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This is the second class outline for Fulfillment functions.

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Fulfillment 2

Fulfillment includes areas related to circulation, patrons, pick lists, resource sharing, course reserves, and billing.

Class Prerequisites

  • Introduction to Alma
  • Searching and Sets
  • Fulfillment Class 1: Loans and Patron Records

Optional Follow-up Classes

  • Items and Holdings
  • Cataloging 1

For Trainers and Facilitators

See this page: https://wiki.harvard.edu/confluence/x/JweVDQ (to be posted 5/18/18)

 

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Requests & Items Topics

Harvard Staff Documentation

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Ex Libris Training & Documentation

Terminology

 

  • Work Order: An internal library request to route physical materials for internal processing. A work order sends an item to a work order department (marking it as not available on the shelf), where it can be managed according to internal statuses. Both departments and statuses are configurable and can be used to manage tasks according to a library’s local needs.

 

Class Script

Table of Contents

 Preparation

Trainers: Before class, prepare a set of five examples for use by each trainee. For each trainee, create a bogus patron, find two searchable titles with Widener holdings that can be requested or marked missing, one Widener barcode that can be requested, and one request ID. For each class you teach, fill out your own copy of “Examples template – FUL2” document.

...

  1. In the persistent search bar, search for the title you want: All Titles > Keywords > type Personal Knowledge : Towards
    1. In the results list, the first title should have 3 holdings, which appears Physical (3)
    2. If not, check that Sort by and Secondary Sort by are both set to Rank
    3. Click on the ellipsis (...) or “More actions” button, then select “Items”
      1. Depending on whether you customized your results list, “Items” might be its own button. If you did customize your display, the gear icon just above the results list will have a green dot.
      2. Review the “List of Items” results and note there are 4 barcoded items.
      3. Note the “Process Type” field, which indicates if item is on loan, in transit, etc.
        1. If the Process Type field is blank, the item is NOT on loan
        2. If the Process Type field doesn’t appear as a column, clear on the Gear icon to the upper right and put a check next to “Process Type”, then click “Done”
        3. For the item whose process type is Loan, click on that “Loan” link
        4. This is information about an item that is on loan, including the borrower, the loan date and the due date.
        5. Click on the back arrow to the left of “On Loan Item”

 

View an Item’s History

 I’ll read the following steps; please follow along on your own screen.

...

Request a Title for a Patron

Reminder: best practice for requests in Alma are title-level requests. In Aleph, all requests are item-level.

...

To search for a request by Requester: 

 

  1. From the menu bar, select Fulfillment > Manage Patron Services
  2. Type in ID 50454321
  3. Select “Requests” to see requests for a given patron

...

  1. From the menu bar, select Fulfillment > Monitor Requests and Item Processes
  2. The list is long but there are options to sort and Use the filters on the left to limit the list of all requests such as by Process Type, Pickup location, material, workflow step etc.

...

 Alma allows staff to make changes to a request, for example, to the pick-up location. 

  1. From the persistent search bar, Requests > Request ID > type

...

  1. example #1
  2. Click on the ellipsis (...) or “More actions” button and select “Edit” from the drop-down list for the request that needs to be changed.
    1. Depending on how you customized your results page, “Edit” may be a button
  3. The change we’re going to make is to add text into the Note field.
    1. Note that you can’t change the “Request type” or the “Requester”
    2. Don’t be thrown by the fact that the edit page is named “Create Request”
  4. Click “Submit” to save your changes.
  5. From the persistent search bar, Requests > Request ID > type example#5

 To change the date on which a request expires, select “Update Expiry” from the More Actions drop-down menu instead of “Edit”

 

The Priority on a Request

  • In Alma, library requests, such as move requests and work order requests, take priority over patron requests.
  • So Alma controls the priority of requests automatically.
  • The request priority for each item in the queue determines which request in the queue is active.
  • Patron requests are fulfilled by the order in which they were created.
  • The priority is relevant for requests only before their workflow processing has started.
  • A Fulfillment policy setting exists that would change priorities for a group, but this is for future use.

 

Delete or Cancel a Request

  1. From the persistent search bar, choose Requests and Request ID as your search type, then paste in the search ID again.
  2. Choose “Cancel” from the ellipses (...) button drop-down list, or right-click anywhere on the item record
  3. Choose a reason for the cancellation from the dropdown drop-down menu.
  4. Add a note if more explanation is needed than the reason given from the dropdown drop-down menu.
  5. The “Notify User” option is checked.  The user should usually be notified so leave this box checked.

