Last revised: 29 November 2013 JULAC Libraries Forum 2013 29 November 2013 at HKBU K.T. Lam ([email protected]) and Li Yiu On ([email protected])

A joint project of ◦ ◦ JULAC Access Services Committee JULAC Systems Committee And is coordinated via the ◦ Task Force on JULAC Common Card Project Thanks to all systems and access services colleagues for participating in the planning and development of this JULAC collaboration project.

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     Issues involved and how we resolved them Two sub-projects • • JULAC Card Printing Solution JULAC Card Registration System (JCRS) JCRS demo Implementation timeline Outstanding issues and tasks 3

JULAC Library Card paper card multiple barcodes since 1991

HKUST 4

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Time to replace this paper-oriented operations by issuing a … Common Card

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  Adopt institutional ID Card as JULAC card?

◦ ◦ Use Mifare chip’s ID Number to replace multiple barcodes?

Attach barcode to the ID Card?

Issue our own Common Card ?

◦ ◦ ◦ ◦ ◦ Smart card, i.e. with Mifare chip?

Store patron data in the chip?

Smart card with attached barcode?

Plastic card with printed barcode?

CUHK’s gate system does not support barcode. Compromise?

 Attach Mifare chip to plastic card 8

  Issue our own Common Barcode ?

◦ ◦ Compatibility with access gates?

Compatibility with INNOPAC?

Create a system to transfer patron data among institutions?

◦ Transfer data by pear-to-pear servers?

◦ Transfer data by a central server?

◦ ◦ ◦ Store and maintain data in individual databases?

Store and maintain data by a central database?

Provide patron data on-demand ?

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     Plastic card Printed with common barcode Allow attachment of Mifare chip at back of card ◦ Resolve CUHK’s incapability of supporting barcode ◦ To be attached on the card during registration Automate the registration process ◦ In-house system development Patron data on-demand model ◦ Transfer patron data directly from Home Library to a Host Library in the presence of the card holder during registration 10

JULAC Library Card Application, Production and Registration Home Library Card Application Patron data Card Production Patron data Host Library INNOPAC Patron data Patron identity Gate DB INNOPAC Card Registration

JULAC Common Barcode ( jbarcode )

Symbology Code39 a b c d f e xx + xxxxx + J + x + x + x a b c d e f Institutional ID (2-digit): Sequential Number (5-digit): JULAC Letter: Reserved Letter: Card Replacement Digit: Check Digit: J 0-9 80-89 A-Z (exclude I and O) 1-9 00001-99999 12

Institutional Code, ID and Reserved Letter

Name Chinese University of Hong Kong City University of Hong Kong Hong Kong Baptist University Hong Kong Institute of Education Hong Kong Polytechnic University Hong Kong University of Science & Technology Lingnan University University of Hong Kong Code cuhk cityu hkbu hkied polyu hkust lu hku ID 80 81 82 83 84 85 86 87 B C D E F Reserved Letter A G H 13

cuhk cityu hkbu hkied polyu hkust lu hku 80 12345 J A 1 1 81 12345 J B 1 4 82 12345 J C 1 7 83 12345 J D 1 0 84 12345 J E 1 3 85 12345 J F 1 6 86 12345 J G 1 9 87 12345 J H 1 2

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Sub-projects

Card Production

JULAC Card Printing Solution

Card Registration

JULAC Card Registration System

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 To provide a standard set of hardware and software for the production of JULAC Library Card

Pre-Print Card Card Printer Card Printing Software

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    Tendering process completed last month Selection process completed early this month HKUST tender board approved our recommendation early this week Will be meeting with contractor (Toppan Forms) to start the card design and software development 17

Card Design

Draft Only!

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Institution CUHK CITYU HKBU HKIED POLYU HKUST LU HKU Total Number of Cards 7,500 5,500 7,000 2,500 4,000 2,000 2,000 9,500 40,000 19

   Patrons ◦ Plastics card is more durable than paper card Card issuing staff ◦ Card printing is fully automated  no manual work, such as card typing and photo attachment Host library counter staff ◦ No longer need to put barcode on JULAC Cards 20

  To provide a system for onsite registration Decided to develop the system collaboratively by all eight institutions Home Library Host Library Patron data JCRS - Card Registration System Registration Station Patron identity 21

A Home Library to Web Program retrieve patron data B Patron Data Provider INNOPAC Host Library Registration Station JCRS System Architecture Web Page Offline Import C Print Submit Online Import INNOPAC e D Web Program to store patron data Patron Data Importer Gate DB 5 November 2013

     HKUST is responsible for the development the common portions of the system (Program A and C) All eight institutions develop their own Program B ◦ Authentication ◦ Getting patron record from INNOPAC ◦ Validation of patron record Institutions opting for online import will develop their own Program D Pilot prototype development ◦ Proof of concept ◦ Completed: HKUST, HKBU, POLYU, HKU, CUHK, CITYU ◦ Almost finished: LU, HKIED Full-scale development has started 23

Home page seen on the Registration Station (e.g. at CityU)

Web page showing card holder from HKUST retrieving his/her patron data on CityU’s Registration Station

Sample patron data in XML Format

JCRS Administration Interface

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JCRS tool – construct jbarcode

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JCRS Demonstration 29

   Home library ◦ ◦ Reduce labor work for processing paper application slips Do not need to make a photocopy for patron registration at host libraries Patron ◦ Do not need to make additional photocopies of application slips themselves (7 copies for registration at 7 libraries) ◦ Do not require to present a photocopy of application slips at host Libraries Host library ◦ Patron record data provided by home library in real time ◦  Data is most up-to-date and accurate Patron data may be uploaded to host library’s INNOPAC system automatically 30

  Both the Card Production and Registration systems are targeted to be completed on 15 April 2014 Tasks after 15 April 2014 ◦ Institutions begin to issue common cards to new users ◦ New card holders begin to use JCRS ◦ Institutions begin to replace existing paper cards  Batch by batch ◦  Takes a while to completely replace all card Parallel run of paper and plastic cards – for gate access, circulation and card registration 31

  Card replacement process ◦ ◦  Determine how existing patron records are updated in the card replacement process Determine a mutually agreed date to complete card replacement Cut-off-date to stop supporting old paper cards  Possibly forcing an expiry date on paper card holders Card application process ◦ ◦ ◦ Determine how to make use of INNOPAC’s patron record to store card application data This is for those that don’t have a card application system/database e.g. JULAC barcode; card issue date; card expiry date (can be different from the one in the expiry date field) 32

 Lost card handling ◦ Issues of concurrently holding both paper and plastic card ◦     Lost card and then found Lost card picked up and used by someone Claimed lost card Resolution:    Must collect paper cards from card holders during card replacement process  Claimed lost card treat as lost card Lost card notification program enhancement Current practice: notify via fax among institutions Enhancement: notify by email via JCRS, to be developed by HKUST 33

          Louisa Lam, CUHK Peggy Fung, CITYU Li Yiu On, HKBU Belinda Kwok, HKIEd Lisa Kwan, POLYU Diana Chan, HKUST K.T. Lam, HKUST (Chair) Venia Mak, HKUST (Secretary) Andrew Liu, LU K.M. Ku, HKU 34

Thank you!

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