Roadmap for self-directed VDX learning

Transcription

1 Roadmap for self-directed VDX learning duction: Content Using self-directed VDX learning tools Discover the 3 tools that work in tandem for working your way through the self-directed VDX learning modules. Whether you are brand new to VDX and need to learn all the steps, or just need a quick answer to a question, the Roadmap, VDX 9.1 User Manual and VDX Test System make up your Tool kit. 1. VDX 9.1 User Manual Options for use View the full manual on SOLS website. It is divided into chapters, each with hyperlinked table of contents to quickly get to the pages for a topic. You can also search the whole manual for key words. Download the full manual pdf file (134 pages) from SOLS website to use on your desktop and/or print as needed. 2. VDX Self-Directed Training Roadmap - Options for use If you are reading this, congratulations - you are on the first page of the training roadmap! It contains hyperlink page # to the VDX 9.1 User Manual if you want to do a quick look up on a topic while you are learning. The web version Roadmap also contains links to short videos on topics. If you want, you can print the roadmap to use as checklist of your progress. Printable Roadmap (.pdf) 3. VDX Test System Options for use Log in to the VDX Test System with the same username and password that you use for your live VDX account. Test/training systems are a copy of the live INFO system and are for practice ONLY. Visually verify that you are in the VDX Test system by seeing tst in version statement at the bottom of the screen i.e. Version: VDX 9.1 (Build 256) [vdxtst03dwdu] Use the s in the VDX Self-Directed Training Roadmap, or do your own experimenting. ROADMAP for self-directed VDX / INFO HelpDesk Page 1 of 17

2 SOLS Interlibrary Loan Resources Learn where to find VDX user documentation and interlibrary loan support. Test yourself with below. Take a self-guided tour of the Interlibrary Loan webpages on SOLS website Content Select Interlibrary Loan. Everything that supports your Interlibrary Loan experience is accessed through this single webpage. Select each sidebar category so you will know where to look if you need information. Select News & Listservs to make sure you are in the communications loop. The SOLSINFOADMIN-L (SOLS libraries) and OLSNINFOADMIN-L (OLS-North libraries) announcement lists are used by SOLS to make announcements to users regarding the VDX system. Membership is mandatory for at least one member of each library's ILL staff. Is your ILL Department getting our announcements? If not, contact SOLS Helpdesk to verify your in the lists. IMPORTANT: Ongoing, it is important to notify HelpDesk if you have ILL staff contact information changes ( and phone) so we can be sure your library record is updated in VDX and the lists for VDX announcements. Be aware of Policies Guiding Interlibrary Loan INFO Resource Sharing Network Participation Policies and Standards VDX transactions and patron privacy issues Charging patrons for interlibrary loan - The following services provided by a library must be provided to residents free of charge (Public Libraries Act, subsections 23(1) and (2) INFO HelpDesk contact for anything interlibrary loan related Use INFO News link in VDX sidebar menu to get to Interlibrary Loan section on SOLS website. Find your library s contact information on the Ontario public libraries participating in INFO with VDX codes, delivery and contact information list. Is it accurate? Contact SOLS HelpDesk if it requires updating. Find the VDX 9.1 User Manual on the website. Find the Media Loan list. Find Step-by-Step work flow for VDX Lenders using Canada Post's Library Shipping Tool. Find What to enter on SOLS Interloan Statistics Online Reporting Form. Find HelpDesk phone number and address. ROADMAP for self-directed VDX / INFO HelpDesk Page 2 of 17

3 Screen Navigation and Workflow Login and navigation Learn how to log-in to VDX and navigate sidebar menu and context-sensitive top row links. You can search catalogues as a guest. You must log-in with your STAFF account barcode and password to create and manage requests. A user can search catalogues as a guest 8 Login with your STAFF account barcode and password to create and manage requests 8 Warning VDX not compliant with browser Back button navigation or multiple VDX sessions open in the same browser 8 Screen navigation (sidebar selection changes context sensitive top row links) 9 No Work Queue and workflow Learn about a typical day for VDX staff and how the Work Queue supports your activities An overview of typical daily and monthly VDX activities along with an explanation of each category on the Work Queue Typical workflow daily to monthly 11 First screen after login Work Queue is the VDX staff s To Do list 12 Borrower Work Queue categories explained 13 Lender Work Queue categories explained 14 No ROADMAP for self-directed VDX / INFO HelpDesk Page 3 of 17

