SA-SAMS. Library Module

Transcription

1 SA-SAMS Library Mdule September 2009 Educatin Management Systems (EMS) Department f Educatin Private Bag X PRETORIA

2 CONTENT 1. INTRODUCTION LIBRARY MODULE MAIN MENU Library Mdule Rad Map GENERAL SETTINGS MAINTAIN LIBRARY ITEMS Search fr Library Items Maintain Library Items MAINTAIN LANGUAGES FUNCTION MAINTAIN AUTHORS MAINTAIN PUBLISHERS MAINTAIN SERIES MAINTAIN SUBJECT CODES MAINTAIN CATEGORIES ISSUE SYSTEM User and Item Validatin Return Item Fine Accumulatin FINE TRANSACTIONS Prcess Payment Cancel Fine RESERVATIONS Prcess Reservatins View QUICK FIND LIBRARY USERS Library Learner Users Library Educatr Users Library Staff Users LIBRARY REPORTS Library mdule guideline Page 2 f 30

3 1. INTRODUCTION The library mdule in SA-SAMS was develped t ensure that all schls can administer the day t day running f a schl library facility. This dcument serves t assist SA-SAMS users n hw t use the library mdule. In mre detail the dcument will explain hw t: create and manage a schl item catalgue manage library users issue, return and renew library items manage fines manage reservatins manage histry recrds fr library users search items and view reprts Library mdule guideline Page 3 f 30

4 2. LIBRARY MODULE MAIN MENU Figure 1: library mdule main menu page Library mdule guideline Page 4 f 30

5 2.1 Library Mdule Rad Map SA-SAMS Library General Settings Library Catalgue Issue System Fine Transactins Reservatins View all Reservatins Reprts Library User Recrds Item Quick Find Lan Perids Library Items Issue Item Pay Fine Make a Reservatin View a Reservatin Reserved Item Reprt View User Recrd Search fr Item Number f Lan Items Item Categry Return Item Cancel Fine Cancel Reservatins Issued Item Reprt Fine Amunt Subject Cdes Renewals View Fine Outstanding Item Reprt Fine Intervals Item series Validatin Item/User Issue Restrictins Publishers Authrs Languages Library mdule guideline Page 5 f 30

6 3. GENERAL SETTINGS Figure 2: Library System Settings page This sectin prvides an interface t capture general lan details fr learners and staff (bth educatrs and general staff members). The library administratr must set-up the number f lan days, maximum lan items, fine amunt and fine interval n the general settings page t get started with the Library mdule. 1. Shrt Lans: Shrtest perids an item can be laned ut t Library users (shrt lan perids are determined by the schl library lan plicies). 2. Nrmal Lans: Schls must determine an average number f days a user can lan an item ut. The perid must then be captured as nrmal lans n the library system. 3. Number f days fr extensins: Maximum days allwed fr a lan extensin. 4. Lng Lans: Extended perid (f nrmal lans) fr item lans. It is nrmally during schl hlidays that lng lans apply. Library mdule guideline Page 6 f 30

7 5. Fine Amunt: The amunt f mney which a user will be entitled t pay in case f exceeding the number f days allcated fr a lan. 6. Fine Interval: A number f days after which a fine will be repeated if an item which is due fr return remains unreturned. 7. Issue Restrictins: Captures all restrictins attached t the issue f an item. An item will nt be issued if all restrictin values are nt met. There are 3 restrictins fr issuing an item n this library system: Number f extensins per item : Number f times a lan can be extended fr an item Number f reservatins per item: Number f times an item can be reserved, e.g. ne bk can be reserved by 2 learners at a time. Number f reservatins per user: Number f items a user can reserve, e.g. ne user can reserve 2 items at ne time. 8. When all values have been captured, click save settings buttn and then dne buttn t return t the main menu. Nte: If abve settings are nt captured then fine amunts, return dates, user and item restrictins will nt apply. 9. T print settings, click n print settings buttn. 4. MAINTAIN LIBRARY ITEMS 4.1 Search fr Library Items 1. T maintain the library items, click n maintain library items buttn Figure 3: Search Criteria 2. T search fr an item n the catalgue a user must at least enter ne criteria Library mdule guideline Page 7 f 30

