Received” to “Returned”




                                                                                       7
RESPONDER TASKS

Chapter 5 – Request Administration – Responding/Lending
          -- (p. 73- 82)

Overview – (p. 72)

Workflow – Daily Tasks (p. 73)

List of daily tasks that need to be done – follow procedures as outlined below
under each task

1. Monitoring Incoming Requests and Printing “Requester Pick List” reports
2. Performing a Shipped Action
              (see -- QUIICK Sttep by Sttep IInsttructtiions for this task below)
                      QU CK S ep by S ep ns ruc ons
3. Responding “Non-Supply”
              (see -- QUIICK Sttep by Sttep IInsttructtiions for this task below)
                      QU CK S ep by S ep ns ruc ons
4. Sending Conditional Replies
5. Monitoring Conditional Answers
6. Sending Overdue Reminders [Weekly maintenance]
7. Checking for Renewal Requests
8. Processing Recalls
9. Receiving Returned items

1. Monitoring Incoming Requests and Printing Pick List Reports (p. 74-
     75)
           Follow the Step by Step instructions on p. 74

           Run query: Status “In Process” and Authorization Status “ To be
           Acknowledged” or, Click on the number in the “Waiting” column of the “In
           Process” row of the Lender Work Queue

Print Standard Picklist in the reports menu
Check local catalog and shelves for items;      identify available items


2. Performing a Shipped Action (p. 75-76)

***********************************************************************************************

   ►► QUICK Step by Step Instructions for” Shipping” Tasks ◄◄
   NOTE:
    Enter request number and submit
    Batch your work in the following categories and mark statistics at this time.


                                                                                                  8
     Note: Viewing reports will clear the items displayed from the queue.

Photocopies (Journal articles & other photocopies)

         sort work, record statistics and ship each of these groups separately
                OCUL – N/C
                6 Month Billing
                To be Invoiced
                OCLC
         select action “Shipped”
         select appropriate Payment Type option – eg. reciprocal, invoice, IFM
         fill in any other appropriate fields – eg. Charge Units - $5, $10 or $0
         Charge Units field defaults to no. of pages in article : eg 10, 28 etc,
                 o    NOTE: the number must be changed to “0” if N/C (no charge)

  1) OCUL (N/C) : Arieling photocopy items

         Charge Units defaults to no. of pages in article : eg 10, 28 etc. therefore
          the number must be changed to “0” if N/C (no charge)
         select Standard Shipping list in reports – View Only
         select Shipping label in reports –View Only
         select Shipping Bookband in reports – View Only

  2) 6 Month Billing : Arieling photocopy item

         select action “Shipped”
         Charged Units field enter a $ amount - $5” ; this will create invoice
         select Standard Shipping list in reports – Print
         copy of Shipping Receipt and Invoice (Lending) copy is kept and filled
          in our 6 month invoice file for inputting,
          o NOTE: no copy is required in book when Arieling/photocopying
         select Shipping Label in reports – Print ONLY if Mailing
         select Shipping Bookband in reports – View Only

  3) To Be Invoiced

             select action “Shipped”
             in Charge Units field enter a $ amount - $10”; this will create invoice
             select Standard Shipping list in reports – Print
             one copy of Shipping Receipt and Invoice (Lending) copy is kept and
              another copy is sent with item
             select Shipping Label in reports – Print ; used as address label when
              mailing
             select Shipping Bookband in reports –View Only

  3) OCLC



                                                                                        9
      NOTE: Before printing see if requesting library will accept IFM charges.
      Some OCUL and CARL libraries use OCLC as well, however they are NOT
      charged IFM charges.

      If IFM charges are accepted, print request and charge them, the status will
      then change from PENDING to IN PROCESS

      Search our holdings, determine if available, then ship

   Photocopies (Journal articles)

            answer YES to will supply
            in Due Date field enter “N/A”
            if IFM charge applies, add “10 IFM” to lending charges
            print record of IFM or any charges from CARL libraries
            file the “IFM” invoice in file
            file CARL Library invoices in 6 month billing tray to be recorded at
             later date

   Books

            separate into:
             o Canadian Locations – N/C
             o United States Locations – IFM charges

            answer YES to will supply
            in Due Date field enter date e.g.”20030129” format is yymmdd
            add IFM charges if any to lending charges
            print record of IFM charges and place in file (reference copy only)
            U.S. locations - print copy of record and insert a U.S. return address
             label in book
            make copy of record and a mailing label and insert in book for
             shipping and receiving to package and mail out
            OCLC requests are mostly submitted by U.S. Locations however
             there will be some Canadian Locations as well

NOTE: Enter request number and submit. It is best to batch your work in the
following categories and mark statistics at this time. Viewing reports will clear the
items displayed from the queue.

Books
   NOTE: Check service type, some libraries may only require pages sent from
         book, if wrong service type listed, record will display wrong option
         when receiving material.

