Update on the Enhancement Process

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Transcript Update on the Enhancement Process

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?
 What release did your library implement?
 What was the first release that you learned?
 What release are you using now?
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
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
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
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.
System Administration > Security
Acquisitions/Serials Profiles
Cataloging Profiles
Operator tab = Who
Profile Values tabs = What
Locations tab = Where
SysAdmin > Acquisitions >
Fiscal Periods
• Can I extend a fiscal period?
YES
• Can I move a date back once I extend?
• Can fiscal periods overlap?
YES
NO
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
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.)
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.
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.
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.
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
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
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
SysAdmin > Cataloging >
Bulk Import Rules
• New in the Voyager with Unicode Release

Need to define the expected character set of the incoming
records.
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
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
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
Acquisitions > Preferences
LINE ITEM COLORS: Searched Line Items
Identifies titles on multiple-title purchase orders without scrolling
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.
When Acquisition and Cataloging Collide
In Cataloging- “Acq in the Cat”
1. Search for a title and pull up the bib record.
2. From the Record drop down menu, select View Line Items in
Acquisitions.
3. Acquisitions screen will blink prompting the user to pull up the
associated line item information with that record.
In Acquisitions- “Cat in the Acq”
1. Within a purchase order, highlight a line item.
2. Select the MARC button at the bottom far right of the screen.
3. With Cataloging open the Marc record can be edited, otherwise it
is a read only screen.
**Must have login access for Cataloging and Acquisitions
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
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.
Cataloging > Preferences
The Mapping tab in the Voyager with Unicode Release
In version 2001.2 and earlier….
In the Voyager with Unicode release, the Z39.50 Import setting is
handled in SysAdmin > Database Definitions.
Cataloging > Preferences
The very best thing for Cataloger in the
Voyager with Unicode Release
Cataloging > Preferences
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
More Real Estate in Cataloging
• Status Bar
Toolbar Text
Toolbar
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
How do I change the Vendor on an
existing purchase order?
1. On an approved purchase order, click on the “Vendor History”
tab.
2. 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.
3. 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.
How do I use the “Quick Line Item”
feature?
1.
2.
3.
4.
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.
How do I unreceive a monograph?
1. 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.
2. Click the “Copy Status” tab. You’ll find a list of all the
locations and copies attached to this line item.
3. Select the copy you want to unreceive. Just click the copy
or the intended location line to select it.
4. Click the “Unreceive” button on the lower right hand corner
of the form. The status of the copy will change from
“Received” to “Approved.”
How do I edit the funding information on
an approved Line Item?
1. Find and open the purchase order.
2. Select the line item you want to work with in the bottom half
of the purchase order form.
3. From the “Line Item” menu at the top of the screen, choose
“Edit Approved.”
4. 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.
How do I import a record into Voyager from a
remote database using the
Acquisitions client?
1. 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.
2. When you click the “Remote…” button, you’ll see a simultaneous
search screen that lets you choose which databases you want to
search.
3. 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.
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.
How do I make Serials Check-in
notes stay on the screen?
1. To make the notes “persist,” go to the “Workflows” option
under the “Tools” menu.
2. Choose the “Serials Check-in” tab on the form that comes
up.
3. Check the box next to “Use Persistent Check-in Notes.”
This makes the check-in note stay on the screen.
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
Voyager with Unicode
New 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.
Voyager with Unicode
New 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
Voyager with Unicode
New Features
Send Record To…….in Cataloging
•Send Record To…….in Acquisitions
Voyager with Unicode
New 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
Voyager with Unicode
New Features
MARC http Posting from staff searching
Available in Cataloging, Circulation, and
Acquisitions
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.
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
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
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
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
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
Training Opportunity
• Fiscal Period Close and Rollover
•
•
•
•
•
•
•
•
•
•
This course offering is a three-hour WebEx™ seminar designed to guide participants
through an actual rollover and show some sample orders and funds before and after the
rollover.
Topics include:
•
How to set up rollover rules in the Voyager Acquisitions module;
•
How to determine which orders are eligible for rollover of commitments;
•
How to examine reports after the rollover is complete.
•
Best practices for the management of the closing and rollover process.
Cost: $80*/person Early Registration Fee** (if registration received by 31 May)
$95*/person Registration Fee (if registration received by 4 June)
Date/Time: Course is repeated to accommodate international customers spanning multiple
time zones. Select one of the following classes upon registration.
Monday, 7 June 1:00PM to 4:00PM*
Tuesday, 8 June 7:30AM to 10:30AM*
Wednesday, 9 June 11:00AM to 2:00PM*
Thursday, 10 June 7:00PM to 10:00PM*
(10 June class occurs on 11 June in Southern Hemisphere)
http://support.endinfosys.com/cust/voy/services/training/training_course_offerings.html#fpc
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
Voyager – Into Infinity and Beyond!
• Voyager 5.0

Acquisitions
 Predict Complex Publication Patterns
 MARC Serial Holdings Display in WebVoyáge
 Quick Line Item for Invoices

Cataloging
 Expanded URL Validation

Searching
 Holdings Keyword Searching
 Headings Keyword Searches
 Wildcards for Left and Internal Truncation
Voyager – Into Infinity and Beyond!
• Voyager 5.1??
• Enhancement Priority #3: Creation and maintenance of
purchase orders and invoices
 Ability to re-link to a different bibliographic record or mfhd
 The operator should be able to change the links on the purchase
order to a different bibliographic record or bibliographic holdings.

Ability to change PO data elements
 The operator should have the ability to modify data elements in the
header and in the line item on the purchase orders during any
phase of the process.
 An operator with increased authority should be able to delete line
items for approved or cancelled purchase orders.

Ability to use templates for MFHDs
Voyager – Into Infinity and Beyond!
• Voyager 5.1??
• Enhancement Priority #8: Improve Cataloging efficiency

Improve productivity
 Ability to get rid of records attached to POs would reduce the number of suppressed
records
 If there is more than one call # field with the same tag, allow the cataloger to select when
doing a CTRL –N
 Ability to re-link multiple items to a different MFHD
 Ability to set some defaults in staff searching
 Ability when in the fixed fields to type a code in directly
 Organize country code list by country
 One-step navigation from item to bib

Improvements in validation
 Check for duplicate call number in the MFHD
 ISBN check digit validation
 Verify and correct field sequence
Voyager – Into Infinity and Beyond!
• Voyager 5.1??
• Enhancement Priority #9: Searching and Navigation in Acquisitions

Allow operator to set default display settings
 Arranging title information alphabetically on purchase orders
 Changes to order and size of column display should be retained from
session to session
 Order status should display in line item detail
 Display the total number of records in the search result set rather than a
percentage
 Ability to “Close all records”

Provide linkages from line item to MFHD and from line item to check-in




Link from the line item copy to the MFHD, regardless of PO status
In Cataloging, ability to determine which MFHD is linked to a line item
Ability to go directly into check-in from the line item
Ability to go directly from Cataloging into Acquisitions serials check-in
• Thank You!