Pharos ILL Server (RSS) Step-By-Step Workflow

This document includes step-by-step instructions that demonstrate the entire workflow for a typical request in RSS. The workflow begins with a new request at a borrowing library and ends with the item being returned and checked-in at the lending library. This workflow can be executed on a single RSS server by setting up two local library units.
 
These instructions assume you have already set-up system administration for Local Library Units.

First you must create a new borrowing request in RSS. New borrowing requests can be initiated by the (1) patron using the Web gateway, or (2) by the staff using the RSS Workstation from the Menu Bar/Edit/Insert New Request.
 
To demonstrate the entire workflow, please select a "returnable" item (loan request rather than a copy request).
 
Patron Initiates a New Request using the Web Gateway
 
The patron of the CSU library can access the RSS patron empowerment tools using any web browser. The patron does not need to be in the library to initiate a request. They can be at home, in their dorm, in the office, etc. The Pharos demonstration web site is available at URL: http://Pharos.calstate.edu:5080/. The patron interface can be completely customized by the library using standard HTML.

The patron can use Pharos gateway server to search one of the many bibliographic databases to locate an item. Once the patron has found the item, he/she can select the PLACE A REQUEST button on the screen. The RSS system will prompt the patron for identification and then authenticate the patron against the local library system's patron database [Available July 1998] to determine if the patron is authorized to initiate requests.

The patron can also select any of the electronic forms on the patron empowerment menu to initiate his/her request. The RSS system will prompt the patron for identification and then authenticate the patron against the local library system's patron database [Available July 1998] to determine if the patron is authorized to initiate requests.

Borrowing Workflow (BORROWING mode)

As patrons of the library initiate new requests, these requests are all collected by the RSS server. The ILL staff mediates New request(s) are mediated by the ILL staff. Since the patron has already been authenticated when they initiated the request, the ILL staff can now use RSS to (1) determine if their library already owns the item the patron requested (2) determine what remote or external libraries own the item, and what the shelf status is before they assign a lending library to the request. All new requests must be approved before the request is sent to a lending library.
 

• F4 to display the Task Navigator (list of RSS tasks). [Note: the workstation can be customized to specify the tasks that should appear on this list and the color of the bar graphs. The workstation can also be customized to filter the local library units that are displayed at the workstation.]
• Double-click on the New Request Task bar from the Task Navigator bar graph.
• Double-click on any new request in this list to display the request properties.
• Use the SEARCH tool to determine who owns the item.
• Assign a lending library (one or more) to the request. Use the Correspondents tab on the request properties to assign a lending library. Select OK when finished.
• Approve the request(s) by selecting the APPROVE button
• The server transmits the request to the lending library’s ILL Server
• The server updates the request status to "pending" at the borrowing library

• F4 to display the Task Navigator (list of RSS tasks)
• Double-click on the Process New Task bar from the Task Navigator bar graph. This will display a list of all new requests in the system. [Note: the workstation can be customized to filter requests for a specific local library unit(s), and filter the Task Navigator to display specified tasks only.] The staff user can launch a SEARCH to determine if their library actually owns the item before they decide to fill the request. The search tool is available from the Bibliographic tab on all requests. After the ILL staff have determine to fill the request(s):
• Highlight one or more requests and click the Print Pick Sheet button
• The server changes the request status from "in process" to "picking"
• The server generates Pick Sheet(s) for the items you selected. These Pick Sheets are used as a packaging sheet to insert in the item (book) when you send the item to the borrowing library. Pick Sheets can also be used to help the staff retrieve the item from the shelf.
• Staff goes to the printer to retrieve the Pick Sheets
• Staff retrieves the items from the shelf
• Staff selects the Picked Task from the Task Navigator display.
• A dialog appears where staff enters the Check ID for each item selected from the shelf. The CheckId is printed on the Pick sheet. After you enter the Check ID, click the ENTER button. Provide a due-date, shipped via, etc. Be sure to select the ENTER button when done. When finished, click the CLOSE button.
• The server changes the request status to ‘shipped-sent’ and transmits a message to the borrowing library to notify them the item is being shipped.

The book has just arrived in the mail from the lending library. The shipment may include one or many books that you are borrowing from the lending library.

• F4 to display the Task Navigator (list of tasks)
• Double-click on the Receive Material Task bar from the Task Navigator bar graph.
• Highlight the item(s) you are receiving and click the RECEIVE button.
• The server will update the request status to "received".
• The server transmits a message to the lending library to notify them that you have received the item(s).
• F4 to display the Task Navigator
• Double-click on the Print Wrapper Task bar from the Task Navigator bar graph.
• Highlight the item(s) you want to select and click on the Print Wrapper button.
• Server updates the request status to "wrapped"
• Server generates a printed wrapper to be wrapped around the item for the patron to pickup. This printed product can be completely customized by your library.
• Server updates the request status to "should notify"
• If patron has email address, the server sends patron email notification (customizable by the library) that the item is now available and they can come to the library to pick up the item.
• If patron does not have email, the server updates the request status to "notify manually" and the staff can run the Print Notices Task. This Print Notices Task will generate printed (paper) notifications that must be sent to the patron. Printed notices can also be customized by the library.
• The server updates the request status to "Available". The patron can now pick up the item at the designated Pick Up location. The item will circulate through your local circulation system. The patron returns the item to the circulation desk the item is discharged, and returned to the ILL department.

The patron has returned the item to the circulation desk. The item is discharged and returned to the ILL department. The ILL staff will now prepare the item to be returned to the lending library.
 

• F4 to display the Task Navigator (list of tasks)
• Double-click on the Return Material Task bar from the Task Navigator bar graph.
• Staff highlights the request(s) that are ready to be returned to the lending library.
• Click on the Print Pack Sheet button. The system generates a packing sheet (customizable by your library).
• The server updates the request status to "Returned-Sent"
• The server transmits a message to the lending library ILL server to notify them that the item is being returned.

The item(s) returned from the borrowing library have just arrived in the mail. The item(s) need to be checked-in at the lending library to complete the life cycle of the request.
 

• F4 to display the Task Navigator (list of tasks)
• Double-click on the Check-In Material Task bar from the Task Navigator bar graph.
• Staff highlights the request(s) that have been returned.
• Click on the Check-In button.
• Server updates the request status to "Checked In Sent".
• Server transmits a message to the borrowing library ILL server to notify them the item has been checked-in. The request status for the borrowing library is updated to "Loan Complete".