Subscriptions and Routes Training Manual
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Subscriptions and Routes Training Manual Subscriptions and Routes Training Manual Document Transcript

  • Version 5 Subscriptions and Routes Training Manual
  • Copyright Notice Copyright ©2002 Schjelderup LTD, All Rights Reserved. Distributed under licence by COMPanion Corporation. Under the copyright laws, this manual or the software may not be copied, in whole or in part without written consent of Schjelderup LTD, except in the normal use of the software and as described in the Software License Agreement. The same proprietary and copyright notices must be affixed to any permitted copies as were affixed to the original. The software described in this book is furnished under a licensed agreement and may be used only in accordance with the terms of that agreement. NOTE: Unauthorized use of these materials can result in civil damages and criminal penalties. Trademarks COMPanion®, Akademus®, Alexandria®, eLunchroom®, Lancaster®, MacLunchroom®, SmartScan®, SmartMARC®, Textbook Tracker®, Peripheral Vision®and their associated logos and icons are registered trademarks of Schjelderup LTD used under license by COMPanion Corporation. Apple, AppleTalk, ImageWriter, and LaserWriter are registered trademarks of Apple Computer, Inc. Macintosh is a registered trademark of Apple Computer, Inc. Other trade names are the property of their respective corporations. Printed in the United States of America Printed by COMPanion® Corporation 1831 Fort Union Boulevard Salt Lake City, Utah 84121-3041 USA (801) 943-7277 Voice, worldwide (800) 347-6439 Voice—Sales, US & Canada (800) 347-4942 Voice—Technical Support - US & Canada (801) 943-7752 FAX, worldwide email: info@companioncorp.com Web: http://www.companioncorp.com
  • 1) Introduction A. Trainer introduction. B. Class introduction. C. Attendee or student introduction. D. Training outline. E. Training manual. F. Safe Seven: 1. BACK UP, BACK UP, BACK UP, BACK UP. COMPanion recommends a minimum of FIVE backups. Backups are complete copies of your Data folder to some external medium. They could be on Zip disk, SuperDisk, Jazz disk, another hard drive, a file server, or a tape. You should keep at least one backup per day of the week. Keeping more backups will never be discouraged. You do not need to back up the software. COMPanion can replace the software if your library is current on its support subscription. COMPanion cannot replace your data so BACK IT UP. It is also highly recommended that at least one copy of your data be kept off-site (i.e. take the Friday backup home). Libraries have been burglarized and all computer equipment, including the backups, have been stolen. Libraries have also burned down and the backup has been instrumental in obtaining a quick and acceptable settlement with the insurance company. 2. Perform standard machine maintenance. Ideally every machine should be scanned monthly for viruses and for file damage. Run either Norton Disk Doctor (Macintosh) or Scandisk (PC) on a frequent basis. On Windows, a Defragmentation on the hard drive should also be done regularly. Alexandria cannot be expected to run correctly when the operating system or file structure is damaged. 3. Perform Alexandria maintenance. Every month you should run Rebuild on your database. It can only be run from the Data Station and can take hours to days to run depending on the strength of your machine and the size of your collection. Rebuild checks that the indexes used for sorting, browsing, and selecting match the data, that the records are keyworded appropriately, and that the status counters are correct. Always back up before running Rebuild or any other major utility or import. REMEMBER: if it will take longer to correct a problem caused by a bad import or running a utility incorrectly than it will take to back up, you should back up before doing it. To run Rebuild: • From the File menu, select Utilities. • Using the Utility Type drop-down menu, choose Database. Alexandria 5 Subscriptions Training Manual — 1
  • Introduction • Under Operation, select Rebuild. • Click on Run. 4. Have a UPS (uninterruptable power supply or battery backup) on the Data Station and test it. Alexandria 5 uses client/server technology for its communication and operation procedures. The server program, called the Data Station, must be running in order for any clients, also known as workstations. To search, circulate, run reports, etc. for Alexandria there are two types of workstations, Alexandria Librarian Workstation or Alexandria Researcher Workstation. If the Data Station program is not running, NO ONE can view or change the data. (In case of extended power failure during weekends, it is essential that you back up your data before leaving.) In addition, the Data Station does all the work with the data; the clients just ask the Data Station to perform procedures. As such, the Data Station should be on the best machine available. Since the Data Station does all the work, it has the ability to prioritize requests from the clients. Some procedures will be postponed temporarily while other more pressing procedures are addressed. The Data Station will, therefore, hold some things in memory to take care of when it is not so busy. If there is a power brownout or a power outage, your data can become corrupt if you do not have a UPS to protect it. A UPS is an Uniterruptable Power Supply and is only meant to give you enough time to get to the Data Station, quit it, and shut down the machine appropriately. Do not connect