This report contents information about the Voyager System used by the Access Services Department of Harvey A. Andruss Library. The computerized system function as an integrated library animation that depends on a network support service. It is linked to a main server in Shippensburg. This server enables the library to share information with the seven Pennsylvania state universities. So, the students, staffs, faculties and Pennsylvania residences can have access to educational materials. The focuses of the report are to describe the configuration of the voyager system and its operations, not forgetting the possible suggestion to improve the system. The Harvey A. Andruss Library is essentially responsible to provide services in the form of adequate resources of information. It mainly consists of over 300,000 volumes of Library collection within the range of Governmental Reports to periodical data. In addition to the general collection, the library has several hundreds periodical online and on its shell. For example, it has periodical of journals and magazines. They are updated as frequent as possible to issue that the information are current. Moreover, it has been estimated that the Library obtains close to 1700 current periodicals but hold stock of several thousands more.
Anybody can have access to these periodical by checking the periodical holding list. This List is available to users on the computer stations, the Circulation Desk or the Reference Desk. Some of the documents are reserved on microfilm. The most common form of documents in this category is the congressional Records. For example, the American statistical Index and other form of information sources in the Library are the news bank, Newspapers, reserves materials, oversize books, career guidance collection, musical scores, sound recordings and Loan period. The organization and maintenance of the Library information are handled by the voyager system. The voyager system is an integrated library system. This system runs under Microsoft Windows operating system. It is a window driven program that was designed independently by “The Endeavor Information Systems, Inc.” However, it was configured to meet the requirements of Access Services Department. Since the circulation system is used to provide current periodicals upon request, a Local Area Network (LAN) links the voyager system to a mainframe computer in Shippensburg. The mainframe computer serviced as a server for the Library to have direct connection to the seven Pennsylvania state Universities.
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Since it has been made clear about the development and the intended purposes of the voyager systems, it will be necessary to consider the following questions. How was the voyager system configured to meet the requirement of the Library? How was policy groups created? How are the securities levels created and maintain? These questions responses lead to a complete understanding about the system configuration and specific functions. Now, let me respond to the configuration question. The voyager system was setup by a system administrator. The system administrator, who services as a supervisor, has to configure the system by entering the administration module and selecting system-wide. Then a viewing window will appear in which there are several option of icons. One of which is the location. A location is any specific branch of the voyager system. Its definition has to be unique and specify so that it can be a requirement of the circulation Services. For instance, the circulation Desk is a location, which has patron policy groups. The members defined in these groups are the undergraduate, graduate students, faculties and professors. They have to be identified in the configuration process so that an operator can have access to them. Although the definition of each location on the voyager system is important, each of the locations names, codes, and items have to meet the voyager software requirements. At the end of the definition of a location, it is now ready to be added to the voyager system. The administration module window is used to add all newly created location. Once it is inserted into the system, the location automatically put in the administration security profile. Even thought I have identified the method used to add a location to the system, I intend to describe the three locations types-the storage location, the happening location, and the print location. These locations have specific functions that correspond to their definition.
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The storage location, as it is implied by it generic name, is the holding areas for materials in the voyager system. Some of the materials stored in this location are reserves off-site storage, stocks, reference, rare books room, media center, main library and so forth. They are stored in the format of MARC. Although the storage format is important, it necessary to identify the name associated to storage location. In the case of the circulation system, every storage location is associated by many aliases. As for the Happening location, it is the library work location. Examples of the happening location are the Circulation Desk location, Acquisition Unit and Cataloging areas. The voyager system allows the library to identify its locations for activity to occur. For instance, all reserves are store behind the Circulation Desks. So, the voyager software requires that every locations be defined clearly so that they are not confusing with the storage locations. Last but not the least is the print location. As we are aware, a hard copies of some assignment completed by the voyager software have to be produce. The print location enables this task to occur. Eventually, it is possible to printout notes and reports by the software.
Before any print command is executed, the system administrator has to define the print location to a logical group, notices and report. These files are selected by the print location that was chosen for each working area. One thing to always remember about the print location is that the print location does not define a physical printer location. Any report can be printed out from any PC attached to the network provided that the correct print location code in the report in file is selected. Having identified and defined the various locations of the voyager system, it is important to point out the configuration process used to maintain the software. I will let to begin with the Circulation policy group of the system. Some of the activities found in the group evolve around the charging and discharging library materials, fines and fees for overdue items, and shelve and compute for statistics data.