   SORT requests into the following groups and record on statistics:



                                                                                    10
OCUL, CREPUQ, CARL, Invoices, OCLC

Shipping Function

      select action “Shipped”
      in Due Date field enter date due:

            o   OCUL : 4 week loan period
            o   CREPUQ : 4 week loan period
            o   CARL : 8 week loan period
            o   OCLC : 8-9 week loan period

      in Charge Units field, select “ $ amount or 0 $ amount”
      in Service Type field, select “Loan”
      in Ship Medium field, select “Printed”
      in Delivery Method field, select “IUTS, Canada Post, etc.”
      submit


Reports required for printing may vary:

 OCUL (N/C)
   delivery method -- ship via IUTS
   select Shipping Bookband in reports – PRINT and place on front of
    book
   select Shipping Label in reports – VIEW only
   select Standard Shipping List in reports – VIEW only
   NOTE: DISCARD working copy, no need for paperwork in book

CREPUQ
   delivery method -- ship via IUTS
   ship and enter “due date”
   select Shipping Bookband in reports – PRINT and place on front of book
   select Shipping Label in reports – PRINT and use if no address labels
    on file
   select Standard Shipping List in reports – VIEW only
   NOTE: DISCARD working copy, no need for paperwork in book

CARL (N/C)
   select Shipping Bookband in reports – PRINT and place on front of book
   select Shipping Label in reports – PRINT and use for mailing and insert
     copy of invoice in book along with working copy for shipping and
     receiving records
   select Standard Shipping list in reports – VIEW only

Invoices:


                                                                         11
              select Standard Shipping List in reports – PRINT and insert in book with
               our return address label, make copy of invoice and put in invoice tray
               for filing
              select Shipping Bookband in reports – PRINT and place on front of
               book
              select Shipping Label in reports – PRINT and use for mailing and insert
               copy of invoice in book

****************************************************************************************************


              Follow the Step by Step instructions on p. 75
              Run query: Status “In Process” and Authorization Status “ To be
              Acknowledged” or, Click on the number in the “Waiting” column of the “In
              Process” row of the Lender Work Queue

Enter  request numbers from picklist of available items and select the action
“Shipped”
Print Shipping list from the report menu
Prepare items for delivery by printing bag labels and manifest


3. Responding “Non-Supply” (p. 76-77)

****************************************************************************************************

   ►► QUICK Step by Step Instructions for ”Non-Supply” Tasks ◄◄

              Select “Answer Non Supply” from the “Actions available” drop down
               menu
              Click on the submit button to call up the “Answer Non-supply ILL”
               screen
              Edit the record by selecting one of the choices from the drop down
               menu options in the “Reason” field (i.e. “lost”, at bindery”)

****************************************************************************************************

              Follow the Step by Step instructions on p. 76
              Run query: Status “In Process” and Authorization Status “ To be
              Acknowledged” or, Click on the number in the “Waiting” column of the “In
              Process” row of the Lender Work Queue

              For unavailable items select the action “Answer Nonsupply”

4. Sending Conditional Replies (p. 77-79)

              Follow the Step by Step instructions on p. 77


                                                                                                 12
          Run query: Status “In Process” and Authorization Status “ To be
          Acknowledged”

   CONDITIONS: “Actions Available”
      For Answer Will Supply – will lend item but have not shipped yet (p. 78)
      This function is only done when absolutely necessary as last resort.
      For Answer Conditional – will lend item but requester must agree to meet
      certain conditions before item will be shipped (p. 78)
      For Answer Hold – will lend item but item is currently in use and not available
      (p. 79)

5. Monitoring Conditional Answers (p. 80 – Incomplete)

          No instructions given in manual

6. Sending Overdue Reminders [Weekly] (p. 80)

          Follow the Step by Step instructions on p. 80
          Run query: Status “Renew Pending” and Authorization Status “ To be
          Acknowledged” Sort by: Last Action, ascending

7. Checking for Renewal Requests (p. 81)

          Follow the Step by Step instructions on p. 81
          Run query: Status “Renew Pending” and Authorization Status “ To be
          Acknowledged”

8. Processing Recalls (p. 81-82 – Incomplete)

          Follow the Step by Step instructions on p. 82
          Run query: Status “Shipped” and Last Action “Shipped”

9. Receiving returned items (as shipments arrive) (p. 29 - Ohio)

          Run query: Status “Returned ????” and Authorization Status “ To be
          Acknowledged”


Access  the bulk action function in Requests menu; enter request numbers from
  Returned slips
Select the action “Checked In”


10. Identifying lost materials (p. 30-31 - Ohio)



                                                                                   13
        Run query: Status “Lost” and Authorization Status “ ????

Identifylost materials by monitoring overdue items checked out to the MORE patron in
  your local system or by running the report “Items shipped but not received”
Retrieve request record and message with requester to determine the status of the
  item
Once lost items have been verified, action items to status “Lost”




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