Item Query in Talis Alto

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Item Query in Talis Alto Powered By Docstoc
					Item Query in Talis Alto
                January 2010
About this document
        This document describes the Item Query functionality in Talis Alto
        It is intended for System Managers or staff who will be using the functionality.
        It is assumed that the reader is familiar with managing the Talis system.

Related documents
Please see the Talis Alto help file as well for more information.


Talis Support
If you are experiencing difficulties, please contact your System Manager/IT Department in the first
instance.
You can now raise, track, and close your support cases using Talis’ 24 x 7 My Support web service.
You must have a user name and password to access the service – you can register at the following
address: http://www.talis.com/services/register/index.shtml
Talis Support Site:     http://www.talis.com/services/support/
Telephone:              +44 (0)870 400 5400
Email:                  support@talis.com


Copyright notice
This document is the copyright material of Talis Information Limited. It may not be copied without
prior consent, in writing, from Talis Information Limited. All trademarks are acknowledged.
Talis Information Limited endeavours to ensure that the information in this document is correct, but
does not accept liability for any error or omission. However, Talis Information Limited would be
pleased to receive readers’ views on the contents of this document.
The products described in this document are subject to licence agreements, which govern their use.
Statements in this document are not part of any licence or contract save insofar as they are
incorporated into a licence or contract by express agreement. Issue of this document does not imply
any entitlement to use of or access to any or all of the products or facilities it describes.




IQ-100-GRN-03                                                                                     Page 2
Contents
1. Introduction to Item Query......................................................................................................................................4
2. Opening an item query ...........................................................................................................................................4
       2.1 Attaching a query to an item on the borrower loans list ..............................................................................4
       2.2 Attaching a query to an item from the item form..........................................................................................6
       2.3 When queries can cannot be applied ..........................................................................................................6
3. Query items in Issue, Renew and Discharge .........................................................................................................7
       3.1 Issuing a query item......................................................................................................................................7
       3.2 Renew ...........................................................................................................................................................7
       3.3 Discharge ......................................................................................................................................................7
4. Impact on other areas of the system .....................................................................................................................8
       4.1 Reservations .................................................................................................................................................8
       4.2 Item Requests ...............................................................................................................................................8
       4.3 Bookings .......................................................................................................................................................8
       4.4 Project loans .................................................................................................................................................8
       4.5 Bulk options ..................................................................................................................................................8
       4.6 Stock rotation ................................................................................................................................................8
       4.7 Self service ....................................................................................................................................................9
       4.8 Transit............................................................................................................................................................9
       4.9 Display in Prism ............................................................................................................................................9
5. Closing queries .......................................................................................................................................................9
       5.1 Resolving a query from Circulation | Item ...................................................................................................9
6. Reporting ................................................................................................................................................................9
7. System Management information ....................................................................................................................... 10
       7.1 Environment variables ............................................................................................................................... 10
       7.2 Self service parameters ............................................................................................................................. 11
       7.3 Setting up query types ............................................................................................................................... 11
       7.4 Suppressing the display of query items from Prism ................................................................................. 11
       7.5 Enablements .............................................................................................................................................. 11
       7.6 Impact on Scripts ....................................................................................................................................... 11
       7.7 Further information on Project Loans ........................................................................................................ 11




IQ-100-GRN-03                                                                                                                                                          Page 3
Item Query in Talis Alto                                                                 Introduction to Item Query




1. Introduction to Item Query
The Item Query functionality is designed to assist staff in the management of lost or missing items.
There are two main scenarios.
    Scenario 1: A borrower has a copy on loan and they report that they can’t find it, or that they have
     already returned it for example.
     In this case the query can be used to improve customer relations, stopping overdues being sent and
     fines from accruing for example while a search is carried out.
     Once the query is applied to the item in question, each time the borrower record is accessed a query
     exception will display, giving the staff the opportunity for dialogue with the borrower.
     If the item is discovered, it can be discharged from the borrower’s record and the query resolved. If
     the item is not found within an appropriate amount of time then the library can determine the
     required course of action.
    Scenario 2: A shelf check has been carried out for some reason and the item is found to be
     missing.
     Applying a query at this point indicates that the item could not be found, but has not yet deemed to
     be lost or missing.
     If a borrower subsequently finds the item and wants to borrow it, the system can be configured to
     automatically remove the query on issue (so there is no need to go to the item screen to clear the
     query).
     Optionally, shelf checks carried out by staff can be recorded in the query notes.
     After a given period of time, if the item has not turned up, it might be deemed to be lost and so the
     query can be cleared and the status changed to indicate this e.g. to Missing.
No standard reports are supplied with the functionality but they can be identified and listed through
Talis Decisions.


2. Opening an item query
Item queries can be opened from the borrower loans list and from the item form. Applying a query
changes the item status to Query and displays the Query type in the Query field on the item form.
Once the query is in place you cannot change the item status from Query to something else without
clearing the query first.

