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

Text File | 2010-05-14 | 27KB | 553 lines

V. THE ADD/UPDATE OPTIONS
Choosing Option 3: ADD/UPDATE OPTIONS from the Main Menu and
entering the password
takes you to one of the most frequently used menus, especially when you
are just beginning to automate your library.
<box,272,200,25,9,12>

 1.```Enter Patrons
 2.```Enter Titles
 3.```Update/Remove Patrons
 4.```Update/Remove Titles
 5.```Update/Remove Fines
 6.```Remove A Reserve From A Patron
 7.```Remove Patrons By Year
 8.```Return To Main Menu
 Enter Option #

Four of these options deal with entering and
updating information about patrons and books.  Three are for
housekeeping tasks: removing paid fines, no-longer-needed reserves, and
graduating classes.
In adding or editing data, you will want to use these commands:
<2/cm,72,0/sp,8>Apple <cm,290,206>IBM
  Deletes character to left of cursor
<1/ql,,65/sp,2>Deletes characters as it moves to the left
Backspace Key
@Open Apple!``D`
Deletes character under cursor @Del!
@Open Apple!``I`
Inserts and ends insertion @Ins!
Left & right arrowsCursor Left & Cursor Right keys
<1/ql,,55/nl>Move past characters without changing them
@Esc!Moves back (or up) to a previous field@Esc!
 Signals end of input in a field@Enter!
ENTER PATRONS
Choosing Option 1: ENTER PATRONS will bring you to the
patron entry screen.  Whenever you choose to enter patrons
on the hard disk system, the computer will first ask you if
you would like to batch the data in from a floppy disk.  If you reply
"Yes", the program allows you to put a Patron Batch Disk into drive
1 and the data from the floppy will automatically be transferred,
record by record, onto the hard disk drive.  This means that
patron information can be put on floppy disks at a
computer different from the one at the circulation desk or downloaded
from a central data base on disks and then
"batched in" whenever you wish.  The Demo/Tutorial, however, must go
directly to the entry screen since batching data from a floppy to a
floppy would make no sense.
 CIRCULATION PLUS** Enter Patrons **

 Patron Name       ____________, ______
 Special Location   _______
 Street Address     ____________
 City, St. Zip   _________, _ ______
 Patron Card No.     _______
 Phone Number   (__) __-___
 Card Expiration___
 School Year        __
 Patron Type     _

