ilib manual opac

University of the Philippines – Integrated Library System (iLib)

Copyright 2008. The University Library, University of the Philippines Diliman

University of the Philippines Integrated Library System (iLib)

Online Public Access Catalog (OPAC) User’s Manual

Version 1.0 ● 08 August 2008

iLib Technical Team Data Center, U.P. Diliman Main Library

Gonzalez Hall, University of the Philippines Diliman, Quezon City, 1101 Philippines

Tel. no.: (632) 981-8500 Local 2864 email: [email protected]

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U.P. Integrated Library System (iLib): User’s Manual OPAC Module

Version 1.0 – August 8, 2008 iii

Contents Section 1. General Information ............................................................................ 1

1.1. Project Overview ................................................................................. 1 1.2. System Overview ................................................................................ 1 1.3. Purpose ............................................................................................... 1 1.4. Intended Readership ........................................................................... 1

Section 2. System Summary ................................................................................ 2 2.1. System Configuration .......................................................................... 2 2.2. Application Module Overview .............................................................. 2 2.3. System Requirements ......................................................................... 3 2.4. User Access Levels ............................................................................ 3

Section 3. Getting Started .................................................................................... 4 3.1. User Information .................................................................................. 4 3.2. Accessing iLib ..................................................................................... 4 3.3. Logging On .......................................................................................... 5 3.4. System Menu ...................................................................................... 5 3.5. Changing Username and Password ................................................... 6 3.6. Exit System ......................................................................................... 7

Section 4. Graphical User Interfaces ................................................................... 8 4.1. Online Catalog .................................................................................... 8 4.2. My Library ......................................................................................... 22 4.3. Visitors Area ...................................................................................... 26

Section 5. Glossary ............................................................................................ 29

Section 6. Release Notes ................................................................................... 31 6.1. New Components / Features ............................................................ 31 6.2. System Enhancements ..................................................................... 31 6.3. Known Issues .................................................................................... 31


Version 1.0 – August 8, 2008 1

Section 1. General Information 1.1. Project Overview

The University of the Philippines (UP) Integrated Library System (iLib) Project started in Diliman in 2005 with the initiatives of faculty, librarians, and information professionals from the College of Engineering, Main Library, and the U.P. Computer Center. The project was originally under the Office of the Vice-Chancellor for Academic Affairs (OVCAA), with then Vice-Chancellor Dr. Amelia P. Guevara. When VC Guevara became Vice-President for Academic Affairs, the project expanded its scope to include the other six (6) Constituent Universities (CUs) in its implementation.

The project primarily aims to develop an integrated library system catered to the specific needs and requirements of the UP libraries. It also aims to save on licensing cost for purchasing proprietary software solutions by developing UPs own library system using Free Open Source Software (FOSS) tools and methodology to automate the major services of the library.

1.2. System Overview

iLib is a fully integrated library system with modular components. It is a platform-independent system, being able to run on different operating systems (e.g., Windows, Linux, MacOS).

The system’s interface is purely web-based and requires only a java-enabled web browser (e.g., Internet Explorer, Firefox, Safari).

The system can interface with other online services of the University (if available), such as, the Lightweight Directory Access Protocol (LDAP) for user authentication and the Computerized Registration System (CRS) for student information.

1.3. Purpose

This manual aims to inform iLib users on the different functionalities of the OPAC, how to navigate the different parts of the system, and how to maximize all available features.

1.4. Intended Readership

This manual is written for users of all types: students, faculty, or staff of the University. And since the search interface of the OPAC is also accessible to non-members of the University, general information found in this user’s manual may also apply to public users.



Section 2. System Summary 2.1. System Configuration

Technically, iLib is implemented in a client-server architecture. In this configuration, all application programs run in the server (except for JavaScripts) and the user communicates with the server using a web browser, called the “thin client” in this architecture. No application is required to be installed in the user’s workstation other than the web browser to be able to use the system. All software updates, bug fixes, and enhancements are implemented in the server which can take effect immediately without requiring any updates or adjustments from the user’s end.

