How to run Textbook Management Reports is the topic for this support session.

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2 How to run Textbook Management Reports is the topic for this support session. 2

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4 Tothe lower left side of your SAFARI Live screen, notice that there are windows for chats and polls. Please feel free at any time to make comments or ask questions using the chat feature. Simply click on the open field at the bottom of the chat screen and begin typing. I like to recommend to all participants that you have 2 PC computers available. If you are unable to use 2 computers, you can still participate by opening a new tab for Destiny, then toggling back and forth between the tabs. Or you can resize 2 individual browser windows to fit within your monitor. Also, if you would like to request to be seen and speak in the session, please let me know through the chat so I can adjust accordingly. 4

5 Logonto Destiny and go to the Reports tab / Report Builder screen Scroll down the alphabetically listed reports and locate the report named Textbook Copies Comprehensive Click on the Run button 5

6 Our essential question for all Destiny Textbook Support Sessions is Inother words, why do we need to master these skills? 6

7 Which of the following bullet points might be relevant to running Textbook Management reports? 7

8 Here are the specific skills we will cover in this support session. 8

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10 4.0 = I can evaluate the implementation of a school textbook mgmt system 3.0 = I can train others to manage a school textbook mgmt system 2.0 = I can manage a school textbook mgmt system 1.0 = I can contact Thomas for assistance with managing a school textbook mgmt system 10

11 Go to theback Office tab / Job Manager screen Locate the report named Textbook Copies Comprehensive it should be at the top of the queue Check the Status of the report job If the status is pending, use the refresh list link to update the status until the status is completed Once the status is completed click on the View link for the correspondingreport In the job summary, click on the XML link Save the.xml report to the desktop of your computer and take amentalnote of the file name (or edit the file name) Open up the program Microsoft EXCEL from your programs In EXCEL, open up the.xml file that you just saved to your desktop When prompted, choose as an XML table and OK 11

12 Format the data Freeze the top row Align all cells to the left Adjust all of the column widths to be as compact as possible Cut and insert columns to your desired sequence If needed, re-format the copybarcode column to number and decrease the decimal places twice Save the report as an EXCEL workbook (.xlsx file format) 12

13 Refer to the video recording 13

14 Filter the textbookstatus column to exclude checked out Custom Sort by the textbookacquired column in ascending order (A to Z) Then Add Level and sort by the textbookisbn column in ascending order (A to Z, or Oldest to Newest) Then Add Level and sort by the datelastaccountedfor column in ascending order (A to Z) 14

15 textbookisbn textbooktitle textbookcopybarcode textbookstatus textbooksacquired textbookdatelastaccountedfor textbookadoptionends textbookreplacementprice textbooklocation textbookcondition textbooktextid 15

16 Logonto Destiny and go to the Reports tab / Report Builder screen Scroll down the alphabetically listed reports and locate the report named textbook copies comprehensive Click on the Duplicate button Notice that Report Builder reports are created in 7 steps In Step 1 we may select the columns that you want or don t want displayed in the final spreadsheet In Step 6 we may select the your limiters In Step 7 we must enter a unique name for the report and save it 16

17 Logonto Destiny and go to the Reports tab / Report Builder screen Scroll down the alphabetically listed reports and locate the report named Textbook Titles Count Click on the Run button This report might be viewable in the browser 17

18 Title Publisher Name State/Textbook ID Replacement Price Total Available Checked Out Lost In Transit (compare against your packing slip) 18

19 Use this report to check that classroom materials are checked out evenly across grade levels And verify how student check-outs compare to enrollment numbers 19

20 Title Publisher Name State/Textbook ID Replacement Price Total Available Checked Out Lost In Transit (verify and outstanding incoming transfers that need to be received) 20

21 Logonto Destiny and go to the Reports tab / Patron Reports screen Click on the report named Current Checkouts/Fines Notice that Current Checkouts/Fines report is built in 3 steps: Format, Limit, and Details Also notice that all of the reports saved in your Saved Report/Notices queue can be edited or deleted (feel free to delete anyreports that have a Last Run date in the distant past) Show All that are checked out and Unpaid Textbook Fines Format as a Report and output as Microsoft EXCEL Click the Continue button Limit the results to All Patron Types (the default setting), Active Status, No Circulation Types for Library, select Textbooks, and select The materials my patrons have Click the Continue button Select & Sort by Patron Name and leave the range fields blank (notice that you can also sort by 7 th period if needed) Also Display the Title, Price, Barcode, Grade Level, and one of the following depending on your school (Homeroom, 1 st Period, 6 th Period) Click on Save Setup, name the report Textbook Obligations Report, then click on Save & Run This report will automatically open up in EXCEL (Enable Editing) Notice the 4 digit number in [brackets] in the Copy/Item Barcode column and the Fine Reason column Filter out the Library Materials indicators in the Transaction Type column and the Fine Reason column 21

22 Principal Registrar Bookkeeper Office Staff Activities director Ticket sales Parking sticker sales Coaches Guidance counselors Patron Name Patron Barcode Transaction Type Due Copy/Item Barcode Copy Deleted Title/Description Fine Reason Fine Assessed Date Fine Estimate/Due Fine Increment/Day 22

23 Go to the Reports tab / Patron Reports screen Click on the report named Current Checkouts/Fines Locate your newly created report named Textbook Obligations Report Click on the corresponding edit button Change the Format to Notices in English Click on the Continue button until you arrive at the 3 rd Screen for Details Select and Sort by your preferred distribution method Choose Internally for print notices Enter a message in the message field such as The following textbook obligations are on your Destiny account. Please verify thatthese are correct, and that all overduesor fines should be resolved immediately by contacting. Click on the Save Setup button and save the report name as Textbook Obligation Print Notices Click on the Save & Run button Notice that this report does not overwrite your Textbook Obligations Report 23

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25 Logonto Destiny and go to the Reports tab / Textbook Reports screen Click on the report named Lost Textbooks and Fines In the date range fields at the bottom of the screen, enter from 7/8/2014 to the date that you are running this report Click on the Update button Under the Lost Textbooks section, locate the hyperlinked number next to Copies: and click on it Locate the Printable button in the upper right corner and click on it This report will show 2 categories of lost textbooks: 1) overdue to lost copies, and 2) unaccounted for to lost copies at the close of inventory Use the CTRL-F keystroke on your keyboard, and search for the word Marked to locate the unaccounted for copies *This report will export to EXCEL and include additional columns in version

26 Strengthening communication of textbook management policies and procedures Tightening policies and procedures for transferring and withdrawing students from the school Tightening policies and procedures with student access to school privileges Maintaining consistency and compliance with policies and procedures among all faculty Verifying copies closely when receiving transfers Scanning copies accurately when transferring copies Checking in as many overdue materials as possible before the end of June Restricting access to textbook storage rooms 26

27 Strengthening communication of textbook management policies and procedures Tightening policies and procedures for transferring and withdrawing students from the school Tightening policies and procedures with student access to school privileges Maintaining consistency and compliance with policies and procedures among all faculty Verifying copies closely when receiving transfers Scanning copies accurately when transferring copies Checking in as many overdue materials as possible before the end of June Restricting access to textbook storage rooms 27

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30 4.0 = I can evaluate the implementation of a school textbook mgmt system 3.0 = I can train others to manage a school textbook mgmt system 2.0 = I can manage a school textbook mgmt system 1.0 = I can contact Thomas for assistance with managing a school textbook mgmt system 30

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