Enter Barcode # _____
   The field names in the patron entry screen are, for the most
part, self-explanatory.  The entry screen was designed with various
types of libraries in mind.  What appears here is the "full"
patron screen.  Later you will learn how to customize (and shorten)
this entry screen by selecting the Main Menu's Option 5: SYSTEM SETUP
OPTIONS.  Some school librarians need only two pieces of
information about their students to deliver notices: the student's
name and his or her location (homeroom).  From the Change System Options
screen, you could "turn off" most of the other
fields so that you would never see Street Address, etc.  This
reduces the number of fields and makes entering data faster since
you do not have to constantly bring the cursor down through
the unused fields.  For now, though, it would be good experience to
enter information in all the fields.
Patron fields that can be "turned off" are labeled
optional in the field-by-field explanations that follow.
   Certain fields on this screen contain what are called
"default values". This means that if you press @Return! when
the cursor is in that field, a predetermined number or word will appear
on the screen.  For example, it can be assumed that most of your
patrons or students will have the same telephone area code as your
library and that it would be very inefficient to have to type it in
each time. Just pressing @Return! in that field would put your
area code there.
On this Demo/Tutorial disk the telephone area code that will
automatically appear is (815), the area code for The Follett Software
Company's phone number.  When you purchase , one of the
first things you will do is set all the default values for your library
and its location.
First you type the patron's barcode number or read it from the
barcode with the barcode scanner.  Then you proceed to enter all or some
of the following fields.
Patron Name` (20 characters, 10 characters)
   The entry screen gives you 20 characters for the last name
and 10 for the first name.
Each field requires that you press @Return!
after entering the data.  If you make a mistake and you are still on
the line, backspacing can correct the error.  If you are past the line
before you realize you've made an error,
pressing @Esc! will take
you back up through the fields, reversing the direction.  You will also
have a chance at the bottom of the entry screen to go back up through
the various fields to make individual corrections.
Special Location` (optional field, 15 characters)
All School Printouts offer the option of being sorted by the
Special Location field, and Mailing Notices can be addressed to the
patron's Special Location instead of the home address if the librarian
chooses.  In schools this will be a homeroom, a particular class, or
even a teacher's name.  If you have homerooms, a simple room number
will suffice; for example: B13, Band, or 24.
   You may also use a teacher's last name.  In elementary schools
where a student is with one teacher all day, the name itself would
be enough.  High school and junior high libraries frequently distribute
their notices through a particular department; for example, all the
English teachers.  If you use a teacher's name at this level, you
may wish to indicate what period the student is in that class.  This
may be done by following the name with a slash (/) and then the period.
Marlowe/5``````Ward/1``````Ward/4
   One of the features of this program is the ability to print
a list of all of Ward's students who have overdue books no matter what
period Ward has them.  If you use a slash (/), the computer will ignore
the period and put all Ward's students on a single list.  If you do
not use the slash, the computer will think that Ward1 is a different
person from Ward2.
   In academic or special libraries this location might be
a department, a room number, or a building.
   Street Address` (optional field, 20 characters)
   Some schools and most public libraries will use the patron's
full address.  When     Mailing Notices     are requested, they will be
printed to this address unless the librarian requests the Special
Location as the address instead.  A Street Address  must  be
present on the patron record in order to print Mailing Notices to the
home address.
   City` (optional field, 15 characters)
This is the first default value.
On this Demo/Tutorial if you enter
nothing and press @Return!, the city of Crystal Lake will automatically
be entered in this field.  Crystal Lake is where The Follett Software
Company is located.  When you purchase , you will enter your
library's city, state, and zip code so that they will automatically
appear in these fields.
State` (optional field, 2 characters)
   Use the standard two-letter abbreviation.  If you enter
nothing and press @Return! on the Demo/Tutorial
disk, the abbreviation for Illinois will appear.
   Zip Code` (optional field, 10 digits)
   There are ten digits allotted in anticipation of future
changes in the postal zip codes.  At present most librarians will
use only five.  The library's zip code is the default value.  Again, the
FSC zip code appears on the Demo/Tutorial disk.
   Patron Card No.` (12 characters)
   This field allows librarians to identify their patrons with
some secondary number, a number different from the barcode number.
Some librarians may wish to use a student ID number or an already
existing public library card number.  The field is long enough to
accommodate a social security number or a driver's license number
in most states.  The number may be alphanumeric.
   Putting a secondary number in this field is most useful
in a public library.  If, for example, a patron has forgotten his
library card but can show you his driver's license, you can keyboard
the number in when the cursor is in the patron field.  Whenever
