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USER DOCUMENTATION

Booking Management

Ex Libris Ltd., 2003Release 15.5.1Last Update: September 15, 2003

Table of Contents

1. INTRODUCTION....................................................................................................4

2. BOOKING MANAGEMENT SETUP – GENERAL...........................................4

Scheme....................................................................................................................4

3. PATRON INTERFACE.........................................................................................5

3.1 Standard Browse (in Booking Library).............................................................5

3.2 Full Catalog Record..........................................................................................6

3.3 Booking Request...............................................................................................7Booking Request (type A)........................................................................................................7Booking Request (type B)........................................................................................................8Booking Request (type C)........................................................................................................8

3.4 Request Confirmation.......................................................................................8

3.5 List of Patron’s Booking Requests...................................................................9

4. STAFF INTERFACE...............................................................................................9

4.1 Circulation.......................................................................................................10

4.2 Record View...................................................................................................11Search.....................................................................................................................................11Results List.............................................................................................................................12Full Record View...................................................................................................................12List of Copies and Booking Requests....................................................................................12Create Booking Request.........................................................................................................14Create Booking Request Calendar Wizard.............................................................................15Booking Request (time filled in from Calendar Wizard).......................................................16Confirm Request.....................................................................................................................16Re-allocation of Booking Requests........................................................................................17

4.3 Patron View....................................................................................................18Search.....................................................................................................................................18Patron List..............................................................................................................................19

4.4 View/Update/Delete/Loan..............................................................................20List of Bookings on Patron.....................................................................................................20List of Bookings on Record....................................................................................................20Expand....................................................................................................................................21Update.....................................................................................................................................22

4.5 Printouts...................................................................................................22

5. BOOKING CATALOG RECORD......................................................................22© Ex Libris Ltd., 2003 of 33Booking ManagementRelease 15.5.1Updated September 15, 2003

6. ITEM RECORDS..................................................................................................25

7. SERVICE HOURS................................................................................................26

8. PREVIEW AND RELEASE TIMES..................................................................26

9. DEADTIME............................................................................................................26

10. SETUP OF RELEVANT CONFIGURATION TABLES................................27Indexing( /tab in the BOOKING library)...............................................................................27tab15 in the ADM library/tab.................................................................................................27tab25 in the ADM library/tab.................................................................................................28tab57 in the ADM library/tab.................................................................................................28tab_hold_request in the ADM library/tab...............................................................................28tab10 in the ADM library/tab.................................................................................................28tab_expand (/tab in the BOOKING library)...........................................................................29tab_booking_06 (/tab in the BOOKING library)...................................................................29last-tme-sequence (UTIL G/2 in the BOOKING library)......................................................30Alephe/library – relation.........................................................................................................30www_server.conf....................................................................................................................30tab_base.eng in alephe/tab......................................................................................................30xxx70 WEB OPAC pages in www_f_eng..............................................................................30Patron Records........................................................................................................................31

11. BATCH SERVICES.............................................................................................31

12. Booking Module Password Authorizations.......................................................32

© Ex Libris Ltd., 2003 of 33Booking ManagementRelease 15.5.1Updated September 15, 2003

1. Introduction

The Booking Management component of the ALEPH 500 Integrated Library System is used to reserve an item for use at a later time. Booking can be applied to any type of object, including traditional library materials (such as books and videotapes), moveable equipment (such as projectors, VCRs, laptop computers), and stationary objects (such as rooms, internet stations). In addition to advance booking, the component includes facilities for tracking maintenance of equipment and creating pull and pickup lists for delivery of equipment. The Booking Management component provides an interface with Circulation Management. The patron can view a list of the bookings he has made. The items can be loaned to the patron, in which case the rich facilities of ALEPH 500’s Circulation Management can be used for generating overdue notices and calculating late return fees. Loans can be viewed in the regular manner in the patron’s loans list.

