opensis Library User Guide - PDF Free Download

opensis Library User Guide Last updated: October 2012

Table of Contents Application Navigation... 3 Step 1 - Setup the Checkout Privileges... 4 Step 2 - Add New Location... 5 Step 3 - Add New Bibliography... 5 Step 4 - Assign Barcode to Added Bibliography... 8 Step 5 - Assign Library Member... 10 Library Transactions... 12 Checking out Bibliography to Members... 12 Administrator Reports... 14 Bibliography Checkout Listing... 14 Overdue Member List... 15 Hold Request... 16 Most Popular Bibliographies... 17 Historical Member Transaction... 18 Historical Item Transaction... 19 Catalog/Inventory List... 20 Checking Out Items from the Library by a Member... 22 Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 2

Application Navigation Figure 1 - main application tabs To create or manage the library information for a school, select the Library tab at the top of the opensis workspace. The following are the library menus and sub-menus under each of them: 1. Circulation 2. Cataloging a. Bibliography Search: From here you can find the book and non book material b. Add new Bibliography: Add new book and non book material to library system. c. Assign Barcode Number: assign a unique number to every copy of every bibliography. 3. Admin a. Checkout Privileges b. Add New Location 4. Reports a. Bibliography Checkout Listing: finds the checkout bibliography. Here you can perform a search with a date or a specific barcode. b. Overdue Member List: finds the overdue members. c. Hold Request: It finds the bibliographies in hold request within a date range. d. Most Popular Bibliographies: finds the most popular bibliographies within certain date range. e. Historical Member Transaction: finds the list of members who have transaction with in a date range for a specific book or non book. f. Historical Item Transaction: It finds the bibliographies associated with the transaction wit in a date range or have some specific barcode, title or type. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 3

Before you start using the library module, you have to do a quick setup and enter inventory information. To set up the library and add bibliography, you need to follow few simple steps: 1. Set up the checkout privileges 2. Add new location 3. Add new bibliography 4. Assign barcode to added bibliography 5. Assign library member Step 1 - Setup the Checkout Privileges Check out privileges defines the check out limit, hold limit, number of days an item can be checked out for and the amount of late fees associated with each item. The privileges should vary by the profile, whether it is a teacher, student or an administrator. The system prefills the data input form with a list of material type and the available profiles. Just enter the relevant data into the form. Profile: Profile for whom the privilege is set up. Like student, teacher, administrator etc Checkout Limit: Number of items someone can be checked out at a time Days Due Back: Number of days an item can be loaned out for Hold Limit: Number of items an individual can put on hold for the purpose of borrowing Daily Late Fee: Late fee that will be charged if an item is not returned within stipulated time To set up the privileges, Go to Library->Admin-> Checkout privileges Figure 2 checkout privilege setup form Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 4

Step 2 - Add New Location Go to Library->Admin-> Add new location Enter the location or racks where books and non-books are stored. You will need to do this here because this information will be required when adding inventory into the library. Figure 3 add new location form Step 3 - Add New Bibliography Go to Library->Cataloging-> Add new Bibliography Adding bibliography means adding inventory items into the library. You can add three inventory types in this library: 1. Books & Magazines 2. CD/DVD/Tapes 3. Non Books : Software/ Hardware/Equipments Each inventory type has its own type of form for data entry. The default option is Books/Magazines. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 5

Figure 4 add new bibliography menu The bibliography details form consists of the following fields: Select Type of Material : this is a drop down box where you need to select the type of bibliography like books or cd/dvd/tapes etc. ISBN: The International Standard Book Number (ISBN) is a unique numeric commercial book identifier based upon the 9-digit Standard Book Numbering (SBN) code Title : the name of the bibliography Remainder of Title: extended title Author(s): names of the authors of the bibliography Edition Name: bibliography edition Description: description of the bibliography Publisher Name: name of the book publisher Publisher's Address: the address details of the publisher Street: street address of the publisher City: city of publisher Zipcode/Postal Code: postal code of the publisher Country: country of the publisher Publisher's Contact: publisher s contact details Phone: phone no of the publishers Fax: fax of the publisher Email: email address of the publisher Website: web address of the publisher Publication Date: publication date of the bibliography Publication Place: publication place of the of the bibliography Renewal Limit: number of times this particular bibliography can be renewed by anybody Purchase Price: cost of the bibliography to the institution Price Unit: whether it is by each or dozen or set No of Copies: total number of copies that are purchased Language: language of the bibliography Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 6

Location: physical location where the bibliography will be kept Classification: classification of the bibliography based on age group, whether it is for adults, juvenile or child Book Binding Type: type of the bibliography cover like paperback or hardcover etc. LC Control Number: library control number, which can be an institution specific item number or inventory identifier Dewey Class Number: this is the Dewey decimal number that is sometimes used for filing Call Number: Other Details: These are optional information that you can fill out or skip Topical term or geographic name as entry element: Topical term or geographic name as entry element 2: Topical term or geographic name as entry element 3: Topical term or geographic name as entry element 4: Topical term or geographic name as entry element 5: Library of congress call number (Classification number): Library of congress call number (Item number): Physical description (Extent): Physical description (Other physical details): Physical description (Dimensions): Physical description (Accompanying material): Terms of availability: Figure 5 a typical bibliography form Enter the ISBN number of the bibliography and click lookup that will fetch necessary data from ISBN database automatically. After all the information is fetched you need to fill up few mandatory fields. Such as Renewal Limit, No of Copies, Language, Location, Classification, and then click on save and the Bibliography will be saved in your library. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 7