a secondary number is typed in, however, you must precede the number
by a slash (/).  The slash is very important and must be used to tell
the computer to accept this number in place of the barcode number.
If you have no need for a secondary number, press @Return!
and the patron's barcode number will automatically appear.
   Phone Number` (optional field; 3, 7 digits)
The area code is a default.  Pressing @Return! will
automatically put the Follett area code there on the Demo/Tutorial.
Enter the first three digits of the phone number and press
@Return!. The cursor will jump over the dash.  Then enter the
last four digits and press @Return!.
If you use this field, you can elect to print phone numbers on
the list of all overdues and fines.
 Card Expiration` (optional field, 5 digits)
   This field will be used by public libraries.  Here will
be entered the month and year that the patron's library card will
expire.  The date should be entered in MM/YY format.  May 1986 should
be entered as 05/86.  The field may be turned off or left empty.
If you use this field, you will be able to print lists of patrons
whose cards have expired and Mailing Notices to inform them of the
expirations.
   School Year` (optional field, 2 digits)
   For schools this is an important field.  Enter the graduating
year of the student.  For example, freshmen entering high school in
the fall of 1985 will graduate in 1989.  So an "89" would be entered
as School Year for them.
If you use this field,
when seniors graduate the program will allow you
to delete the whole class by graduation year.  You will also be able to
print Rolodex cards for just one year's students.  And in School
Printouts, you can opt to list the overdues and/or fines for one year's
class.
   Type of Patron` (1 character)
   If nothing is entered in this field, the system will assume
that the patron is a student or a "regular" patron.  In other words, the
letter "S" is the default value.
  If the letter
entered is "f" or "F", the patron is identified as a faculty member.
A person with this designation will be given the Faculty Due Date when
checking items out if you have indicated on the Calendar screen that you
wish to use a Faculty Due Date.  Also,
with this designation the person's name will never appear on any printed
school list, which might prove embarrassing.  All individual
notices (overdues and bills) are, however, printed, and a list that
includes  only  faculty members' overdues and fines is available.
 A zero (0) may also be entered in this
field.  It marks the borrower as a "Restricted Patron."  No items can
be checked out to this borrower until the '0' is changed to an 'F' or an
'S.'
Once data has been entered in these fields the system
asks whether the entry is correct.
If corrections are to be made to the patron record they should be
made now. Press `N` to go through the fields again
making the necessary corrections.  Use the left arrow to backspace
and change the data.  Note that the corrections start with the Patron
Name field.
When the record is correct press `Y`
and the system will display:
For Verification Enter The Patron Bar Code Again:
Everything depends on the barcode number being entered correctly,
so this is a double check to make sure that the proper barcode
number has been assigned to the borrower record.  Type the patron's
barcode number again, looking at
the list or cards that are the source of your information,
at the screen.  If the barcode
number is not the same as the first number typed in to begin this
record, an error message is generated and you are given an opportunity
to move back through the entry.
If the Bar Code # is typed correctly, the program will
store and index the patron data and advance to another patron screen.
The previous barcode number is shown in the top right part of the
screen as a reminder of the last number used, just in case you're
interrupted.  It will disappear as soon as a new barcode is entered.
If you used the barcode scanner to enter the number, you will not
be asked to re-enter it a second time.  The program will simply advance
to another patron record.
TUTORIAL #4
In this tutorial you will add two patrons to the system: Joseph
Ward and yourself.
1.From the Main Menu, type a``3``to select
Add/Update Options.
2.When asked for a password, press @Return!.
The Add/Update programs are on the Demo.Print disk.  This is on
the back of the Demo.Program disk (or perhaps on another disk if you are
working with copies of the Demo/Tutorial disks),
so you will be asked to remove the Demo.Program disk, turn it
over (or replace it with the Demo.Print disk),
insert it in drive 1, and press @Return!.  The Add Update
Menu will appear.
3.Type a``1``to Enter Patrons.
The patron entry
screen will appear, and the cursor will be in the barcode field.
4.Enter the number`  `and press
@Return!.  The cursor will immediately jump to the last name field.
5.Type the following information in each field.  Remember to
press @Return! after each field in order to move to the next one.  Also
you can press @Esc! if you wish to move back up to a field you have
already entered.
Patron Name:` `
@Return!` @Return!
Special Location:` ` @Return!
Street Address:``1286 Cape Cod Way` @Return!
City, State, Zip: Just press @Return! in each of these fields.
You will see how the default value is automatically entered.
Patron Card No.: Press @Return! and the barcode number will be
entered.
Phone Number: Press @Return! and the area code "(815)" will be
entered.  For the telephone number, type` `
@Return!` ` @Return! .
Card Expiration: Type``06/87` @Return!.
School Year:` ` @Return!.
Patron Type: Press @Return! and the patron will automatically be
classified as a student.  (If a public library uses this designation the
patron will be treated as a "regular" patron.)
 CIRCULATION PLUS** Enter Patrons **