2. Booking Management Setup – General

The system uses an ALEPH “library”. In the ALEPH DEMO setup, these are the USM70 and USM71 libraries. A particular site can choose any 5-character code as the name, and should set up multiple booking libraries, on a one-to-one relationship with ADM libraries. The library is defined as DOC-TYPE-BIB, and is a BIB library in all aspects of cataloging, indexing and retrieval. The record contains special fields used by the Booking Management component.

Scheme

There are different ways to manage the Booking Library setup. The DEMO setup assumes that library materials (such as videotapes) are cataloged in the library’s bibliographic database. No special cataloging is required. The fact that the item is intended for booking is indicated in the item record, by the item status (tab15.eng, col.8 = B). Non-bibliographic objects (such as equipment and rooms) are cataloged only in the booking database.


XXX70

ADM50

BIB01

The assumption is that the library will not want to “clutter” or “dirty” its bibliographic database with records for non-bibliographic objects. However, the library can opt to catalog everything in the general bibliographic database.

There is a batch process for creating records in the booking library for material that is defined has a “booking” item status, and has been cataloged in the bibliographic database.

If the object is cataloged in the booking library (e.g., USM70), there is a direct link to the ADMinistrative record and its associated item record(s). If the object is cataloged in the BIB library, there is a link to the BIB library record, through which there is a link to the BIB’s ADM library record.

The patron can place requests either through the booking database or the regular BIBliographic database. The database s/he accesses depends on library setup, policy and end-user guidelines. In either case, whether the patron has accessed the booking database or the regular OPAC, s/he is automatically presented with the booking database page for registering a request.

3. Patron Interface

3.1 Standard Browse (in Booking Library)

In the patron interface, the end-user searches the booking database in the same manner as the OPAC, by means of browse indexes or keywords.


3.2 Full Catalog Record

A booking request is initiated when a single full record is displayed in the booking library’s database, or from the “Request” link on the list of items in the bibliographic library’s database.

In the booking library’s database, this appears as follows:

In the bibliographic library’s database, this appears as follows:


3.3 Booking Request

The system displays a calendar, on which it is apparent which slots are available. The end-user marks the slots and submits the request. The system performs checks; if the request is blocked, relevant messages are displayed.

If the user is permitted to request that the material be delivered, a drop-down list will display the list of delivery location options. The display of “delivery locations” is dependent on the check of the patron status against the DLV field.

If the patron checks the “Reminder” checkbox on the booking confirmation, s/he will be informed when a booking time approaches. The “Print Reminders for Booking Requests (04)” batch service is used to notify the patrons.

Booking Request (type A)


Booking Request (type B)

Booking Request (type C)

3.4 Request Confirmation

If the booking request is allowed, a confirmation screen appears.


3.5 List of Patron’s Booking Requests

The booking requests of a patron are listed under the User (“My Library Card”), similar to loans, hold requests, etc. The patron is allowed to delete his own booking request.

4. Staff Interface

The staff interface is accessed from <ALEPH Web Server>/E. Login with authorized password is required. When a request is placed, the system performs the same checks as are performed in the Patron Interface. Relevant messages are displayed, but the request action is not blocked. The operator can decide whether or not to continue (confirm).


The following functions are included in the staff interface:

Search by patron ID/barcode/name. The last patron is saved for the duration of the session.

Search for BOOKING records (by phrase, keyword, system number, booking sequence number, item barcode, booking date). The last record is saved for the duration of the session.

Display the result list of BOOKING records, with the ability to display a single record.

On a single record, ability to:

o see the list of bookings for the record within a defined time spano create, delete or update a bookingo loan a booked item (if the booking time is current)o temporarily remove an item from circulation

View patron’s current and future booking requests:

o booking request can be updated or deleted o currently booked item can be loaned

Loan item – using item and patron barcode

Return item – using item barcode

Handling of Materials Booking printouts. Viewing, printing and deleting files in XXX70 data_print directory.

