The Pandemic Support for ILS webpage has been updated to provide new curbside workflow information about check-ins, filling local holds and checkouts.
A new report, Local Holds for Curbside, has been added to the list of On Demand reports in Bibliovation. This report may be run after you’ve filled the local holds from your regular Holds Queue report. It will list active holds for pickup at your library where your library owns an available copy of the item, but may have been already trapped for a hold at another library on your Holds Queue Report. You can fill more holds at your library with local materials while delivery is running a reduced schedule.
For more information about the report and a link to the report workflow, click on the Local Holds for Curbside link on the main Reports page. https://www.scls.info/ils/reports
We will be using Bibliovation’s built in reports instead of Crystal Reports for on demand reports. The reports module was updated with Bibliovation and now we can use it to recreate the reports that had only been possible through Crystal Reports in Koha. This is good timing as our Crystal Reports server needed to be upgraded and we would have had to buy an updated version of Crystal Reports as well, so we are saving money as well.
Twice a year, November and May, we run cumulative reports of items that have certain problem item statuses, with a timestamp one year old or older, that are eligible for batch deletion according to SCLS ILS procedure. The batch deletion occurs each July.
This year, the Circulation Services Subcommittee recommended, and the ILS Committee approved a change to the reports. As of May 2019, items with ALL problem item statuses will be eligible for annual batch deletion.
The following reports for the May 2019 ABD reports will be posted on the Reports page, under “Batch Deletion Reports”:
We will send out another email with the regular ABD report information and links to updated documentation next month.
Thank you for your attention.
As of March 26, 2019 SCLS staff will be running and posting a new monthly report - Unallocated Credits. Unallocated credits [UC] are credits on a patron's account that are generated when a Lost and Paid item is returned. UC can also be generated when an overpayment is applied to a patron's account. This report is scheduled to be run every fourth Tuesday of each month.
Explanations about and instructions for handling and resolving UC are located in the Circulation Manual, Section VII Fines and Financial transactions, Part F. Unallocated credits and Part L. DATABASE CLEAN-UP: Reviewing and cleaning-up Unallocated Credits.
If you have any questions please contact Heidi Oliversen via phone, email or submit a Help Desk Support ticket.
We’re going to be simplifying the reports calendar for some of the regularly scheduled reports. Starting in March, we will be running the weekly, bi-weekly and mid-month reports during the day on Tuesdays instead of spread throughout the week. All reports will be available by Wednesday morning. The reports that are being changed and their new days are:
We’re not changing the frequency of the reports, just the day when they are run, if the day wasn’t already Tuesday. So reports run twice a month will still only be twice a month, they’ll just be run on a Tuesday instead of a Wednesday or a Thursday.
Just a quick reminder that the deadline for libraries to review the items on the May Annual Batch Deletion reports and either:
is July 20th. Items on the May Annual Batch Deletion reports that have not had their timestamps updated will be marked withdrawn after July 20th and deleted with the regular monthly deletion of withdrawn items.
Items with a status of Claims Returned, AV Repair, Defect Reported, Mending, In Processing and Parts Missing are not included in the Annual Batch Deletion.
There are three new monthly reports. The first one is "Total Checkout by Shelving Location". This is the same as the other monthly circulation reports, just broken out by the shelving location instead. One thing to keep in mind, the shelving location is going to be coming from the shelving location of the item so items that came from other libraries may have shelving locations not in use at your library. This report has been run and posted for both January and February so you will have those numbers available from the start of the year.
The next two reports are both item count reports. One is "Item Count by Collection Code" and the other is "Item Count by Shelving Location". This will give you monthly item counts by both collection code and shelving location instead of just an annual count by collection code. Both item count reports have been posted with the item count from this morning. In the future, these reports will be run and posted with the rest of the monthly reports.
In January 2018 SCLS staff completed the multi-year project of updating and converting the PSTAT codes in Koha to county-based codes. The project was initiated in 2015 when we added granular codes for adjacent counties that had high circulation numbers and progressed to additional counties each year. Our intent was to eliminate the Generic System PSTATs and provide county-based codes for all counties in Wisconsin. All counties adjacent to any SCLS county have PSTAT codes/descriptions down to the city, town or village level. Counties that are not adjacent to SCLS counties have only a "COUNTY" WITH LIB, a "COUNTY" NO LIB and an ILL-COUNTY code/description. We have also eliminated the X-ILL code and created individual ILL codes for all SCLS counties.
