Textbook Management - Inventory is the topic for this support session.

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2 Textbook Management - Inventory is the topic for this support session. My name is Thomas Chang and I will provide my contact information at the end of this session Most likely this session will last between 60 to 90 minutes To accommodate this time frame, I will attempt to present this session more quickly than in past sessions As long as this session runs smoothly, I will follow up with an to share the recording and the powerpointnotes I will also add to the powerpointnotes the time markers so you can skip ahead to each learning goal on the time slider in Safari Most of the information here should be familiar to those of you who have been textbook managers since last year There is some newer information, most of it toward the beginning of this session I ve attempted to be as comprehensive as possible to provide directions for those of you who are new to textbook 2

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4 Here are the specific skills we will cover in this support session. 3

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6 4.0 = I can evaluate the implementation of a school textbook mgmt system for inventory 3.0 = I can train others to manage a school textbook mgmtsystem for inventory 2.0 = I can manage a school textbook mgmtsystem for inventory 1.0 = I can contact Thomas for assistance with managing a school textbook mgmt system for inventory 5

7 Textbook Copies Comprehensive This report will take several minutes to process and complete, so we will run it and come back to it later This is a report of every textbook copy in your Destiny textbook database with useful details Locate and select your school at Logon as the textbook administrator using your district credentials Go to the Reports tab / Report Builder screen Reports are listed in alpha order Scroll down and locate Textbook Copies Comprehensive Click on the associated Run button 6

8 Fine Details This is an historical report showing detailed textbook fines activity and recovery efforts during a range of dates Specifically we are interested in seeing our recovery efforts toward fines generated from last year s inventory through to today Would anyone feel comfortable volunteering their school for a demonstration? Go to the Reports tab / Textbook Reports screen Choose the report named Lost Textbooks and Fines Last year our inventory was due on June 30, but the inventory was not finalized until July 8 In the from field enter 7/8/2014 (Note that after we close the 2015 inventory, a new date will be used in this field) In the to field enter the current date 7

9 Click on the Update button and notice that the statistics will change to reflect losses from the 2014 inventory through to today Notice that the Total Assessed Fines value is hyperlinked. Click on the hyperlink. Click on the Printable button for a cleaner view Scroll to the very bottom of the report to view totals at the end of each column Columns include Fines Assessed, Fines Paid, Fines Waived, and Fines Outstanding Notice that this report includes copies that were found since they were marked as lost on July 8 When found, the assessed fine is automatically waived by Destiny Notice that this report also shows overdue copies that have been deleted since they were marked as lost on July 8 The assessed fine remains as outstanding Though schools may choose to waive these fines at their discretion, the waived fine will remain on this report for this range of dates 7

10 Lost Textbooks and Fines This is a report showing which textbooks were either lost from inventory, or textbooks lost from circulation Lost from inventory means that the textbooks have not been checked-out or accounted for since last year s inventory was started (Jan 1, 2014) Lost from circulation means that the textbooks were checked-out and accounted for, but the student or teacher has not presented it for check-in since last year s inventory was started (Jan 1, 2014) Like the Fine Details report, this report will also show fines recovery efforts for outstanding obligations Go to the Reports tab / Textbook Reports screen Choose the report named Lost Textbooks and Fines Last year our inventory was due on June 30, but the inventory was not finalized until July 8 In the from field enter 7/8/2014 (Note that after we close the 2015 inventory, a new date will be used in this 8

11 field) Note that after we close the 2015 inventory, a new date will be used in this field In the to field enter the current date Click on the Update button and notice that the statistics will change to reflect losses from the 2014 inventory through to today Enable the checkbox that says Limit to textbooks currently in lost status this will remove the found copies from this report Click on the Run Report button The report will run in the Job Manager Click on the refresh list link until the status of the report says completed Click on the view link You will be prompted to save the report as an EXCEL file to your computer click save Open the EXCEL file Format the spreadsheet to taste (text alignment, column width, column sequence, etc.) 8

12 You want to know which textbook copies - should have been in secure storage last year with a Destiny status of available, and have not been found since the inventory started back in January of 2014 Which column would you sort by to group them together? 1. Current Location 2. Date Patron Added / Updated 3. Grad Year 4. Date Marked Lost 5. Lost (Inventory/Circulation) 9

