A New ILL Module in Vubis Smart
Infor will be introducing a new Interlibrary Loan Module (ILL) in the next release of Vubis Smart (release 2.5). Seamlessly integrated with the other Vubis Smart modules, the ILL module provides a complete integrated solution for the management and delivery of interlibrary loan requests. The ILL functionality includes convenient staff workflows, Web OPAC integration, automatic recording of historical data and support for financial transactions.
Staff Workflow
Although ILL as a process tends to be complex by nature, the workflow through the system is kept simple
. Requests can be accessed from a single location, which allows the user to search for incoming and outgoing requests. Most importantly, an “Alerts” menu advises staff of new messages or required actions.
The management of the ILL request can be carried out from a single screen, broken out into the main functional aspects of the request. The image below displays the borrower management section, while other tabs cover suppliers, bibliographic aspects and so on. The commands on the right hand side allow the users to select various actions in a context sensitive way. For example, by clicking the Action/Event button, the user can take additional actions related to the request.
End-user Benefits
On their part, library users can fully manage ILL requests directly in the Web OPAC. Borrowers may place requests from the OPAC, and can monitor the progress of their requests through the complete lifecycle of the request. Charges and payments are handled in the same manner as other borrower related charges.
Historical Data
The ILL module maintains the complete history of the ILL request; the dispatch and supply of material can be recorded with minimal staff intervention (provided the ISOILL protocol is used to exchange information between requesting or supplying libraries). All notices or messages to both borrowers and libraries can be created, sent and recorded on the system.
Financial Transactions
All financial aspects of request processing are carried out by the system in a very comprehensive way. Charges to other libraries, borrowers and departmental budgets can be calculated and managed, including the creation of invoices and statements to be sent to the relevant person or organization.
Module Highlights
The ILL module offers many features not available in other ILL solutions. Some of the key aspects of the ILL module include:
- A consistent interface. The ILL module features a consistent look and feel, not only in the staff client but also in the Web OPAC.
- Incoming and outgoing requests. Incoming and outgoing requests may be received or delivered by a variety of mechanisms, including printed and emailed messages.
- Integrated borrower data. All borrower information for requests comes from the main Vubis Smart database; no separate keying of information is required.
- ISOILL protocol. The ILL module supports the full range of messages handled by the ISOILL protocol.
- Bibliographic data management. Once an outgoing request is entered into the system, a temporary catalogue record (which by definition wouldn't exist) is created; when the copy of the requested work is received, the system creates a temporary item record, which can be used to track the delivery of the work to the requesting borrower.
- Request processing. The processing of requests is completely integrated into the regular processes within the library. For example, when an incoming request is accepted by the library, the request is “extended” in a single operation to act as a hold or stack request. In this manner, the normal library functions for retrieving books (e.g. hold shelfcheck messages) can be used to retrieve and dispatch the work to the requesting library.
- Order processing. Requests can be converted directly into orders by a single command.
- Reports. The system supports the generation of a full range of reports and statistics.
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