8 Figure 4: Search and Maintain Item page 3. User can search fr an item by a using cmbinatin f the fllwing search criterins : Accessin number: A unique number that is allcated t an item when it is added t the catalgue. The number cnsists f the year f capture strke (-) a number that is incremented per new item. e.g fr the first item that was captured in the year Accessin numbers are autmatically allcated by the system. Categry: An item categry can be a magazine, bk, etc Sub categry: A sub categry can represent a sprts, family, wman, etc.magazine within a magazine categry Classificatin n: Subjects are classified accrding t their area f study. A classificatins number is allcated t all subjects f study. The system will autmatically allcate a classificatin number t each item when it is added t the catalgue. Authr name: The authr s first name. Authr surname: the authr s last name Title: the item name. Restricted items, Shrt lan items and Items remved Subject search : user can search by subject (i.e. Bnds) Library mdule guideline Page 8 f 30

9 Figure 5: Subject Search 4. Click Shw All buttn t view all the available items in the catalgue. Library mdule guideline Page 9 f 30

10 4.2 Maintain Library Items. Figure 6: Maintain library Item As illustrated n figure 4: t maintain an item, select an Item and click n edit item. Figure 6 (abve) will appear shwing mre details f the item. Capture all necessary fields and click n save. Click n dne t exit the library item maintenance page. Library mdule guideline Page 10 f 30

11 5. MAINTAIN LANGUAGES FUNCTION Figure 7: Maintain languages page 1. In maintain languages sectin, user can add, update r delete a language. 2. Type the language yu wish t maintain n the textbx prvided and select the functins t be perfrmed (add, update r delete). 3. User can search fr available languages by using the search functin prvided. T search fr available languages, type a phrase f the language n the tp textbx and click n search. 4. Use print grid buttn t print the list f available languages. 5. Click all buttn t list all the available languages. 6. Click dne buttn t exit the language windw. Library mdule guideline Page 11 f 30

12 6. MAINTAIN AUTHORS Figure 8: maintain authrs page 1. In maintain authrs sectin, user can add, update r delete authrs. 2. Type the authr surname and/r authr first name/initials and/r authr cde yu wish t maintain n the textbxes prvided and select the functin t be perfrmed(i.e. add, update r delete) 3. User can search fr available authrs by using the search functin prvided. T search fr an authr, type a phrase f the authr s name and click n search buttn. 4. Click all authrs buttn t list all the available authrs n the catalgue. 5. Use print grid buttn t print the list f available authrs. 6. Click dne buttn t exit the maintain authr page. 7. MAINTAIN PUBLISHERS Library mdule guideline Page 12 f 30

13 Figure 9: Maintain publisher page 1. In maintain publishers sectin, user can add, update r delete a publisher. 2. Type the publisher yu wish t maintain n the textbx prvided and select the functins t be perfrmed (add, update r delete). 3. User can search fr available publishers by using the search functin prvided. T search fr available publisher, type a phrase f the publisher s name and click n search buttn. 4. Click all publishers t list all the available publishers. 5. Use print grid buttn t print the list f available publishers. 6. Click dne t exit maintain publisher page. 8. MAINTAIN SERIES Library mdule guideline Page 13 f 30

14 Figure 10: Maintain series page 1. In maintain series sectin, user can add, update r delete a series. 2. Type the series yu wish t maintain n the textbx prvided and select the functin t be perfrmed. (add, update r delete) 3. User can search fr available series by using the search functin prvided. 4. T search fr a series, type a phrase f the series and click n search buttn. 5. Click all series t list all the available series. 6. Use print grid buttn t print the list f available series. 7. Click dne t exit the maintain series page. Library mdule guideline Page 14 f 30

