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Texas Navigator Workflows Webinar

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Describes the process for processing interlibrary loans through Navigator.

Describes the process for processing interlibrary loans through Navigator.

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  • At this point the lending string is built based on the rules defined from questionnaires you will fill out regarding policy decisions. If the request can be filled, the workflow continues. The development of the NISO Circulation Interchange Protocol (NCIP) allows different circulation systems to work together and to work with other library systems. If your library has an NCIP server , NRE (the Navigator Request Engine) then places a hold in your local OPAC on the requested item, and the patron can then manage this request from the Navigator interface (we’ll be showing screenshots from the patron’s perspective shortly). If your library does not have/support NCIP, then you would refer to the Staff Request Management Lending workflows, also discussed later in this webinar. Alternatively, if the request cannot be filled but your library has ILLiad integrated into WorldCat Navigator, the request will go to ILLiad. Library staff then manage requests from the ILLiad interface, while patrons will be able to manage these requests from the Navigator interface. If the request cannot be filled and your library does not have ILLiad integration, a few alternative options exist: 1) NRE can send an email to the patron with instructions and possibly an embedded link with next steps. 2) NRE can send an email with bibliographic details to your Interlibrary Loan department. 3) The request stops and library staff must decide what to do with the request. 4) NRE can send an ISO request to WorldCat Resource Sharing, and the request is then maintained in NRE. [NOTE TO INSTRUCTOR: This is typically not a desirable option because it means that ILL staff must learn NRE, which can take additional time for training and/or more demand on current resources.]
  • The actual process in your library may vary depending on how closely your circulation system can interface with NRE. Much goes on within Navigator in order to streamline the lending process for you. Once your library receives a lending request, NRE searches your OPAC to determine if the item is still available at your library. If available, NRE can then attempt to place a hold on the item in your circulation system. This step requires circulation interoperability. If the item is not available, NRE will respond to the request automatically. You will not have to handle requests for items that are not available in your collection. The Work Queue in Navigator indicates your library’s active requests as both a borrower and a lender. You can use it as a quick way to find all the requests that meet a certain criteria. In addition to the work queue, there are other searches available for finding requests. Please note, staff will get detailed training on Navigator in the future.
  • This is a sample pick list. The actual pick list used in your library may vary from the one shown.
  • Here is a sample shipping slip. The one used by your library may be different from what is shown here.
  • With circulation interoperability, it is assumed that overdue notices will be sent from your circulation system. If you do not have circulation interoperability, you will send overdue notices from Navigator. Navigator does not send automatic overdue notices. As the lender you would mark the requested item as ‘Overdue’. The overdue message is received by the borrowing library and an automatic notification can then be sent to the patron.
  • The borrowing library may request that a loaned item be renewed. In this case, you will need to approve or deny the renewal request. Your work queue will indicate that you have a renewal request.
  • You can approve or reject the renewal. If you reject the request, using the Renew Answer-No action, the original due date applies to the request.
  • If you approve the renewal, using the Renew Answer-Yes action, you will be able to specify the new due date. Please note that your circulation system will have to be manually updated with this new information.
  • You may frequently have to access requests out of the context of the standard work flow. You may need to trouble-shoot a request or respond to a patron or staff member question about a request. Navigator provides 2 request searches which allow you to search for and access a single request or a group of requests that meet the search criteria. This search will retrieve only NRE requests made in Navigator. No ILLiad requests can be retrieved.
  • Navigator is designed to auto-mediate patron requests, eliminating the need for staff intervention at the borrowing library before the request goes to a potential lender.
  • In this example, the request duplicates another active request by the same patron for the same title. Other reasons a request may need staff intervention: The request is found in your own library No lending locations were found within your group You do not have integration with ILLiad or WCRS
  • Under ideal circumstances, the borrowing staff interacts with Navigator for the first time when a requested item is received. You will indicate in Navigator that the item has been received.
  • Here is an example of a received report from Navigator. The report used by your group may be different.
  • When your patron returns the item to your library, you will update Navigator to indicate that the item has been returned. Then you will package up the item and return it to the lender.
  • This is an example of a return slip. The one used by your group may be different.
  • You may allow your users to request a renewal of an item borrowed from the consortium.
  • You will then need to wait for the lender to approve the renewal.
  • After making a request, your patron may tell you that he or she no longer needs the item.
  • Occasionally, a lender may need an item returned before the due date. In that case, the lender will issue a Recall for the item.
  • You will need to contact your patron and ask for an early return of the item.
  • Transcript

