Prerequisite: Circulation #1. (This is effectively the Circulation #2 class)

First Pass. Left to do here:

• go through Fulfillment documentation to see if anything there is not yet reflected in class 1 or 2
• find, request or create documentation for gaps (noted in red)
• clean up for accuracy
• add any necessary screen shots?

Resource Sharing

Borrow Direct

• Not yet configured

Interlibrary Loan

• Not yet configured

Work Orders

Preservation Review

1. With item in hand that needs conservation care, scan barcode in physical item search to retrieve item record

2. Click on ellipses (the "More Actions" button?) and select Work Order

3. Process type - Preservation workflow

4. Managing department - Collections Care (Widener)* there will be a separate managing department for each unit that does not fall under Widener collections care (not yet configured)

Ordered-Received (625 fulfillment workflow) 

FUWG documentation reads: Need to work with ASWG

Requests

Review of Title-Level Requests

Needs documentation

Requests from PRIMO to ALMA

Needs documentation

Create a Request for a Patron

1. Search for item in the search bar.
2. Select "Request".  Depending on how you customized your results page this could be a button or in the "..." list of options.
3. Note: all requests in Alma are title level/specific (in Aleph, previously all requests were item level/specific)
4. Select the request type "Patron physical item request"
5. Select "Requester".  You can scan their ID into this field.  If you don't have their ID you can search for them by name (if you have permissions to search for patrons by name).
6. Add any special instructions or comments about the request in the "Notes" field
7. Select the pick-up location
8. Note: required fields needed to process the request have a red asterisk next to them.
9. Complete the additional request attributes as needed. These are optional.
10. Click submit to place the request.
11. Note:  You will see a box at the top of the page confirming the request was successfully submitted.  You will also see the request ID.  If you will need to refer to this request at a later date, I would suggest copying this down.  If you don't you can find the request in other ways as well (such as by the book title, under "monitor requests & item processes" or by looking up the patron that made the request.)

Also see Ex Libris – Creating a Request

Delete or Cancel a Request

1. Locate the request (see instructions for how to locate a request)
2. Choose "Cancel" from the "..." drop down list or right click anywhere on the item record for the request that needs to be cancelled.
3. Choose a reason for the cancellation from the dropdown menu.
4. Add a note if more explanation is needed than the reason given from the dropdown menu.
5. The "Notify User" option is checked.  The user should generally always be notified so leave this box checked

Also see Ex Libris Cancel and Request

Change Priority

Notes: The request priority for each item in the queue determines which request in the queue is active. Library requests, such as move requests and work order requests, take priority over patron requests. Patron requests are fulfilled by the order in which they were created. A fulfillment policy exists that will change priorities for a group, however this is for future use only.

The priority is relevant for requests only before their workflow processing has started.

Also see Ex Libris – Request Priority

Modify a Request

This is how to make changes to a patron request, for example, change the due date or the pick up location.

1. Locate the request (see instructions for how to locate a request)
2. Choose "Edit" from the "..." drop down list for the request that needs to be cancelled. Depending on how you customized your results page this could be a button or in the "..." list of options.
3. The same form used when creating a request appears.  
4. Change any aspects of the request as needed.

Documentation suggests we would have separate entries for change the due date and changing the pick-up location.

Process Pull/Pick list

Notes: This list updates in real time and can be printed at any time.  It could even be printed multiple times a day if desired. A report with all items can be printed or slips can be printed individually.  The list can also be exported to excel.

1. From the main Fulfillment menu, navigate to "Pick from shelf"
2. Choose "Print Slip Report"
3. The list can be sent to a specific user or printer or downloaded as a file.
4. Retrieve items from the list
5. From the main Fulfillment menu choose "Return items".
6. Scan in barcode of item(s) in hand
   1. For NOS/missing items, follow steps below
7. Proceed according to local workflows to transfer materials or place on hold shelves

Pick List Items Not on Shelf/Missing

1. After checking stacks and item(s) are not on shelf.
2. Navigate to pick from shelf processing and locate the request/title.
3. Mark item as missing. You will be prompted that it will mark the entire holding as missing - this will only mark the items at the current location as missing, not all other Harvard libraries.
4. This will move the request to next available library.
5.  Best practice is not to use skip location - you would then need to go back and mark the item as missing. You would use skip location to then create a work order (for example if an item needs preservation work and is not actually missing).
6. As soon as you create a work order for an item, that item will not be available.

Process Incoming Materials from Bins

Red or Green bins. Need documentation (none yet)

Clear Hold Shelf

This last section needs rework: can we edit to produce a step-by-step flow?

Note: Fulfillment group asked peers best practice of workflow from start to finish, as there are a number of ways to process these – waiting for responses.

- some libraries do this visually, by looking at the date on the hold slip

- some libraries do this using reports

Alma sorts items into 4 tabs / next steps

Reshelve / Send to Circulation Desk / Send to Library / Activate Next

This is the explanation of the 4 tabs from Ex Libris:

Reshelve - Displays all expired requests for items belonging to the current circulation desk and for which there is no other request in the queue.

Send to Circulation Desk - Lists all requests for items belonging to a different circulation desk in the same library or that are requested for pickup at another desk within the same library.

Send to Library - Lists all requests for items belonging to a different library or that are requested for pickup at another library.

Activate Next - Activates the next request in the queue, which cancels the first request and makes the item available to the next requester.

• Items can be selected individually to be moved to their next step in their workflow.
• For the sake of accuracy it is probably better to only check books in this screen that are in hand.

Resources for "Requests & Items" class

• ExLibris online: Physical Item and Move Requests
• Jennifer: Items - Differences from Aleph
• Jennifer: Item Statuses, Process Types, and Fields