Just like any common web-based systems, users can interact with the iLib system using a keyboard and mouse. Most interfaces in iLib require the user to key-in information in HTML forms using the keyboard and submit form data by clicking the “submit” buttons with a mouse. In most cases, hitting the “Enter” key (carriage return) from the keyboard can also trigger form submission.

2.2. Application Module Overview

The Online Public Access Catalog (OPAC) is the default interface of iLib. It provides a robust search engine and supports advanced search options, such as, Boolean searching, field searching, and options to limit search by physical format of materials (e.g., books, computer files, maps), by circulation type (e.g., circulation books, reserve books, reference books), by specific library unit, and by date.

Other unique features of the OPAC include:

• Option to bookmark records, a function referred to as “add to cart” where records are temporarily added to a virtual cart for saving, sending to email, or printing at a later time;

• Option to place online reservations;

• Interfaced with circulation module providing “real-time” status of circulation materials (e.g., on-loan, on-shelf);

• Option to recommend titles for future acquisition;

• Option to view a list of the library's newly acquired materials, referred to as “New Acquisitions”;

• Option to view individual patron status and latest transactions (e.g., loaned and returned items, overdue items and corresponding fines), referred to as “Electronic Library Card”; and

• Option to post comments, suggestions, requests, etc. using a feedback form.



2.3. System Requirements

The OPAC module, just like the other application modules of iLib, is purely web-based. It only requires an internet-connected computer with a java-enabled web browser. The OPAC’s interface has been extensively tested to work well in popular web browsers, such as Microsoft’s Internet Explorer version 6 or later and Mozilla Firefox version 1.5 or later. The system should also work well in other multi-platform web browsers, such as Flock, Opera, and Safari.

JavaScripts have been extensively used in the different interfaces of the system and therefore should be enabled on your web browser for these programs to work as expected.

Note: Popular browsers block JavaScript pop-up windows by default to prevent harmful programs from executing in your browser without your permission. Therefore, you must allow JavaScript pop-up windows on your browser or put the URL of the iLib server in the Exceptions list.

For instructions on how to enable pop-up windows or add specific URLs in the Exceptions list, please refer to your browser’s documentation or online help section.

Some interfaces in the system, such as viewing reports, require that a Portable Document File (PDF) reader be installed in your workstation. PDF generated pages have been extensively tested to work well with Adobe’s PDF Reader version 5 and later. However, these interfaces should also work well with other free, multi-platform PDF readers, such as XPDF.

2.4. User Access Levels

Generally, users are not required to log-in to the system to use the OPAC. Students, faculty, and staff of the University are only required to login if they need to check their Electronic Library Card, place online reservations, recommend titles for future acquisition, or post comments.

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3.6. Exit System

When you are logged-in to iLib, you are advised to logout after using the system to prevent other users from using your account. To logout, simply click the “Logout” button available at the top-right section of the site (see Figure 4).

You may also choose to close your web browser to terminate the browser’s active session with iLib. This is an alternative means of logging-out of the system.

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For author search, enter the full name of the author in any order:

Ambeth Ocampo or Ocampo, Ambeth

When searching for accession number, enter the complete accession number:

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World War II, 1939-1945--United States

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Section 5. Glossary This section provides a list of terminologies and acronyms used or mentioned in this manual and are further defined or explained here to aid the users in understanding their meanings.

Borrower’s ID – refers to the student number (for graduate or undergraduate students) or employee number (for faculty, admin, REPS, and other bonafide members of the University) used as a unique identifier of individual library patron. All transactions, e.g., loans, returns, of the patron in the library are recorded with his/her Borrower’s ID (iLib operational definition).

Cart – or Book Cart, is a bookmarking facility, used to temporarily store selected library records returned from a search in a “Virtual Book Cart” for processing at a later time, e.g., printing, sending to email in bibliography format. The Cart function in iLib should not be confused with the concept of an online shopping cart used in online stores when placing orders or buying products online (iLib operational definition).

