USER DOCUMENTATION
Booking Management
 Ex Libris Ltd., 2003
Release 15.5.1
Last Update: September 15, 2003
Table of Contents
1. INTRODUCTION.................................................................................................... 4
2. BOOKING MANAGEMENT SETUP – GENERAL ........................................... 4
Scheme .................................................................................................................... 4
3. PATRON INTERFACE ......................................................................................... 5
3.1 Standard Browse (in Booking Library) ............................................................ 5
3.2 Full Catalog Record .......................................................................................... 6
3.3 Booking Request ............................................................................................... 7
Booking Request (type A) ....................................................................................................... 7
Booking Request (type B) ....................................................................................................... 8
Booking Request (type C) ....................................................................................................... 8
3.4 Request Confirmation ....................................................................................... 8
3.5 List of Patron’s Booking Requests ................................................................... 9
4. STAFF INTERFACE .............................................................................................. 9
4.1 Circulation ...................................................................................................... 10
4.2 Record View ................................................................................................... 11
Search .................................................................................................................................... 11
Results List ............................................................................................................................ 12
Full Record View .................................................................................................................. 12
List of Copies and Booking Requests ................................................................................... 12
Create Booking Request ........................................................................................................ 14
Create Booking Request Calendar Wizard ............................................................................ 15
Booking Request (time filled in from Calendar Wizard) ...................................................... 16
Confirm Request ................................................................................................................... 16
Re-allocation of Booking Requests ....................................................................................... 17
4.3 Patron View .................................................................................................... 18
Search .................................................................................................................................... 18
Patron List ............................................................................................................................. 19
4.4 View/Update/Delete/Loan .............................................................................. 20
List of Bookings on Patron .................................................................................................... 20
List of Bookings on Record ................................................................................................... 20
Expand................................................................................................................................... 21
Update ................................................................................................................................... 22
4.5
Printouts ................................................................................................... 22
5. BOOKING CATALOG RECORD ..................................................................... 22
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Booking Management
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Updated September 15, 2003
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6. ITEM RECORDS ................................................................................................. 25
7. SERVICE HOURS................................................................................................ 26
8. PREVIEW AND RELEASE TIMES .................................................................. 26
9. DEADTIME............................................................................................................ 26
10. SETUP OF RELEVANT CONFIGURATION TABLES ................................ 27
Indexing( /tab in the BOOKING library) .............................................................................. 27
tab15 in the ADM library/tab ................................................................................................ 27
tab25 in the ADM library/tab ................................................................................................ 28
tab57 in the ADM library/tab ................................................................................................ 28
tab_hold_request in the ADM library/tab .............................................................................. 28
tab10 in the ADM library/tab ................................................................................................ 28
tab_expand (/tab in the BOOKING library) .......................................................................... 29
tab_booking_06 (/tab in the BOOKING library)................................................................... 29
last-tme-sequence (UTIL G/2 in the BOOKING library) ...................................................... 30
Alephe/library – relation ....................................................................................................... 30