15 9. MAINTAIN SUBJECT CODES Figure 11: Maintain subject classificatin cdes 1. In maintain subject cdes sectin, user can add, update r delete a subject cde. 2. Type r select the subject and classificatin number fr the subject yu wish t maintain n the textbx prvided and select the functin t be perfrmed (add update r delete). 3. User can search fr available subject cde by using the search functin prvided. T search fr available subject cdes, type a phrase f the subject cde and click n search buttn. 4. Click all subject cde t list all the available subject cde. 5. Use print grid buttn t print the list f available subject cde. 6. Click dne buttn t exit the maintain subject classificatin cdes page. Library mdule guideline Page 15 f 30

16 10. MAINTAIN CATEGORIES Figure 12: Maintain stck categries page 1. In maintain subject categries, user can add, update r delete categries and subcategries. 2. Type r select the categry r/and subcategry and fr the categry r/and subcategry yu wish t maintain n the textbx prvided and select the functin t be perfrmed (add update r delete). 3. Select shw all categries t view a full list f available categries. 4. Use filter by drp list t select a specific categry f items. 5. Use expand all categries t view sub-categries 6. Use cllapse all categries t view nly main categries 7. Click n dne t exit maintain stck categry page. 11. ISSUE SYSTEM Library mdule guideline Page 16 f 30

17 Figure 13: Issue system page 1. T issue an item t a learner, click n the learner radi buttn and select the learner frm select member if member numbers unknwn drp dwn list. Type the learner number n member number text bx if yu knw the number. 2. Type bk accessin number n the space prvided. Nte : The return due date is calculated accrding t shrt lan, lng lan and nrmal lan settings as they appear under general settings. If validatin (see 11.1) is successful, click issue item t lan the item ut t user User and Item Validatin Figure13.1: Validatin The validatin buttn is used t checks fr: Leaner existence Library mdule guideline Page 17 f 30

18 The grade and class f the learner. Availability f Item accessin number requested in the catalgue Learner Identity Phtgraph Nte: Validatin des nt apply fr educatr and staff users and the validate buttn will nt be active in that case. Issue date is autmatically extracted frm the system date but it can als be manually captured Return Item Figure 14: Issue System Page 1. T return Items, type the bk accessin number n allcated text bx under quick returns and click n return buttn Fine Accumulatin. Library mdule guideline Page 18 f 30

19 Figure 15: Calculate Fine Fine amunt is calculated and charged t user when maximum lan days are exceeded. When an item is returned, the system checks the recrded return due date fr the item. If due date has expired, then a fine is calculated accrding t the lan perid, fine amunt and fine interval that were captured n the general settings sectin. Library mdule guideline Page 19 f 30

20 12. FINE TRANSACTIONS Figure 16: Fine Transactin Page 1. T view current fines fr learners, educatrs r staff members, select a member frm the drp dwn list r type member id n text bx prvided and click n find fine recrd buttn. 2. T pay fine click n payment. The fine will mve t items t be prcessed (see figure 17) Library mdule guideline Page 20 f 30

21 12.1 Prcess Payment Figure 17: Prcess Payment Page Ttal fine amunt will shw n ttal amunt t be paid text bx T cmplete the payment, click n prcess transactins buttn. T remve the fine frm items t be prcessed, click n the fine t select it and click remve buttn. The fine will mve back t the fine list. Library mdule guideline Page 21 f 30

22 12.2 Cancel Fine Figure 18: Cancel Fine Page T cancel the fine, click n cancel. The fine will mve t items t be prcessed. Click n prcess transactin t cancel the fine T remve the fine frm items t be prcessed, select a fine and click n remve buttn. The fine will mve back t the fine list. Click dne buttn t exit the cancel fine page. Library mdule guideline Page 22 f 30

23 13. RESERVATIONS Figure 19: Reserve an Item Page T reserve items fr learners, educatrs r staff members, select a member frm drp dwn list r type member id n text bx prvided. Type the title r item accessin number and click n find buttn t lcate the item t be reserved. Library mdule guideline Page 23 f 30