The updated instructions for Assigning PSTATs have been posted to the SCLS website and are linked from two locations: Member Resources & Services/Library Management/Day-to-Day Library Management/Assigning PSTATS and ILS Support/Codes/Patron Statistical Classes (PSTATs)
The 2018 list of PSTATs for Wisconsin municipalities is linked from within the instructions and also as a separate link on the CODES web page. Feel free to download this spreadsheet to your PC and sort it according to your needs.
Please have all staff that enter library card registration forms and/or staff that update patron addresses read this updated information. When staff are populating or modifying the sort1 field (PSTAT) in a Koha patron record, all of the municipality choices available to you will display in the pull-down list. Do Not enter the actual codes, either from a printed list or from memory. A large number of old codes are slated for deletion and will cause problems in the monthly PSTAT reports if used.
If you have any questions please contact Heidi Oliversen.
This month, SCLS staff will be replacing existing, generic System-based PSTATs with more granular county or municipality-based PSTAT codes and descriptions for all of Wisconsin. The primary reason for doing this is to provide granular information to adjacent counties during the Adjacent County reimbursement process. The other is to remove system-based codes and replace them with County-based codes.
The addition of all of these codes will make your pull-down list enormous. However, the sort1 field is a responsive field so you only need to start typing the name of the municipality to get to the section of the list that you want.
DO NOT ENTER CODES or NAMES OF MUNICIPALITIES DIRECTLY INTO THE sort1 FIELD IN THE PATRON RECORD. THIS IS A FREE-TEXT FIELD AND IF YOU OR YOUR STAFF ENTER OLD, INCORRECT CODES OR MISSSPELLED NAMES THE SYSTEM WILL ACCEPT THEM. USE THE PULL-DOWN MENU TO SELECT THE MOST SPECIFIC MUNICIPALITY; village, town, city or county; BY NAME.
AS ALWAYS – if you are uncertain about which municipality to select, choose the UNDETERMINED option and make sure you go back later and update the patron record with the most granular and correct PSTAT possible.
For those counties that are not adjacent to SCLS Counties, we will be replacing the generic System codes and descriptions, like these examples
O-IFLS Indianhead Federated Library System
O-IFLS-I ILL-Indianhead Federated Library System
with county-based codes and descriptions for each County in that system.
BA-LIB BARRON COUNTY-WITH LIBRARY
BA-ILL ILL-BARRON COUNTY
CH-NOLIB CHIPPEWA COUNTY-NO LIBRARY
CH-ILL ILL-CHIPPEWA COUNTY
CH-LIB CHIPPEWA COUNTY-WITH LIBRARY
For those counties that are adjacent to SCLS Counties, we will be replacing the System-based codes with County and Municipality-based codes and descriptions, like the following examples:
Old code New code Description/Municipality
O-ALS-ROCK RO-AVON-T Avon, town (Rock county examples)
O-ALS-BEL-C RO-BEL-C Beloit, city
O-ALS-ROCK RO-BEL-T Beloit, town
O-ALS-ROCK RO-BRA-T Bradford, town
O-ALS-ROCK RO-CEN-T Center, town
O-ALS-CLI-V RO-CLI-T Clinton, town
O-WVLS-CKNL CL-BEA-T Beaver, town (Clark County examples)
O-WVLS-CKNL CL-BUT-T Butler, town
O-WVLS-CKNL CL-COL-T Colby, town
O-WVLS-CKNL CL-CUR-V Curtiss, village
O-WVLS-CKNL CL-DEW-T Dewhurst, town
O-WVLS-CKNL CL-EAT-T Eaton, town
Municipalities that are in multiple counties or municipalities in different counties but with identical names will have a County identifier in the Description field ONLY if they are in an SCLS or adjacent county. For example:
The City of Wisconsin Dells is in 4 counties so multiple options will display in the list, like these examples
WISCONSIN DELLS, CITY (ADAMS) A-WID-C
WISCONSIN DELLS, CITY (COLUMBIA) C-WD-CC
WISCONSIN DELLS, CITY (SAUK) S-WD-CS
WISCONSIN DELLS (JUNEAU) JU-WID-C
Similarly-named municipalities in non-adjacent counties will not have their own descriptions or codes so the County description/code will need to be used. Some examples are
Lafayette, town (Chippewa) CH-NOLIB
Lafayette, town (Walworth) WA-NOLIB
Lafayette, town (Monroe) MO-NOLIB
Lac La Belle, village (Jefferson) JF-LLB-V
Lac La Belle, village (Waukesha) WK-NOLIB
We are in the process of updating the entire list of municipalities in Wisconsin and will update the link to the PSTAT codes on both the Assigning PSTATs page and the ILS Support/Codes page.