www_server.conf .................................................................................................................. 30
tab_base.eng in alephe/tab ..................................................................................................... 30
xxx70 WEB OPAC pages in www_f_eng ............................................................................. 30
Patron Records ...................................................................................................................... 31
11. BATCH SERVICES ............................................................................................ 31
12. BOOKING MODULE PASSWORD AUTHORIZATIONS ........................... 32
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Booking Management
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Updated September 15, 2003
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1. Introduction
The Booking Management component of the ALEPH 500 Integrated Library System
is used to reserve an item for use at a later time. Booking can be applied to any type of
object, including traditional library materials (such as books and videotapes),
moveable equipment (such as projectors, VCRs, laptop computers), and stationary
objects (such as rooms, internet stations). In addition to advance booking, the
component includes facilities for tracking maintenance of equipment and creating pull
and pickup lists for delivery of equipment. The Booking Management component
provides an interface with Circulation Management. The patron can view a list of the
bookings he has made. The items can be loaned to the patron, in which case the rich
facilities of ALEPH 500’s Circulation Management can be used for generating
overdue notices and calculating late return fees. Loans can be viewed in the regular
manner in the patron’s loans list.
2. Booking Management Setup – General
The system uses an ALEPH “library”. In the ALEPH DEMO setup, these are the
USM70 and USM71 libraries. A particular site can choose any 5-character code as the
name, and should set up multiple booking libraries, on a one-to-one relationship with
ADM libraries. The library is defined as DOC-TYPE-BIB, and is a BIB library in all
aspects of cataloging, indexing and retrieval. The record contains special fields used
by the Booking Management component.
Scheme
BIB01
XXX70
ADM50
There are different ways to manage the Booking Library setup. The DEMO setup
assumes that library materials (such as videotapes) are cataloged in the library’s
bibliographic database. No special cataloging is required. The fact that the item is
intended for booking is indicated in the item record, by the item status (tab15.eng,
col.8 = B). Non-bibliographic objects (such as equipment and rooms) are cataloged
only in the booking database.
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Updated September 15, 2003
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The assumption is that the library will not want to “clutter” or “dirty” its bibliographic
database with records for non-bibliographic objects. However, the library can opt to
catalog everything in the general bibliographic database.
There is a batch process for creating records in the booking library for material that is
defined has a “booking” item status, and has been cataloged in the bibliographic
database.
If the object is cataloged in the booking library (e.g., USM70), there is a direct link to
the ADMinistrative record and its associated item record(s). If the object is cataloged
in the BIB library, there is a link to the BIB library record, through which there is a
link to the BIB’s ADM library record.
The patron can place requests either through the booking database or the regular
BIBliographic database. The database s/he accesses depends on library setup, policy
and end-user guidelines. In either case, whether the patron has accessed the booking
database or the regular OPAC, s/he is automatically presented with the booking
database page for registering a request.
3. Patron Interface
3.1 Standard Browse (in Booking Library)
In the patron interface, the end-user searches the booking database in the same
manner as the OPAC, by means of browse indexes or keywords.
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3.2 Full Catalog Record
A booking request is initiated when a single full record is displayed in the booking
library’s database, or from the “Request” link on the list of items in the
bibliographic library’s database.
In the booking library’s database, this appears as follows:
In the bibliographic library’s database, this appears as follows:
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3.3 Booking Request
The system displays a calendar, on which it is apparent which slots are available.
The end-user marks the slots and submits the request. The system performs
checks; if the request is blocked, relevant messages are displayed.
If the user is permitted to request that the material be delivered, a drop-down list
will display the list of delivery location options. The display of “delivery
locations” is dependent on the check of the patron status against the DLV field.
If the patron checks the “Reminder” checkbox on the booking confirmation, s/he will
be informed when a booking time approaches. The “Print Reminders for Booking
Requests (04)” batch service is used to notify the patrons.
Booking Request (type A)
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Booking Request (type B)
Booking Request (type C)
3.4 Request Confirmation
If the booking request is allowed, a confirmation screen appears.
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3.5 List of Patron’s Booking Requests
The booking requests of a patron are listed under the User (“My Library Card”),
similar to loans, hold requests, etc. The patron is allowed to delete his own booking
request.
4. Staff Interface
The staff interface is accessed from <ALEPH Web Server>/E. Login with authorized
password is required. When a request is placed, the system performs the same checks
as are performed in the Patron Interface. Relevant messages are displayed, but the
request action is not blocked. The operator can decide whether or not to continue
(confirm).
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The following functions are included in the staff interface:

Search by patron ID/barcode/name. The last patron is saved for the duration of
the session.

Search for BOOKING records (by phrase, keyword, system number, booking
sequence number, item barcode, booking date). The last record is saved for the
duration of the session.

Display the result list of BOOKING records, with the ability to display a
single record.

On a single record, ability to:
o see the list of bookings for the record within a defined time
span
o create, delete or update a booking
o loan a booked item (if the booking time is current)
o temporarily remove an item from circulation

View patron’s current and future booking requests:
o booking request can be updated or deleted
o currently booked item can be loaned

Loan item – using item and patron barcode

Return item – using item barcode

Handling of Materials Booking printouts. Viewing, printing and deleting files
in XXX70 data_print directory.
4.1 Circulation
A LOAN is performed in the Circulation Window of the Booking Staff Interface. A
Z36 loan record is created (and can be used for follow-up), and BOOKING fields are
updated: TME $$h is updated to “L” and CPY $$s is updated to “L”.
A RETURN is performed in the Circulation Window of the Booking Staff Interface.
The Z36 record is moved to Z36H and BOOKING fields are updated: TME field is
updated to $$h “H” and the CPY $$s is updated to “A”.
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If the item being checked in has “deadtime” defined in the SCT field, the item is
automatically checked out to DEADTIME for the period of time defined for
deadtime. When an item which is checked out to DEADTIME is checked in, it
becomes available again. In this manner, the library can control the actual deadtime.
The library must create a patron with ID DEADTIME.
4.2 Record View
A booking is placed on the full record view. Therefore, the first step in creating a
request is to search for a single record. A record can be found by keywords (including
request date or date-time), system number, request sequence number or barcode. If the
search query finds more than one record, a brief list of records is displayed, and the
operator chooses a record from the list.
Search
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Results List
Full Record View
The full view is made up of three sections on one page: List of Copies, List of
Bookings and Record Description. A button to “Create Booking Request” displays the
request input form.
List of Copies and Booking Requests
The default for number of days for “From – To” is set in the booking_period_interval
in www_server.conf file.
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Create Booking Request
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Create Booking Request Calendar Wizard
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Booking Request (time filled in from Calendar Wizard)
Confirm Request
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Re-allocation of Booking Requests
When a copy becomes unusable (lost, in repair), staff will invoke the “Reallocation”
function on the list of copies in the Staff interface.
It is possible to perform an online check of the effect on bookings that removing a
copy from circulation (for a particular time period) will have. This function can be
used to re-distribute booking requests when a copy becomes unavailable (damaged,
lost, in repair, etc.). Clicking the Re-allocation link on the relevant copy displays the
list of bookings that are endangered. When the link on the copy is clicked, the system
checks to see whether there are future booking requests that can no longer be fulfilled,
because there will not be enough copies, and it displays these requests. The operator
can then choose a request for potential deletion, after which the system re-checks
availability, and re-displays requests that cannot be filled. The process can be repeated
until the best solution is found, at which point the operator deletes the desired
request(s).
After clicking the Re-allocation link, the following page appears. Requests that
conflict for the time period requested are listed under “Conflicting requests”. Clicking
the Booking Seq. link transfers the request to “Suspended requests” and re-displays
the “Conflicting requests” list.
When all conflicting requests have been resolved, clicking “Go” prepares a “deleted
request letter” which will print for all the requests listed under “Suspending requests”,
and updates the status of the copy (CPY $$s) and the requests (TME $$h) to X.
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4.3 Patron View
The booking requests that have been placed by or for a patron are displayed under the
patron. The patron record can be searched on the "Search” window by entering the
patron ID or by entering the patron name in order to browse the patron list and choose
from there.
Search
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Patron List
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4.4 View/Update/Delete/Loan
A booking record can be updated from either the Patron view or the Record view. In
both instances, a list of the bookings is displayed with operation icons E, U, D, L:
- E displays the request in an expanded view
- U displays the request in update mode
- D deletes the request
- L performs loan. The L icon is displayed only when the booking request time is
current.
List of Bookings on Patron
List of Bookings on Record
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Expand
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Update
4.5 Printouts
Files created by Materials Booking are handled through use of the ‘Printouts’ tab.
A list of the files found in the data_print directory is shown. Each file can be viewed,
deleted or printed using the icons to the left of the file name. The list can be sorted by
name, size or date.
In addition, multiple files can be selected and deleted using the ‘Delete’ icon that is
found above the file list.
5. BOOKING Catalog Record
The Booking record has special fields for booking management:
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 ALW (optional) – sets the authorization parameters for placing a request
 SCT – type of schedule (time unit)
 CPY – contains details of the item record; in many respects (data and
functionality), this field is parallel to the ALEPH Z30 item record
 DLV (optional) – used to indicate that the object is “deliverable” and is
used to control who may ask to have the item delivered
 TME – contains details on the booking or the loan; in many respects this
field is parallel to the ALEPH Z37 (hold) and Z36 (loan) records
 MNT (optional) – equipment maintenance parameters, for create ng
maintenance lists
 TYP (optional) – contains the code of the material type
 CMP (optional) – contains TYP codes; can be used as suggestion of other
related materials to book [codes are displayed, additional functionality
(create set) is planned]
 ACQ (optional) – contains acquisition information
One CPY field can have multiple related TME fields. The connection between a
loaned CPY and its TME field is contained in subfield $$8 in each of the fields.
Additional fields can be set using MARC or mnemonic codes; e.g., 245 for TITLE,
DSC for DESCRIPTION.
There must be a separate booking record for each location and schedule type. Multiple
copies of the same item are listed on one booking record. Each booking record also
has Z30 item records for each CPY.

