Completing “PRES: Imaging Services Project” Activities in Aeon

Owned by Thomas Lingner
Last updated: Jul 26, 2016


Overview:

For reporting purposes, it is necessary to know whether or not an Imaging Services project is ongoing or completed. Marking a project as completed and inactive will be a two-step process, undertaken by the Activity’s Staff Contact and the Patron Services Office. 


Terms:

  • Project: An Aeon Activity with Activity Type: “PRES: Imaging Services Project”

  • Activity Status: Drop-down field in Activity Information window Details Tab with four choices: Created; Fulfilled; In-Progress; and Completed. We will only use Created and Completed.

  • End Date: A date field in Activity Information window Details Tab that will be updated to reflect the day on which the Activity Status is changed to “Completed.”

  • Active: A checkbox in Activity Information window Details Tab. It is either checked or unchecked.

  • Completed Project: A project meeting the following two criteria:

    • The Staff Contact has asserted that that all project batches have been completed. No batches are in progress, and no additional batches are expected.

    • The Patron Services Office has asserted that payment information has been entered for all project batches, all financial transactions related to the batches are fully processed, and all financial information for all batches has been reported to the project contact.

 

Details:

  • When all batches have been digitized and processed, the Activity’s Staff Contact will change the Activity Status from “Created” to “Completed.”

  • Staff Contact will update End Date to correspond with the change to “Completed.”

  • Staff Contact will inform Patron Services Office that the Activity Status is now “Completed.” (This information will eventually come from a monthly report.)

  • When payment information has been entered on all batches, and all processing and reporting is done, the Patron Services office will uncheck the Active checkbox.

 

Notes:

  • The Activities Tab in Aeon, when viewed from a PRES installation, is filtered to show only the Activity Type “Imaging Services Project.” Additionally, it only displays Activities marked as “Active” (check box in "checked" state).

  • Changing the Activity Status to “Completed” does not alter the Activity’s visibility in the Activity Tab view.  

  • Unchecking “Active” will cause the Activity to disappear from the Activities Tab view. A direct search for the Activity Name, ID, or other specific information will allow it to be viewed again.

 

 


Last update - 7/26/2016 - Thomas Lingner