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May 20, 2004 Michele Arms Customer Liaison

Georgia User’s Group Meeting Tips & Tricks for Acquisitions and Cataloging. May 20, 2004 Michele Arms Customer Liaison. Introduction. Who Am I? Who Are You? Cataloging staff? Acquisitions staff? Mouser or keyboarder? Are you a new staff member in your library?

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May 20, 2004 Michele Arms Customer Liaison

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  1. Georgia User’s Group Meeting Tips & Tricks for Acquisitions and Cataloging May 20, 2004 Michele Arms Customer Liaison

  2. Introduction Who Am I? Who Are You? • Cataloging staff? Acquisitions staff? • Mouser or keyboarder? • Are you a new staff member in your library? • What release did your library implement? • What was the first release that you learned? • What release are you using now?

  3. Introduction Milestones in Voyager Acquisitions History 3.1 : Online Warnings for Fund Commit/Expend, Serials Check-in Note 3.2 : Fiscal Period Close 97.1 : Z39.50; EDI 97.2 : Hook to Holdings, Brief Bibliographic Record Templates 98.1 : Item Creation and Maintenance, Serial Issue Collapsing 99.1 : Cat in the Acq 2000.1 : Acquisitions Rewrite, EOD, Acq in the Cat 2001.1 : Bindery 2001.2 : Continuous Enumerations

  4. Introduction Milestones in Voyager Cataloging History 3.1 : Alert to existing holdings 3.2 : Create item records, record history displays 97.1 : MFHD/Item record create during Bulk Import 97.2 : Global Headings Change 98.1 : Bulk Import Merge option, 856 link verifier 99.1 : PreBulk 2000.1 : Acq in the Cat, call number “snarf” 2001.1 : Pick and Scan 2001.2 : Create Subsequent MFHDs Items in Bulkimport, MARC Record Bi-directional Merge, GHC subfield change

  5. Topics • System Administration & Acquisitions & Cataloging • Defaults, Preferences, Workflows, oh my! • Acquisitions Step-by-step • New Stuff in Unicode • Bug Fixes • Auto Update Currency • Interface Workflow Improvements • Additional Resources • SupportWeb > Knowledge Base > FAQs • Voyager-L list serve and archives • Training opportunities • Voyager Future: 5.0 and 5.1 • Enhancement Assessment

  6. System Administration > Security Do you still have the demo operator? DELETE IT! How many of you still have the default SysAdmin password? CHANGE IT! Then call Customer Support to let us know the new password.

  7. System Administration > Security Acquisitions/Serials Profiles Cataloging Profiles Operator tab = Who Profile Values tabs = What Locations tab = Where

  8. SysAdmin > Acquisitions >Fiscal Periods • Can I extend a fiscal period? • Can I move a date back once I extend? • Can fiscal periods overlap? YES NO YES

  9. Sys Admin > Acquisitions >Policy Definitions • Locations • Happening • Work locations that do not appear in MFHD records unless you combine a shelving location with a work location. • For Acquisitions: • Order/Claim/Pay Location (o) • Receive Location (r) • Destination • Alias for a storage/shelving location in Acq. Policy Group • Called ‘Intended Location’ in Acq. Module copies/funds (I.e. MFHD location) • Box is selected by default for all locations

  10. Error Messages • Problem: Operator does a search in Acquisitions for a purchase order that is in the database but gets the following message: “No purchase orders matched your search criteria!” • Explanation: The purchase order was created at an order location that is deselected in the operator’s Acquisitions Security Profile. • To correct: Select the location in the Acquisitions Security Profile (if you want the operators associated to have access to purchase orders created at this location.)

  11. Error Messages • Problem: Operator is unable to bring up certain ledgers when searching for them in Acquisitions. • Explanation: If a ledger has any locations attached to it that are not selected for the operator that logs in, then that operator will not be able to pull up the ledger in Acquisitions. • To correct: Select the locations in the Acquisitions Security Profile.

  12. Sys Admin > Acquisitions >Policy Definitions • OPAC Display of Temp. Records • Applies to new records added via Acq., not Bulk Import (EOD) • New bib records are suppressed based on the “OPAC display of temp records” flag in the Acq. Policy Group for the ORDER location on the purchase order.

  13. Sys Admin > Acquisitions >Policy Definitions • OPAC Display of Temp. Records • Applies to new records added via Acq., not Bulk Import (EOD) • New holdings records are suppressed based on the “OPAC display of temp. records” flag in the Acq. Policy Group for the INTENDED location on the line item.