    • 1. WorldCat Navigator Workflows Webinar OCLC—Dublin, OH May 27, 2010 Presenter: Jimmy Kuckelheim
    • 2. Agenda
      • We’ll cover the following items today:
      • Terminology
      • Policy changes
      • Workflow for an item held by your group
      • Workflows for an item held only at other WorldCat libraries
      • Patron workflow for managing requests
      • Staff Request Management—Lending and borrowing workflows
    • 3. Terminology
      • Consortium - "A ‘library consortium’ is any local, regional, or national cooperative association of libraries that provides for the systematic and effective coordination of the resources of schools, public, academic, and special libraries and information centers, for improving services to the clientele of such libraries.” (US Federal Communications Commission)
        • We’ll be using the word “consortium” interchangeably with “group” for the purposes of this presentation.
      • OPAC (Online public access catalog) - is an online database of materials held by a library or group of libraries. Users typically search a library catalog to locate books, periodicals, audio/visual materials or other items under control of a library.
    • 4. Terminology
      • Workflow – consists of a sequence of connected steps. It is a depiction of a sequence of operations; a model to represent real work for further assessment, e.g., for describing a reliably repeatable sequence of operations.
      • Lender / lending library – the library supplying the item; you are the lending library when you supply something to another library.
      • Borrower / borrowing library – the library requesting the item; you are the borrowing library when you request something from another library.
      • NRE (Navigator Request Engine) – the “guts” of Navigator, much of the work done in NRE is reflected in Navigator, the interface for request management.
    • 5. Policy Changes
      • Please note that some policy changes may be needed in your library for the implementation of WorldCat Navigator:
      • OCLC must be able to place holds on available items.
      • OCLC must be able to place multiple holds on the same title.
    • 6. Item held by your group/consortium: Navigator request button
    • 7. Item held by your group/consortium: Navigator request button
    • 8. Item held by your group/consortium: Navigator request button
    • 9. Item held by your group/consortium: Navigator request button
    • 10. Item held by your group/consortium: Navigator request button
    • 11. Item held by your group/consortium: Navigator request button
    • 12. Item held by your group/consortium: Navigator request button
    • 13. Item held at other WorldCat libraries: Navigator request button
    • 14. Patron workflow for managing requests
    • 15. Patron workflow for managing requests
    • 16. Patron workflow for managing requests
    • 17. Patron workflow for managing requests
    • 18. Staff Training
      • Navigator is the staff request management interface.
      • It is used for both the borrowing and the lending functions.
      • You will be given an account in NRE to access your requests.
      • Library Staff only have access to the requests made by their patrons or that have been sent to them as a lender.
    • 19. Lending Workflows
      • Basic workflow
      • Returned item
      • Overdue notice
      • Cancellation
      • Recall a loaned item
      • Renewal request
      • Additional procedures
    • 20. Lending: Basic Workflow
    • 21. Lending: Basic Workflow
    • 22. Lending: Basic Workflow
    • 23. Lending: Basic Workflow
    • 24. Lending: Basic Workflow
    • 25. Lending: Returned Item Workflow
    • 26. Lending: Returned Item Workflow
    • 27. Lending: Returned Item Workflow
    • 28. Lending: Overdue Notice Workflow
    • 29. Lending: Overdue Notice Workflow
    • 30. Lending: Cancellation Workflow
    • 31. Lending: Cancellation Workflow
    • 32. Lending: Recall a Loaned Item Workflow
    • 33. Lending: Recall a Loaned Item Workflow
    • 34. Lending: Renewal Request Workflow
    • 35. Lending: Renewal Request Workflow
    • 36. Lending: Renewal Request Workflow
    • 37. Additional Procedures
    • 38. Additional Procedures
    • 39. Additional Procedures
    • 40. Additional Procedures
    • 41. Borrowing Workflows
      • Request not processed
      • Process received requests
      • Requested item returned
      • Renewal request
      • Request no longer needed
      • Lender recall
    • 42. Borrowing: Request Not Processed Workflow
    • 43. Borrowing: Request Not Processed Workflow
    • 44. Borrowing: Request Not Processed Workflow
    • 45. Borrowing: Request Not Processed Workflow
    • 46. Borrowing: Request Not Processed Workflow
    • 47. Borrowing: Process Received Requests Workflow
    • 48. Borrowing: Process Received Requests Workflow
    • 49. Borrowing: Requested Item Returned Workflow
    • 50. Borrowing: Requested Item Returned Workflow
    • 51. Borrowing: Renewal Request Workflow
    • 52. Borrowing: Renewal Request Workflow
    • 53. Borrowing: Request No Longer Needed Workflow
    • 54. Borrowing: Request No Longer Needed Workflow
    • 55. Borrowing: Lender Recall Workflow
    • 56. Borrowing: Lender Recall Workflow
    • 57. Review
      • To recap, we covered the following in today’s webinar:
      • Terminology
      • Policy changes
      • Workflow for an item held by your group
      • Workflows for an item held only at other WorldCat libraries
      • Patron workflow for managing requests
      • Staff Request Management—Lending and borrowing workflows
    • 58. Questions? If you have additional questions or concerns please contact your Implementation Manager. Thank You!
    • 59. Thank You! Watch your inbox for information regarding this webinar, including pertinent links and additional information on WorldCat Navigator.