ALW field: Contains repeated subfield a, with each subfield
defining:
|a
sublibrary, patron status allowed, fee amount.
The system checks the status of the Z305 (local patron) record. If # is
used instead of status, all statuses are allowed.
Fee amount is optional. There will also be a cash transaction
(tab18.eng), similar to a hold request [not yet implemented]
If check type “r” is defined in the BKING section of the ADM
library’s tab_hold_request table, the system checks the patron’s expiry
date.
Note: Records that don’t have ALW field can be loaned to all patrons.
 SCT field: Contains parameters for the type of schedule:
|a
type of scheduling unit
A=day, request cannot be placed for less than a full day
B=hour
C=hour-with automatic extension backward and/or forward, if the item
is requested when the library is closed
|p
parameters
sublibrary=xxxxx<sublibrary code from tab_sublibrary>
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max=nn<maximum number of adjoining time units that can be booked
at one time; e.g., for 2-hour slot $$a is B and $$p is max=02>
autoex=Y/N<extend through library closed time to next open time, if
end-of-request time falls into a closed time>
adjacency=Y/N<allow booking of adjacent times>
deadtime=nn:nn<time (hh:mm) required for maintenance after use;
e.g., re-winding a tape, re-imaging a laptop. When an item is
returned, it is automatically loaned to “DEADTIME” for this
period, and is unavailable for request.
 CPY field: The field is repeated for each copy of the item
|8
link number (sequence number, used to link TME and MNT fields to
the particular copy)
|b
sublibrary
|c
collection
|l
location
|d
identifier of the copy (barcode)
|e
identifier of the copy (Z30_REC_KEY)
|f
item loan status code (matches tab15 and Z30)
|g
item processing status code (matches tab15 and Z30)
|s
current status of copy (on loan, lost, maintenance…) A=available;
L=on loan: any other character means not available.
|u
date copy was last updated (z30-update-date)
Notes:
The loan status code in tab15.eng should have “B” in col.8 to indicate that this
is a “bookable” item.
The CPY fields can be created from Z30 item records, using the Create CPY Fields
(booking-02) batch service. It is preferable to create them in this manner than to add
or modify the data directly in the CPY field in the Cataloging function. In order to
disallow update in Cataloging, add the following line to
usm70/pc_tab/catalog/permission.dat: USERNAME
CPY## N

DLV field: This field indicates the patron status that is allowed
to request that the material be delivered. The presence of the
field indicates that this is a “deliverable” object. It contains
repeated subfields a and b, with each subfield defining:
|a
sublibrary + patron status allowed; separated by a comma; repeat the
subfield for multiple patron statuses
|b
location code + delivery time (hh:mm) + location text; separated by a
comma; repeat the subfield for multiple locations. If the delivery time
is left blank, the system uses the environment variable defined in
booking_delivery_time in www_server.conf file.