4.1 Circulation

A LOAN is performed in the Circulation Window of the Booking Staff Interface. A Z36 loan record is created (and can be used for follow-up), and BOOKING fields are updated: TME $$h is updated to “L” and CPY $$s is updated to “L”.

A RETURN is performed in the Circulation Window of the Booking Staff Interface. The Z36 record is moved to Z36H and BOOKING fields are updated: TME field is updated to $$h “H” and the CPY $$s is updated to “A”.


If the item being checked in has “deadtime” defined in the SCT field, the item is automatically checked out to DEADTIME for the period of time defined for deadtime. When an item which is checked out to DEADTIME is checked in, it becomes available again. In this manner, the library can control the actual deadtime.

The library must create a patron with ID DEADTIME.

4.2 Record View

A booking is placed on the full record view. Therefore, the first step in creating a request is to search for a single record. A record can be found by keywords (including request date or date-time), system number, request sequence number or barcode. If the search query finds more than one record, a brief list of records is displayed, and the operator chooses a record from the list.

Search


Results List

Full Record View

The full view is made up of three sections on one page: List of Copies, List of Bookings and Record Description. A button to “Create Booking Request” displays the request input form.

List of Copies and Booking Requests

The default for number of days for “From – To” is set in the booking_period_interval in www_server.conf file.


Create Booking Request


Create Booking Request Calendar Wizard


Booking Request (time filled in from Calendar Wizard)

Confirm Request


Re-allocation of Booking Requests

When a copy becomes unusable (lost, in repair), staff will invoke the “Reallocation” function on the list of copies in the Staff interface.

It is possible to perform an online check of the effect on bookings that removing a copy from circulation (for a particular time period) will have. This function can be used to re-distribute booking requests when a copy becomes unavailable (damaged, lost, in repair, etc.). Clicking the Re-allocation link on the relevant copy displays the list of bookings that are endangered. When the link on the copy is clicked, the system checks to see whether there are future booking requests that can no longer be fulfilled, because there will not be enough copies, and it displays these requests. The operator can then choose a request for potential deletion, after which the system re-checks availability, and re-displays requests that cannot be filled. The process can be repeated until the best solution is found, at which point the operator deletes the desired request(s).

After clicking the Re-allocation link, the following page appears. Requests that conflict for the time period requested are listed under “Conflicting requests”. Clicking the Booking Seq. link transfers the request to “Suspended requests” and re-displays the “Conflicting requests” list.

When all conflicting requests have been resolved, clicking “Go” prepares a “deleted request letter” which will print for all the requests listed under “Suspending requests”, and updates the status of the copy (CPY $$s) and the requests (TME $$h) to X.


4.3 Patron View

The booking requests that have been placed by or for a patron are displayed under the patron. The patron record can be searched on the "Search” window by entering the patron ID or by entering the patron name in order to browse the patron list and choose from there.

Search


Patron List


4.4 View/Update/Delete/Loan

A booking record can be updated from either the Patron view or the Record view. In both instances, a list of the bookings is displayed with operation icons E, U, D, L:

- E displays the request in an expanded view- U displays the request in update mode- D deletes the request- L performs loan. The L icon is displayed only when the booking request time is current.

List of Bookings on Patron

List of Bookings on Record


Expand


Update

4.5 Printouts

Files created by Materials Booking are handled through use of the ‘Printouts’ tab.

A list of the files found in the data_print directory is shown. Each file can be viewed, deleted or printed using the icons to the left of the file name. The list can be sorted by name, size or date.

In addition, multiple files can be selected and deleted using the ‘Delete’ icon that is found above the file list.