4 Create Requests Searching catalogues Learn how to search INFO catalogues for items you need to obtain for your patron through interlibrary loan Learn about search profiles, types of searches you can perform, and how to fine tune your search results Standard search (keyword anywhere in bibliographic record) 16 Advanced search (multiple search fields, with Boolean) Search profiles - [shared] system defaults available to all users Search results display and navigation 21 Understand that your goal is finding bibliographic results at this stage and not locations 22 Manipulation of Search results Merge, Filter, Sort, Status, History, Saved List, Save Search Log-in to VDX Test System. Practice the examples used on manual pages 16-18, 20 or use your own practice topics. Pick a profile that you identify with as a home profile for first search. Create requests from search results Learn how to create requests based on a search result Import bibliographic details from a search into ILL Request Form, add patron details, pick-up location and submit request Use Request on a search result to populate VDX request form (with an ISBN where possible) 29 Completing the ILL Request form 9 collapsible sections (good news -98% of the time you only need 2 of them) 29 Request and Service Details 29 Item Details (check for ISBN) 30 Rota Details section 31 Notes added to a request (Item, Public and Private request notes) 32 Add Patron Details to request - Two methods 1. Create user records 2. Free text entry on request screen Additional Service Details 34 Delivery Details (delivery method, pickup location) 34 Authorization Status (submitting To be Authorized vs. Authorized) 35 Submit request Successful screen with request number assigned 36 Login to VDX Test System. Search for any title you wish. Create a request for a loan of a book from search results containing an ISBN. Add an Item note that you require a 7 week loan period to accommodate patron s travel. If you are not yet familiar with VDX user records, skip adding patron details on this practice request. Check pick-up location. Submit the request To Be Authorized. Record VDX request number, as you will use this request in a later exercise. ROADMAP for self-directed VDX / INFO HelpDesk Page 4 of 17

5 Rota creation Learn how and when staff would manually create a request rota instead of letting VDX build the rota automatically. There are two ways that a request s lender string (rota) can be created. Normally the rota is created by VDX automatically AFTER the request has been submitted. Occasionally staff manually create the rota to control what locations are used. Background processing of a submitted request (understand how DocFind processor uses ISBN to build a rota) 38 No ISBN in record so how do you get a rota? 39 Manually create the rota, bypassing VDX auto-mediation (even when there is an ISBN but you want control of the rota) 40 Login to VDX Test System. Look up request number from previous exercise. It should be in a Pending state engaged with first location on the rota. Use Details to view full request details. How many locations did VDX background processor collect for the rota? Examine History and note that request was Authorized by [system-auto-mediator]. Now search for The chronicles of Uncle Mose / selected and edited by Elizabeth (Russell) Miller using the SOLS Simcoe/York search profile. Published in 1975, there is no ISBN in the bib record. How will you get this request to launch successfully without an ISBN? Follow steps on page 39 to authorize the request to rota location(s) that you manually select. ROADMAP for self-directed VDX / INFO HelpDesk Page 5 of 17

6 Borrowing Receiving Learn how to receive and circulate borrowed items. Process received items and prepare them for circulation to your patron. Pending (Work queue category while waiting for lenders to respond) 51 Shipped (Work queue category while awaiting arrival from a lender) 52 Receiving items - update request to Received status in VDX 53 Patron notification for received items - Print Received List slips to facilitate patron pick-up notification and circulation 54 Local circulation procedure for borrowed items 55 Login to VDX Test System. Select a request in Borrower work queue Shipped category and update it to Received status. Print the Received List report that assists with patron notification procedures. What has been the practice for circulating borrowed ILL items in your library? Do you use the generic Interlibrary Loan Item barcode method or does your library do a Brief Add to link to the patron s circulation record? Returning Learn how to return borrowed items to the lending library Process borrowed items for return after your patron has finished with them. Updating request status to Returned 57 Print Returned List report for address label and Thank you note packing slip 58 Login to VDX Test System. Select a request in Borrower work queue Received category and update it to Returned status. Print the Returned List report packing slip and address label for preparing item for delivery. ROADMAP for self-directed VDX / INFO HelpDesk Page 6 of 17

7 Request transaction history Learn how to read the history log of transactions on a request Understand how to interpret request transactions History and Log Messages how to interpret request history and log messages 59 Login to VDX Test System. Open a Borrower work queue Returned category request with the Details link and look at request transaction History log. Reading it from the bottom up, can you make sense of the transactions? Respond to Conditional loan Learn how to respond to a lender s loan offer with conditions. Occasionally a lender will offer to loan if you agree to conditions in advance. Send a Conditional Reply-Yes or Conditional Reply-No response to the lender 51 3 day expiry on conditional loan offers 51 No Terminate or Cancel Learn how to terminate a request completely or cancel with current responder and pursue with other locations. Know the difference between the Terminate action and the Cancel action on borrowing requests. Terminate a request completely (when you do not want it supplied by any lender) 53 Cancel (ISO requests) and Cancel Now (internal INFO requests) with current responder but pursue other locations 53 Login to VDX Test System. Select a borrower work queue request in Pending category. Imagine patron informed you that they bought the book and no longer need an interlibrary loan. What would you use on the request cancel or terminate? ROADMAP for self-directed VDX / INFO HelpDesk Page 7 of 17