TME field: Repeated for each request and/or use of a copy.
When a request is loaned, the TME field is updated.
|8
link number (sequence number, used to link TME field to a particular
CPY field). Present only when copy is loaned.
|a
requester/user ID
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|b
|c
|d
|t
|q
|e
|f
|g
|h
|n
|p
|s

|8
|c
|i
|d
|n
notify patron (by e-mail) of approaching booking time (Y/N)
expanded request date:time from (nnnnnnnn:nnnn), taking into account
delivery
expanded request date:time to (nnnnnnnn:nnnn), taking into account
delivery and dead time
request date:time from (nnnnnnnn:nnnn) (as input on request form)
request date:time to (nnnnnnnn:nnnn) (as input on request form)
last interest date:time [for future development for regular request
functionality]
date:time (nnnnnnnn:nnnn) that request was made (system generated)
return date:time (nnnnnnnn:nnnn)
current transaction status (R=request, L=loan, H=returned,
X=unsuccessful re-allocation)
free text note
pickup (i.e., delivery) location
request sequence number - system assigned, unique over all booking
requests; uses Z52-last-tme-sequence, and must be registered in the
booking library’s Z52 sequences (UTIL G/2).
MNT field: Maintenance can be set as a function of time or of
number of uses, whichever comes first.
link number (sequence number, used to link MNT field to a particular
CPY field)
parameter of number of times used, after which maintenance should be
done
time interval, in months (up to three characters), after which
maintenance should be done
date of last maintenance; there is no automatic update of this date
maintenance note

TYP field: This field is intended for use with CMP, in order to
enable creating a set of other BOOKING records that are
related to a particular record (bundling)
|a
material type code
|b
material type text

CMP field: Contains repeated subfield a, with each subfield
defining TYP code of accompanying material
|a
material type code

SID field: For booking records that are created from BIB
library records (using batch service booking-06),
contains a link to the BIB record, and includes data on
sublibrary and item status of the items.
SID L $$aUSM01-000000152-UEDUC-81
6. Item Records
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The item records of materials that are cataloged in the bibliographic database should
be assigned an item status which identifies them as “bookable”. The ADM library’s
tab15.eng table is used for this, by setting column 8 to “B”. A batch job (booking-06)
creates BOOKING records for these items.
7. Service Hours
Similar to tab17, tab57 sets the hours of service, by sublibrary and schedule type. This
table is used for configuring the time slots and extension periods.
8. Preview and Release Times
There are “preview time” and “release time” variables set in the system (per “alephe”
or per BOOKING library):
(a) Preview time – if a patron wants to borrow an item before the start of a
booking TME, the preview time is used to allow the item to be loaned
on-the-spot and up to and through the booking time.