5. BOOKING Catalog Record

The Booking record has special fields for booking management:© Ex Libris Ltd., 2003 of 33Booking ManagementRelease 15.5.1Updated September 15, 2003

ALW (optional) – sets the authorization parameters for placing a request SCT – type of schedule (time unit) CPY – contains details of the item record; in many respects (data and

functionality), this field is parallel to the ALEPH Z30 item record DLV (optional)– used to indicate that the object is “deliverable” and is used to

control who may ask to have the item delivered TME – contains details on the booking or the loan; in many respects this

field is parallel to the ALEPH Z37 (hold) and Z36 (loan) records MNT (optional) – equipment maintenance parameters, for create ng

maintenance lists TYP (optional) – contains the code of the material type CMP (optional) – contains TYP codes; can be used as suggestion of other

related materials to book [codes are displayed, additional functionality (create set) is planned]

ACQ (optional) – contains acquisition information

One CPY field can have multiple related TME fields. The connection between a loaned CPY and its TME field is contained in subfield $$8 in each of the fields.

Additional fields can be set using MARC or mnemonic codes; e.g., 245 for TITLE, DSC for DESCRIPTION.

There must be a separate booking record for each location and schedule type. Multiple copies of the same item are listed on one booking record. Each booking record also has Z30 item records for each CPY.

ALW field: Contains repeated subfield a, with each subfield defining:|a sublibrary, patron status allowed, fee amount.

The system checks the status of the Z305 (local patron) record. If # is used instead of status, all statuses are allowed. Fee amount is optional. There will also be a cash transaction (tab18.eng), similar to a hold request [not yet implemented]If check type “r” is defined in the BKING section of the ADM library’s tab_hold_request table, the system checks the patron’s expiry date.

Note: Records that don’t have ALW field can be loaned to all patrons.

SCT field: Contains parameters for the type of schedule:|a type of scheduling unit

A=day, request cannot be placed for less than a full dayB=hourC=hour-with automatic extension backward and/or forward, if the item is requested when the library is closed

|p parameterssublibrary=xxxxx<sublibrary code from tab_sublibrary>max=nn<maximum number of adjoining time units that can be booked at one time; e.g., for 2-hour slot $$a is B and $$p is max=02>


autoex=Y/N<extend through library closed time to next open time, if end-of-request time falls into a closed time>adjacency=Y/N<allow booking of adjacent times>deadtime=nn:nn<time (hh:mm) required for maintenance after use; e.g., re-winding a tape, re-imaging a laptop. When an item is returned, it is automatically loaned to “DEADTIME” for this period, and is unavailable for request.

CPY field: The field is repeated for each copy of the item|8 link number (sequence number, used to link TME and MNT fields to

the particular copy)|b sublibrary |c collection|l location|d identifier of the copy (barcode)|e identifier of the copy (Z30_REC_KEY)|f item loan status code (matches tab15 and Z30) |g item processing status code (matches tab15 and Z30) |s current status of copy (on loan, lost, maintenance…) A=available;

L=on loan: any other character means not available.|u date copy was last updated (z30-update-date)

Notes: The loan status code in tab15.eng should have “B” in col.8 to indicate that this is a “bookable” item.

The CPY fields can be created from Z30 item records, using the Create CPY Fields (booking-02) batch service. It is preferable to create them in this manner than to add or modify the data directly in the CPY field in the Cataloging function. In order to disallow update in Cataloging, add the following line to usm70/pc_tab/catalog/permission.dat: USERNAME CPY## N

DLV field: This field indicates the patron status that is allowed to request that the material be delivered. The presence of the field indicates that this is a “deliverable” object. It contains repeated subfields a and b, with each subfield defining:

|a sublibrary + patron status allowed; separated by a comma; repeat the subfield for multiple patron statuses

|b location code + delivery time (hh:mm) + location text; separated by a comma; repeat the subfield for multiple locations. If the delivery time is left blank, the system uses the environment variable defined in booking_delivery_time in www_server.conf file.