Step 4 - Assign Barcode to Added Bibliography To assign bar code number to the newly added bibliography, Go to Cataloging >> Assign Barcode Number A search screen will open up. Fill in the required fields you want to search on. You can also blank submit the form to get a list of all available bibliographies. Figure 6 bibliography search form From your search results, you will get the list of the bibliographies. Click on a title to enter the bar codes as shown in figure-7 below Figure 7 - list of bibliographies Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 8

Figure 8 - barcode entry form The barcode form consists of following fields Barcode : a unique number related to each copy of every bibliography Status: status shows if a copy checked in or checked out; it will show checked in by default Item Condition: condition of the copy like good, lost etc Reason for Out of Circulation: if the copy is out of circulation then it is the area where you can put the reason. Figure 9 - barcode number assign After filling up the form click on save and the bibliography is ready to circulate. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 9

Step 5 - Assign Library Member Assigning a member to the library is the last step of library set up before you start transaction. To assign a member, go to student tab and add a student/ click on any of the existing student s name and you will get the following form as shown in figure-10. Go to Students >> Add a Student Now fill up general Information and click on save Figure 10 Add a student blank form Figure 11- add a student form Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 10

Now you will get the form if you click on library tab, shown in figure 12 Figure 12 library card information Fill the necessary details and save see sample form with data in figure-12. Library Card Number: Library card no should be unique. Click on Auto Generate tab and system will create a unique library card number for that particular student. Classification: Give the classification. By default Adult is selected you can change it to Child or Juvenile as per requirement. Pease note that this creates a link with the bibliography type given in the Bibliography form. If a book type is child it can only be given to a student who s classification is child. Status: Select it as Active as only active library members can have library transaction. If you want to deactivate any student from library transaction, just select the Status as Inactive. You can also Suspend a library member by selecting the Status as Suspended. Once the above form is filled in and saved, the student is ready to use the library. Follow the same procedure to provide library access to school staff This concludes the initial setup of the library module. You are now ready to transact. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 11

Library Transactions Checking out Bibliography to Members To perform transaction, go to Library>>Circulation A member search screen will appear. You can search on specific fields or blank submit to view all available members. Once the list of members is displayed, click on the specific member you want to transact with. Following is a screen shot: Figure 13 member transaction screen Enter the barcode number of the book you want to check out and click on search. If the barcode is valid, the book information will be fetched. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 12

Figure 14 book info fetched by barcode Then click on Check-Out and the book would be checked out to that member. When you want to Check-In the book again select the student and search with the barcode number and this time click on Check-In and the book would be checked in to the system again. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 13

Administrator Reports The following reports are available to the administrator and are discussed below: 1. Bibliography Checkout Listing 2. Overdue Member List 3. Hold Request 4. Most Popular Bibliographies 5. Historical Member Transaction 6. Historical Item Transaction 7. Catalog/Inventory List Bibliography Checkout Listing This report begins with a search screen Figure 15 bibliography checkout listing search Once you search on specific criteria or blank submit to see all, it will return a list as below: Figure 16 list of bibliographies that are checked out Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 14

Overdue Member List To find a list of overdue members, perform a search on date since when books are checked out, or by barcode or by library card number Figure-17 over due member list search screen You will get a list of all books that are overdue Figure-18 list of overdue bibliographies Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 15

Hold Request Hold Request report shows the number of hold requests within a span of time selected. All the library members can place a hold request for Books. Admin can view and approve the hold request from this option. Figure-19 list of host requests by members How to check out the requested book to the particular member would be discussed in the Users Transaction part. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 16

Most Popular Bibliographies This option helps you to find the most popular bibliographies within selected date range. By this data you can take a decision to purchase more copies of the popular bibliographies. Figure-20 list of most popular bibliographies Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 17

Historical Member Transaction This option helps you to find the list of transactions for a particular member within a date range. If you enter the library card number only and keep the date range blank, then it will all transactions for that member. Figure-21 date range or library card number entry screen for member transaction Figure-22 list of transactions Here you get all the transactions for a library member and it has a print option too. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 18

Historical Item Transaction This option helps you to get the list of transactions for a specific Book or Non Book Material within a selected date range. Figure-23 date range or bibliography detail entry screen Figure-24 list of transactions for any particular bibliography Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 19

Catalog/Inventory List Here admin can find all inventories added to the library. The figure shows a general view of the submenu. Inventory List can be filtered with the type of materials. Select the type from the dropdown Figure-25 inventory item type entry A list of items will be generated as given in the next page. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 20

Checking Out Items from the Library by a Member Each library member has the access to the library, from where they can search for a particular Book or Non Book material and can request for it. Then the Admin will check the Hold Request option (discussed before) and will check out or approve the member to get the bibliography. To do so a member has to log in to the system, then go to Library >> Bibliography Search. Perform a search with proper criteria and Submit. Figure-27 user library search screen This will give the list of Bibliographies created in the system. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 22

Figure-28 bibliography list The member has to click on the bibliography he wants to request for. It will give all the details of the bibliography as following. Figure-29 bibliography ready to put on hold by a member Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 23

Figure-30 bibliography after it is put on hold Then the member has to click on Place on Hold button. The bibliography would be placed on hold for the member. Now Admin has to log in and check the Library>> Reports >> Hold Requests option to approve or check out the bibliography to the member. Figure-31 bibliography hold request list admin view Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 24

Now admin has to find the member by performing member search under Circulation. Here search has been done by the member s library card number. Figure-32 search for hold request by member s library card number admin view Now you will get the member details. Then click on the member s name and it will give the member s hold request details. Figure-33 member info in list view admin view Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 25

Figure-35 bibliography is checked out to the member admin view This concludes the administration and transactions of the Library Module in opensis. Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 27