(b) Release time – if a booked item is not picked up before the release
time, the TME becomes irrelevant and the item is considered to be
available for loan.
The booking system works with preview and release times in the following manner:
If a patron comes to take an item on loan before the beginning of his request time, if
the loan falls within the preview time, the loan is performed through to the end of the
request time. If a patron does not pick up a requested item before release time
“releases” the item, the item becomes available to any patron.
The preview and release times are defined as environment variables in
www_server.conf
setenv booking_preview_period
setenv booking_release_period
00:30
01:00
9. Deadtime
There are two elements that create “deadtime”:
o Time required before and after a time slot, for delivery and return of a
delivered item. Delivery time is defined in field DLV $$b, and is
assumed to be equal for delivery and return.
o Time required for maintenance after use (e.g., re-imaging a laptop, rewinding a videotape). Tail-end time for maintenance is defined
(hh:mm) in the “deadtime” parameter in subfield $$p of the SCT field.
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When a request is placed, these times must be taken into account, over and above the
time period of the request itself. The time slot is extended, in TME subfields $$c and
$$d.
In the staff interface, when a request is placed, the system checks whether the
deadtime can be “assigned” to the preceding and succeeding slots. If not, the deadtime
is subtracted from the request slot, and the operator is informed of the change. An
adjacent slot can be used for lead-in or tail-end only if it is at least 50% free. When a
slot becomes 50% used by deadtime, the slot becomes unavailable.
10. Setup of Relevant Configuration Tables
Indexing( /tab in the BOOKING library)
tab11_ind must have the following indexing defined:
! 1
2
3
4
5
6
7 8
!!!!!-!!!!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!!!!!!!!!!!!-!-!
TME
TME
a
TME
TMES s
CPY
CPY
SID
LOC
CPY
SID
bcl
d
a
tab11_acc should have the following indexing defined:
!!!!!-!!!!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!!!!!!!!!!!!-!-!
245##
9 TIT
-ch68
tab11_word should have the following indexing defined:
245##
DSC
TME
h R
c
03
03
03
WRD
WRD
WRD
Therefore, tab00.eng should have the following setup:
!
2
3
4 5 6 7 8
9
10
11
!-!!!!!-!!!!!-!-!!-!!-!-!---!!-!!!!!-!!!!!!!!!!!!!!!!!!!!
H SYS
IND
21 00
00
System Number
H BAR
IND
21 00
00
Barcode
H TME
IND
21 00
00
Requester ID
H TMES IND
21 00
00
Request Number
H CPY...IND
21 00
00
Copy Barcode
H LOC
IND
21 00
00
Copy Location
H SID
IND
21 00
00
Source ID
H TIT
ACC
11 00
00
Titles
H WRD
W-001
00
00
Words
tab15 in the ADM library/tab
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tab15.eng column 8=B identifies that the item status is intended for
BOOKING item.
tab25 in the ADM library/tab
tab25.eng defines material types for the Z30 item records
tab57 in the ADM library/tab
Open/Closed hours (tab57) (similar to ADM library’s tab17) defines the
available/unavailable times for booking.



