OLIS

Good morning!

The OLIS has enriched the Items General Retrieval Form by adding another Report Format option.  The Retrieval Form is found in the both the Circulation and Cataloging modules on the Services menu under: 

       Items / General Retrieval Form (ret-adm-01)

The new report format, which is 2nd in the list, provides the following information in the output:   Doc/Bib Number, Collection Code, Call Number, Description,Author, Title, Year,  Item Processing Status, Barcode, and Number of Loans (from the Item Record)

The form that provides the output is:      

     [your_campus]01/form_eng/general-retrieval-form-10.xsl

A copy, for archival purposes is: 

  [your_campus]01/form_eng/general-retrieval-form-10.xsl.v18_sny

The OLIS designed this form based on recent Footprint requests.

Enjoy!

        — Natalie

The OLIS is pleased to announce another How To document:
     How To Protect Patron Privacy with Aleph
     In Footprints:  KB-7017

The document lists the various Aleph services available that scrub data to protect patron privacy and illustrates how each service can be setup in the job_list.

 – Natalie

The following information is for campuses with Aleph regions housed on Delaware, Saranac, and Seneca.

The file tab_filing_call_no has been enriched to improve inventory and shelflist reports for non-LC call numbers.  For this to take effect, p_item_06 needs to be run.

Beginning the week of June 8, p_item_06 will be run in the 50 library for each campus (both /dev and /prod) to update the z30 records.  The library is not locked during this job so Aleph will not be down.  The job should take 15-30 minutes for most campuses.

For running p_item_06, campuses are grouped together.  p_item_06 will start at 1:00am for the first campus in the group.  When p_item_06completes for the first campus, the job will start running for the second campus, etc.  The OLIS will be reviewing the results of running p_item_06 in /dev and may modify the /prod schedule if needed.

A schedule for running p_item_06 is available in olisdocs at:
    http://www.sunyconnect.suny.edu/olisdocs/public/Aleph/p_item_06_sched_June_2009.xls

If you have any questions, please submit them via Footprints.

Thank you.

  — Natalie

Three new Custom Services are now available.  All were initially developed for campus projects and then adapted for use as a Custom Service.

custom-90

Cataloging / Services / Custom Services - Reserves /

Re-index Course Reserves

This service re-indexes the Direct, Word and Browse indexes in the Course Reserves (30) library.  This functionality was available via Web Services in v14 and v16, but did not work correctly in v18.  Thus, OLIS removed it from Web Services.  Now, the functionality is available in the GUI.

OLIS has hard-coded all the parameters into the program.  For example, it does not matter which library is selected on the input screen; this service will always run in the 30 library.

—

custom-52 
    Circ / Services / Custom – Circ Stats (Titles) /

          Circulation Statistics by Item with Patron Information

This service lists bibliographic, item, patron and transaction information for circulation transactions within the specified time frame. It can be run on one collection code or on an entire sublibrary. Bib records with an STA field are not included. The output file is in comma-delimited format that can be used and manipulated in Excel.

There is one entry for each circulation transaction.  Each entry includes:

·         Bib info from Z13 short doc: System Number, Title, Author, Imprint, Year

·         Info from item record: Barcode, Sublibrary, Collection Code, Call Number, Item Status

·         Patron information: Borrower Status, Borrower Type

·         Transaction information: Event Type, Event Date

The Event Type is an Aleph assigned code. A listing of the codes can be found in the Help file for this report.

—

custom-45 
     Circ / Services / Custom Services - Items /

           List of Items Containing OPAC Note

This service lists bibliographic and item information for items with OPAC notes.  You can choose to retrieve all records with an OPAC note, or only those with OPAC notes that contain a specified character string.

Bib records with an STA field are not included. The output file is in comma-delimited format that can be used and manipulated in Excel.

Each entry includes:

·         Bib info from Z13 short doc: System Number, Title, Year

·         Info from item record: Sublibrary, Collection Code, Call Number, Description, OPAC Note, Item Status, Item Processing Status

Syndetic S. content is back; network access good from here.  Thanks to those who reported the problem; let us know if any issues continue/re-appear.

5/29/09 10:22am update! from the vendor: “Syndetics issue should be resolved within an hour!

Again, we apologize for any inconveniences!”

Hello.

Tech. support for Syndetic Solutions (via Bowker) indicates that they are working to track down the source of the problem (resulting in loss of book cover images, links to summaries, TOCs, etc. for the SUNYConnect ALEPH sites).

Updates as they are available.

The vendor apologies for any inconvenience.

John

John Schumacher
Office of Library and Information Services
SUNY System Administration
SUNY Plaza
Albany, NY 12246
518-443-5577
john.schumacher@suny.edu
SUNYConnect database trials
and offers are listed at
http://www.sunyconnect.suny.edu/dbtrials.htm

Did you know that OLIS has created a number of How To documents for Aleph?   You can find How To’s on a wide range of topics – from everyday needs to the occasional data cleanup project.  There are currently over 20 documents, and the collection is growing!

Topics for How To’s are selected from the Footprints questions submitted by campuses.  Thus, the documents address real needs and provide practical solutions and suggestions.