 Bar Code # 51
 Patron Name Ward_____, Joseph__
 Special Location 102____
 Street Address 1286 Cape Cod Way_
 City, St. Zip Crystal Lake_, IL 60014__
 Patron Card No. 51___
 Phone Number [phone]
 Card Expiration 6/87_
 School Year 88
 Patron Type S Student

Is This Entry Correct (Y/N)?
6.Reply``Y``when asked whether the
entry is correct.  (If you made any errors, type an 'N' and move through
the screen again and correct the errors.)
7.Type`  `again when asked to verify the
barcode number.  Press @Return!.
After the patron index is updated, a new patron entry screen will
appear with the cursor in the Barcode # field.
8.Type`  `for the next patron's
barcode number.
9.On the new patron entry screen, type in the information
about yourself.  Try to enter something in each of the fields.
10.If you wish, add a few names of your friends or staff
members.  Use numbers starting with 53 (do not use a patron barcode
higher than 128 on the Demo/Tutorial).
11.When you are finished entering records, press @Esc! while
the cursor is in the Barcode # field.  This will take you back to the
Add Update Menu.
  ENTER TITLES
Choosing Option 2: ENTER TITLES will bring you to the title
entry screen.  (As with patrons, the hard disk system will ask you first
whether you are batching in titles from a floppy disk.)
 CIRCULATION PLUS** Enter Titles **


 ISBN Number       ______
 Title       ___________________
 Call# Auth   __________
 Price       ____
 Circ Period _

 Category 1  __
 Category 2  __

Enter Barcode # _____
First you type the item's barcode number or read it from the
barcode with the barcode scanner.  The barcode number will be shown at
the top right of the screen.  Then you proceed to enter all or some
of the following fields.
   ISBN Number` (optional field; 13 characters)
   Type the ISBN number, with or without hyphens.  An ISBN number
always has 10 digits.  All characters
should be numeric except for an occasional "X" as the last digit.
Do not begin by typing the letters "ISBN" or "LCCN."
The system
will reject an ISBN number that does not comply with the standard ISBN
formula.  You will then be able to correct any typing error or to
overrule the system's judgment and ask to have the number stored as
typed.  If you type the number without hyphens, the system will
"magically" insert them correctly after you press @Return!.
  Earlier publications may not display the ISBN number.  In that
case type the Library of Congress Card Number.  When entering the LCCN
it  necessary to type one hyphen.  After @Return! has been
pressed, the field name will be changed to read "LCCN Number."
It is perfectly all right to use some ISBN numbers and some LCCN
numbers.

