AFO 461 – Location manager control

461.1 Introduction “Item transfers”[//]

This AFO forms a part of the function group 'Item transfers'. Using ‘Item transfers' you can perform all 'temporary transfers' of items within your system, with the exception of the loan itself. However, items that are sent to another library location using item transfers can be checked out to borrowers at that location as normal. Use AFO 411 ('Loans') for this purpose. In general, the function group is used to temporarily move items. In concrete terms, this function group can be used to perform, for example, the following 'transfers':

·         Control of rotating collections (to other library locations, schools, senior citizens' homes, prisons, hospitals, etc.).

·         Assigning a status to items

In addition to the general statuses assigned by the system, you can also assign a variety of library defined status types to an item, for example:, 'at binder's', 'to cataloguing department', 'temporarily removed from collection', 'to repair department', et cetera. The status can be assigned using AFO 462 and AFO 463.

Special item status codes can be used to provide additional details on an item (Lost, Claim returned Damaged etc.) which are defined in AFO 481 – Loan Status code settings and applied to each item via the Modify status option (e.g. in AFO 423).

Note

The Loan Status code is used to append to the system status of an item on the display. Its behaviour will override the system status until it is cleared.
Example: an item is sent to the cataloguing department (manager). On arrival of the collection, a manual status is applied to the item stating it is perhaps lost in shipment so the Modify status is used to assign this code.

The result on the display is:
Status Cataloguing dept : Lost in Shipping 6/14/07 16:58

If the Lost in Shipping status is removed the item is still In Cataloguing department until it is received at the online location again.

·         Sending items with reference to the reservation request circulation.

The transfer of items can be used for 'bulk processing'. Large numbers of items can be sent or received simultaneously. The system uses the term 'collection' for this purpose. A package of items that is sent simultaneously is considered a collection. A collection can have one of many statuses.

·                Under construction: the collection is being 'filled'.

·                Closed: the collection is closed and ready to be sent to the addressee.

·                Received: the addressee has received the collection.

The AFO's that play a role in the transfer of items are the following:

·                AFO 461 (Location manager control)

·                AFO 462 (Item transfer (modify shelfmark))

·                AFO 463 (Item transfer (retain shelfmark))

·                AFO 489 (Item transfer parameters)

In addition, the following AFO's play a role in the transfer:

·                AFO 478 (Library defined loan statistics)

·                AFO 451 and AFO 452 (Borrower notices)

461.2 Managers[//]

Vubis Smart distinguishes between three types of Location manager.

·                Online managers - the automated institutions/locations in your library network.

·                Offline managers - institutions/locations that are not an active part of your automated library network, for example, senior citizens' homes, schools, prisons, hospitals and non-automated branches.

·                Administrative managers - virtual locations used as statuses that can be assigned to an item, for example sent to binding, temporarily part of an exhibition. Administrative managers may also be used for departments within a location.

Every location manager must be assigned a manager type. The distinction between offline and administrative managers is often discretionary. A binder, for example, could be an off-line manager or an administrative manager. The choice of manager type is important because the procedure for sending and receiving collections differs, depending on the type of manager.

Close the collection

When the system exits from the collection, it will ask whether the collection is to be closed. This must be done explicitly by online and offline managers but is assumed for administrative managers. In practice, the term collection is not really applicable to administrative managers.

Manager may receive items

When a collection is sent to an online manager, it must be physically received. This step is implicit for offline managers because they do not have access to the system. The collection is assumed to have been received as soon as it is sent. For administrative managers receiving is not applicable, because the term collection is not really applicable.

Manager may return items

Only online managers can return collections since they are the only type of manager who can receive collections in the first place. With offline managers the collection has to be received back by the online manager who owns the items. Items located with an administrative manager can be put back into circulation by being received by their owning online manager.

Modify shelfmark

Collections can be sent with or without the shelfmark being modified. When sending a collection to online or offline managers, the choice is optional. When an item is sent to an administrative manager the shelfmark is never modified.

Loans

Items that are sent to an offline or an administrative manager cannot be lent because they are effectively outside the online system. When an item is sent to an online manager it can be lent from that location once it has been received.

Note:

The system can be configured in such a way that only certain passwords can use the 'view facilities'. The system distinguishes between passwords with:

·         'system facilities': managers can enter, delete, modify and view; you can use all of the options available in AFO 461;

·         'view facilities': managers can view only; no authorisation is given for all other options in AFO 461.

Using AFO 611 ('Password control'), you can indicate which passwords are to be given 'system facilities' in AFO 461.

461.3 Location manager control[//]

When you choose this option, a search window is displayed for you to identify a location manager.

Enter part of the name of a location manager or a location manger code and click OK. An overview screen will be displayed similar to the screen resulting from the All button. This is described further in Section 461.3.1 ‘Overview screen manager'.

