WILIUG Preconference

1. WILIUG Preconference Circulation Kitchen Sink Title priority paging, Fines Paid Report, Holds, Notices, r2007 and more.

2. WILIUG Preconference • Mike McClellan • Library Training Consultant based in Minneapolis • mmcclellan@iii.com

3. Overview • Title Priority Paging • Holds • High Demand Holds Report • Clear Holdshelf • Frozen holds • Hold options set by library • R2007 • renew items with bib holds • Undocumented software change • Option to deny holds based on maximum holds • Transit for holds • Broken holds

4. Overview • Optional Features requiring Innovative set up • Notice History • Notice Administrator • Fines Payment Data • View Cancelled holds • Auto Notices • R2007 move email notice to print • Other R2006 and before features • Fines Paid Report • Manager controlled view and edit • Settings search box

5. Title Priority Paging • Combines benefits of item paging … • Paging prioritization • …and copy returned soonest holds • Any attached item can fill hold • Allows staff placed Millennium paging at their location without special set up • Suitable for single and multi branch • Reduced # of pages to transfer as this is automated Library controls in part when hold moves • System setting to cancel hold if not filled generating cancellation notice or keep as Copy Returned Soonest

6. Title Priority Paging • Once More With Feeling! • Can fill hold with any copy attached to bib • Not item specific • Recently returned • Different copy found on shelf without having to transfer hold

7. Sausage Making • Can patron place a hold to begin with • 46 > Enable request button suppression for non-requestable materials.......YES • All copies have to be non requestable by request rule • Not loan rule which isn’t checked until the patron authenticates • Scoped searches may button when “inappropriate”

8. Sausage Making • At the moment the hold is placed system notes the following • Attached copies that could fill the hold regardless of current status (“-”, “t”, “m” etc) • or if it is on loan (is a bib level hold regardless) • Groups these by location and prioritizes them • Loan rule determines which locations are eligible • Request rule only is a factor when determining if holds are allowed at all

9. Stuffing • In addition system notes: • Items that could fill at patron’s pick up location (first) • Priority order of other locations (second) • System retains order based on pick up location and priority table • Order is set and does not change

10. Grilling • When staff print title priority pages system checks for at least on “pagable” copy • Eligible (must be status “-”) • Not checked out • No item hold already • Loan rule allows • If none, does not print and moves to next location in priority order • So initially the system checks for locations that could possibly fill the hold and then fine tunes the list when staff print the paging slips

11. Grilling • Internal distinction between what could initially fill the hold and what gets printed at appropriate time • Items that change eligibility • “d” damaged becomes “-” • Will page • “-” becomes “d” • Will not page • Newly created • If location not part of initial “snapshot” • Must be checked in

12. Title Priority Paging Setup • Once enabled by Innovative, site sets up: • Circ Parameters: Hold Pickup Locations table (part 1) • List of Locations entry needs to be • Valid code in Branch Table • In location served for that branch • Typically Bib Level location code for that branch • Locations served table should have this code appear only once • Do not need to enter all location codes unless patrons can not chose pick up location. • Based on home library • Based on item location

13. Title Priority Paging Setup • Hold Pickup Locations element (part 2) • Prioritize locations after all entered (if adding new) • Range is 0-999 range 1 is first and 999 is last • 0 not paged • 999 is default • Locations with same number - random within group • Notes • Do not enter Hold Pickup Locations in character based system • Do not enter data in Library Priority Table if exists

14. Title Priority - Priority • Changing library priority does not change paging order for existing pages. • Changing priority from 0 to something does not include this location in paging order • Changing priority from something to 0 will only impact future holds not ones placed when priority wasn’t 0 • But will move automatically • Same rules with changing priority order

15. Title Priority Paging Single Location • In a single building site, often the location served is not set up during implementation • Will be needed for Title Priority Paging

16. Title Priority Paging Setup • 80 > Pageslips: Text #....... Needs text number. • 87 > Pageslips: Number of hours before page can be transferred............0 • Needs to be a number greater than 0. • Max is 168 hours or one week • Time spent at each branch • Number too low – page moves before staff are aware it exists • Too high – pages don’t move efficiently

17. Title Priority Paging Setup • 93 > Title Paging: Refuse Holds....................................YES • Despite label, not related to Title Priority Paging • Actual functionality is default with Title Priority • Item hold in this context would be staff placed or volume field for webopac • Extends same ability to refuse item holds • Can be enabled without Title Priority Paging • Would need to transfer to another item • Manually or Transfer program • Can not be options grouped

18. Title Priority Paging Setup • Change log in manager setting under holds tab • Allow holds on bibs with one item • Otherwise option to place Copy Returned Soonest hold will be grayed out when only one attached item exists.

