Santa Ana College Library

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Voyager at SAC
Santa Ana College Library June 4, 2002
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Building a Voyager Team

• See Chart
• Each person should understand how each action in
  a module might affect other modules and the
  WebVoyáge display

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Communication

• Meet regularly to coordinate workflow patterns
• Continually evaluate workflow patterns for
  efficiency
• Tech Support Request Form
• Current Awareness Service
• Voyager Newsletter

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Tech Support Request Form
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Current Awareness Service

• Take advantage of training offered by Voyager or
  Southwest Voyager User Group
• Use Voyager User Group Meeting (VUGM)
  Presentation Links
• Use voyager-l, SupportWeb, Knowledge Base
• System Team Contact Endeavor Support

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Voyager Newsletter
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Dont Leave Anyone Out

• Include the Reference/System persons in
  decision-making (e.g. Patron Request)
• Include the Cataloger in decision-making
• Dont forget the evening/weekend staff when
  decisions and changes are made

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ExampleSerials Check in

• SysAdmin Module
• Acquisitions Module
• Cataloging Module
• Circulation Module
• WebVoyáge (OPAC)
• Reporter Module and Access Reports

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SysAdmin Module Tasks
EXAMPLE Serials Check-in

• Create Locations
• Create Item Types

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SysAdmin Module Tasks (contd)
EXAMPLE Serials Check-in

• Create Acquisition (as shown), Cataloging , and
  Circulation Policies

? Acquisitions
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Acquisitions Module
EXAMPLE Serials Check-in

• Create P.O.s for each periodical

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Acquisitions Module (contd)
EXAMPLE Serials Check-in

• Check in current issues

? Cataloging
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Cataloging Module Tasks
EXAMPLE Serials Check-in

• Set Session Defaults and Preferences on each PC

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Cataloging Module Tasks (contd)
EXAMPLE Serials Check-in

• Customize Marc record before saving it as a Bib
  record.
• Customize Item records so the display in the OPAC
  is understandable and useful

? Circulation
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Circulation Module
EXAMPLE Serials Check Out

• Ready to check out

? WebVoyage (OPAC)
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WebVoyáge (OPAC) Tasks
EXAMPLE Serials Display

• Customize the way Bib, Holdings and Item records
  are displayed
• Display Preceding Succeeding Issues

? Reporter Module
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Reporter
EXAMPLE Circulation Reports

• Global Transactions Statistics Report Pcircjob
  25

• Server

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Reporter (contd)
EXAMPLE Circulation Reports

• Global Transactions Statistics Report

• Reporter

? Access Reports
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Reporter (contd)
EXAMPLE Circulation Reports

• Global Transactions Statistics Report (Access)

? Access Reports
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Access Reports
EXAMPLE Circulation Reports

• Circulation Transactions by Item Statistical
  Categories

• Query

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Access Reports (contd)
EXAMPLE Circulation Reports
Excel
Access
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ExampleNealley Workflow Pattern for Books From
Start to Finish

• Collection Development
• Acquisitions
• Cataloging
• Circulation

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Collection Development Tasks
EXAMPLE Voyager Workflow for Books

• Faculty informed of library budget allocation
• Faculty members submit requests
• Decisions made on faculty requests by Collection
  Development Librarian
• Coding added to each request to specified
  requests made for which Division

? Acquisitions
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Acquisitions Tasks
EXAMPLE Voyager Workflow for Books

• Each title checked with BIP to verify ISBN and
  edition information
• Each title checked with OPAC to avoid duplication
  
• On-line book jobbers (Midwest, Baker Taylor or
  independent publishers) checked for availability
  of book and cost information
• Order placed with book jobber

Theres more
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Acquisitions Tasks (contd)
EXAMPLE Voyager Workflow for Books

• Expenses posted to library ledger via bookkeeping
  ledger (outside of Voyager)
• Upon receipt, order checked for accuracy
• Order card (contains Bib ID, Requester Name, and
  Price) updated for price information
• Invoice authorized for payment and amount moved
  from encumbered to paid (outside of Voyager)

? Cataloging
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Acquisitions (contd)
EXAMPLE Voyager Workflow for Books
Ledger
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Acquisitions (contd)
EXAMPLE Voyager Workflow for Books
Vendor Setup Form
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Acquisitions (contd)
EXAMPLE Voyager Workflow for Books
Bib template when no OCLC exists
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Acquisitions (contd)
EXAMPLE Voyager Workflow for Books
Imported Bib Record
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Acquisitions (contd)
EXAMPLE Voyager Workflow for Books
Requestor note added to bib record
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Acquisitions (contd)
EXAMPLE Voyager Workflow for Books
Notes added to bib record
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Acquisitions (contd)
EXAMPLE Voyager Workflow for Books
Line item view of order
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Cataloging Tasks
EXAMPLE Voyager Workflow for Books

• Book received from Acquisitions
• Book searched in OCLC CatME
• OCLC record imported into Voyager database
  Acquisitions Bib record replaced (Bib Record
  unsuppressed for OPAC)
• Holdings (created by Acquisitions) updated,
  completed and saved