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The courtesy discharge is a permanent function in the circulation policy group. This function option is placed in the policy group. It allows the operators to reserve item upon its return that was charged to another person. During the courtesy discharge process, the function will look up the item codes in the database to see whether or not the policy group is allowed to have courtesy discharge. Once it is permitted, the function will changes the item status to in transition until the item returns to the circulation policy group. In addition, the loan policy is another function of the circulation system. It is governed primarily by the storage location. So, it gives precedence to item in temporary location rather than item in permanent location. And each item is given one policy where it is controlled by one set of rules. Another activity to be considered in this policy group is the charging process. During a charging procedure, the charge function looks up the code location of the book. If the book is not currently found in the circulation desk’s policy group that the user identified with, then the user will receive information about the item belonging to a foreign circulation policy.
On the other hand, if the user requested item is governed by the check-out policy, the request will be granted. When the above transaction is conducted at the circulation desk, its location is identified to a policy group. But if such location is not in any group policy then the control is end back to the circulation desk’s policy group for a transaction. But, the circulation desk has a limit of thirty day for an item to be charged out and a maximum of hundred books for any body at one time. The Acquisitions policy group is the other section of the voyager system. It is used to identify all the activities in the locations. These activities which are considered by this group are the order, receive, claim and payment for materials. In additions the voyager used these location to conduct ordering, invoicing, claiming, and check-in. So, how are these location activated by the acquisitions policy group? Before a location is activated, it has to be defined. The system Administrator does the definition of the location by setting up each location to be accessible by the policy group. As we are aware that this software is window driven, so the system administrator usually selects the administration window option to define the location’s criterion. This window option gave specific activities associated to a created location. For example, the order/claim/pay location allows items to be order, claim or purchase from the selected happening location. And the circulation services have at least one define for each policy group. When the location is place where the acquisitions work is already done, he checks the order/claim/pay location box. Then the software attaches a letter o in parenthesis after the location name to identify the location task.
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The same procedures occur for the setup of the receive location. It permits items to be received at the selected location. And every policy groups are required to have at least one receive location. Every received location is defined just as the order/claim/pay location. But what will occur when a new ledger is added? Well, when a new ledger is added to a location, all locations within this policy group are displayed to the screen. Then the operator has to select the location that applied to the new ledger. After completing this task, the fiscal period of the ledger must be indicated in the process to describe when the ledger was created. And the new ledger is given storage and activity’s zone in the system After a ledger is created, how are they retrieved and updated? The acquisitions module has the features that allow for the search of ledgers in a location. But a ledgers access is given to an authorize user. And such user ID is defined in the security profile. In the event, one has to update a ledger; he/she has to enter the administration module. There is an option in the Acquisition policy group location that permits the editing of a ledger. And it doesn’t immediately allows the access to a ledger rather series of options with security protection have to selected to issue security level of the ledger.
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Upon satisfactorily completion of the passage through the security level, then you are finally given access to the acquisition profile where the ledger is held for editing. The acquisition location also allows for cataloging policy group to be configured. As we know, cataloging hold items for the new location. So, it has to be added to a new location of the cataloging policy group. Every values applied to the new locations in this policy group has to be define. They are obtained by selecting the Cataloging (cat) tab in the system Administration windows. Then select cataloging configuration dialog box by clicking the cat policy definitions. These setup procedures enables the cataloging location to be activated. Finally, as we are aware, the efficiency of any system depends on the standard of its security. So, it is applied to the voyager system. The voyager system has a security module built in the security profiles. The security profiles moderate the functions that an operator can use by the voyager’s module. Therefore, the system provides four levels of security profiles. The primary level of the security in this system is stored in the master profiles, which provided the highest-level of security of the department.
The acquisition/serials profiles allowed functions that an operator can perform in the acquisition/serial module. On the order hand the cataloging profiles contain the necessary functions for the user permission in cataloging module. And the circulation profiles restrict the user to the features within the criterion of the circulation module. The combination of these securities profiles ensured an efficient and the protection the system. When the security profiles have been configured, the system is ready for operation. Now, I intend to describe operations’ associated to the Circulation Desk. Before this location is use the operator has to login to the system. If the user enters a correct ID and password, then the circulation Desk will display a screen in a window format. There are several options provided by this window. They are mainly the patron, charge, discharge, reserve, short loan and the help options. (See screen display in section C.) These options are displayed on the screen by icons and located in a main menu on the screen. The patron option is used to add and to maintain patron information. Every user data is store in the system database. So, when this option is selected the operator can retrieve the user information by either entering the name, barcode, social security number or the institution ID.
