WMS OCLC Guide: Circulation

OCLC Documentation for Suspend a Patron

PROBLEM DESCRIPTION:

What are the basic steps for taking an inventory of the library collection?

SOLUTION DETAILS:

Basic steps for inventory

The following steps outline a general sequence of steps in taking an inventory. Please note that if your library has a large number of items, you may wish to make a selection, such as item type or location, and follow the steps for each part of your collection.

1. Run the Set Inventory Date (initinv) report. This report marks items currently charged as inventoried. The report is in the Scanner, Administration, or All Inventory groups. You may wish to make selections based on the portion of the collection you are doing, and you may wish to exclude items charged to LOST, MISSING, or other pseudo-patrons whose items should not be counted as part of the inventory.

2. Use the Inventory Item Wizard, PocketCirc device, and/or a portable scanner to scan the barcodes of the items in your collection. For more information on using the portable scanner, please refer to the WorkFlows Help Topic "FAQ: Making an Inventory."

3. Once all items have been scanned, run the List Inventory by Item Number (invlist) report. This report will list items that were not marked as inventoried during your current inventory. If you have inventoried your collection before, you will need to run the report twice: once with the selection of "date inventoried: NEVER" and once with a date inventoried date selection that is just prior to the date you started your current inventory. If this is your first inventory, you will only need to run the report with a date inventoried selection of NEVER. You may also wish to exclude items with a current location of LOST, MISSING, etc., or number of charges > 0.

4. At this point, the library may wish to double-check the shelves to look for any items not inventoried.

5. When the site is ready to declare uninventoried items missing, run the Charge to Missing (setmissing) report. Make the same selections as in the invlist report. This report will check out any of the items still not inventoried to the MISSING user.

6. Although items can remain charged to the MISSING user as long as needed, some sites prefer to discard items not found within a reasonable amount of time after the inventory. Run the Convert DISCARD items (cvtdiscard) report. This report discharges the items from the MISSING user and changes their location to discard. If sites need a list of items they are discarding, they should run the List Items report with the selection of current location: DISCARD before proceeding to the next step.

7. Items can remain in the discard location as long as needed. When a site is ready to remove the items from the system, it should run the Remove Discard Items (remdiscard) report. This report will delete from the system all copies with a current location of DISCARD. It will also remove the title record if all copies of the record are removed.

CAUTION: Sirsi recommends performing a full-system backup prior to running this report.

We also have an Inventory training manual.

Expand Training and proceed to the WorkFlows section to find the Inventory (Unicorn 2003) guide.

OCLC Documentation for HOLDS MANAGEMENT

Circulation HOLD WORKFLOW

OCLC WorldShare Management Services (WMS) holds process manages requests for library materials, from a patron placing a hold to library staff retrieving and preparing the item. The exact workflow can vary depending on whether the item is available immediately, is checked out, or needs to be routed from a different branch. 

The holds process for available items

1. Patron or staff places a hold: A hold can be created by a patron in WorldCat Discovery or by staff in the WMS Circulation module. A default pick-up location is assigned, but it can be changed as needed.
2. Item appears on the Pull List: If the item is immediately available on the shelf at the designated fulfillment branch, its status changes to "In Queue" and it appears on the Pull List report.
3. Item is retrieved: Library staff use the Pull List to find and retrieve the item from the shelves.
4. Item is checked in: Staff check in the physical item. WMS then automatically changes the item's status to "On Hold" and removes it from the Pull List.
5. Patron is notified: The system sends an automated email notification to the patron letting them know the item is ready for pickup.
6. Item is checked out: When the patron arrives, staff check out the item to the patron's account. 

The holds process for unavailable items

1. Patron or staff places a hold: A hold is created as usual on an item that is currently checked out or in transit.
2. Wait for the item's return: The system places the hold in a queue. When the item is returned by the previous borrower and checked in by staff, the system automatically recognizes that there is an existing hold.
3. System changes item status: Upon check-in, the item's status is automatically changed to "On Hold".
4. Patron is notified: The system triggers the notification to the patron that the item is available.
5. Item is checked out: The item is placed on the holds shelf and then checked out to the waiting patron. 

The holds process for multi-branch libraries (group holds)

1. Patron requests a hold: The patron places a hold for an item owned by another library in their consortium. The hold is routed to the lending library with the item.
2. Lending branch fulfills the request:
   • The item appears on the lending branch's Pull List.
   • Lending staff retrieve and check in the item. The system prints a routing slip.
   • The item is marked "In Transit" and shipped to the patron's pick-up branch.
3. Pick-up branch receives the item:
   • The item is checked in at the receiving branch.
   • The system prints a hold slip and changes the item's status to "On Hold".
   • The system notifies the patron that the item is ready for pickup.
4. Patron returns the item: After the patron returns the item, the pick-up branch checks it in. WMS generates a new routing slip to return the item to its owning library. 

Additional hold options and features

WMS offers many configurable features to manage holds: 

• Hold request policies: Libraries can set policies for hold duration, fees for placing or picking up holds, and how holds on specific material types are handled.
• Item vs. title-level holds: Patrons can request any available copy of a title or a specific, barcoded item.
• Suspend holds: Patrons can suspend holds for a set period if they do not need the item right away.
• Holds reports: Libraries can use reports like the Pull List, Open Holds report, and Holds for Review report to manage their fulfillment workflow. 

To Review Long Overdue Items, first run the analytics report found in WMS.

Analytics >> Classic Reports >> Circulation >> Overdue Items Aging Report

Download the report and open with associated application i.e. Excel.

Find the barcode you want to review 0195501597445.

In WMS select Circulation >> Discover Item and enter the barcode to search using keyword index.

View Item

You can review multiple options found on the top right of the Details screen for this item. Please note the links do not appear clickable but they are.

Details:

Statistics:

Transaction History:

Notification History:

Item Change History:

Overview of Withdrawn Status and deleting and item in WMS.

From WMS Circulation select Discover Item and scan barcode

Click Delete found in the upper right corner and respond to prompt:

Once you delete and item it will be retained in the system for 1 year, however, the OCLC holdings will be removed automatically, and the catalog will update within two days of withdrawing the item.

If you scan the barcode again WMS Circulation select Discover Item it will show Withdrawn at the top of the item information.