Manager's can be searched for in the following manner:

·         String XXX – This results in a list containing all manager's with the string XXX at the beginning of Name: Main Part, Name: 2^nd part or if the string is the location code portion of the manager code. Example: a search for MIS would retrieve managers MISAAA, MISBBB but not manager ZZZMIS.
If there is no direct match - you go to the list even if there is only one match.

·         Direct Match method:

-          /Code = retrieves the Location CODE entered, if the location manager belongs to your current institution, example: /BD

-          inst/code – direct match on the Inst/ location code - retrieves the Manager specified, example: PNB/BD

If you click the All button to display a list of all the location managers a further screen will be displayed showing the managers retrieved. This is described further in Section 461.3.1 ‘Manager survey screen'.

You can also choose New record. In that case you will be presented with the following screen.

The fields in this screen are discussed in the next sections. After entering the required data the overview screen of that manager will be shown.

461.3.1 Overview screen manager[//]

Choose a manager and click on the Select no. (+) button. The manager definition will be displayed:

Fields on the screen

Name: This field consists of the following three sub-fields:

·         Main part: this field indicates the head section of the manager;

·         2nd part: this field indicates the manager in more detail;

·         Display in WebOpac: this field indicates how the manager shown in the WebOpac. This text is shown as the wording of the manager (the location), as part of the call number.

Please note!

A manager can be sought within AFO 461 based on any significant word in the field 'main part' and '2nd part'.

Please note!

The distinction between the fields 'main part', '2nd part' and 'Display in WebOpac' make it possible to include the manager in the system under his/her own name and display this in the WebOpac under a broader reference, e.g. 'Temporarily on loan to location'.

Manager: This field displays the manager code. This code consists of an agency and a location code. The two codes are separated by a "/" (slash) and may each consist of a maximum of eight characters.

Please note!

The manager code may not be changed after entry; if it is entered incorrectly, the manager must be deleted and re-entered using the correct code.

Address: This field consists of the following sub-fields:

·         Address:  this field contains the street and house number of the manager;

·         Postcode: this field contains the manager's postal code;

·         City this field contains the manager's city;

·         Country this field contains the manager's country;

·         External number: this field contains an external number; this number can be used to link up with an external system.

Contact: This field consists of the following three sub-fields:

·         Contact: this field contains the name of the manager's contact;

·         Phone: this field contains the manager's telephone number;

·         Language: this field contains the manager's language;

Parameters: This field consists of the following sub-fields:

·                Item transfer periods: Enter two numbers, separated by a comma.

-                                    1st – the default number of days that the manager may keep items. You should set a period that is at least the number of days that an item can stay Available for pickup on the reservation shelf. If you are using manual item transfers you can set the period to be the length of time you want the collection of items to remain at the location.
Note:The period may be changed for each individual collection and it can be modified after a collection has been Received.

-                                    2nd - the number of days that an item should remain at another location after being loaned (typically to satisfy a reservation but not necessarily - any loan will behave in the same way).  This will normally be set at 0 for Online location managers. If you do not set this to 0 then items returned after being loaned will not automatically go into transit to the home location.

·         Selection period: this field plays a role in the composition of collections for a manager. The system is namely (using SSP) capable of composing lists of items that have not been at the manager's during n number of days. When compiling these lists, the system applies the period indicated here; items that have not been sent to the manager during the number of days defined as the selection period can be included on the list. In addition, the selection period plays a role in a similar function: when sending items to a manager, the system checks whether the relevant items have not already been sent to the manager within n number of days (in particular: the number of days applied as the selection period); if the item has been sent to the manager within this period, the system will indicate this and offers the option of not sending the item to the manager (again). If no selection period is entered, the system applies the default value of 365 days.

·         Type of manager: this field indicates what type of manager this manager is;

·         Area, Status and type of institution: entries can be made in these fields at your own discretion. They have been included for use in the future and do not have a function within the system for the time being.

·         Maximum number of items: this field indicates the maximum number of items that the relevant manager may have in his/her possession (cumulative total). If this number is unlimited, enter "999999".

·         Overdues: this field indicates the overdue periods for the first through fourth overdues, separated by commas. The overdue period for the first period indicates the number of days with reference to the due date; the other periods indicate the number of days with reference to the previous overdue.

·         Barcode:  if the manager is a 'registered borrower', the borrower barcode can be entered here. This sub-field then links this record to the borrower record. This link does not have a function in the system at this time.

·         Send reserved items: If set to Yes, it means it is allowed to send items that are reserved to this manager. This option is not available for online managers.

·         Items at this location considered missing: This functionality is retained for compatibility with earlier versions. It has been superseded by the option to assign a Loan status code of 'missing' (see the help on AFO 423 and 481for more information on Loan status codes).