8 Renewals Learn how to request a renewal of the due date on a borrowed item. Occasionally your patron needs more time and asks for an extension of the due back date. Renewals requesting a renewal of due date and determining if lender granted or denied the renewal 56 Login to VDX Test System. Find something in borrower work queue Received category and request a renewal. Overdue or Lost Learn how to follow up on Overdue borrowed items, respond to Recall notices and put closure on lost or damaged items. Patron may keep loans from other libraries beyond the due date. Make it routine practice to follow up with patrons regarding overdue interloan items and request invoicing for lost items. Overdue in borrower work queue (contact your patron by phone or send with VDX Send user alert action) 71 Recalled (lender has recalled, return as soon as possible) 71 Lost or Damaged status use Public Note to request invoice or forgiveness so you can get closure on request 72 No ILL Request Communications Learn how to communicate informational messages to the library that the request is engaged with and to the patron that placed the request. Public Note action and Send User Alert action are used for informational communications. *N.B. These communication functions are demonstrated in the video in Overdue or lost module. ROADMAP for self-directed VDX / INFO HelpDesk Page 8 of 17 Send Public Note action - messages sent back and forth between borrowing and lending library 74 Monitor New Notes work queue category (for messages between libraries regarding a request) 74 Send user alert action ad hoc communication sent to the patron from the request 75-76, 131 See the online web version of the Roadmap (select VDX Training - VDX Self Directed Training Borrowing - ILL Request Communications. In the, use Printable Copy Paste Send User Alert statements (Word file) to download a file of generic informational statements commonly used in Send User Alert communications to patrons about their ILL requests. Customize the generic file with your library contact details. Add more statements that you might find useful and save file to your desktop. As needed, have the file open in your task bar so you can copy-paste into the VDX Patron Note box when using the VDX Send User Alert action.

9 Idle requests Learn how to analyze an Idle request to determine why it has not successfully launched as a request. Idle requests are inactive borrower requests that need staff intervention. *See two View Video links in Occasionally some condition prevents a request from being automatically forwarded to the first lender. The request is held for staff review in idle/check Manual or Idle/Auth Manual categories in the Borrower Work Queue Idle / Check Manual requests - the potential reasons Log Message: Item not located, Rota is empty (no ISBN in record for VDX to automatically create a rota) Log Message: This request might be a duplicate of request no. xxx (if a library has duplicate request alert configured) Log Message: Location is not a responder (location selected for rota is not a supplier) Log Message: Local location on Rota (if library has trap locally held configured because they offer patron initiated ILL) Idle / Auth Manual requests - the potential reasons Requests for non-print format. VDX built the rota but pauses request for staff review and manual authorization into the s Request was issued by a user with a manual authorization permission category Log in to VDX Test System. If you have a request available in Test system (you might not) in Borrower work queue Idle categories, use Details to review request History/Log messages to ascertain why it failed to launch as a request End of Rota Learn how to reissue an End of Rota (not supplied) request with new locations, or complete it for closure if not pursuing. A request that has reached the end of the lender string is not necessarily unfillable. Use the 4 R s Decision Tree on end of rota requests to determine further processing options. End of Rota (not supplied) requests use the 4 R s Decision Tree to determine further processing 1. RETRY - retry previously used locations 2. RESERVE - reserve from a single previously used location 3. RE-SEARCH - search for a different edition with different ISBN (different locations collected) 4. REGRETS - notify patron you can t fill the request and then Complete it in VDX Using Complete on a request - when is it appropriate to use? 69 Log into VDX Test System. If you have a request available in Test system (you might not) that is queued in Borrower End of Rota category, use Details to review request History using the the 4 R s Decision tree. Can the request be revived or are you at the stage of advising the patron the request can t be filled? ROADMAP for self-directed VDX / INFO HelpDesk Page 9 of 17