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As long as the patron is valid, a screen will display the user information that included the data type. And there are six icons, which include the charge, fines, history, notes, counter and statistics of the patron. Each of the above mentioned icons have a specific function. For instance, the charge’s icons can be use to display the books or items held by a patron. As of the fines’ icons, the system generates any dues or fines inquired by a patron and display it below the icon. So, if the operator wants to get the detail about the fines, he/she can click on the fines’ icon. A window is display with the reason and any related method of payment of the fines. And voyager system has no limit on the number of fines for a patron but a patron privilege could be frozen when payments are not may. Basically, the circulation Desk location is used to organize and to provide service to the people who used the library resources. It helped the library staffs to keep the all the information in it current while increasing their productivity. And the student and other users are given the necessary services that they have been requested. The following pages included documentation for the sections discussed in this reports. Although there are others wild range of documentations that describe the voyager system, I have most likely focused the contents of the documentation on the information mentioned in the report.
Let assume that you want to search for a course reserve on the voyager system. You log on the Voyager Public Access program from the Circulation Desk, the above screen will displayed. Then you have to select the window for your task. This is an Online Public Access screen that is used to search for a course reserve. A book could search for by using any of the specific tabs on the above screen. Then this screen allows the user to indicate the pattern the search has to follow. As you can see in the window, the search pattern could be any of the options in the pull down menu or a combination of two or more select. But I have chosen to search for a course reserve based on an instructor name. Once you click on the do search button, the above window will gave a list of items reserve for the specific professor. At this point, you have successfully completed the search for a course reserve. Then screen displays are sample of the windows of the Voyager Circulation system. The samples mainly include screen for patron information This sample of patron screen is a charge window, which allows a patron to checkout library materials. The operator has the scan the patron barcode into the system.
Then the above window is display. Afterward the operator will scan each of the item barcode in the item barcode area. An automatic list is generated to indication the number of items that have been scanned in. This sample screen indicates the automatic list of each book when a book is scanned into the system. The list contains the title, the book barcode, the due date and the status of the each item checkout to the patron. The sample window above is part of the circulation Desk section of the voyager system. This screen gave the operator direct access to the patron record when the operator is interacting the patron. As one can see, the window shows the number of item that a patron has checkout. It eventually makes the operator responsibility easier when there is a problems associated with patron.
This project was very interesting to me and enabled me to have a practical experience about the procedures used in the development of an information system. I had to apply the technique of interviewing the users and the supervisor to gather the necessary information about the voyager system. From the data acquired from the user, I saw the enormous differences between an in-house applications system and a purchased system. Although the voyager system has some advantages, the users still find many difficulties in utilizing certain features. Before I started the analysis of the system, I was exposed to the procedures used in the development of any information system. And I learned the key purpose of a system is the user. So a system has to be developed to meet the user requirements. Therefore the system development team, who is currently designing a system, has to work in conjunction with the user. But I partly saw this concept used in the Access Service Department of Andruss Library. After considering the facts that the voyager system is a purchased system, the user participation in the configuration process was not fully important. For instance, the company mostly communicated with the user via e-mail and telephones messages rather then directly working with the staff members and students. However, the developer tried to configure the voyager system to fit user needs. And they succeeded in meeting most of the library requirements but some users are dissatisfied with the system inflexibility. For example, the operators are unable to print from any window when they are working. As a result, they usually get frustrated with the printing limitation.
Another problem found in the system was discovered in the item window of the circulation Desk location. The item window is programmed to search and to display a list of book. When the operator in this window specifies a search, the item window shuts down and the search never achieved. Consequently, the item window is never used to lockup books. I saw similar problem in the reserve window. Although the reserve option can output a list of item on reserve, the operator is unable to move from one window to another without start the search process over. I think that there must be an adjustment make to the software to improve the flexibility of the windows. As learned from this class, a system is designed to eliminate long procedure in user’s work
Bibliography:
Section E Bibliography “Andruss Library Catalog/Circulation System”. Andruss Library. 9 July 2000