Process Pull/Pick list

  •  The Pick List updates in real time and can be printed at any time, including more than once per day, if desired.
  • You can print a report with all items or you can print slips individually.
  • You can export the list to an Excel spreadsheet.
  • In Alma, there’s no distinction between “Not on Shelf,” “Lost,” or “Missing”—so when you see “Missing” below, you can assume it means “not on shelf”

 For this section, please watch the screen. Because practices will be set locally for retrieving materials, what I show you will give you some familiarity with generating pull lists for various workflows and requests.

  1.  We start by verifying that our location: Widener Library – WID Circulation.
  2. From the main Fulfillment menu,

...

  1. choose “Pick from Shelf”
    1. The list displays items that were requested by a patron or department.
    2. Choices may be narrowed down using the facets on the left
  2. I click Click “Print Slip Report”
  3. The resulting dialog box gives me 3 choices for what to do with the results: print them, email them, or download them as a file.
    1. If I wanted to print the results directly, I’ll click the “Printer” radio button.
      1.  This asks me choose the printer.
  4.  
      1. But I don’t actually want to print now so I’ll select “User”
    1. If I wanted to email the list to someone, I’d enter a staff name, then click “Send” 

       

      ...

          1. The user you are sending to has to be on the “include” list for that specific Pick List
        1.  

      ...

        1. Today I’m going to get the results in a file so I’m selecting Excel and clicking “Download”
          1. In this next dialog, I’m choosing to “Open with Excel” so I click “Open”
      1. I now have a pull list for Widener.
        1. Work remains to simplify the lists with fewer columns, ones I would need for pulling, for example, title, call number, description.
      2. Once you have a list, either printed or electronic, the items can be pulled.
      3. After books are retrieved from the stacks, I’ll select “Return Items” from the Fulfillment menu like this and scan the books.
      4. Local workflows will determine how to transfer materials or place items on hold shelves

      ...

      Alma doesn’t email patrons directly so third-party software is being set up to do that automatically.

       

      Marking Items Missing on a Pick List

       

      Of course, before Before marking an item missing, we want to perform go through all local procedures to confirm the items are weren’t aren't found in the stacks, reshelving area, etc.

      To mark an item on the Pull list as missing:

      1.  

      ...

      1. From the Fulfillment menu,

      ...

      1. click “Pick from Shelf”

      ...

        1. Because this
          1. If the pick list is fairly short,
          I
          1. you can scroll through the list
          or using
          1. ; for longer lists, use the facets on the left to limit what’s being viewed
          from the pick list
        2. As an example, I’ll click on “Mark as Missing” for one item’s record.
            The alert reads
            1. Once you mark the item as missing, an alert will pop up: “Note that if there are multiple items attached to the holdings, they will all become missing. Are you sure you want to mark the items as missing?”
            2. In fact, this only marks the items on that holding at your current location as Missing, not every holding for all Harvard libraries.
          1. I click “Confirm” now and that moves the request to the holding at the next available Harvard library, if any. Alma handles this automatically.
            1. If there are none, the patron receives an email informing them the request was not filled.

           

          If the item is available at other Harvard libraries, you have the option to click on “Skip Location” instead of Missing to push the item to the next holding.You always have the choice of “Mark as Missing.

          Best practice Practice: when the an item is genuinely Missing is to , click on Mark as Missing and not Skip Location. If you select Skip Location, you would then need to go back and mark the item as Missing

          An exception. Exception: You might use Skip Location to create a work order. For example, you have a pulled item in hand that needs preservation work and there are available copies at other Harvard libraries.

          ...

          1. Choose Skip Location to move the request on to another copy.
          2. Create a Conservation Care work order for the item in hand as soon as possible.
          3. Once you

          ...

          1. initiate the work order, that item status will change to Not on Shelf/unavailable.

          Depending on the circumstances, some libraries may generally allow a book needing some preservation work to circulate to a requesting patron. You can then create a Work Order after that item has been checked out, and when the item is returned, it will be routed to the Conservation department for work before being sent to fill any other patron requests.

           

          Hold Shelf

           

          Alma Fulfillment has two hold shelf options: Expired Hold Shelf and Active Hold Shelf.