TME field: Repeated for each request and/or use of a copy. When a request is loaned, the TME field is updated.

|8 link number (sequence number, used to link TME field to a particular CPY field). Present only when copy is loaned.

|a requester/user ID |b notify patron (by e-mail) of approaching booking time (Y/N)


|c expanded request date:time from (nnnnnnnn:nnnn), taking into account delivery

|d expanded request date:time to (nnnnnnnn:nnnn), taking into account delivery and dead time

|t request date:time from (nnnnnnnn:nnnn) (as input on request form)|q request date:time to (nnnnnnnn:nnnn) (as input on request form)|e last interest date:time [for future development for regular request

functionality]|f date:time (nnnnnnnn:nnnn) that request was made (system generated)|g return date:time (nnnnnnnn:nnnn)|h current transaction status (R=request, L=loan, H=returned,

X=unsuccessful re-allocation)|n free text note |p pickup (i.e., delivery) location|s request sequence number - system assigned, unique over all booking

requests; uses Z52-last-tme-sequence, and must be registered in the booking library’s Z52 sequences (UTIL G/2).

MNT field: Maintenance can be set as a function of time or of number of uses, whichever comes first.

|8 link number (sequence number, used to link MNT field to a particular CPY field)

|c parameter of number of times used, after which maintenance should be done

|i time interval, in months (up to three characters), after which maintenance should be done

|d date of last maintenance; there is no automatic update of this date|n maintenance note

TYP field: This field is intended for use with CMP, in order to enable creating a set of other BOOKING records that are related to a particular record (bundling)

|a material type code|b material type text

CMP field: Contains repeated subfield a, with each subfield defining TYP code of accompanying material

|a material type code

SID field: For booking records that are created from BIB library records (using batch service booking-06), contains a link to the BIB record, and includes data on sublibrary and item status of the items.SID L $$aUSM01-000000152-UEDUC-81

6. Item Records

The item records of materials that are cataloged in the bibliographic database should be assigned an item status which identifies them as “bookable”. The ADM library’s


tab15.eng table is used for this, by setting column 8 to “B”. A batch job (booking-06) creates BOOKING records for these items.

7. Service Hours

Similar to tab17, tab57 sets the hours of service, by sublibrary and schedule type. This table is used for configuring the time slots and extension periods.

8. Preview and Release Times

There are “preview time” and “release time” variables set in the system (per “alephe” or per BOOKING library):

(a) Preview time – if a patron wants to borrow an item before the start of a booking TME, the preview time is used to allow the item to be loaned on-the-spot and up to and through the booking time.

(b) Release time – if a booked item is not picked up before the release time, the TME becomes irrelevant and the item is considered to be available for loan.

The booking system works with preview and release times in the following manner:If a patron comes to take an item on loan before the beginning of his request time, if the loan falls within the preview time, the loan is performed through to the end of the request time. If a patron does not pick up a requested item before release time “releases” the item, the item becomes available to any patron.

The preview and release times are defined as environment variables in www_server.conf

setenv booking_preview_period 00:30setenv booking_release_period 01:00

9. Deadtime

There are two elements that create “deadtime”:o Time required before and after a time slot, for delivery and return of a

delivered item. Delivery time is defined in field DLV $$b, and is assumed to be equal for delivery and return.

o Time required for maintenance after use (e.g., re-imaging a laptop, re-winding a videotape). Tail-end time for maintenance is defined (hh:mm) in the “deadtime” parameter in subfield $$p of the SCT field.

When a request is placed, these times must be taken into account, over and above the time period of the request itself. The time slot is extended, in TME subfields $$c and $$d.


In the staff interface, when a request is placed, the system checks whether the deadtime can be “assigned” to the preceding and succeeding slots. If not, the deadtime is subtracted from the request slot, and the operator is informed of the change. An adjacent slot can be used for lead-in or tail-end only if it is at least 50% free. When a slot becomes 50% used by deadtime, the slot becomes unavailable.