  14. Acquisitions: Reports & Notices • Location Addresses • System Administration > System > Locations • Why are the addresses on my notices incorrect? What controls this? • If you do not enter a location address, the system uses the Default Address. • Remember to define the following • All applicable address types • Bill to Address: prints on POs • Ship to Address: prints on Pos • Campus Address: prints on routing lists • Phone numbers

  15. Sys Admin > Acquisitions >Policy Definitions • Bibliographic Duplicate Detection Profile • New 020 indexes in the Voyager with Unicode release • Only the number string of the ‘a’ or ‘z’ subfield, not including parenthetical references, is used for the comparison during import. In these new indexes, all data after the number string is trimmed, leaving just the 8 to 13-digit number, affording libraries greater precision in matching at import. • Index Code = 020N is for the 020 subfield a; Index Name = ISBN (020a): Number Only • Index Code = 020R is for the 020 subfield z; Index Name = ISBN (020z): Number Only

  16. SysAdmin > Cataloging >Bulk Import Rules • Embedded Order Data • Otherwise known as EOD • Increased Productivity in Acquisitions • Set up in Bulk Import rules > Order Tab • See U of Kansas 2002 VUGM presentation: • Using Harrassowitz Approval Records with Embedded Order Data in the Acquisitions and Cataloging Process • http://support.endinfosys.com/cust/community/vgroup/vugm02/acq02.html#session32

  17. SysAdmin > Cataloging >Bulk Import Rules • New in the Voyager with Unicode Release • Need to define the expected character set of the incoming records.

  18. Topics • System Administration & Acquisitions & Cataloging • Defaults, Preferences, Workflows, oh my! • Acquisitions Step-by-step • New Stuff in Unicode • Bug Fixes • Auto Update Currency • Interface Workflow Improvements • Additional Resources • SupportWeb > Knowledge Base > FAQs • Voyager-L list serve and archives • Training opportunities • Voyager Future: 5.0 and 5.1 • Enhancement Assessment

  19. Acquisitions > Workflows SEARCHING TAB Default Searches: New in the Voyager with Unicode Release, many of the searches are now in alphabetical order. If a default search is selected in Workflows > Defaults, this search is selected by default, but is not first in the list. This workflow improvement includes entries in the drop-down list labeled “Search By” when operators are searching for the following information. • Line Items • Ledgers • Funds • Vendors • EDI Connection • Publication Patterns

  20. Acquisitions > Workflows SEARCHING TAB Bibliographic Staff Searching/Import • Character Set Mapping for Import = converts incoming records to the character set your library uses • Important for the Voyager with Unicode release

  21. Acquisitions > Preferences LINE ITEM COLORS: Searched Line Items Identifies titles on multiple-title purchase orders without scrolling

  22. Best Acquisitions Shortcuts(in my opinion) • Set Defaults • TAB! • Quick Line Items turned ON! • EDI & EOD (see Spotlight “Automate Acquisition Activities with EDI & EOD” includes numerous links to additional information.

  23. When Acquisition and Cataloging Collide In Cataloging- “Acq in the Cat” • Search for a title and pull up the bib record. • From the Record drop down menu, select View Line Items in Acquisitions. • Acquisitions screen will blink prompting the user to pull up the associated line item information with that record. In Acquisitions- “Cat in the Acq” • Within a purchase order, highlight a line item. • Select the MARC button at the bottom far right of the screen. • With Cataloging open the Marc record can be edited, otherwise it is a read only screen. **Must have login access for Cataloging and Acquisitions

  24. Cataloging > Preferences Where do the options in the drop-down lists come from? • Holding/Item default location = All locations in SysAdmin > Cataloging > Policy Definitions • Call Number Hierarchies = Created in SysAdmin > Cataloging > Call Number Hierarchy then added to Default Polices tab in SysAdmin > Cataloging > Policy Definitions • Bibliographic (Authority) Import/Replace Profile = Created in SysAdmin > Cataloging > Bibliographic (Authority) Duplicated Detection Profiles then added to Duplicate Detection tab in SysAdmin > Cataloging > Policy Definitions

  25. Cataloging > Preferences Two new options on the Validation tab in the Voyager with Unicode Release • Bypass MARC21 Character set validation • Select this option to prevent the validation of records against the MARC21 character set when you save to the database. • When this option is not selected, the MARC21 Repertoire.cfg file stored in the Catalog folder of the Voyager software on each PC is used for character set validation. • Bypass Decomposition of accented characters for MARC21 • Unchecked means Voyager checks the record when it is saved and stores the record according to MARC21 rules. • Checked means that Voyager stores the characters composed, as per standard Unicode.

  26. In version 2001.2 and earlier…. Cataloging > Preferences The Mapping tab in the Voyager with Unicode Release In the Voyager with Unicode release, the Z39.50 Import setting is handled in SysAdmin > Database Definitions.