The How To documents are available through the Footprints Knowledge Base.  They are listed on the Home screen, the first screen you see when you login.  Search on the subject How To to see all that are available.

For more information on accessing the Footprints Knowledge Base and other resources for Aleph help, see Sources for Aleph Help.

Here is a list of How To’s that are currently available.  Remember, more will be added in the future:

How To Access the OLIS Support and Documentation Portal

How To Add a Library or Base for Searching in the GUI

How To Configure Patron Address so it Fits in Window of Envelope

How To Correct Special Characters with p-manage-21

How To Create Local Call Number from 099 on OCLC Export

How To Create a Report of Bib Information from a File of Barcodes

How To Create a Report of Weeded Items Within a Particular Date Range

How To Email Overdues

How To Find Sources for Aleph Help

How To Gather z39.50 Server Configuration Information

How To Make a Persistent URL Link to an Aleph Web OPAC

How To Manage End of Semester Due Dates

How To Manage Library Hours and tab17

How To Move Aleph Data into Excel

How To Open an Older File in Services History

How To Rebuild the Print Templates Package After Modifying an XSL Report 

How To Report Problems to ExLibris

How To Setup Overdues Using Different Templates (text) for Each Notice

How To Use Aleph to Retrieve Data for the NCES Academic Libraries Survey 2008

How To Use Sandbox, Including the Aleph Utilities

How To Use the job_list to Run a Program Now  in v18

If you have a suggestion for a How To document, do let us know.

Enjoy!

  — Natalie

Two new Custom Reports are now available and custom-50 has been upgraded.

custom-11 
    Circ / Services / Custom – Circ Stats (Summary) / Loan/renew statistics by collection code/call number breakdown: no $$h

This is a new report and is a modification to custom-10:
     Loan/renew statistics by collection code/call number breakdownBoth custom-10 and custom-11 provide Loan/Renew statistics by Collection Code.  The user specifies the number of characters in the call number to be used to calculate report results.

• custom-10 assumes each call number begins with “$$h” or “$$k” - and starts counting (and reporting) on the 4th character
• custom-11 does NOT assume a subfield code and starts counting at the 1st character

custom-11 should be used for circ stats on bib records that are input using the Reserve Module.  If you try running the existing custom-10 on Reserve items, you will find the first 3 characters of the call number are missing - custom-11 corrects that.

—

custom-39 
     Cataloging / Services / Custom Services – Cataloging / Bib records (non-deleted) with a HOL record but no Item records  

This is a new report that is similar to custom-35, custom-36, and custom-37.  This service creates a list of bib system numbers for bibliographic records that have at least one HOL record but no Item records attached. You can use other Aleph reports/services to refine and/or print results or perform global changes.  See the Help file for more details.

—

custom-50

     Circ / Services / Custom – Circ Stats (Titles) / Circulation Statistics by Item

     This is an existing report and has been upgraded as follows:

·         The output now does not include bib records with STA fields

·         The output now includes the Item Status

The OLIS has created a documented entitled “Sources for Aleph Help.”  It is a list of resources available to the SUNY library community that includes a brief summary of their scope and access information.  This document is available from the Footprints Knowledge Base Solution #6571 and from the OLIS Documentation portal:  http://www.sunyconnect.suny.edu/support.

The document provides information on the following:

•    Footprints Knowledge Base and Service Request
•    OLIS Documentation Portal
•    Ex Libris Documentation Center
•    Ex Libris CRM Knowledge Base
•    SUNY Oswego Aleph/Ex Libris Resources
•    Aleph Training in Angel

Maureen

________________________________________
Maureen Zajkowski
SUNYConnect Program Manager
Office of Library & Information Services
State University Plaza
Albany, NY  12246
voice: 518-443-5577
fax: 518-443-5358

The following information is for campuses with Aleph regions housed on Delaware, Saranac, and Seneca.

In Fall 2008, the OLIS enriched the z13 (short bib) record to include the OCLC number, the STA field, and the LDR from the bib record to permit additional functionality for current and future projects.  Recently, it was determined that additional edits need to be made.

Beginning the week of March 23, updated files for tab_expand and tab_expand_join_simple will be delivered and p_manage_07 will be run in the 01 library for each campus (both /dev and /prod) to update the z13 records.  While p_manage_07 is running, it is expected that most campuses will be down less than 30 minutes.  Campuses with the largest bibliographic databases should be down less than 45 minutes.

For running p_manage_07, campuses are grouped together.  p_manage_07 will start at 1:00am for the first campus in the group.  When p_manage_07 completes for the first campus, the job will start running for the second campus, etc.  The OLIS will be reviewing the results of running p_manage_07 in /dev and may modify the /prod schedule if needed.

A schedule for running p_manage_07 is available in olisdocs at:

http://www.sunyconnect.suny.edu/olisdocs/public/Aleph/p_manage_07_sched_Mar_Apr2009.xls

If you have any questions, please submit them via Footprints.

Thank you.
Maureen
________________________________________
Maureen Zajkowski
SUNYConnect Program Manager
Office of Library & Information Services
State University Plaza
Albany, NY  12246
voice: 518-443-5577
fax: 518-443-5358