Generous Efforts of Many/gemcd.zip/GEM.CD.A.po/FEATURES:CIRC.PLUS:DEMO.MANUAL/IX.txt

Text File | 2010-05-14 | 21KB | 465 lines

IX. SYSTEM SETUP OPTIONS
Selecting Option 5: SYSTEM SETUP OPTIONS from the Main Menu and
entering the password will bring you to the Setup Menu.
The choices on this menu allow you to customize some parts of
 `to your library.

 1.``Change System Options
 2.``Add/Change Category Types
 3.``Add/Change Special Call # Abbreviations
 4.``Update Last Report Date
 5.``Add/Update Collection Counts
 6.``Update Special Locations
 7.``Change Wording On Notices
 8.``Return To Main Menu

 Enter Option #

  CHANGE SYSTEM OPTIONS
When Option 1: CHANGE SYSTEM OPTIONS is selected from the Setup
Menu, the Change System Options screen appears with the cursor in
the first field: Special Location.
The letter 'Y' means "Yes"; that is, you want the field or function
activated.  The letter 'N' is "No" and turns the field or function off.
If you wish to change the letter, type a
'Y' or an 'N'.  If you press @Return!, the cursor will
jump to the next field leaving the previous one unchanged.
It is  essential  that you move through the entire Change
System Options screen
and indicate that you have completed it in order to have your
options recorded.

CIRCULATION PLUS ** Change System Options **
Special LocationY
Print 'Parents Of' On Notices  Y
Address/PhoneY
Print Titles On OverDue List Y
Card Exp. DateY
List By Location Page Breaks Y
School YearY
Title ISBN NumberY
Maximum Books Per Patron 6
Title CategoriesY
Actions Before Auto Backup25
System Collection %Y
Number Of Temporary Items150
Report: N=LC Y=Dew.Y
Enable FinesY
Library Address  4506 Northwest Hwy.
<ql,,132/nl>City, ST.  ZipCrystal Lake , IL. 60014
Grace PeriodN
Telephone # [phone]

   Special Location` (Patron data)
  A "Y" puts this field on the patron entry screen.  School
librarians put a homeroom number in this field.  Academic or special
libraries might put in a room number, building, or department.
Public libraries might not find this field useful.
  Address/Phone` (Patron data)
 This patron field
is necessary if you plan to print notices to be mailed to homes.
  Card Exp. Date  (Patron data)
  This is useful to public librarians.  For school libraries
graduating year is more useful.
  School Year` (Patron data)
  This field is necessary if you wish
to delete students by graduation year.
  Title ISBN Number` (Title data)
  If for any reason you do not wish to enter ISBN or LCCN numbers
for your items, this field can be removed from the title entry screen.
(Keep in mind that these numbers
can be used at a later date to transform
your circulation record to a full bibliographic record for  Catalog
Plus ,`the FOLLETT on-line catalog that is
under development.    is slated to be available for
integration with your `system in 1987.)
Title Categories` (Title data)
An 'N' here removes the Category Type fields from the title entry
screen.
System Collection%
Leaving this option on indicates that you want the Collection %
column on reports to
be based on the actual count of the items entered into the system in
each call number group.  Saying "No" instructs the program to
instead use the counts you entered for each classification using the
Add/Update Collection Counts option, which will be explained later in
this section.
Report: N=LC Y=Dew
A "Y" in this field indicates that your library is classified with
the Dewey decimal system, while an "N" means that the collection's call
numbers are based on the Library of Congress classification system.
  Enable Fines
  If you do not charge fines, you may wish to turn off this
function.  Then when overdue books are checked in, the program will not
pause for you to accept or change the fine.
  Grace Period
  With no Grace Period, all books are marked overdue if their
due date is before the date you enter as Today's Date.  If you activate
the Grace Period, the system will allow you to use a
date other than Today's Date as the Overdue Date.  In this
way you can give your patrons a few days' grace.  The check-out
routine will not hold a patron, then, if he has a book only a day or
two overdue, nor will a fine be charged if the item is brought back
within the Grace Period.  This then is what the opening
screen will look like if you activate the Grace Period:
 CIRCULATION PLUS** Overdue Start-Up **