2.1 Attaching a query to an item on the borrower loans list
Where a borrower reports an item as missing or they have returned it already.
1.   Display the borrowers loan list, select the item to be queried and click the Query button or press
     the F6 function key




IQ-100-GRN-03                                                                                               Page 4
Item Query in Talis Alto                                                                    Opening an item query




     The system automatically fills in various details including any potential fine. A parameter can be set
     to freeze the potential fine at its current value.
2.   Staff select the Query Type from the drop down. (Query Types can be configured as required.)
3.   Any additional notes can be added in the notes field, for example if a shelf check is carried out.
4.   Click Save (or press F9).
     Once the query is saved, then the query can be seen in the Item loan listing in the Query column
     and an exception will display whenever the borrower record is accessed.




IQ-100-GRN-03                                                                                             Page 5
Item Query in Talis Alto                                                                               Opening an item query




          Note: When the borrower record is accessed, you won’t see an overdue loan message, if the only overdue item is
          a query item. In addition the query item won’t be counted as part of the loan type limits (or loan counts) when
          issuing an item to the borrower.


2.2 Attaching a query to an item from the item form
Where a shelf check has been carried out and the item is not found on the shelf.
1.   Display the item in Circulation | Item and click the Query button or press F6.
     The system automatically fills in the appropriate details.
2.   Staff select the Query Type from the drop down. (Query Types can be configured as required.)
3.   Any additional notes can be added in the notes field, for example if a shelf check is carried out.
4.   Click Save (or press F9).




2.3 When queries can cannot be applied
Query items cannot be assigned to:
    Items attached to an ILL request
    Items at delete status
    Items where the status is Potential, Order pending, Order sent or Cancelled




IQ-100-GRN-03                                                                                                        Page 6
Item Query in Talis Alto                                                   Query items in Issue, Renew and Discharge




3. Query items in Issue, Renew and Discharge

3.1 Issuing a query item
When issuing an item which has a query on it, the system can be configured to ignore the query and
just proceed with the issue transaction. If not configured this way, then the query exception will appear
and staff can view it before proceeding with the transaction.

3.2 Renew
    It’s not possible to renew a query item; an alarm appears in Talis Alto when someone tries to renew
     an item with a query on it.

3.3 Discharge
1.   Scan the query item in discharge. The Item Query pop-up displays.




2.   Staff can add in a further note if required and then click the Resolve button (or press F6) to
     proceed with the discharge process. The exceptions will display, showing that the query has been
     resolved.
     As the query item is discharged, the setting of the parameters will determine whether the fine was
     fixed when the query was assigned to the item or whether the full amount is to be charged.
3.   Click Continue or F9 to complete the discharge process.




IQ-100-GRN-03                                                                                                Page 7
Item Query in Talis Alto                                                                        Impact on other areas of the system



          Note: Queries can only be resolved for on loan items at the point of discharge, i.e. it is not possible to leave an
          item on loan and resolve the query. You can only discharge the item, clear the query and then re-issue if it needs
          to be on loan to the borrower.


          Note: No history of queries applied on behalf of a borrower is retained.



     Un-discharge will re-instate the item query. (Note it is not possible to un-discharge project loans.)


4. Impact on other areas of the system

4.1 Reservations
    It’s possible to set the parameters so that query items are included in reservations.

4.2 Item Requests
    If a query item has been included in a reservation then Item Request will treat it as if it was in stock
     and send the Item request to the home site of the item.
    Where an Item Request is flagged as not found, the system can be configured automatically assign a
     query.

4.3 Bookings
    It is not possible to place bookings against query items.

4.4 Project loans
    It is possible to place queries on individual child items in a project box or on the parent item via the
     individual item records, but not on the lists displayed at issue and discharge. Note once one or
     more of the children has a query placed against it/them then the parent cannot have a query
     assigned and vice versa.
    A box with a query child item in can be issued – the query item is not issued.
    Discharging a project box with query items in requires that the query items be discharged separately
     from the parent box. If you use the parameter settings to bulk discharge all the child items in one
     go you will need to discharge the query child item separately first..

4.5 Bulk options
    It is not possible to change the status of query items in bulk options.

4.6 Stock rotation
    Query items will get included on the lists of items on the shelf due for rotation.



IQ-100-GRN-03                                                                                                               Page 8
Item Query in Talis Alto                                                                             Closing queries




4.7 Self service
    It’s not possible to issue query items through self service.
    A parameter can be set for the self service machines to allow query items to be discharged.
     Otherwise it is not possible to discharge items with a query on them.

4.8 Transit
    It is not possible to put a query item into in-transit without initially resolving the query.
    You can place a query on an item that is already in-transit and un-transit it without having to
     resolve the query.

4.9 Display in Prism
    The parameters can be configured so that query items won’t display in Prism 3 in the list of copies
     associated with a title.
    It is not possible to renew query items in Prism 2 or Prism 3.