unnecessary machines or appliances to a UPS since they will drain critical energy from the UPS in your time of need. 5. Enable Security. The Alexandria program comes without any security turned on. As such, unless you install an additional security program or enable security within Alexandria, anyone can launch Alexandria and have full privileges that would allow them to add, remove, and change patrons, items, orders, budgets, vendors, subscriptions or routes or to check items in and out, assign and forgive fines, etc. It is strongly recommended that you enable security within your Alexandria preferences. In addition, without some form of system security, if your data station is publicly accessible, someone could delete, move or rename your data file. If the data station will be publicly accessible, it is strongly recommended tha tyou install and enable a system security program. Some operating systems come with such security built in. 6. Watch your screen at all times. Although Alexandria does have audio clues to alert you to special circulation and program messages, those audio clues do not help if the speakers are turned off, the volume is turned down, sounds are disabled in the program, sound is disabled in the operating system or if headphones are plugged in. Alexandria is also streamlined for certain procedures based upon assumptions that are often made in the library environment. Those assumptions may differ from what you desire. ALWAYS, ALWAYS, ALWAYS watch your screen. Verify that you have fully read the messages and that what you thought you did was exactly what the program claims you did. 2 — Alexandria 5 Subscriptions Training Manual
  • Introduction 7. When in doubt, contact Technical Support. If your library is current on its support subscription, when you have a problem or a question, please contact Technical Support. You can call Technical Support 24 hours a day, 7 days a week, 365 (or 366) days of the year. Questions regarding passwords and registration codes may need to be postponed until business hours. During the busy time of the year (beginning of school, beginning of the calendar year, and inventory season), you may get the receptionist if Technical Support is currently helping other customers. The receptionist will take the name of your library, its telephone number, your name and the state you are calling from and send that information to Technical Support in an email. They will contact you as soon as they are available. Or you can email Technical Support directly from Alexandria 5. Emailing from the program not only sends your message or question to Technical Support, but also information on your machine, its hardware, memory, your data and the version you are running. To email Technical Support on Macintosh: • Choose Tech Support under the Apple menu. • Type desired message in the window provided on the Send Email tab. • Click Send Message to send the message to Technical Support. To email Technical Support on Windows: • Choose Tech Support under the Help menu. • Type desired message in the window provided on the Send Email tab. • Click Send Message to send the message to Technical Support. You cannot email Technical Support if you do not have a return email specified in your Library Information preferences and if you do not have an internet connection. Alexandria 5 SubscriptionsTraining Manual— 3
  • Introduction 4 — Alexandria 5 Subscriptions Training Manual
  • 2) Vendors A. Creating a Vendor. 1. Create a vendor record for EBSCO, 43 Mountain Blvd., Denver, CO 78781. Make the Vendor code EBS, the contact person is James Good, Sales Man- ager; phone is 800-555-4433, fax # 800-555-4422, and email is jgood@ebsco.com. B. Modifying a Vendor. 2. Change the sales representative at EBSCO to Sue Smalley with an email of ssmalley@ebsco.com. C. Finding a Vendor. 3. Find the record of COMPanion Corp using Find. D. Duplicate a Vendor. 4. Duplicate COMPanion Corp. and change the name on the new record to Computing Consultants. E. Removing a Vendor. 5. Remove EBSCO Notes: • Notes on vendor record are for the librarian’s information and do not show anywhere else. • Vendors who appear on active or issued orders cannot be removed. • Remember, the record must be unlocked to modify and must be saved after modification. Alexandria 5 Subscriptions Training Manual — 5
  • Vendors Let’s Practice • Make a new vendor record for ALA and save the record. • Change the address on ALA to something else and save the record. • Find and duplicate the ALA record. Change the vendor code to AASL and the name to American Association of School Librarians and save the record. • Remove AASL. Hints To create a new vendor: • From the Show drop-down menu on the menu bar at the top, select Vendors from the drop-down menu. • From the Vendors menu at the top, select New Vendor. • Give the new vendor a short code which will be recognizable. • Fill in the name and address fields and any other pertinent informa- tion fields on the Contact Info tab. • Add a note on the Notes tab, if desired. • Save the record. To modify a vendor record: • From the Show drop-down menu on the menu bar at the top, select Vendors. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the vendor. • Unlock the record. • Make the appropriate modifications. 6 — Alexandria 5 Subscriptions Training Manual