           Follow along with me here in viewing these Fulfillment options. As always, we’ll verify that our current location is Widener Library – WID Circulation.

          Active Hold Shelf

           Click on Fulfillment > Expired Active Hold Shelf

           

          Expired Hold Shelf

           

          The This menu option allows you to view all items currently on your location’s hold shelf. You can delete requests and update Hold Shelf expiration dates from this screen.

          Expired Hold Shelf

          Click on Fulfillment > Expired Hold Shelf

          The list contains items that are currently on the hold shelf but have expired.

          ...

          If you do rely primarily on Alma’s Expired Hold Shelf function, you’ll go through each tab (listed above), check all items you want to move along, and then click the specified action (e.g., “Activate Next”) on the right side

          Best Practice: for the sake of accuracy it is probably better to only check books on this screen that are in hand

          If you rely more on pulling expired items based on hold slips in each book, you’ll likely want to check the Expired Hold Shelf function to catch any expired requests that your physical pass didn’t locate.

          As with returned loans, you’ll physically route all items based on their destination

           

          Active Hold Shelf

           

          This menu option allows you to view all items currently on your location’s hold shelf. You can delete requests and update Hold Shelf expiration dates from this screen.

           

          Resource Sharing

           Access Services staff will be trained locally for resource sharing workflows.

           In Alma—but not in HOLLIS—items obtained through Interlibrary Loan and BorrowDirect will be searchable. They’re suppressed from finding in HOLLIS but will show up in a title search in Alma.

           

          Processing Incoming Materials from Bins

           

          Libraries will process all items arriving in green bins or red bins the same way.

          1.  

          ...

          1. Verify that your current location is Widener Library – WID Circulation.
          2. From the Fulfillment menu, choose Returns Items
          3. Scan in the barcode of each item, one by one.

           

          Claimed Return & Lost Items

           The steps for marking an item either “Claimed Return” or “Lost” differ only by which status is selected.

           

          Change Loan Status to Claimed Return

          ...

          1. Verify that your current location is Widener Library – WID Circulation.
          2. From the main menu bar click FULFILLMENT > Manage Patron Services
          3. Type in

          ...

          1. example #2
          2. From the Loans tab (the default), select “All Loans” from the Loan Display drop-down menu
          3. Click the ellipsis (...) or “More actions” button for the first item and select “Claimed Return”
          4. Add note as needed and click “OK” to complete

          Verify that your current location is Widener Library – WID Circulation.

          From the main menu bar click FULFILLMENT > Manage Patron Services

          Scan/Type patron ID and click “Go”

          From the Loans tab (the default), select “All Loans” from the Loan Display drop-down menu

          Click the In order to undo the change and remove the fee, click the ellipsis (...) or “More actions” button for the item and select “Lost”

          Click “OK” to confirm the replacement charge

           

          In order to undo the change and remove the fee, click the ellipsis (...) or “More actions” button for the item and select “Found Item”

          “Found Item”

          Note: When items are at Lost status, there is no way in Alma to mark it as “Claimed Return.” You would have to select “Found Item” for it, then change it to “Claimed Return.”

           

          Change Loan Status to Lost Manually

           In order to undo the change and remove the fee, click the ellipsis (

          1. Verify that your current location is Widener Library – WID Circulation.
          2. From the main menu bar click FULFILLMENT > Manage Patron Services
          3. Scan/Type patron ID and click “Go”
          4. From the Loans tab (the default), select “All Loans” from the Loan Display drop-down menu
          5. Click the ellipsis (...) or “More actions” button for the item and select “Lost”
          6. Click “OK” to confirm the replacement charge

          In order to undo the change and remove the fee, click the ellipsis (...) or “More actions” button for the item and select “Found Item”

          As currently configured, the replacement fee is fixed and not optional.

          Any final questions?

           

          Conclusion

           

          That’s it for this class. If you'd like to learn more about working with items, you may want to take Items and Holdings 1 (and possibly 2), and possibly Cataloging 1.

           

          After today, you’ll receive a link to an online evaluation form with 12 questions. It should only take a few minutes, and will help us improve these sessions and also to create long-term trainings for the future.

          Thank you for attending Fulfillment 2, and remember to submit any questions you have about Alma via the LTS Alma Support Form.