Theres more
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Cataloging Tasks (contd)
EXAMPLE Voyager Workflow for Books

• Barcode added to the Item
• Status added as In Processing
• Spine label printed
• Date written on spine of title page in book
• Book stamped with ownership stamp tattle taped
• Match Call Spine label affixed

Theres more
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Cataloging Tasks (contd)
EXAMPLE Voyager Workflow for Books

• Jacket cover added to book (on hard cover with
  book jacket)
• Spine labels secured with protectors (on
  paperback)
• Newly cataloged items verified by Cataloging
  Librarian
• Verified books sent back to Cataloging Department

Not done yet
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Cataloging Tasks (contd)
EXAMPLE Voyager Workflow for Books

• Item Record changed to Not Charged. (OPAC
  shows Available status)
• Order card sent to requester/faculty to confirm
  that the order has been received
• New books sent to Reference Truck (1-week)
• New books sent to New Book Truck (1-week) except
  for Reference and Opposing ViewPoint books.

Okay now ? Circulation
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Circulation/Reserve
EXAMPLE Voyager Workflow for Books
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Problem Statement 1

• To Delete a Record
• Records created in Acquisitions cannot be deleted
  from Cataloging Module
• Can only be deleted from Acquisitions Module
• To Handle a Lost Item
• Not intuitive
• Cumbersome to deal with (easy to make mistakes)

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Problem Statement 2

• Withdrawal 3 steps involved
• 1) mark withdraw status on item record
• 2) suppressed holding
• 3) suppress bib
• After end of the year statistics is done, go back
  and delete each title individually, another
  3-step process. No global delete. You have to
  manually type in item, barcode, or title to find
  the record--labor intensive

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Problem Statement 3

• Inventory Project
• Items marked withdrawn (missing) are still in the
  system and be part of the shelf list.
• Reserve
• Need Reserved Items Active/Expired
  Reports(Pcircjob 20 and 21 do not work!)
• See Handout
• Enhancement Problem Statement Acquisitions,
• Serials, Cataloging, Circulation

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Quality Control

• How do you know when everything is done?
• What does the library user see?
• Does the OPAC display match what the cataloger
  and/or circulation staff intend?

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Specific Tasks

• Create a list of reports and set up a schedule
  for running the reports
• Develop checklists for every type of job and keep
  them current

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Types of Checklists

• Acquisitions
• Serials
• Cataloging
• Circulation/Reserve
• System Administrator
• Reports

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Acquisitions
Types of Checklists

• Creating the ledger
• Creating POs and Invoices
• .

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Serials
Types of Checklists

• Cataloging serials
• Checking in serials
• Claiming serials

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Cataloging
Types of Checklists

• Cataloging steps from searching for a record to
  handing off the item to Circulation
• Preparing an item for the shelves

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Circulation
Types of Checklists

• Putting items on Reserve
• Dealing with items marked as lost (see
  Circulation Policy Procedures Manual page 22
  and next example)

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Example Lost Items
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ExampleVoyager Reporter Module

• Steps to follow to print out daily circulation
  reports and notices
• 1.Double click on the Reporter icon on the
  desktop
• 2.Login with Operator ID and password.
• 3.Make sure Processing Location reads Circulation
  Desk
• 4.Make sure the Circulation tab is in the chosen
  (forward) position.
• 5.Make sure all three check boxes are checked.
• 6.Click once on the Build Notices/Reports button.
• 7.Click once on the Run Notices/Reports button.
• 8.The notices and reports will print.
• 9.Click the Exit button to close Reporter. Do not
  click on the X in the upper right hand corner to
  close Reporter because you will lose the record
  of the days reports. Clicking on the Exit button
  sends the record of the days reports into an
  Archive file where the reports can be accessed
  and reprinted.

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Example System Administrator Regularly
Scheduled Reports(Voyager Reporter and Access
Reports )

• Daily Reports
• Monthly Reports
• Semester Reports
• Yearly Reports
• Miscellaneous Reports

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Reporter
EXAMPLE Regularly Scheduled Reports

• Acq. Open Order Report Pacqjob 2

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Customized Reports (contd)
EXAMPLE Regularly Scheduled Reports

• qryDeniseRequestorOpen

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Access Report Direct Access

• Denise Phillips
• Anya Franklin
• Joe Geissler
• Noreth Men
• Nell Yang
• BI Instruction Workstation
• Reference Workstation

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Coming Soon New Book List
Pasadena City College New Books
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WebVoyáge Upgrade

• New Features
• MyOPAC (Personalized Searches)
• Combine Searches from Search History
• Search Promotion allows patrons to re-execute a
  search that resulted in no hits against an
  alternate library-defined resource
• Enhanced Simultaneous Searching
• Upgrade Planning Timeline
• Preview Server
• Test WebVoyáge (on Our Sun Server!)

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WebVoyáge 2001

• Voyager Releases for SUN Solaris
• Past Releases 99.1 (SAC August 2000 )
• Past Release 2000.1 (SAC August 2001 )
• Current Release 2001.1 (Officially Released 6/10)
• Coming Soon 2001.2 (Development)
• SAC August 2002?

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Questions?