5. Closing queries
When a query is resolved, the original status is re-instated. Queries can be resolved in three places:
    Issuing a query item – see above
    Discharging a query item - see above
    Resolving a query on a not on loan item from an exception or the item form

5.1 Resolving a query from Circulation | Item
1.    Scan the item in Circulation | Item. An exception will display showing that there is an Item
      query.
      You could use the Query button (F6) here to resolve the query or click Continue to display the
      item record and then use the Query button (F6) at this point.
      When the Query button or F6 is selected, then the Item Query pop-up appears.
2.    Any additional notes can be added in the notes field and then click Save (or press F9).


6. Reporting
The Talis Decisions Circulation universe contains some objects in Items | Item query details and
Query date reporting. Closed queries can be identified in Talis Decisions using the Query status
object.




IQ-100-GRN-03                                                                                                Page 9
Item Query in Talis Alto                                                              System Management information




7. System Management information

7.1 Environment variables
    TAL_QUERY_DISABLE=YES will disable the Item query function. (The default value is NO.)
     Setting this environment variable to YES after using Item Query for a time will mean that no new
     Queries can be set.
     Items which already have queries on will remain in the query state until managed by staff either by:
           o Discharging the query item and resolving the query as the item is discharged
           o Or by scanning the item in Circulation | Item where the Query exception will display.
             They’ll need to resolve the query at the exception that pops up as once they have continued
             through to the item form they won’t be able to access the functionality.
     (There is no script to bulk remove query items.)
    TAL_QUERY_FINESTOP =YES will stop fines from accruing or continuing to accrue. (The
     default value is NO.) If TAL_QUERY_FINESTOP = YES then if item is not overdue, a query
     will stop fines from starting to accrue once it is overdue. If not sent then fines will accrue as before.
     TAL_QUERY_FINESTOP environment variable, which when set to YES fixes the fine at the
     amount owed at the time the query was placed.
     For example with TAL_QUERY_FINESTOP=YES:
           o If the potential fine was 10p when the query was placed, then when the item is discharged
             sometime later the user will still owe 10p.
           o If no potential fine exists when the query was placed, then when the item is discharged
             sometime later no fine will be due.
      Where the environment variable is not set or is set to NO then the fine is not fixed and it will
     accrue as usual from the due date.
    TAL_QUERY_AUTOCLOSE =YES allows libraries to specify that there is not alert to say there
     is a query when a query item is entered at Issue. (The default value is NO.)
    TAL_QUERY_RES = YES, means that it will be possible to place reservations on items with
     Query status. (The default value is NO.) When placing a reservation, whether query items are
     included or not will depend on the setting for the environment variable TAL_QUERY_RES. If this
     is set to YES, then query items will be included, but they won’t be recalled. (Note, if an item
     associated with a query is included in a reservation then Item Request will treat it as normal and
     send a request to the home site of the item.) If the environment variable is set to NO or it is not set
     then query items will be excluded from new reservations.
    TAL_REQ_MISSING_STATUS. This is part of the Item Request functionality. If it is set to
     QUER an item query will automatically be generated for the item(s) attached to requests that are
     flagged as Not found. If it is set to a valid user-defined status code (e.g. MISS), the status of items
     attached to requests flagged as Not found will automatically be updated to this status.




IQ-100-GRN-03                                                                                              Page 10
Item Query in Talis Alto                                                           System Management information




7.2 Self service parameters
TAL_QUERY_DISCHARGE is a server configuration variable. If set to yes then query items can be
discharged through self-service. See the Talis Bridge pro release notice
http://www.talis.com/services/docs/selfserv/talis_bridge_pro_apr_08.pdf for more information
regarding how to set this parameter.

7.3 Setting up query types
Setting up Query types is managed through Configure Talis Alto | Parameter Management |
Names | Item | Query Types.

7.4 Suppressing the display of query items from Prism
In Configure Talis Alto navigate to Configure Talis Alto | Parameter Management | Names |
Statuses.
For the status Query make sure there is no Display as text in the OPAC Text rules.

7.5 Enablements
There are three enablements under Configure Talis Alto | Parameter Management | Permissions
|Rules | <Enablement profile name> Circulation-Circulate item, which will control whether or
not operators can use this functionality:
           o Edit item query
           o Open item query
           o Resolve item query

7.6 Impact on Scripts
    Query status items will be ignored by the bor_block.pl script
    Overdue letters will not be produced for query items
    Query items will be ignored by rec_long_soon_letter
    In the output from res_itm_noloan query items will have a message beside them showing that
     they have a query on them
    res_add_itms will not add query items to reservations

7.7 Further information on Project Loans
Discharging project boxes more detailed information
           o Where TAL_CHILD_CHECK=NO, then after entering the parent barcode, the list of
             items in the box appears, showing which ones have a query. Discharging the box discharges
             all the child items except the query item and the parent box. The individual child items with
             a query on have to be discharged one by one and then the parent barcode has to be scanned
             again and discharged.



IQ-100-GRN-03                                                                                           Page 11
Item Query in Talis Alto                                                           System Management information



           o Where TAL_CHILD_CHECK=”YES”, enter parent barcode, then child barcodes of
             copies you have. You can unlink the query item from the project box. Alternatively if the
             item has turned up then the Query will be resolved as you discharge the item.)




IQ-100-GRN-03                                                                                           Page 12

				
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