  • Vendors • Save the record. To duplicate a vendor: • From the Show drop-down menu at the top, select Vendors. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the vendor. • From the Vendors drop-down menu at the top, select Duplicate. The Vendor Code field will show the old vendor code followed by the word “copy.” • Make the necessary modifications • Save the record. To remove a vendor: • From the Show drop-down menu on the menu bar at the top, select Vendors. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the vendor. • From the Vendors drop-down menu at the top, select Remove Ven- dor. Alexandria 5 Subscriptions Training Manual — 7
  • Vendors • When asked whether or not to permanently remove the vendor, click on Remove. 8 — Alexandria 5 Subscriptions Training Manual
  • 3) Subscriptions A. Creating a Subscription. 1. Create a subscription for Sports Illustrated. There are 52 issues with a cost of $90 per year. Vendor is EBSCO. Medium is Magazine, and the subscription started on 9-1-2001. B. Modifying a Subscription. 2. A special issue of Sports Illustrated has arrived, so increase the number of issues by one. C. Finding a Subscription. 3. Find the subscription for Alexandria. D. Duplicate a Subscription. 4. Duplicate Sports Illustrated subscription and change the title to People Weekly. E. Removing a Subscription. 5. Remove People Weekly. F. Receiving a Subscription. 6. An issue of Mailbox has arrived. It is the June 2002 issue. Receive the sub- scription. G. Add History. H. Edit History. I. Clear History. Notes: • Remember, the record must be unlocked to modify and must be saved after modification. • Subscriptions can also be received in the Circulation window using the E command. • Use history to track issues, promises, problems and discussions regarding a particular subscription. Alexandria 5 Subscriptions Training Manual — 9
  • Subscriptions Let’s Practice • Make a new subscription record for the monthly magazine, Cobble- stone, and save the record. • Change the vendor from EBSCO to something else and save the record. • Find and duplicate the Alexandria record. Change the subscription to SmartMARC and save the record. • Remove the SmartMARC record. • An issue of Mailbox has arrived. Receive the subscription. Hints To create a new subscription: • From the Show drop-down on the menu bar at the top, select Sub- scriptions. • From the Subscriptions menu at the top, select New Subscription. • Give the new subscription a short code which will be recognizeable. • Fill in the pertinent fields on the Subscription Info tab. • Fill out the Items tab. • Save the record. To modify a subscription record: 10 —Alexandria 5 Subscriptions Training Manual
  • Subscriptions • From the Show drop-down menu on the menu bar at the top, select Subscriptions. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the subscription. • Unlock the record. • Make the appropriate modifications. • Save the record. To duplicate a subscription: • From the Show drop-down menu at the top, select Subscriptions. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the subscription. • From the Subscriptions drop-down menu at the top, select Dupli- cate. The Subscription Code field will show the old subscription code. • Make the necessary modifications • Save the record. To remove a subscription: • From the Show drop-down menu on the menu bar at the top, select Subscriptions. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the subscription. • From the Subscriptions drop-down menu at the top, select Remove. Alexandria 5 Subscriptions Training Manual — 11
  • Subscriptions • When asked whether or not to permanently remove the subscription, click on Remove. To receive a subscription: • From the Show drop-down menu at the top, select Subscriptions. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the subscription. • Click on the Receive Subscription button. 12 —Alexandria 5 Subscriptions Training Manual
  • Subscriptions • If the Inventory on Receipt box is checked on the Items Info tab, fill in the necessary information in the Add Subscription Issue window and save. • Unlocking the record, go to the History tab and modify the Descrip- tion to show which issue was received (the date on the issue) and save. To add history: Alexandria 5 Subscriptions Training Manual — 13
  • Subscriptions • From the Show drop-down menu on the menu bar at the top, select Subscriptions. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the subscription. • Click on the History tab and unlock the record using the Lock icon or the Unlock command. • <Right-Click> or <ctrl-click> on the white part of the History tab. • Click on the Add New History Item. • Enter the date, then tab to the Description field and enter the desired information. • Click on Save. To edit a history entry: • From the Show drop-down menu on the menu bar at the top, select Subscriptions. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the subscription. • Click on the History tab and unlock the record using the Lock icon or the Unlock command. • Click on the line you wish to edit. • Edit the entry. • Click on Save. To remove a history entry: • From the Show drop-down menu on the menu bar at the top, select Subscriptions. 14 —Alexandria 5 Subscriptions Training Manual
  • Subscriptions • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the subscription. • Click on the History tab and unlock the record using the Lock icon or the Unlock command. • Highlight on the line you wish to edit. • Press <delete> key. • Click on Save. Alexandria 5 Subscriptions Training Manual — 15
  • Subscriptions 16 —Alexandria 5 Subscriptions Training Manual