  (45 characters)
   You may enter a title up to forty-five characters long.  If
you begin titles with "The", "A", or "An", the program will ignore
them when it alphabetizes the titles.  The title field is long
enough to include the copy number.
(Copy number is actually unnecessary.  The barcode number is
unique and can be used to distinguish between multiple copies of the
same book.)
   Call Number Author` (20 characters)
   What you put in this field will have consequences in the
statistical reports.  The program will recognize any Dewey call number,
including 92 and 921 for biographies.
Dewey call numbers should
be written with a space between the numerical and alphabetical parts;
for example, 808.81 Janson.
The space after the first part tells
the computer where the number ends.   The space is very
important. If you do not put a space between the Dewey number and the
author's surname, the computer will not be able to gather
statistical reports by Dewey divisions.
Books with call numbers that are not numeric may be tallied
by using one of five designations.  In the hard disk version, you will
have a chance to enter your own Special Call # Abbreviations.
In this Demo/Tutorial, these Special Call # Abbreviations are used:
 = Fiction
 = Reference
 = Story Collection
 = Biography
 = Nonprint
   If you are entering a fiction book, the author's last name
should be preceded by the letters "Fic" and then
a space.  For example, a fictional book by Steinbeck would be
entered "Fic Steinbeck".  A reference book would
be entered "Ref 973 Ames".  Spaces are used to break
up the three parts of the reference call number.  The procedure
is similar for the remaining three designations.
   It is not necessary that you use these abbreviations (or
even that you set your own).  But if you do not use some consistent
designation for non-numeric call numbers, you will lose the
ability to generate meaningful statistical reports about those
books.  All non-numeric call numbers that are not preceded by one
of these five designations (or your five) will be placed in the
statistical reports in a category called "other".
 Must I put "Fic" or "F" before the call number of a
fiction book, even if in my library we do not designate fiction books
that way?  We use only the first three letters of the author's last
name.
One of the most powerful tools  offers for library
management is the ability to look at various statistical circulation
reports.  If you do not use some designation for fiction, all
fiction books will be entered in the category of "Other" in the
statistical reports.  So even if you use no designation in front
of your own call numbers, you must enter one to take advantage of the
report capabilities.  The simplest designation would be the letter "F",
followed by a space and then your call number.  The same is true
for story collections, biographies, etc.
LC Call Numbers:  Most
users of the Library of Congress classification system
will simply enter their entire call number in the "Call# Auth"
field.  Leave a space after the initial letter/s.  In other words,
there must be a space in the second or third position in the field.
  Price` (6 digits)
   No dollar sign is necessary.  A decimal point, however,
should always be put in.
   Circulation Period` (1 digit)
   The Circulation Period is attached to the book record itself.
At the time a book is checked out, no one at the circulation desk needs
to look at the item and determine what kind of a circulating item
it is.   allows five different Circulation Periods.
The regular Circulation Period (R) is a default value, so pressing
@Return! puts the item in the regular Circulation Period.  If
you enter a number one (1), the item will be marked as an Overnight
item.  Whenever an item is checked out, the computer will look at its
record to determine its Circulation Period.  Then it will assign the
due date you confirmed for that number in the start-up routine,  a date
which was arrived at from the specifications on your Calendar screen.
 If you have items that are never to leave the library
but you wish to barcode them and enter them in the system for inventory
purposes, give them a Circulation Period of "0" (zero).  Then if their
barcodes are read in the check-out mode, the librarian will be informed
that the item cannot circulate.
In summary: You press @Return! if you wish to attach
the regular Circulation Period (R) to the item and a number 1 for
Overnights.  You may choose three other Circulation Periods (2, 3, 4).
You saw the following screen when you first booted the system up.
It should be clear now how it works.  This procedure will be followed
each morning.
 CIRCULATION PLUS** Circulation Start-Up **
Faculty Due Date: 00/00/00
 Enter Regular Circulation Date:``Wed Apr 16, 1986
 Enter Overnight Date #1:``Thr Apr 3, 1986
  Other Circulation Date#2:
#3:
#4:
The dates shown in these fields will then be
attached to the books checked out that day.  For example, if you
decide that Circulation Period #2 is for three-day check-outs, then
each morning in the #2 date slot you will see the due date which
is three days from that day.  The computer will match the proper
due date to the appropriate "kind" of book because you will have put
the Circulation Period in the book record.  And because the Circulation
Period is part of the book record, aides working at the desk do not
have to determine what due date should be put on an item.  It is
automatically done by the computer.
  A Faculty Due Date is established on
your Calendar screen.  If you use a Faculty Due Date,
it overrides the Circulation Period assigned to the
item if the item is being checked out to a person coded as a faculty
member.  The Faculty Due Date can also be over-ridden at the time an
item is checked out.
Category 1 and Category 2` (optional field; 3 digits each)
In addition to the Dewey or LC statistical reports, it is also
possible to place an item in two Category Types.  An
explanation of how to set up Category Types will be given in the
System Setup section.
An example here will illustrate how these Category Types
might be used.  Category Types can be given numbers from 2 to 255. The
numbers are purely arbitrary.  All books purchased with some special
funding might be given a number 4.  At the end of the year,
circulation statistics can be generated by Category Type and you can
determine how well those books circulated.  Civil War books might be
given a Category Type number 60.  At any time a list of all the 60's
(the Civil War books) might be printed.
 A word of caution must be made
here.  The purpose of the Category Types is for reporting, and although
it is possible to pull out of the system all the books in a certain
Category Type, it is not meant to be a computerized card catalog or a
bibliographic data base.  Some of these reports can take up to
forty minutes or more to generate on the hard disk drive.
Once data has been entered in these fields the system
asks whether the entry is correct.
If corrections are to be made to the title record they should be
made now. Press `N` to go through the fields again
making the necessary corrections.  Use the left arrow to backspace
and change the data.  Note that the corrections start with the ISBN
field (or the Title field if you have "turned off" the ISBN field).
When the record is correct press `Y`
and the system will display:
For Verification Enter The Title Bar Code Again:
This is a double check to make sure that the proper barcode
number has been assigned to the item record.  Type the item's
barcode number again, looking at
the list or cards that are the source of your information,
at the screen.  If the barcode
number is not the same as the first number typed in to begin this
record, an error message is generated and you are given an opportunity
to move back through the entry.
If the Bar Code # is typed correctly, the program will
store and index the title data and advance to another title screen.
The previous barcode number is shown in the top right part of the
screen as a reminder of the last number used, just in case you're
interrupted.  It will disappear as soon as a new barcode is entered.
If you used the barcode scanner to enter the number, you will not
be asked to re-enter it a second time.  The program will simply advance
to another item record.
TUTORIAL #5
In this tutorial you will add one item as directed.  You may
continue to add other items, if you wish.
1.From the Add Update Menu, type a``2``
to select Enter Titles.  The item entry screen appears with the cursor
in the Barcode # field.
2.Type`  `and press @Return!.
There are already fifty books on the Demo/Tutorial
disk, and the last
barcode number used was number 200.  Therefore, you must begin with
barcode number 201.  (Title barcodes 1-999 can be reserved for temporary
check-out items such as magazines, pamphlets, and other special loan
materials.  When System Setup is explained, you will see that
numbers 1-150 are
reserved for that purpose on these disks.)
3.Enter the following information:
ISBN Number:``0881530816` @Return!
Title: ``A micro handbook for small libraries`
@Return!
Call# Auth:`  @Return!
Price:``19.50` @Return!
Circ Period: Press @Return!.  This will make this book a regular
circulation item.
Category 1 and Category 2:  Press @Return! both times.
 CIRCULATION PLUS** Enter Titles **

Barcode # 201
 ISBN Number0-88153-081-6
 TitleA micro handbook for small libraries___
 Call# Auth025 Cos____
 Price19.50_
 Circ PeriodR

 Category 1`
 Category 2
Is This Entry Correct (Y/N)?
4.Type``Y` to
indicate that the record is correct.
5.When asked to verify the barcode number, type``
201``and press @Return!.
After the title index is updated, a new item entry screen will
appear with the cursor in the Barcode # field.
6.Enter a few more books of your own choosing before leaving
this routine.  Use the barcode numbers 202, 203, etc.  The highest
possible barcode number for books is 250.
7.When you are ready to return to the Add Update Menu, press
@Esc! when the cursor is in the Barcode # field.
8.Press @Esc! again to return to the Main Menu.  You will be
asked to flip the disk back over (or replace it with the Demo.Program).