24 13.1 Prcess Reservatins Figure 20: Item Reservatin Page When item is fund n the catalgue, it will be displayed under select item t reserve. T reserve the item fr user, click n the reserve buttn Nte: If item has already been bked, a list f current reservatins will appear under current reservatins fr this item. Item cannt be reserved if it is available n the shelf. Figure 21: (Can t reserve: Available n shelve) T cancel a reservatin, click n cancel check bx next t the reservatin yu wish t cancel and click n prcess cancellatin. Library mdule guideline Page 24 f 30

25 Click print grid buttn t print reservatins. Click dne t exit the reservatins page View Figure 21: View Reserved Item Page T view all reservatins, click n all reservatins buttn. T view reserved items fr learners, educatrs r staff members, select a member frm drp dwn list r type member id n text bx prvided. T view reservatins fr a specific item, type accessin n n the text bx prvided and click n find buttn. T search fr a specific item, type title n title search and click n find buttn. T search fr reservatins made within a specific perid, select a date frm and date t and click n find. T cancel a reservatin, click n cancel buttn next t the reservatin n the list and click n prcess cancellatin. T cancel all reservatins, check cancel all check bx and click n prcess cancellatin T print reservatins list, click n print grid buttn. T exit, click n dne t exit the reservatins page. 14. QUICK FIND Library mdule guideline Page 25 f 30

26 Figure 22: Quick Find Page Users can search fr items using the quick find fr library item functin. Users can search by entering item accessin number and/r authr surname and/r item title and then clicking n find. A phrase f the item s name can be used t search fr items e.g. user may enter letter m and click n find t list all the items starting with letter m as n figure 22 abve. 15. LIBRARY USERS 15.1 Library Learner Users Library mdule guideline Page 26 f 30

27 Figure 23: Learner Library Users Page T view a list f library users, select library users frm library main menu. Select learner infrmatin tab t view infrmatin fr learner users. Click shw all current learners t view a cmplete list f current learner library users. Click shw all archived learners t view a cmplete list f archived learner library users. Use drp list fr grade and class t filter dwn the learner list. Use exprt t excel t create an excel file f the list f users shwing n the grid. Use print grid t print the user list Library Educatr Users Library mdule guideline Page 27 f 30

28 Figure 24: Educatr library Users Page Select educatr infrmatin t view infrmatin fr educatr users. Click shw all current educatrs t view a cmplete list f current educatr library users. Click shw all archived educatrs t view a cmplete list f archived educatr library users. Use filter by drp list f a z t filter dwn the educatr s surnames. Use exprt t excel t create an excel file f the list f users shwing n the grid. Use print grid t print the user list Library Staff Users Library mdule guideline Page 28 f 30

29 Figure 25: Staff Library Users Page T view a list f library users, select library users frm library main menu. Select staff infrmatin t view infrmatin fr staff users. Click shw all current staff t view a cmplete list f current staff library users. Click shw all archived staff t view a cmplete list f archived staff member library users. Use print grid t print the user list. 16. LIBRARY REPORTS Library mdule guideline Page 29 f 30

30 Figure 26: Library Reprts Page T extract reprts frm the library mdule, select reprts frm main menu. User can request a reprt fr issued items, utstanding items, utstanding fines, paid fines and reserved items. T search fr a reprt: Select member type : learner, educatr r staff member Select member list Drp dwn list. Type the member ID number n text bx prvided if it is knwn. Type item accessin n n the prvided text bx if it is knwn. Type the title n title search text bx if yu knw the name f the item yu are searching fr. Select the start date and end date n frm drp dwn list and t drpdwn list. Select the grade n which u yu like t cnduct the search. Select the class n which u yu like t cnduct the search. Nte: Grade and class search d nt apply fr educatrs and staff. Library mdule guideline Page 30 f 30