Enter Today's Date:Wed Apr 2, 1986
Enter Overdue Date:Wed Mar 26, 1986
Are The Above Date/s Correct. (Y/N)
Print 'Parents Of' On Notices
This allows the words 'Parents Of' to be printed above the
patron's name on Mailing Notices addressed to the home address.
Print Titles On OverDue List
Often school media centers wish to post lists of overdue items
but, particularly in high schools, the titles reflect sensitive subject
matter that should
not be displayed publicly.  In fact, some states have enacted strict
right-to-privacy guidelines.
  If you select "No," the overdue items on School Printout lists
will be identified by barcode number only.  No title will be
printed.
List By Location Page Breaks
If in your library or media center there are only a few overdue
items in each homeroom, you may want to place an 'N' in this field so
a full page of paper will not be used for each homeroom list.
  Maximum Books Per Patron
  This is the number of books a patron can have checked out (not
necessarily overdue) before the system requires a password.  The
password is all that is required in order to allow
check-outs to the person.  The largest number that is accepted in this
field is 175.  By using the password, a maximum of 200 items can be
checked out to a patron.
  Actions Before Auto Backup
  This is the number of transactions which will take place at the
circulation desk before the automatic backup of transactions onto the
Daily Disk is activated.  (Earlier you learned how to
override this backup at any time, either doing it sooner or delaying it,
according to circulation desk traffic.)
Number Of Temporary Items
Indicate in this field how many numbers, beginning with item
barcode number 1, you wish to reserve to be used for Temporary Items.
This can be a number from 1 to 999.
Library Address
  This is the street address of your library.  It is used in the
return address on Mailing Notices.
City/ST. Zip
  This is the remainder of your library address.  What you
enter here become the default values on the patron entry screen if you
have the Address/Phone field activated.
  Telephone #
  This is the telephone number of your library.  The area code
becomes the default value for area code in the Phone Number field on
the patron entry screen.

After pressing @Return! in the Telephone # field, you will
be asked "Are These Entries Correct (Y/N)?"  If you respond with an "N,"
the cursor will return to the first field, and you must move through
each line again.  If you respond with a "Y," you will be asked whether
you wish to change the Calendar.  The Calendar is explained on the
pages that follow.
TUTORIAL #9
In this tutorial you will change several options on the Change
System Options screen.
1.At the Main Menu type a``5``to select
System Setup Options.
2.Press @Return! when asked for a password.  You will be
asked to use the Demo.Print disk for these options.
3.From the Setup Menu, select``1``Change
System Options.
4.Press @Return! 10 times to move to the 'Parents Of'
option.
5.Type an``N``to turn off the option.
6.Press @Return! twice to move to the 'Maximum Books'
option.
7.Press the back arrow or @Delete! once to move to the first
space in the field.
8.Type` ` and press @Return!.
9.Use the same method to change the 'Actions Before Auto
Backup' to 30.
10.Also change the Library Address, City, ST, Zip, and
Telephone # to the address and phone number for your library.
11.When asked whether the screen is correct, type`
`Y` .
12.Type``Y``again when asked whether you
wish to change the Calendar.


THE CALENDAR
  's Calendar, once entered, allows all date due and fine
calculation to be performed automatically by the system.
It is  essential  that you move through the  entire
Calendar screen in order to have your
options recorded.

CIRCULATION PLUS ** Change System Options **
Regular Circ. Period   Fine: 0.05_
# Of Days For Grace Period__
Overnight Circ. Period  Fine: 0.50_
Max. Fine To Be Charged  3.00
Circulation Period #2     _ Fine: 0.00_
CURRENT YEAR     86
Circulation Period #3    _ Fine: 0.00_
Circulation Period #4    _ Fine: 0.00_
Are You Open On Saturdays   N
Faculty Due Date      `
Are You Open On Sundays   N
 ______
 ______
 ______
 ______
 ______
 ______
 ______
 ______
 ______
 ______
 ______
 ______