  • 4) Routes A. Creating a Route. 1. Create a route for the History Department. Call it History. Add the follow- ing patrons: Kerri Dobbins (make her the Responsible Patron), Bill Schjelderup, and Jamie Sparks. 2. Add your PTA president, Nedra Jones, to the Teachers list. She is not a library patron, so she will have to be added manually. B. Modifying a Route. 3. Change the Responsible Patron to Bill Schjelderup. C. Finding a Route. 4. Find the Teachers route using Find. D. Duplicate a Route. 5. Duplicate the History route and change the name to English. E. Removing a Route. 6. Remove the History route. F. Routes Preferences. 7. Modify the default routes message and set the default number of days to 30. Notes: • Remember, the record must be unlocked to modify and must be saved after modification. Alexandria 5 Subscriptions Training Manual — 17
  • Routes Let’s Practice • Make a new route, Book Club, and save the record. Make Todd Malta the responsible patron. • Change the Responsible Patron to Darla Andersen and save the record. • Find and duplicate the Teachers route.Change the route name to Staff. • Remove the Staff route. Hints To create a new route: • From the Show drop-down menu on the menu bar at the top, select Routes. • From the Routes drop-down menu at the top, select New Route. • Give the new route a name which will be recognizable. • Fill in the barcode of the patron who will receive the item first and who will be responsible for seeing that it is returned to the library on time in the Responsible Patron field. 18 — Alexandria 5 Subscriptions Training Manual
  • Routes • Add additional patrons to the route using the Find/Add Patron but- ton. You can select all the patrons desired before clicking on the Done button. • Add any people to the list that are not library patrons using the Add Manual Entry button. Click on OK upon entering the information on the patron. • On the Instructions tab, modify the message that will appear at the top of the routing slip. • Save the record. Alexandria 5 Subscriptions Training Manual — 19
  • Routes To modify a route: • From the Show drop-down menu on the menu bar at the top, select Routes. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the route. • Unlock the record. • Make the appropriate modifications. • Save the record. To duplicate a route: • From the Show drop-down menu at the top, select Routes. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the route. • From the Routes drop-down menu at the top, select Duplicate. • Make the necessary modifications • Save the record. To remove a route: • From the Show drop-down menu on the menu bar at the top, select Routes. • From the Edit drop-down menu at the top, select Find and fill in the information with which to locate the route. • From the Routes drop-down menu at the top, select Remove. 20 — Alexandria 5 Subscriptions Training Manual
  • Routes • When asked whether or not to permanently remove the route, click on Remove. To set route preferences: • Select Preferences from the Edit drop-down menu. • From the drop-down menu in the upper left hand corner of the win- dow (shows Administration), select Routes. Alexandria 5 Subscriptions Training Manual — 21
  • Routes • Modify the Default Route Instructions, if desired. • Modify the Default Route Period, if desired. • Save changes. 22 — Alexandria 5 Subscriptions Training Manual
  • 5) Reports A. Subscriptions Reports. B. Routes Reports. 1. Print a route slip for the Librarians route. C. Vendors Reports. 2. Print to the screen a list of all vendors using the complete format and sorted by vendor code. Notes: • Reports print to the screen first, so you can see if the report is what you want before printing it to paper. • There are currently no utilities for Subscriptions, Routes, & Vendors except for the Verifies, but the recommendation is valid that before you run a utility, practice with the reports so you can get the sorts and selec- tions correct. If you can’t get it to work correctly in reports, it will not work in Utilities. Practicing in reports first can prevent problems when using Utilities. Alexandria 5 Subscriptions Training Manual — 23
  • Reports Let’s Practice Hints To print a subscription list: • Choose Subscriptions Reports from the Reports drop-down menu. • Choose Subscription List in the Report Name drop-down menu. • Choose the format, either 1 Line or Complete. • Choose Sort By method. • Choose Select By method. • Click on the Print button. • From the File drop-down menu, choose Print. To print a route list: • Choose Subscriptions Reports from the Reports drop-down menu. • Choose Route List in the Report Name drop-down menu. • Choose Format. • Choose Sort By method. • Choose Select By method. • Click on the Print button. • From the File drop-down menu, choose Print. 24 —Alexandria 5 Subscriptions Training Manual
  • Training Evaluation School:_______________________________________District:______________ _______________ Date Trained:______________________Trainer:____________________________________________ Product: Alexandria SmartMARC Textbook Tracker eLunchroom Version:_______________________ Type of Training: (Please circle) Basic Advanced I have been using this product since:__________________________________ I feel my computer skills are: Beginner 1 2 3 Advanced Trainer Preparation: (Please circle) Poor Good Excellent Trainer Presentation Skills: (Please circle) Poor Good Excellent I liked best: Could have been better: I wish we had covered: Things we (school, district, library, institution) could have done better to improve the training: Comments: Thanks for your input. Fax: 1 (801) 943-7752 COMPanion Corporation Phone: 1 (800) 347-4942 x133 1831 Fort Union Blvd. Internet: alextrainers@companioncorp.com Salt Lake City, UT 84121-3041