  27. Cataloging > Preferences The very best thing for Cataloger in the Voyager with Unicode Release No More Voyager Font!

  28. Cataloging > Preferences

  29. Best Cataloging Shortcuts(in my opinion) F2 = Show MARC Values F9 = Insert subfield delimiter Right click on a bib record CTRL + U = Insert URL from browser CTRL + K = Verify 856 links CTRL + L = Show Holdings Locations CTRL + M = View line items in Acquisitions CTRL + N = Get call number from bib record

  30. More Real Estate in Cataloging • Status Bar Toolbar Text Toolbar

  31. Topics • System Administration & Acquisitions & Cataloging • Defaults, Preferences, Workflows, oh my! • Acquisitions Step-by-step • New Stuff in Unicode • Bug Fixes • Auto Update Currency • Interface Workflow Improvements • Additional Resources • SupportWeb > Knowledge Base > FAQs • Voyager-L list serve and archives • Training opportunities • Voyager Future: 5.0 and 5.1 • Enhancement Assessment

  32. How do I change the Vendor on an existing purchase order? • On an approved purchase order, click on the “Vendor History” tab. • Then click the “Change Vendor” button in the lower left corner of the top half of the screen. You’ll see a new form where you can type in the new vendor code. • Once you’ve typed it in, and clicked “Save,” the old vendor is in the vendor history, and the new vendor is in the “Header” tab.

  33. How do I use the “Quick Line Item” feature? • Create a new purchase order and save it, so the basic header information is in Voyager. • Add a line item to the purchase order, using one of the “Add Line Item” buttons. • If the toolbar says “Quick Line Item Off,” click that label, so it changes to “Quick Line Item On.” (if “Quick Line Item Off” is in the toolbar, the tabbed view will come up when you press “Details.” • Now select the line item, and press “Details.” This opens up the line item in the quick view. If you want to move to the tabbed view, you can click the “Open Line Item Detail After Saving” box at the bottom of the form, and Voyager will open the tabbed view when you’re done.

  34. How do I unreceive a monograph? • Open the line item for the monograph you want to unreceive in the tabbed view. You can look up the purchase order and then click “Details,” or you can use the “Search Line Items” feature. • Click the “Copy Status” tab. You’ll find a list of all the locations and copies attached to this line item. • Select the copy you want to unreceive. Just click the copy or the intended location line to select it. • Click the “Unreceive” button on the lower right hand corner of the form. The status of the copy will change from “Received” to “Approved.”

  35. How do I edit the funding information on an approved Line Item? • Find and open the purchase order. • Select the line item you want to work with in the bottom half of the purchase order form. • From the “Line Item” menu at the top of the screen, choose “Edit Approved.” • You’ll see a list of all the locations and copies attached to this line item. You can change the funds, prices, or intended locations for each of them; when you click the “Save” button, the changes are saved. Any encumbrances attached to any of the copies are changed according to the changes you’ve made.

  36. How do I import a record into Voyager from a remote database using theAcquisitions client? • To import a bib record remotely, first click the “Add Line (Bib Search)” button, just the way you would to use an existing record in your database. If your Voyager system has remote database connections available, you’ll see a “Remote…” button in the lower right corner of the search screen. • When you click the “Remote…” button, you’ll see a simultaneous search screen that lets you choose which databases you want to search. • Once you click “Connect,” you can search the database or databases you’ve chosen and you’ll get search results back from each. When you choose a record from the titles list, it’ll be imported into Voyager and added to the purchase order at the same time. Voyager uses the same duplicate detection profile it uses when you import from a file.

  37. How do I open the purchase order record from the tabbed line item view? • When you search for and open specific purchase order line items using the “Search Line Items” panel, sometimes you need to get back to the purchase order that the line item is attached to. • The fastest way to do this is to click on the “Order” tab, and then click the ellipsis (the ‘…’ button) next to the Purchase Order number.

  38. How do I make Serials Check-in notes stay on the screen? • To make the notes “persist,” go to the “Workflows” option under the “Tools” menu. • Choose the “Serials Check-in” tab on the form that comes up. • Check the box next to “Use Persistent Check-in Notes.” This makes the check-in note stay on the screen.

  39. Topics • System Administration & Acquisitions & Cataloging • Defaults, Preferences, Workflows, oh my! • Acquisitions Step-by-step • New Stuff in Unicode • Bug Fixes • Auto Update Currency • Interface Workflow Improvements • Additional Resources • SupportWeb > Knowledge Base > FAQs • Voyager-L list serve and archives • Training opportunities • Voyager Future: 5.0 and 5.1 • Enhancement Assessment

  40. Voyager with UnicodeNew Features • Foreign Currency Commitment Update • An enhancement to Acqjob offers libraries the ability to keep financial commitments up to date with fluctuating currency rates. This new job will update commitments with the most up to date currency conversion rates on Pending and Approved purchase orders. • Acquisitions batch job 5, Fix Exchange Rates updates the commitments (encumbrances) on selected Purchase Orders based on the conversion rates in the system at the time job is run. Commitments are monies that are subtracted from the available fund total when an order is approved, but before it has been paid for. This updates the commitments if the conversion rates have changed since the PO was approved. • The fund’s commitments, total and pending, are updated as well.