10 VDX User Records Learn how to create and edit user records. Learn how to create and edit VDX user records if it is your library s practice is to use them. A library can elect to use free text entry of patron details instead of creating user records. Create VDX User records to store patron data and pull it into an ILL request form with Validate link Glossary of VDX User record categories and their implied usage/permissions 98 Search; modify; expire; un-expire; toggle banned; delete Enter patron user records on the fly as you issue requests 103 OPTIONAL: Free-text entry of patron details on ILL request creation screen *User records are not required Login to VDX Test System. Create a user record for Jane Doe. ROADMAP for self-directed VDX / INFO HelpDesk Page 10 of 17

11 Beyond Basic Borrowing Journals, OLS mediation, custom search profiles, non print, book clubs Learn how to create a custom search profile of DVD lenders and authorize requests specifically to those locations. It is more efficient to direct your DVD requests to libraries willing to lend them on interlibrary loan and avoid locations that will not lend that format. *See two View Video links in Journal articles (Copy non-returnable requests) Using blank "Create Request" form when suitable bibliographic record is not located within VDX Creating custom search profiles Requesting non-print items (DVD, CD, etc.) 84 Book Clubs - ordering multiple copies of a title in VDX Login to VDX Test System. Create a short custom search profile for the practice. Borrowing externally - going outside of our INFO network Learn about the options for sending a request to a supplier outside of our INFO network. Not every request can be filled within our INFO network of Ontario public libraries. There will be requests that you may wish to pursue from academic or out of province libraries. A library with significant volume of this nature invests the time in learning how to manage them. A library with modest volume can send them to their OLS office ILL Unit for mediation on their behalf. Sending request to OLS office ILL Unit for mediation Borrowing from academics and out of province 89 Informed Will Supply manual updating on generic script VDX request (ISO vs. Generic script requests) 89 Other VDX systems in Canada seamless interoperability 90 Microfilm from archives and special collections 91 Visit Interlibrary Loan section on SOLS website to find this information: Find Beyond INFO: Universities, other provinces, archives, special collections, VOCaL/VOCL Find tip sheet for requesting from Saskatchewan public libraries Find tip sheet for requesting Microfilm from Archives of Ontario ROADMAP for self-directed VDX / INFO HelpDesk Page 11 of 17

12 Lending Lender - New incoming requests Learn to monitor for new incoming requests that need your attention Print a Pick List of new incoming requests that need your attention Monitor Lender work queue New Requests category for new incoming requests from borrowing libraries 108 Response time before expiry (4 working days - Mon-Fri, not including Sat & Sun, and stat holidays) 108 Print a Pick List report to check availability and shelves (Batch Reruns if need to reprint) 109 No Lender Shipping Learn to apply the Shipped response on new incoming requests Apply the Shipped response and prepare items to be delivered to borrowing library Update request to Shipped status 112 Library s circulation procedure for loaned items (check item out to Interlibrary Loan in your circulation system) 112 Print Shipping List report for packing slip and address label (determine delivery method: SOLS van or Canada Post Mail) 113 Check-in returned loans - critical step, providing closure for lender and borrower. Routinely, lenders should look for requests that may have missed getting the VDX Checked-in action. Log in to Test system. If there are any requests in Lender work queue New Requests category (there may not be) you could practice applying Shipped response. 114 ROADMAP for self-directed VDX / INFO HelpDesk Page 12 of 17

13 Lender - Interim and Non-Supply responses Learn to apply the typical range of interim and non-supply responses on new incoming requests. Apply interim and non-supply answers on new incoming requests. Answer Conditional (offer of loan if conditions are agreed to prior to shipping) 110 Interim responses (Answer Will Supply, Answer Hold) Non supply responses (Retry vs. Non Supply) 111 Log in to Test system. If there are any requests in Lender work queue New Requests category (there may not be) you could practice applying interim and non-supply answers. Lender - Cancel/Renewal pending and automated overdues Learn how to respond to Cancel Pending, Renewal Pending and understand how VDX automates Overdue status. A few of your lender requests might require some additional steps such as cancellation or renewal, or become overdue. Cancel Requested response 115 Renewal Requested response 115 Overdue loaned items (VDX automates status update to Overdue) 116 Recall loaned items 116 Lost (invoice for replacement cost or forgive) 117 Log in to Test system. If there are any requests in Lender work queue "Cancel Pending" or" Renewal Pending" category (there may not be) you could practice responding to them. Lender Temporary lending suspension Learn how to arrange a temporary suspension of lending services at your library. You may need to temporarily suspend lending activities at your library if you have a staffing shortage or the library is closed (renovations, moving, new ILS installation). ROADMAP for self-directed VDX / INFO HelpDesk Page 13 of 17 Arrange configuration of lending services suspension by contacting SOLS HelpDesk (supply start and end date) 117 Understanding how VDX handles suspended locations Lending library s ILL policy (Media Loan List non print formats; regular review and update of general ILL policies) 119 No