can be expressed only in full hours for start and end
there cannot be closed periods within one day
there must be a default “global” line, for each sublibrary
+ schedule type, for display:
UEDUC
UEDUC
UEDUC
UEDUC
UEDUC
UEDUC
UEDUC
UEDUC
A
A
A
A
A
A
A
A
########
########
########
########
########
########
########
00000000
01
02
03
04
05
06
00
UEDUC
UEDUC
UEDUC
UEDUC
UEDUC
UEDUC
UEDUC
UEDUC
B
B
B
B
B
B
B
B
########
########
########
########
########
########
########
00000000
01
02
03
04
05
06
00
O
O
O
O
O
O
C
0900
0900
0900
0900
0900
0900
1800
1800
1800
1800
1800
1600
0900 1800 [global default line]
O
O
O
O
O
C
C
0900
0900
0900
0900
0900
0900
1700
1700
1700
1700
1700
1300
0900 1700 [global default line]
tab_hold_request in the ADM library/tab
The following line MUST be present in tab_hold_request:
BKING
check_booking_a
The following line checks whether the patron is current (i.e., not expired):
BKING
check_hold_request_r
tab10 in the ADM library/tab
Switch 5 (TAB10-CREATE-Z36H) in the ADM library’s tab10 must be set to
“Y”. This is required for the “Delete Expired Booking Requests” service,
which will not work without the Z36H.
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Booking Management
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Updated September 15, 2003
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tab_expand (/tab in the BOOKING library)
In order to suppress display of TME and CAT fields when a record is
displayed in ‘Name tags’ or ‘MARC tags’ format in the patron interface, set
the following lines in tab_expand:
WEB-FULL-1 expand_doc_booking_filter
TME,CAT
In order to suppress display of TME and CAT fields when a record is
displayed in staff interface, enter the following line:
WEB-FULL-E expand_doc_booking_filter
TME,CAT
In order to display the sublibrary name in the CPY field in the staff interface,
enter the following line:
WEB-FULL-E expand_doc_booking
In order to display sublibrary and collection names in a “copies” field (tag
COLSB), in brief and full display in the patron interface, enter the following
lines:
WEB-FULL
WEB-BRIEF
expand_doc_bib_cpy_loc
expand_doc_bib_cpy_loc
In order to determine which bibliographic record fields will be copied to the
booking record when the batch job booking-06 creates booking records for
material that is registered as “booking” (in the item status), enter the following
line:
BOOKING-06 expand_doc_booking_06
LDR,FMT,245##,100##,260##
The third column defines which bibliographic record field codes are copied to
the booking record.
tab_booking_06 (/tab in the BOOKING library)
In order to allow automatic creation of fields in records created by booking-06,
this table should be set up with the relevant fields. When booking_06 is run,
the first 3 columns of this table are consulted. If the sublibrary, item status and
material type that are used as parameters in booking_06 match all three values
in columns 1-3 of the table, the field tag in column 4 is added to the newly
created record, with the subfields of column 5.
ULINC 81 A DLV
UHLTH 83 C ALW
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Booking Management
Release 15.5.1
Updated September 15, 2003
$$aULINC,03$$bMC,00:15,Moore College$$bPC
$$aUHLTH,03,50$$aUHLTH,06,25$$aUHLTH,08,3
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last-tme-sequence (UTIL G/2 in the BOOKING library)
Using UTIL G/2, set up a “last-tme-sequence” in the BOOKING library. This
Z52 sequence is used for assigning the TME $$s<request sequence number>
subfield.
Alephe/library – relation
BOOKING library relationships must be defined in alephe/tab/library_relation
table.
BKG
BKG
ADM
ADM
BIB
BIB
USM50 USM70
USM51 USM71
USM50 USM01 USM20 USM30 USM70
USM51 USM01 USM21 USM31 USM71
USM70 USM50
USM71 USM51
www_server.conf
The following parameters in www_server.conf are required for BOOKING:
#Booking
setenv
setenv
setenv
setenv
setenv
www_e_sort_field
booking_preview_period
booking_release_period
booking_delivery_time
booking_period_interval
01---D02---A
00:30
01:00
01:10
015
- www_e_sort_field sets the default sort for the Results List display in the staff
interface
- For more information on preview and release, refer to section 8, Preview and
Release Times
- Delivery_time is the default, if not defined in the DLV field
- Booking_period_interval sets the default for number of days from today
when displaying ‘Record View’ booking requests in the staff interface.
tab_base.eng in alephe/tab
The “booking” library must be defined in the /alephe/tab/tab_base.eng table,
and in the www_f_eng/base-list page so that end-users are able to access the
booking library OPAC.
xxx70 WEB OPAC pages in www_f_eng
The following WEB OPAC pages must be present in the directory in which
the Web OPAC html pages are located (www_f_eng). The -usm70 extension
should be replaced by your library's xxx70 name; optionally, you can use the
default usm70 pages by setting USM70 in col. 4 of the line that defines your
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Updated September 15, 2003
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xxx70 base in the /alephe/tab/tab_base.eng configuration table. This option
defines that files with the extension usm70 are to be used for your xxx70
library.
scan-acc-head-usm70
scan-acc-body-usm70
basket-short-body-usm70
basket-short-head-no-staff-usm70
basket-short-head-usm70
direct-head-usm70
find-l-usm70
full-set-head-usm70
scan-include-2-usm70
find-code-include-usm70
Patron Records
The library must create a patron with ID DEADTIME.
11. Batch Services
Batch services can be invoked from the CATaloging GUI Services Menu -> General,
or from the Services menu in the Staff interface, or listed in the library’s job list for
automatic operation at preset intervals.