10. Setup of Relevant Configuration Tables

Indexing( /tab in the BOOKING library)

tab11_ind must have the following indexing defined:

! 1 2 3 4 5 6 7 8!!!!!-!!!!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!!!!!!!!!!!!-!-!TME TME aTME TMES s

CPY LOC bclCPY CPY dSID SID a

tab11_acc should have the following indexing defined:

!!!!!-!!!!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!!!!!!!!!!!!-!-!245## 9 - TIT -ch68

tab11_word should have the following indexing defined:

245## 03 WRDDSC 03 WRDTME h R c 03 WRD

Therefore, tab00.eng should have the following setup:

! 2 3 4 5 6 7 8 9 10 11!-!!!!!-!!!!!-!-!!-!!-!-!---!!-!!!!!-!!!!!!!!!!!!!!!!!!!!H SYS IND 21 00 00 System NumberH BAR IND 21 00 00 BarcodeH TME IND 21 00 00 Requester IDH TMES IND 21 00 00 Request NumberH CPY...IND 21 00 00 Copy BarcodeH LOC IND 21 00 00 Copy LocationH SID IND 21 00 00 Source IDH TIT ACC 11 00 00 TitlesH WRD W-001 00 00 Words

tab15 in the ADM library/tab

tab15.eng column 8=B identifies that the item status is intended for BOOKING item.



tab25.eng defines material types for the Z30 item records


Open/Closed hours (tab57) (similar to ADM library’s tab17) defines the available/unavailable times for booking.

can be expressed only in full hours for start and end there cannot be closed periods within one day there must be a default “global” line, for each sublibrary + schedule

type, for display:

UEDUC A ######## 01 O 0900 1800UEDUC A ######## 02 O 0900 1800UEDUC A ######## 03 O 0900 1800UEDUC A ######## 04 O 0900 1800UEDUC A ######## 05 O 0900 1800UEDUC A ######## 06 O 0900 1600UEDUC A ######## 00 CUEDUC A 00000000 0900 1800 [global default line]

UEDUC B ######## 01 O 0900 1700UEDUC B ######## 02 O 0900 1700UEDUC B ######## 03 O 0900 1700UEDUC B ######## 04 O 0900 1700UEDUC B ######## 05 O 0900 1700UEDUC B ######## 06 C 0900 1300UEDUC B ######## 00 CUEDUC B 00000000 0900 1700 [global default line]

tab_hold_request in the ADM library/tab

The following line MUST be present in tab_hold_request:

BKING check_booking_a

The following line checks whether the patron is current (i.e., not expired):

BKING check_hold_request_r


Switch 5 (TAB10-CREATE-Z36H) in the ADM library’s tab10 must be set to “Y”. This is required for the “Delete Expired Booking Requests” service, which will not work without the Z36H.


tab_expand (/tab in the BOOKING library)

In order to suppress display of TME and CAT fields when a record is displayed in ‘Name tags’ or ‘MARC tags’ format in the patron interface, set the following lines in tab_expand:

WEB-FULL-1 expand_doc_booking_filter TME,CAT

In order to suppress display of TME and CAT fields when a record is displayed in staff interface, enter the following line:

WEB-FULL-E expand_doc_booking_filter TME,CAT

In order to display the sublibrary name in the CPY field in the staff interface, enter the following line:

WEB-FULL-E expand_doc_booking

In order to display sublibrary and collection names in a “copies” field (tag COLSB), in brief and full display in the patron interface, enter the following lines:

WEB-FULL expand_doc_bib_cpy_locWEB-BRIEF expand_doc_bib_cpy_loc

In order to determine which bibliographic record fields will be copied to the booking record when the batch job booking-06 creates booking records for material that is registered as “booking” (in the item status), enter the following line:

BOOKING-06 expand_doc_booking_06 LDR,FMT,245##,100##,260##

The third column defines which bibliographic record field codes are copied to the booking record.

tab_booking_06 (/tab in the BOOKING library)

In order to allow automatic creation of fields in records created by booking-06, this table should be set up with the relevant fields. When booking_06 is run, the first 3 columns of this table are consulted. If the sublibrary, item status and material type that are used as parameters in booking_06 match all three values in columns 1-3 of the table, the field tag in column 4 is added to the newly created record, with the subfields of column 5.