14 VDX Functions (Borrower & Lender) Request Search Methods Learn how to find your requests in VDX to view or process them. There are two ILL Request Search interfaces for finding requests simple quick index for current requests, and Advanced Search for more complex search options. Simple Request search quick index search to find currently active requests in process. 42 Advanced Request Search - perform more complex search strategies and find inactive or completed transactions Work Queue category browse to find request (use sort options to facilitate browsing) 45 Sorting and printing search results (Sort by menu at top of results screen, Print top row link 45 Log in to VDX test system. Make note of any request in borrower work queue "Pending" category. Practice finding the request by request #, Author/ keyword, and patron name in both Simple and Advanced Request search interfaces. Open Borrower work queue Returned category and sort the results by Return Date ascending. Open Borrower work queue Received category and sort the results alphabetically by. Bulk action processing Learn how to process multiple requests requiring the same action and save some time. Make use of Bulk Action to quickly process batches of requests needing the same action. When to use Bulk Action on multiple requests at a time 47 Selecting requests for bulk action (select from results screen or type request numbers) Bulk action screen for manual entry of request numbers 49 Log in to VDX Test System and practice bulk action processing with any of the request statuses listed under When to use Bulk action processing on multiple requests on page 47 that might exist in your Test System work queue. ROADMAP for self-directed VDX / INFO HelpDesk Page 14 of 17

15 Library Location Records Learn how to search for information about any library you might want to request from. Any location you choose to have interlibrary loan transactions with must have a VDX location record. You can request from libraries with an Interlibrary Loan Status designation of Responder and Requester or Responder Only. Searching, verifying location information 93 Finding VDX symbol to use in a rota 94 Log in to your production VDX account (not Test system). Check your own library location record - are address, phone, details correct? Find the location symbol for Yukon Bureau of Statistics, Resource Centre. Optional VDX configuration electives for Borrowers and Lenders Learn about the optional configuration electives you can implement for your library and how it might impact workflow to save staff time. Optional VDX electives have to be arranged through INFO Helpdesk and configured by the VDX vendor Optional Borrower electives (configuration must be requested via INFO Helpdesk) Alert staff to possible duplicate request Patron notification of received status and pick-up notification Optional Lender electives (configuration must be requested via INFO Helpdesk) 133 Lender DocFind Auto Responder based on current availability Lender Format Deflection if policy is not to loan i.e. DVD No ROADMAP for self-directed VDX / INFO HelpDesk Page 15 of 17

16 Standard Reports and ILL Statistics Standard workflow reports Learn how to print standard workflow reports and get reprints VDX generates standard workflow reports to facilitate request management Picklist, Shipping List, Received List, Returned List are selected from Work Queue 121 Batch Reruns to view or reprint previously generated reports 121 Printing one-off standard reports for single items 121 No ILL statistics Learn how to interpret VDX monthly statistics for reporting on the provincial annual survey. VDX collates monthly ILL statistics providing an overall picture of borrowing and lending activity. VDX Statistics how to view monthly statistical report and understand the content 122 Manually tracking and reporting ILL activity that was not conducted within VDX (internal consortia borrowing with direct 122 holds and non VDX ILL transactions) Interpretation of statistical categories and what to report on provincial annual survey 123 See Interlibrary Loan section on the SOLS website for instructions on providing these extra non VDX transactions to SOLS using our online statistics collection form. Find What to enter on SOLS Interloan Statistics Online Reporting Form link on the website. ROADMAP for self-directed VDX / INFO HelpDesk Page 16 of 17

17 Delivery Delivery between libraries Learn about delivery options for interlibrary loan materials, either SOLS van or Canada Post mail. If you can t ship material to a library using the SOLS Van delivery system you will need to create mailing labels using the Library Materials Rate electronic shipping tool. Content Using Canada Post's Library Shipping Tool to create mailing labels Claiming postage reimbursement from SOLS using online postage claim form (SOLS libraries only) Filling requests for VOCL patrons VOCL - Lenders shipping to Virtual Online Community Library patrons Find SOLS van delivery schedules on the website. Find the instructional document on the SOLS website for creating Library Material Rate mailing labels. Find where you login with username/password to enter postage reimbursement claims data. If you do not know the username/password for login on SOLS website contact helpdesk@sols.org ROADMAP for self-directed VDX / INFO HelpDesk Page 17 of 17