·                Location number for ERP: The location number for ERP export to AFAS (functionality for the Dutch market)

·                Are items at this location considered to be not “On shelf” for reservations: This allows control for each administrative location. The parameter is inactive for online/offline locations.
This parameter interacts with the parameter In AFO481 – Reservations – Miscellaneous - Reservation of on shelf items allowed as follows:

-          AFO481 - Reservation of on shelf items allowed = OFF

-          AFO461 – Items are considered not ‘On shelf' for reservations = ON Then: reservation allowed.

-          AFO461 – Items are considered not ‘On shelf' for reservations = OFF Then:  reservation not allowed.

OR

-          AFO481 - Reservation of on shelf items allowed = ON

-          AFO461 – Items are considered not ‘On shelf' for reservations = ON or OFF (ignored) Then: reservation allowed.

Note: This field contains a free message that does not play any functional role in the system.

Options on the screen

Modify information (+): Select a piece of information and then this option to modify it. When you select this option, an input screen will be displayed.

Please note!

The manager code may not be modified.

Delete manager: Use this option to delete a manager.

Please note!

A manager may not be deleted if s/he is still involved in the transfer of one or more items.

Overviews: Select this option to view a number of lists pertaining to the transfer of items. When you select this option, a survey screen will be displayed. This option is explained in the section below.

The system maintains online overviews of all items that are moving. For each manager, the system maintains an overview of:

·         all items that have been sent from owner A to other managers (by which overviews per manager as well as a total overview is made available);

·         all items that have been sent to owner A by other managers (by which overviews per manager and a total overview is made available);

·         all collections that owner A has sent to other managers;

·         all collections that other managers have sent to owner A..

If the 'Overviews' option is selected on the survey screen for a manager, an overview screen is displayed:

In this screen, the four overviews are displayed that the system maintains. After the first two overviews, the system indicates the number of items involved; after the last two, it indicates the number of collections involved.

Select an overview and then this option in order to view the relevant overview. When you select this option, a survey screen will be displayed. If there are no overviews, an error message will be displayed.

Survey screen for the overviews 'As owner' and 'As manager'

Columns on the screen

Owner or Manager: This field contains the name of the manager to which the items have been sent by the selected manager (in the overview: 'As owner'), or the name of the manager who has sent the items to the selected manager (in the overview: 'As manager'), respectively.

Number: This field contains the number of items sent from the selected manager to the manager in the overview, or the number of items that the manager in the overview has sent to the selected manager, respectively.

Options on the screen

Modify due date (+): this option enables you to modify the due date of the items that the manager is responsible for.

Please note!

After using this option, your modification will not be displayed. Use the option 'View list of items (+)' to view the (new) due date

List of items (+):- this option enables you to view a list of the items that the manager has received. After choosing this option an overview screen is displayed:

Columns on the screen

Item: The item number of the item is shown in this field.

Title: This field contains part of the title of the item.

Coll (status): The collection number of the collection in which the item is included is displayed in this field. The status of the collection is displayed in parentheses.

Sent: The date that the collection was sent is displayed in this field.

Due: The due date of the item is shown in this field.

Options on the screen

Item info (+): Select an item and then this option in order to view more information about the item. Once you have selected this option, the system will switch through to AFO 423 ('Item control'). Read the description for this AFO for more information.

Output: Select this option to create output. When you select this option, an input screen will be displayed. Indicate the type of output you want to create. The system distinguishes between the following types:

·         Unsorted standard print format;

·         Sorted standard print format: sorted based on author and title using the !Author and !Title element group profile definitions.

·         Vubis.

·         File via export profile; allows for export in ISO2709 format

Unblock: Select this option to unblock all items in the overview.

Display from item: This option can be used to browse through the list and go directly to the item entered.

Copy to savelist: Select this option to include items in the list in a save list. When you select this option, an input screen will be displayed. Enter a save list (or select a save list from the list of existing save lists) and enter, if desired, a comment.

Block: Select this option to block all items in the overview. The items can then no longer be checked out.

Survey screen for the overviews 'Collections sent' and 'Collections received'

Columns on the screen

Collection: The number of the collection, the manager to whom it was sent and the date it was sent are displayed in this field.

Number: The number of items sent in the relevant collection is shown in this field.

Options on the screen

List of items (+):- this option enables you to view a list of the items that the manager has received. After choosing this option an overview screen is displayed, that is similar to the one for the overviews 'As owner' and 'As manager'.

Modify due date (+): this option enables you to modify the due date of the items that the manager is responsible for.

Please note!

After using this option, your modification will not be displayed. Use the option 'View list of items (+)' to view the (new) due date

In the overviews 'Collection's sent' and 'Collections received', the same options are available as in the overviews 'As owner' and 'As manager'. Read that section for more information.