ULINC 81 A DLV $$aULINC,03$$bMC,00:15,Moore College$$bPCUHLTH 83 C ALW $$aUHLTH,03,50$$aUHLTH,06,25$$aUHLTH,08,3

last-tme-sequence (UTIL G/2 in the BOOKING library)


Using UTIL G/2, set up a “last-tme-sequence” in the BOOKING library. This Z52 sequence is used for assigning the TME $$s<request sequence number> subfield.

Alephe/library – relation

BOOKING library relationships must be defined in alephe/tab/library_relation table.

BKG USM50 USM70BKG USM51 USM71

ADM USM50 USM01 USM20 USM30 USM70ADM USM51 USM01 USM21 USM31 USM71BIB USM70 USM50BIB USM71 USM51

www_server.conf

The following parameters in www_server.conf are required for BOOKING:

# Booking setenv www_e_sort_field 01---D02---A setenv booking_preview_period 00:30 setenv booking_release_period 01:00 setenv booking_delivery_time 01:10 setenv booking_period_interval 015

- www_e_sort_field sets the default sort for the Results List display in the staff interface- For more information on preview and release, refer to section 8, Preview and Release Times- Delivery_time is the default, if not defined in the DLV field- Booking_period_interval sets the default for number of days from today when displaying ‘Record View’ booking requests in the staff interface.

tab_base.eng in alephe/tab

The “booking” library must be defined in the /alephe/tab/tab_base.eng table, and in the www_f_eng/base-list page so that end-users are able to access the booking library OPAC.

xxx70 WEB OPAC pages in www_f_eng

The following WEB OPAC pages must be present in the directory in which the Web OPAC html pages are located (www_f_eng). The -usm70 extension should be replaced by your library's xxx70 name; optionally, you can use the default usm70 pages by setting USM70 in col. 4 of the line that defines your xxx70 base in the /alephe/tab/tab_base.eng configuration table. This option defines that files with the extension usm70 are to be used for your xxx70 library.


scan-acc-head-usm70scan-acc-body-usm70basket-short-body-usm70basket-short-head-no-staff-usm70basket-short-head-usm70direct-head-usm70find-l-usm70full-set-head-usm70scan-include-2-usm70find-code-include-usm70

Patron Records

The library must create a patron with ID DEADTIME.

11. Batch Services

Batch services can be invoked from the CATaloging GUI Services Menu -> General, or from the Services menu in the Staff interface, or listed in the library’s job list for automatic operation at preset intervals.

Pull List and Packing SlipRetrieve Booking Requests (by start time) (booking-01)

This report is used for preparing booking materials that have been requested. The service retrieves by sublibrary and date: CPY $$b and TME $$c (request time), and (optionally) a particular delivery code. In addition to the report, the service can prepare a slip for each individual requested item.

Pickup List and Packing SlipRetrieve Booking Requests (by end time) (booking-01-a)

This report includes booking materials that are expected to be returned. It can be used for picking up booking materials that have been delivered. It is the same as Pull List, using TME $$d (end request time) for retrieval, instead of TME $$c.

Create CPY Fields (booking-02)This service checks Z30 item records for copies that are “bookable” (loan status in tab15.eng is defined with B in col. 8), and builds CPY fields for the items. The created fields are compared with the CPY fields in the record. CPY records are added/deleted/updated accordingly. The service can be run in report mode only or in report and update mode.

Delete Expired Booking Requests (booking-03)This service is used for maintenance. It removes TME fields that are no longer required, and writes them on the Z115 Oracle table.

Print Reminders for Booking Requests (booking-04)


This service is used to produce notices to patrons who requested that a reminder be sent to them.

