Tanglewood College maintains a collection of audio-visual materials and equipment, which is booked by faculty and picked up by student assistants. Since no equipment is kept in classrooms, groups of related equipment tend to be booked in a single booking job. In this scenario, a faculty member is booking the equipment needed to show a videocassette to her class on March 28, 2008. Library staff take the following steps to create, charge, and complete the booking.
| 1 | Collect item and user information. |
Tanglewood College faculty may request equipment an audio-visual materials by telephone, a paper form, or by the SirsiDynix Symphony Request module. The form requires the professor’s name, the dates and times needed, the author, title, and call number information for audio-visual materials, and which audio-visual equipment is needed.
| 2 | Check availability of the requested materials. |
Since a number of items are being booked in a single job in this scenario, the most efficient way to check item availability is to try to create the booking.
| 3 | Create the booking for a group of items to be picked up. |
The library staff member uses the Create Bookings wizard to create a booking linking the user and the desired items. The professor requested the equipment necessary to show a videocassette. A group of items needed for this purpose has already been defined in the Booking Profiles, and is called VCR-CART. If the Create Bookings wizard properties are not already set up to do a group booking, the staff member selects the Group Booking option on the Defaults tab, and selects VCR-CART from the Booking Group list. The staff member continues using the Create Bookings wizard, which shows all of the items in the VCR-CART group on the Requirements tab.
In the Requirements tab, each item in the VCR-CART group appears on a separate line. The staff member accepts the set quantities for each item, and leaves the delivery and return shipping policies set to NONE for each item since a student assistant will pick up all of the items.
| 4 | Review the booking timeline for the booked group of items. |
Based on the information in the policies and the booking, the booking timelines for the three item types included in this booking job are as follows. The group booking preparation time comes from the preparation time for the single profiles, and so, overall, this group booking allots 1 hour of preparation time. Also, he group booking cleanup time comes from the cleanup time for the single profiles, and so 70 minutes of cleanup time is required.
Equipment Cart
Event Date and Time
Start Time 3/29/2002, 13:00
End Time 3/29/2002, 16:00
Preparation Time 20 minutes
Cleanup Time 30 minutes
Ship Date Not Applicable
Actual Start 3/29/2002, 12:40
Actual End3/29/2002, 16:30
Television
Event Date and Time
Start Time 3/29/2002, 13:00
End Time 3/29/2002, 16:00
Preparation Time 10 minutes
Cleanup Time 10 minutes
Ship Date Not Applicable
Actual Start 3/29/2002, 12:50
Actual End3/29/2002, 16:10
Videocassette Recorder
Event Date and Time
Start Time 3/29/2002, 13:00
End Time 3/29/2002, 16:00
Preparation Time 30 minutes
Cleanup Time 30 minutes
Ship Date Not Applicable
Actual Start 3/29/2002, 12:30
Actual End 3/29/2002, 16:30
| 5 | Retrieve the requested audio-visual materials. |
Staff members have scheduled the List Bookings report to run daily so that when they arrive in the morning, a list of items needed that day is ready. The report is set up to select bookings based on the Date Needed with a sliding date of zero days before and zero days after the report run date. On March 29, 2002 when the report is run, the following list is produced.
Booking List
Produced Friday, March 28, 2008 at 6:00 AM
USER NAME USER ID BOOKED NEEDED #DAY LOCATION
CART-3 copy: 1
Equipment Cart
Patron, Bernadette XXXX34185900 3/1/2008 3/29/2008 3H AV-DEPT
TV97-1 copy: 1
JVC 27-inch Color TV Monitor
Patron, Bernadette XXXX34185900 3/1/2008 3/29/2008 3H AV-DEPT
VCR96-2 copy: 2
Videocassette Recorder
Patron, Bernadette XXXX34185900 3/1/2002 3/29/2002 3H AV-DEPT
| 6 | Charge the audio-visual materials to the teacher. |
When the student assistant arrives to pick up the equipment booked for the professor, the library staff member charges the booked items with the Charge Booking command. To charge all of the items in the group at once, the staff member charges the Job ID. Using the Job ID ensures that all of the items are charged to the professor without wasting time attempting to charge items to the student picking them up.
| 7 | Give the charged items to the student assistant picking up the materials. |
Once the items are charged, the student assistant delivers the equipment to the classroom. After the equipment is no longer needed, the student returns the equipment to the library. In case students fail to return the booked items, the library staff have scheduled the Bookings With Charges Notice (Bookingchgntc) report to list charged booked items that are past their return date. The report is set up to select bookings with a sliding Return Date from an indefinite date to one day prior to the report run date, and to select charge records with a sliding Date Charged from an indefinite date to one day prior to the report run date.
March 30, 2008
Bernadette Patron
ID: XXXX34185900
BOOKING OVERDUE NOTICE
The following items which you booked and charged are now overdue. Please return them as soon as possible. Thank you.
USER NAME USER ID CHARGED DUE
CART-3 copy: 1 192-1001
Equipment Cart
Patron, Bernadette XXXX4185900 3/28/2008, 12:52 3/28/2008, 16:00
TV97-1 copy: 1
JVC 27-inch Color TV Monitor
Patron, Bernadette XXXX34185900 3/28/2008, 12:52 3/28/2008, 16:00
VCR96-2 copy: 2
Videocassette Recorder
Patron, Bernadette XXXX34185900 3/28/2008, 12:52 3/28/2008, 16:00
| 8 | Discharge the booked items when the student assistant returns them. |
When the professor finishes using the equipment, the student assistant returns the items to the library. A library staff member performs any post-use processing, and then uses the Discharge Booking wizard to discharge all of the booked items from the professor.
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