13 You might notice that many of the textbooks you checked out in August are now lost. This is because you forgot to change the due dates from last year s due date. Which column would you sort by to isolate these textbooks from the others? 1. Current Location 2. Date Patron Added / Updated 3. Grad Year 4. Date Marked Lost 5. Lost (Inventory/Circulation) 10

14 Why would it be useful to sort by Current Location? Your recovery efforts are largely dependent on another schools textbook management Date Patron Added / Updated? If the date is older than aweek, it is quite possible that the student or teacher has withdrawn from the district Grad Year? If the graduation dateis older than the current year, it is quite possible that the student has withdrawn from the district 11

15 Go to the Back Office tab / Inventory screen Choose Official Inventory 2015 from the drop-down menu next to Textbook Inventory Place your cursor in the field for Scan or enter one-at-a-time You may begin scanning all textbook copies that are unaccounted for 12

16 Click on the Details button This screen shows a simplistic breakdown of how many textbooks are accounted for Because it is simplistic, it is a bit misleading For a better understanding, we need to define what is meant by the terms Accounted for and Unaccounted for 13

17 Inventory terminology used in Destiny Accounted for - The status of an accounted for copy can vary A checked out copy is accounted for However, this comes with the understanding that these will still need to be checked-in before June 30 A lost or in-transit copy is also considered to be accounted for. The reason these are accounted for is to remind you that you have pre-determined that these might not be available on your campus, and it could potentially be a waste of effort to locate them Also note that even though Lost copies from last year s inventory are Accounted for, there is still an expectation that effort will be made to locate these during this year s inventory 14

18 Finally, if you scan an unaccounted for copy, it becomes accounted for and the values will be reflected in the Progress Details screen Unaccounted for Unaccounted for copies are copies that currently have a status of available and have not been scanned yet Ideally, these are copies that are not being used by anyone, not stored in classrooms, and hopefully stored in a secure location All unaccounted for copies need to be scanned by June 30 14

19 Go to the Circulation tab / Textbook Information screen This screen provides a quick snapshot of your textbook statistics including: How many total textbook copies are currently in your database How many textbook copies are currently checked out How many textbook copies are currently have a lost status 15

20 Survey form View responses at Which answer best describes your textbooks that are CHECKED-OUT? During the 2 nd and 3 rd quarters, the majority of your textbooks should be CHECKED-OUT to teachers or students A smaller percentage of your textbooks should be available and in storage Which answer best explains the security of your textbooks that are NOT CHECKED-OUT Textbooks that are not CHECKED-OUT should be secured IN STORAGE Schools that did not perform the textbook check-out process will have the most unaccounted-for losses (lost to inventory) 16

21 Where do you store the majority of your textbooks that are NOT CHECKED-OUT? Compare answers by school type Anytime between now and May is a good time to begin scanning the textbooks that are IN STORAGE and NOT CHECKED-OUT The purpose is to identify any textbooks that were removed from storage without being checked-out traditional sense of an inventory You might discover that checked-out textbooks also end up in storage without being checked-in When you scan textbooks that are checked-out, Destiny will automatically check them in as available The majority of my CHECKED-OUT textbooks are assigned to... Wait until May and June to scan/check-in textbooks that are still in teacher classrooms or checked out to students When I check-in textbooks that are CHECKED-OUT, I will... Have a thorough plan ready to collect all textbooks checked-out to teachers and students That plan should include communicating consequences to ensure a cleaner inventory report in July Which answer best describes your WIFI connectivity? How will you scan textbook copies in rooms where there is no wifi? Scan your textbooks offline to a notepad file and uploading it to Destiny later 16

22 Locate and select your school at Logon as using your district credentials Go to the My info tab / Patron Status screen Find opportunities to communicate this to your teachers and students Spreading awareness is one of the best strategies for a cleaner inventory 17

23 Teachers can logon to Destiny to be sure that all textbooks are present in the classroom They can remove all textbooks from desks, closets, cabinets, and hidden places They can stack or shelve all textbooks by title in an organized manner They can identify and sort out any textbooks that are damaged Communicating your expectations will help with a cleaner inventory 18