Print Maintenance Report (booking-05)This service is used to produce a report of booking materials which are due for maintenance. Two checks are performed:

1) The service checks for BOOKING records that have MNT field.MNT is checked for the last maintenance date + (interval X months).If the current date is past this calculated date, the copy is retrieved.

2) Otherwise, the service counts how many times the item was loaned since the last maintenance date (MNT $$d). If the number of records is equal to or greater than the number in MNT $$c, the copy is retrieved. The count is based on the Z115 table (deleted TME fields, created by booking-03).

Create Booking records from BIB (booking-06)This service is used to create booking records for material that is cataloged in the bibliographic database and identified as “booking material” in the item status.

The service requires entering parameters for sublibrary, item status and values for SCT type, max, autoextend and adjacency.

The process retrieves the relevant item records from the ADM library that is related to the booking library, and checks whether a record already exists in the booking library database. If the record is not present in the booking library, a record is created. When the record is created, fields are copied from the bibliographic database’s record (using the BOOKING-06 section of tab_expand), the SCT field is built using the parameters entered for the service, and CPY fields are created for each relevant copy, i.e. for each item that has the same sublibrary and item status as those entered as parameters for the service. In addition, the process builds an SID field. This field links the record to the bibliographic database record and its relevant item records.

The process writes a file of new records generated by the service.

12. Booking Module Password Authorizations

Authorization for Materials Booking functionality includes the following facets:

WWW-E MAIN Booking Management menu interfaceWWW-E LOAN Loan booking requestWWW-E SEARCH-BIB Search in bib. listWWW-E SEARCH-PAT Search in patron listWWW-E RETURN Return itemWWW-E CREATE Create booking request© Ex Libris Ltd., 2003 of 33Booking ManagementRelease 15.5.1Updated September 15, 2003

WWW-E UPDATE Update booking requestWWW-E DELETE Delete booking requestWWW-E MAINTENANCE Re-allocate booking requestWWW-B-BOOKING 01 Retrieve Booking RequestsWWW-B-BOOKING 02 Create CPY fieldsWWW-B-BOOKING 03 Delete Expired Booking RequestsWWW-B-BOOKING 04 Print Reminders for RequestsWWW-B-BOOKING 05 Print Maintenance ReportWWW-B-BOOKING 06 Create Booking Records from BIB

All users must be allowed MAIN and SEARCH-BIB in order to use minimal functionality.

Sample setup:Assistant Level 1 (circulation desk) Loan, look at the schedule of an item and return- should be assigned MAIN, SEARCH-BIB, LOAN and RETURN

Assistant level 2 (circulation desk) Search for a booking record, display it and create a booking, loan and look at schedule of an item. Can not search the patron file. Can not delete or update a booking. - should be assigned MAIN, SEARCH-BIB, LOAN, [RETURN], CREATE

Assistant level 3 Book, loan, look at the schedule of an item, edit a booking such as the pickup or delivery location without extending the booking, run batch services. Can search the patron file. The ability to run batch services enables retrieval of a report of items booked for the day. - should be assigned MAIN, SEARCH-BIB, LOAN, [RETURN], CREATE, UPDATE, SEARCH-PAT, 01

Staff level: All items at lower levels plus maintenance, run batch services.- should be assigned all the booking services listed above

Supervisor level: All items at the lower levels plus enter booking records, set-up tables; delete bookings.- should be assigned all the booking services listed above, and also assign, for XXX70 libraryCATALOG GLOBAL All subfunctions

And for XXX50 and XXX70 librariesALEPHADM GLOBAL All ALEPH Administration sub-functions

Note:The library might not want to display patron information to all users. If this is the case, the "Expand" view of a booking request, which includes Patron data, must be adjusted. This Expand view is set in the ./alephe/www_e_eng/view-patron-expand file. Patron data can be removed by removing $1300 through $1700. Patron data cannot be removed selectively, depending on password authorization; removal is either all or nothing.


booking management - mcgill library · web viewthe booking management component of the aleph 500...

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