Pull List and Packing Slip
Retrieve Booking Requests (by start time) (booking-01)
This report is used for preparing booking materials that have been
requested. The service retrieves by sublibrary and date: CPY $$b and
TME $$c (request time), and (optionally) a particular delivery code. In
addition to the report, the service can prepare a slip for each individual
requested item.

Pickup List and Packing Slip
Retrieve Booking Requests (by end time) (booking-01-a)
This report includes booking materials that are expected to be returned.
It can be used for picking up booking materials that have been
delivered. It is the same as Pull List, using TME $$d (end request time)
for retrieval, instead of TME $$c.

Create CPY Fields (booking-02)
This service checks Z30 item records for copies that are “bookable”
(loan status in tab15.eng is defined with B in col. 8), and builds CPY
fields for the items. The created fields are compared with the CPY
fields in the record. CPY records are added/deleted/updated
accordingly. The service can be run in report mode only or in report
and update mode.

Delete Expired Booking Requests (booking-03)
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Updated September 15, 2003
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This service is used for maintenance. It removes TME fields that are
no longer required, and writes them on the Z115 Oracle table.

Print Reminders for Booking Requests (booking-04)
This service is used to produce notices to patrons who requested that a
reminder be sent to them.

Print Maintenance Report (booking-05)
This service is used to produce a report of booking materials which are
due for maintenance. Two checks are performed:
1) The service checks for BOOKING records that
have MNT field.
MNT is checked for the last maintenance date + (interval X months).
If the current date is past this calculated date, the copy is retrieved.
2) Otherwise, the service counts how many times the item was loaned
since the last maintenance date (MNT $$d). If the number of records is
equal to or greater than the number in MNT $$c, the copy is retrieved.
The count is based on the Z115 table (deleted TME fields, created by
booking-03).

Create Booking records from BIB (booking-06)
This service is used to create booking records for material that is
cataloged in the bibliographic database and identified as “booking
material” in the item status.
The service requires entering parameters for sublibrary, item status and
values for SCT type, max, autoextend and adjacency.
The process retrieves the relevant item records from the ADM library
that is related to the booking library, and checks whether a record
already exists in the booking library database. If the record is not
present in the booking library, a record is created. When the record is
created, fields are copied from the bibliographic database’s record
(using the BOOKING-06 section of tab_expand), the SCT field is built
using the parameters entered for the service, and CPY fields are
created for each relevant copy, i.e. for each item that has the same
sublibrary and item status as those entered as parameters for the
service. In addition, the process builds an SID field. This field links the
record to the bibliographic database record and its relevant item
records.
The process writes a file of new records generated by the service.
12. Booking Module Password Authorizations
Authorization for Materials Booking functionality includes the following facets:
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Updated September 15, 2003
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WWW-E
WWW-E
WWW-E
WWW-E
WWW-E
WWW-E
WWW-E
WWW-E
WWW-E
WWW-B-BOOKING
WWW-B-BOOKING
WWW-B-BOOKING
WWW-B-BOOKING
WWW-B-BOOKING
WWW-B-BOOKING
MAIN
LOAN
SEARCH-BIB
SEARCH-PAT
RETURN
CREATE
UPDATE
DELETE
MAINTENANCE
01
02
03
04
05
06
Booking Management menu interface
Loan booking request
Search in bib. list
Search in patron list
Return item
Create booking request
Update booking request
Delete booking request
Re-allocate booking request
Retrieve Booking Requests
Create CPY fields
Delete Expired Booking Requests
Print Reminders for Requests
Print Maintenance Report
Create Booking Records from BIB
All users must be allowed MAIN and SEARCH-BIB in order to use minimal
functionality.
Sample setup:
Assistant Level 1 (circulation desk) Loan, look at the schedule of an item and return
- should be assigned MAIN, SEARCH-BIB, LOAN and RETURN
Assistant level 2 (circulation desk) Search for a booking record, display it and create a
booking, loan and look at schedule of an item. Can not search the patron file. Can not
delete or update a booking.
- should be assigned MAIN, SEARCH-BIB, LOAN, [RETURN], CREATE
Assistant level 3 Book, loan, look at the schedule of an item, edit a booking such as
the pickup or delivery location without extending the booking, run batch services. Can
search the patron file. The ability to run batch services enables retrieval of a report of
items booked for the day.
- should be assigned MAIN, SEARCH-BIB, LOAN, [RETURN], CREATE,
UPDATE, SEARCH-PAT, 01
Staff level: All items at lower levels plus maintenance, run batch services.
- should be assigned all the booking services listed above
Supervisor level: All items at the lower levels plus enter booking records, set-up
tables; delete bookings.
- should be assigned all the booking services listed above, and also assign, for XXX70
library
CATALOG
GLOBAL
All subfunctions
And for XXX50 and XXX70 libraries
ALEPHADM
GLOBAL
All ALEPH Administration sub-functions
Note:
The library might not want to display patron information to all users. If this is the
case, the "Expand" view of a booking request, which includes Patron data, must be
adjusted. This Expand view is set in the ./alephe/www_e_eng/view-patron-expand
file. Patron data can be removed by removing $1300 through $1700. Patron data
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Updated September 15, 2003
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cannot be removed selectively, depending on password authorization; removal is
either all or nothing.
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Booking Management
Release 15.5.1
Updated September 15, 2003
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