  41. Voyager with UnicodeNew Features • Cataloging, Acquisitions & Circulation • Increased Resource Availability for Staff • LinkFinderPlus available in Cataloging, Acquisitions & Circulation • Record menu in Cataloging contains a Send Record to option Send Record To: LinkFinderPlus • Toggle record view from staff client to WebVoyáge • Record menu in Cataloging contains a Send Record to option Send Record To: WebVoyáge • Configured in voyager.ini file [MARC POSTing] stanza

  42. Voyager with UnicodeNew Features Send Record To…….in Cataloging • Send Record To…….in Acquisitions

  43. Voyager with UnicodeNew Features • Cataloging, Circulation and Acquisitions • Increased Resource Availability for Staff • Drive searches to resources on the web • Add new button to search interface in staff clients which inserts the query text into any URL syntax • Click button and a browser is opened & search is executed • This is PC specific (voyager.ini) • Possible applications • Link to another OPAC • Link to one of your vendors • Link to an online book seller

  44. Voyager with UnicodeNew Features MARC http Posting from staff searching Available in Cataloging, Circulation, and Acquisitions

  45. Interface Workflow Improvements Based on input from the Acquisitions Task Force and the Circulation Task Force, the Voyager with Unicode release includes several improvements to the Acquisitions and Circulation modules to help smooth out the day-to-day workflow and increase overall efficiency of operators using these modules. Searching Improvements The entries in several drop-down lists in the quick search forms have been modified so that items in the list are sorted alphabetically. If a default search is selected in Workflows > Defaults, this search is selected by default, but is not first in the list. Check-In Improvements We gave the Serials Check-in note dialog box a memory! Operators can move this window to any space on their screen. When they close the window, the system preserves its placement on the screen at the time the form is closed. Any subsequent action that invokes this window, the client opens it in the saved position. In addition, the saved placement persists from session to session and is specific to each operator. In any grid that displays search results, a “Call Number” column has been added to the grid between “Holdings” and “Order Type.” This column displays the call number for the copy currently displayed.

  46. Topics • System Administration & Acquisitions & Cataloging • Defaults, Preferences, Workflows, oh my! • Acquisitions Step-by-step • New Stuff in Unicode • Bug Fixes • Auto Update Currency • Interface Workflow Improvements • Additional Resources • SupportWeb > Knowledge Base > FAQs • Voyager-L list serve and archives • Training opportunities • Voyager Future: 5.0 and 5.1 • Enhancement Assessment

  47. Additional Resources • SupportWeb > Knowledge Base > FAQs • Search Term = Acquisitions • Find Results In = Module (client) • Limit to Type of Record = Frequently Asked Question (FAQ) • Voyager-L list serve and Archives

  48. Additional Resources • EndUser 2004 Presentations : Acquisitions & Serials Track • Session 36: Using MS Access for Creating Journal Lists for Staff and the Public • Session 55: “Doing It” in a Small Library:Workflows and More. Includes handout: Setting Up POs and Check-In Records in Voyager • Session 72: Editing a Ledger AFTER Implementation: What Can You Do? • Session 84: The Acquisitions Module in a Small Library: Serials and Monograph Case Studies

  49. Additional Resources • EndUser 2004 Presentations : Cataloging Track • Session 1: Prebulk and Bulk Import Tricks • Session 2: Staying Afloat in the Sea of e-Journals: An Automated Process for Cataloging Electronic Serials • Session 11: Workflows using CatME and Voyager • Session 25: Voyager and MarcEdit: A Marriage ‘Made in Heaven’ • Session 50: Accomplish More with Macros! • Session 78: MARC, OCLC, and Voyager – Tag Tables, Oh My! • Session 79: Custom Reports for Cataloging Using MS Access 2000

  50. Topics • System Administration & Acquisitions & Cataloging • Defaults, Preferences, Workflows, oh my! • Acquisitions Step-by-step • New Stuff in Unicode • Bug Fixes • Auto Update Currency • Interface Workflow Improvements • Additional Resources • SupportWeb > Knowledge Base > FAQs • Voyager-L list serve and archives • Training opportunities • Voyager Future: 5.0 and 5.1 • Enhancement Assessment

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