19. Why do they move? • If the page is not filled • Library not open • Print page but can’t fill the hold • Refuse to fill the hold • Page moves automatically • Do not have to run transfer program for these • Moves to next location based on priorities set when hold was placed • Will not move to location if item status is no longer “-”

20. When do they move? • System option (87 # of hours to transfer page) plus overnight “chron” job • If chron is set for 4 am and option 87 is 24 hours • Hold placed at 2 pm Monday can move at 2 pm Tuesday, however chron says move at 4 am (default) Wednesday • Impact of Weekends if Branch is closed • Hold placed Friday at 8 pm moves Sunday morning possibly with staff never seeing page

21. When do they move? • Unlike regular item paging – moving to next branch is automatic with Title Priority Paging • Reduced time spent running the transfer program • Still need to run it for item pages which don’t automatically move

22. When do they move? • Innovative can set chron to ignore weekends • System wide (not options or location based) • Keep in mind ratio of time for agency to look vs. time to move efficiently to next agency • Does not look at Days Closed table in circulation parameters - enhancement

23. Title Priority Paging • Example of too soon • Circulation option was set to 1 hour • Holds placed after closing but before chron job were not being seen by staff at first branch paged • In some circumstances only one branch had the item and thus it never paged • Became Title level/Copy Returned Soonest Hold

24. Title Priority Paging-Workflow • Circulation – notices • Print Title Priority Paging list (auth 394) • Is possible for Innovative to enable Title Priority paging slips • No option to clear pages • Can be automated – see OWLSnet • Print Item paging list or slips • Will have some as a result of holds on items with volume fields or staff placed item holds • Circulation – Check in to trap hold and generate transit or holdshelf slips • Backdating before hold was placed will not prevent hold from trapping

25. Title Priority Paging - List • List shows location code and item call number (if present) of first item at that agency • Children's books E/598/KUCHALL .b10558342 • Birds/Kuchalla, Susan • Troll Associates, c1982 • Does only show first item, multiple copies in different locations does not print • Possible print template might fix this

26. Title Priority Paging - Workflow • Don’t find item • Find different copy on same bib – check it in • Find no copy or don’t want to fill either • Do nothing and let system move it eventually • Check in barcode and refuse to fill in order to transfer immediately

27. Title Priority Paging - Workflow • End of the cycle • Cycle established when hold first placed • All libraries either • Skipped by time • Printed but didn’t find • Refused • Page is either (not options groupable) • Cancelled and notice can be queued • Retained as Bib | Copy Returned Soonest Hold • Unlike regular paging where hold is stuck on item

28. TPP – Problems - General • If doesn’t work check: • Old library priority table must be completely empty. No blank entries. • Does every branch have an entry in the Hold Pickup Locations table • If you have multiple locations served with same locations codes, for printing for example, make sure basic branch location entry is listed ahead of any others.

29. TPP – Problems - General • Make sure all locations are represented in Location Served • Do not use character based option to edit Hold Locations Table • Number of hours to transfer page needs to be set to a number that is not 0. • Be careful when deleting Location Served entries • Set priority for that agency to 0 • Wait for everything to move past it

30. TPP – Problems - General • Is compatible with priority to local patrons however may produce seemingly inaccurate results. • Patron selects Library A as pick up location and Library B can fill • Different patron selects Library B as pick up location has priority even if request was made later • Limit to location problem • Paged items that can not fill the hold since it is limited to a specific location code you might not find • Edit Limit to Location only in Millennium (to none or to one you found) and it will remove the hold overnight

31. TPP – Problems Specific • Why did “non holdable” item trigger hold? • Loan rule might actually allow it • Check out item to patron and see what loan rule gets assigned then check the Loan Rule & Loan Rule Determiner • Request rule is not checked at check in

32. TTP – Problems Specific • Why no paging slip? Item at location is: • Not “-” available at time paging slip would print • Checked out • Already has an item hold • Not holdable due to request rule or loan rule • No correct Loan Rule Determiner entry • 0 priority for the pick up location • Read request program needs restarting • Contact III or make an edit to Hold Priority table • Cancelling the hold

33. Questions? Next is more fun with Holds

34. Holds • High Demand Holds Report • Clear the Holdshelf • Frozen Holds • Hold options set by library • R2007 Renew items with bib holds • Undocumented change • Deny hold maximum • Transit for Hold • Broken Holds