Circulation Periods  Enter here the  number of
days` books in
each circulation group may be checked out before they become overdue.
This should be the number of days that the library is ; i.e.,
if you are indicating that you are
closed on Saturdays and Sundays, a 2-week loan period will be only
10 working days.
It is not necessary to use all of the possible Circulation
Periods.  However, it is advisable to have a date assigned for any
Circulation Period that you have entered with an item's record on the
data entry screen.
"R" on a book's record indicates items that will receive the
Regular Circulation Period;
"1" represents the Overnight Circulation Period.
  As you specify each loan period,
indicate the amount per day that is charged for fines for the items in
that group.
Faculty Due DateMany school libraries check materials out to
faculty members on a semester basis.  This option allows you to indicate
that all items checked out to a person whose "Patron Type" is "F" should
be given the Faculty Due Date.   The date you wish
to use for those items should be entered here in a MM/DD/YY format.
For  items checked out to a faculty member, this date due
will override the Circulation Period entered on the book's record.
(Of course, as with all transactions, the D Command can be used to alter
the date due.)
If you do not use a Faculty Due Date, this field will read
00/00/00 and the Circulation Period fields assigned to items (R, 1, 2,
3, or 4) will be used for faculty members as well as students.
Grace Period  If you have indicated on the Change System
Options screen that you wish to use a Grace Period, you should enter
here the number of days of leniency you wish to grant.
Maximum Fine   Also indicate in the third column the
maximum fine you would wish to charge for an overdue item.  If you use
fines, it is  essential  that a maximum be entered.  It can be any
amount up to $99.99.
Current Year  Enter here the last two digits of the current
year.  As you can surmise, this is necessary in order for
the system to display the day of the week with the dates it displays
when you are entering the system each day (Mon Jan 06, 1986) and to
allow correct leap year calculations.
Are You Open On Saturday/Sunday
 Indicate with a 'Y' or an 'N' whether you are open on
Saturdays and whether you are open on Sundays.  The system will use
this information in calculating dates to be used as due dates and in
calculating fines.
Vacation Days Forty-eight lines are available for entering
other dates on which your library will be or has been
closed, such as 01/01, 07/04, and 12/25.
After you have entered the date in the MM/DD format and
pressed @Return!, the
system converts the screen display to Jan 01, Jul 04, and Dec 25.
When you press @Return! in
a field instead of entering a date, the assumption will be made that
your list is complete and you will be returned to the Setup Menu.
You can add dates to this list at any time.
Remember:  It is essential that you move through the
 entire  Calendar screen in order to
have your options recorded.
TUTORIAL #10
In this tutorial you will change several options on the Calendar
screen.  You will move through the screen and edit it in the same way
the Change System Options screen was edited.
1.Change the Overnight Circulation Period's Fine to
  .
2.Change the Maximum Fine to`  .
3.Add a vacation day of``05/26` @Return!
in the first empty space in the first column of dates.
4.Press @Return! a second time to return to the Setup Menu.

  ADD/CHANGE CATEGORY TYPES
  It is this routine that permits you to designate the Category
Types into which you can place some of your books for the purpose of
statistical reports.  This will allow you to generate reports by
type.  There are 254 possible types numbered from 2 to 255.
Category Type #1 is reserved
by the system for displaying the statistics for Temporary Items.
Adding Category Types is a simple process.  After you select this
option, a space is provided for entering the number you plan to use for
items of one type.  It may be any number between 2 and 255.
  After you have typed the number and pressed
@Return!, two additional lines appear.  The first (Old Name:)
will show the name
that is already on that number if one has been entered earlier.
Otherwise, nothing will appear as Old Name.
The cursor will
appear on the next line (Change The Name:).  If the number has not been
used, the cursor appears at the beginning of a blank line.  If
it has been used previously, the cursor is at the end of the name.
Use the left arrow to move back to the place where you wish to make
changes.  Twenty spaces are available for the name of each Category
Type.
We are often asked how these Category Types should be used.
They can be used to group any items for which you would like
statistical information.  You may wish to code all items purchased with
certain funding or all items written in the same foreign language.  And
the Category Type is often used to bring fiction, non-fiction,
and media on the same subject together on one list (Report By Category
Number).
Libraries that are using more than 5 alphabetical call number
designations often use Category Types for those that did not fit
on their list of Special Call # Abbreviations.
The Demo/Tutorial contains the following assigned Category Types:

  1 - Temporary Items
  2 - Special Funding
  3 - Mathematics
  4 - Nutrition and Diet
  5 - Computer Software
TUTORIAL #11
In this tutorial we will add a Category Type.
1.From the Setup Menu, select``2``to
Add/Change Category Types.
2.Enter``6` @Return! foriii
the Category Number.
3.No old name will be shown.  For the new name type
`Spanish` `Language` and press @Return!.
4.Press @Esc! to return to the Setup Menu.

We will do no tutorials for the next three options because
changes to them could have far-reaching effects.