24 This is a report of every textbook copy in your Destiny textbook database with useful details Specifically we are interested in using this report to identify titles and copies that you want to remove for surplus Would anyone feel comfortable volunteering their school for a demonstration? Go to the Back 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 corresponding report In the job summary, click on the XML link Save the.xml report to the desktop of your computer and take a mental note 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 Format the spreadsheet to taste (freeze top row, text alignment, column width, column sequence, adjust format of barcode 19

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26 textbookisbn textbooktitle textbookcopybarcode textbookstatus textbooksacquired textbookdatelastaccountedfor textbookadoptionends textbookreplacementprice textbooklocation textbookcondition textbooktextid 20

27 This process allows you to notify the district office that you want these textbooks removed from Destiny We then review your selections for eligibility and remove them periodically about once per quarter We will also do a final sweep in June shortly before the inventory is due Filter the textbookstatus column to exclude checked out Checked-out copies can not be deleted. They must be checked-in or marked as lost before they can be deleted. Sort by the textbookisbn column in ascending order (A to Z, or Oldest to Newest) In the textbookcopybarcode column highlight the cells of copies that you want to remove from your inventory Use the Fill Color tool (paintbucket button) to highlight those cells in yellow Sort by color the textbookcopybarcode so that the yellow highlighted cells float to the top of the spreadsheet Highlight and copy all of the barcode numbers you wish to delete Open the Notepad program in All Programs / Accessories Paste in the barcode number you wish to delete Save the file as to be deleted.txt 21

28 Logon to Destiny and go to the Catalog tab / Update Copies screen / Batch Update sub-tab Update the following Textbook information Select Location to Click on the Other button Add Location named To Be Deleted (first letter capitalized, 1 space between words) Click on the Save button Next to Upload File, click on the Browse button In the Choose File to Upload dialog box locate the to be deleted.txt file that you previously created Click on the Update button 22

29 Keep your to be deleted.txt file on your PC desktop as a running list Place a reminder in your calendar whenever is most appropriate for you to run the update process 23

30 Available copies Checked out copies Lost copies In Transit copies Currently adopted copies Out-of-adoption copies Supplementary materials not used district-wide 24

31 Go to the Circulation tab / CopyStatus screen and scan/type/paste-in the barcode number of the copy you want to update, then enter Click on the Edit Copy button Select the Condition Unusable from the drop-down Select the Location To Be Deleted from the drop-down Click on the Save Copy button 25

32 You may always run the Textbook Copies Comprehensive report in the Report Builder, and filter the textbooklocation column to only include To Be Deleted You may also run the report named Textbooks To Be Deleted in the Report Builder which is pre-limited for your convenience To check and see if your textbooks have been deleted, you can go to Back Office tab / Job Manager screen and look for a recent job named Export Textbooks 26

33 Go to the Catalog tab / Transfer Textbooks screen Check to see if you have any Incoming or Outgoing Transfers in your queue If you do not see any, and you believe that you should, scroll down to Customize View and be sure that the limiters are set accordingly Click on the Update button if you made any changes Each Incoming Transfer has an associated view button. Click on the view button to see the transfer details Each title will have a Show More option to see the specific copy numbers You may receive the copies individually for more accuracy You may also use the Receive All button, but be aware that you might be receiving copies that do not match with the actual delivery 27

34 The Official Textbook Inventory 2015 is due on June 30 Inventory finalization checklist: Have all students and teachers been adequately notified of their textbook obligations, textbook policies, and consequences for outstanding obligations? If textbooks are to be stored in the classrooms, have expectations been communicated to all classroom teachers for how you want classroom textbooks arranged and organized for the end of the year? If textbooks are being returned to a central location, is there a plan in place for the return process? Have all the available textbooks in storage been scanned? Have all checked-out textbooks been checked-in? Have you made any progress on recovering lost textbooks and fine obligations from last year s inventory? What is the final outstanding balance for your textbook fines? 28

35 Have you marked all out-of-adoption textbooks as to be deleted and scheduled with Follett Educational Services to remove them? Have all Incoming Transfers been received? 28

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37 4.0 = I can evaluate the implementation of a school textbook mgmt system for inventory 3.0 = I can train others to manage a school textbook mgmtsystem for inventory 2.0 = I can manage a school textbook mgmtsystem for inventory 1.0 = I can contact Thomas for assistance with managing a school textbook mgmt system for inventory 30

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