Electronic Library Card – or E-Library Card, is the electronic version of the Borrower’s Card traditionally used by libraries when recording circulation transactions of library users. It displays basic information about the library user, such as, the Borrower ID, Name, and College. In addition, it also keeps a record of all the borrower’s transactions with the library/libraries, such as borrowed items, returned items, renewed items, paid fines, recommended titles, and reservations placed online (iLib operational definition).

HTML – or HyperText Markup Language, is the publishing language of the World Wide Web. HTML gives authors the means to: publish online documents with headings, text, tables, lists, photos, etc.; retrieve online information via hypertext links; design forms for conducting transactions with remote services; include spread-sheets, video clips, sound clips, and other applications directly in their documents (Source: http://www.w3.org/TR/REC-html40/intro/intro.html).

MARC – or Machine-Readable Cataloging, is a format standard for the storage and exchange of bibliographic records and related information in machine-readable form. All MARC Standards conform to the ISO 2709 (1996) (Source: The British Library, http://www.bl.uk/bibliographic/exchange.html).

Precision – number of relevant hits in hitlist / number of hits in hitlist; Precision is a measure of how well the engine performs in not returning non-relevant documents. Precision is 100% when every document returned to the user is relevant to the query (Source: Text Retrieval Quality: A Primer by Kavi Mahesh, http://www.oracle.com/technology/products/text/htdocs/imt_quality.htm).

Recall – number of relevant hits in hitlist / number of relevant documents in the collection; Recall is a measure of how well the engine performs in finding relevant documents. Recall is 100% when every relevant document is retrieved (Source: Text Retrieval Quality: A Primer by Kavi Mahesh, http://www.oracle.com/technology/products/text/htdocs/imt_quality.htm).



Search Expression – consists of keywords or phrases used to represent a search topic or subject of inquiry (iLib operational definition).

Sort Ascending – to arrange or order values alphabetically from A to Z (for words/text), numerically from smallest to largest value (for numbers), or chronologically from the earliest to the latest (for dates) (iLib operational definition).

Sort Descending – to arrange or order values alphabetically from Z to A (for words/text), numerically from largest to smallest value (for numbers), or chronologically from the latest to the earliest (for dates) (iLib operational definition).

URL - Internet address that locate a specific resource on the World Wide Web or elsewhere on the Internet. It consists of the Internet protocol name; a host name; and optional elements such as a port, directory, and file name. (Source: http://www.academicresourcecenter.net/curriculum/glossary.aspx).



Section 6. Release Notes This section summarizes the new components and features, major system enhancements, and known issues associated with this release version.

6.1. New Components / Features

The following features / functions were added in this release:

• 07-12-2008 – Added sort options in results page.

• 07-12-2008 – Added call number column in results page.

• 06-28-2008 – Scheduled jobs implemented to: send email alerts to users with delinquencies (e.g., overdue books, unpaid fines) and reservations that are already available for pick-up; check/re-check reservation expiration; and re-compute / reset reservation validity.

• 04-12-2008 – Added record navigation (Previous / Next) in Record Details page.

6.2. System Enhancements

The following features / functions were revised / enhanced in this release:

• 07-12-2008 – Added call number and location in emailed bibliography from Cart List.

• 07-05-2008 - New interface for “New Acquisitions List”.

• 04-12-2008 – Actual search result was limited to a maximum of 1,000 records but shows the exact number of records returned by the search. This is implemented for performance reasons (improved response time).

• 04-12-2008 – Improved user interface that is compatible with monitors with minimum resolution of 800x600 pixels.

• 04-08-2008 – Session expiration reset to one (1) hour from thirty (30) minutes.

• 07-28-2007 – Added “Remove from Cart” option in Record Details page.

• 06-15-2007 – Mouse-over on icons in search results page shows the name or description of the material.

6.3. Known Issues

No known issues documented in this release version as yet.

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