35. High Demand Holds • New report with r2007 • Compares # of holds to # items • Local and System Reports • Supplements Purchase Alerts • No Innovative set up required • Library enters reporting thresholds • Uses Hold Pickup Location table and Bcode2 Material Type

36. High Demand Holds • Report works like View Outstanding Holds • Data is collected via overnight chron job • Doesn’t reflect “today” • As a result very quick to compile report even with large data sets

37. High Demand Holds – Set Up • Authorization 373 Circulation Parameters and 388 Edit Hold Threshold • Hold Pickup Locations must be completely entered in circulation parameters • Bibliographic material types must exist in Fixed Length codes. • Typically bcode2 mat type • Can’t use item field • Could use different bib fixed field - Innovative

38. High Demand Holds – Set Up • Circulation Parameters – Hold Thresholds • Table allows you to set a baseline and then exceptions for the system and each location reports • 16,000 possible entries in this table • Reads from bottom up • Option to move entries • Uses wildcards • Certain entries are basically required

39. High Demand Holds – Set Up • Add a System threshold • System all items attached to bib and all holds attached to bib (item or pick up location doesn’t matter) • Threshold report titles when it equals or exceeds number between 1 – 99 (example: if 5, don’t report 1-4, report 5 and above) • Add wildcard threshold (location) • Default for running a local report • (example 14 locations but 3 want different threshold for something) • Add wildcard threshold (material) • Optional • If you wish different material types to report at a different number

40. Hold Thresholds - System Lines 1-3 are applied to the System Report Line 1 says that for all material types not called out in next two lines (in this example) the Threshold is 5 to be reported. Line 2 is bib material type “a” for printed material and the Threshold is 4 to report Line 3 is bib material type “g” for av and the Threshold is 3 to report

41. Hold Thresholds – Non System Lines 4-9 are applied to the individual Branch Reports (Select Pickup Location) Line 4 (?????) says that for all material types not called out in next 5 lines (in this example) the Threshold is 1 to be reported. Lines 5, 6 and 9 are pick up locations of eb, ep and iu along with wildcard of “*” for all material not called out below and the Threshold is 1, 5 and 5 respectively to report Lines 7-8 are specific to location ep and bib material type “c” and g” with two specific Threshold settings

42. Holds – Clear the Holdshelf • Keeps virtual and physical holdshelf in sync • Highly recommend • Size limit to file (5 megs) • System may become unstable if this becomes huge • Updates several system generated reports • Info about the system – circulation status (charc) • System generated items on holdshelf in create lists

43. Holds – Clear the Holdshelf • Item belongs to your location with no additional holds – changes it to “-” reshelve • Item belongs to a different location – check it in to generate transit slip and place in transit status • Item has hold at your location – check in • Item has hold at different location – check in

44. Holds – Clear the Holdshelf • If clears too soon • Check loan rule transaction is under • System uses days closed of item location and not pick up location • Problems with Days Closed • NNA date comes up after item is on holdshelf • Cancelling the hold

45. Holds – Clear the Holdshelf • How can staff keep a hold for extra days due to special circumstances? • If circumstances are not really all that unique, consider changing time to pick up element in loan rule • Check out material to dummy/staff account • Override item on holdshelf messages • Immediately check in to re trap for initial patron with new time to pick up • Check out to patron

46. Holds – Frozen Holds • Patrons can not freeze holds when placed • Only in My Millennium after hold is placed • Not Needed Before always becomes 255 days • Only patron can unfreeze hold. Staff can not edit the NNB date in this case

47. Holds – Frozen Holds • Not all holds can be frozen • If there are available copies that could fill the hold • Items that are in transit • Item is on holdshelf for the patron or in transit to fill hold for patron • Number of available items is more then patron’s position on wait list • A skipped over hold remains until patron unfreezes it. • The hold position becomes whatever it is at the moment unfrozen

48. Holds – Frozen (paging) • A frozen hold generally will not initiate a paging slip with Title Priority Paging • A thawed hold generally will initiate a paging request if there are available copies • Staff place holds with a NNB date will generate a problem page slip • Can’t check in to trap • Doesn’t initiate new paging slip at NNB date

49. Holds – Frozen Holds • www option freeze_holds to enable • Presumably could be enabled by patron type which could allow some consortia partners to turn off

50. Hold Options – Set by library • Log in manager • Holds tab – set default cancel if not needed by • Holds tab – set use hold locations • System Options – Circulation (igr 107117) • 100 > Check-in: Check in bib hold at wrong location.....................ASK • Change from ASK to Place Item in Transit to remove choice to place hold on holdshelf when item hasn’t been delivered yet.