 ADD/CHANGE SPECIAL CALL # ABBREVIATIONS
  The Dewey divisions (001-999) or LC divisions (A-ZZ)
are already in the program.  The
abbreviations for the other call numbers must be set by you since there
are no universal designations.  We have included the following on the
DEMO/TUTORIAL:
 - Fiction
 - Reference
 - Story Collection
 - Nonprint
 - Biography
  If these abbreviations begin the Call# Author field, they are
automatically tabulated when an item is entered and circulated.  If your
abbreviations are different, you must change these  before
entering information on the hard disk.
Any items beginning with a different
alphabetical prefix will be included statistically in a "catch-all"
group called "Other."  These items--  which fall into neither
Dewey divisions nor these five Special Call # Abbreviations--  can be
tabulated through the use of Category Types.
The prefix 'NP' is often used by libraries that have a multitude
of call numbers for audio-visual materials and equipment.  It is placed
before each A-V call number.  Then the Dewey report gives statistics for
the audio-visual materials in total, and Category Types are used to
break the figures down for specific groups.
  UPDATE LAST REPORT DATE
  This function allows you to set the counters for circulations
"Since Last Report" back to zero.
It establishes the beginning date for the column 'SINCE LAST REPORT'
(sometimes labeled 'LR#' or 'S.L.R.').
 You would probably do this
only at the end of each calendar or school year.  Or it could be
used to compare first semester
circulation statistics to those for the second semester.
In installing  you are required to establish the first
report date.  Until you use this option again (at the end of the first
year or first semester or whenever you decide), the Total Circulations
and the Since Last Report Circulations will be the same.  After you
print an annual or semiannual report, use this option to reset the
Last Report Date and turn its statistical column back to zero.
  ADD/UPDATE COLLECTION COUNTS
The numbers entered in this option are used only if the Change
System Options screen option, 'Collection%' has been changed to 'N' for
"No."  This option is useful only during the time you are
setting up the system.
  You will notice that on all reports of circulation there is
a column that tells you how the number of circulations compares to
that percent of the collection.  The ratio between the percent of
circulation and percent of the collection is an important one.
For example, if your biographies account for 5% of your collection but
account for 14% of your circulation, it might suggest that more
biographies need to be purchased.
  If you barcode all the books in your library before you begin
circulating them, the statistics will be accurate.  If you barcode
the books on the run, then you may turn off the Collection % on the
Change System Options screen and
tell the computer how many items
in each Dewey or LC division you have.  For example, you might tell the
system that you have 2286 books in the 800's, even if you have barcoded
only 700 of them.  Inputting the correct collection counts will then
make the last column in the statistical report and the percentages
accurate.  You will not
yet have all the books in the system, but you will have the  number
 of books in the system.

   These numbers should only be used while you are installing  .  Once all your items have been entered into the system, use the
actual counts for total accuracy.  To do so, simply return to the Change
System Options screen and change System Collection% to 'Y.'
  UPDATE SPECIAL LOCATIONS
  In a typical school situation students change classes, sometimes
frequently.  This choice allows you to quickly change any student's
location without having to go through all the fields in the
Update/Delete Patrons routine.
After you choose this option, a space is provided for typing the
barcode number of the patron.  Type the number and press @Return!.
(It would also be possible to scan the
patron barcode.)
  The Name and Special Location stored for that number is
displayed along with a line for typing the  Special
Location for the person.  As soon as you type the Special Location and
press @Return!, the change is recorded and the system prepares to
receive the next person's barcode number.
There is another approach to this option that allows entering the
patron's name instead of his barcode number.  From the Main Menu
press @Control!
             .  Then you will be asked to type the
name.  The person's current Special Location will be shown and a
place will be provided for typing in the new one.
TUTORIAL #12
In this tutorial you will change one patron's Special Location.
1.From the Setup Menu, select `6 `to
Update Special Locations.
2.Enter    @Return! for the patron's
barcode number.
3.Enter `120/1  @Return! for the new
Special Location.
4.Press @Esc! twice to return to the Main Menu.  The
Demo.Program will be required.
CHANGE WORDING ON NOTICES
If you prefer different wording on any of the Mailing Notices or
School Printout overdues or bills, choose this option.
The first screen that appears will display four different
messages: those that appear on Bill Mailing Notices, Overdue
Mailing Notices, Reserve Mailing Notices, and Expired Card Mailing
Notices.  After you press @Return! on each line, a second screen
appears.
The second screen displays the messages for School Printouts:
those that appear on Bills, Overdues or Overnights, and Fines.
's editing commands can be used within any line.  The
spaces that are available are as shown on each line.  Within the
Mailing Notices, wherever "###-####" appears, the library's telephone
number will be inserted.  In the Expired Card message, where the
"### ####" appears, the month and year the card expires will be
inserted.  The long series of #'s within the Reserve notice will
contain the item's title.  You may change the number of #'s to be used
for the title, but they should not exceed the maximum length of the
field: 45 characters.
If you made a copy of the Demo.Program
disk onto a notched disk,
 you can experiment with this option.  If you attempt to use this
option with the unnotched master Demo.Program disk that you received
from us, you will receive a "write-protected" error message.