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General Configuration: Work Orders

1. General: Work Orders

1.1 Work Orders

Notes:

Hello and welcome to this General Configuration session about Work Orders in Alma.

1.2 Introduction & Overview

Notes:

Published by Articulate® Storyline www.articulate.com

We’ll begin the session by walking through a brief overview of Work Orders as a reminder of the basics. After that, we’ll discuss the configuration workflows for Work Order Types, Departments and Statuses. We’ll conclude this session with a brief review and short quiz to test your knowledge.

1.3 Work Orders Overview

Notes:

A Work Order functions as an internal library request to route physical materials to a specific department for internal processing and give you more control when processing your physical inventory.

A Work Order sends an item to a department (marking it as not available on the shelf), where it can be managed according to internal statuses. On the discovery side, Primo users can see that the item is in processing and when it’s expected to be available for loan. As you’ll see in later in this session, Work Order Departments and Statuses can be configured to meet your library’s specific needs.


1.4 Work Order Types

Notes:

We’ll spend most the rest of the session discussing how to configure Work Order Types, Departments and Statuses. Let’s begin with Work Order Types.

1.5 Work Order Type

Notes:

The Work Order Type indicates the type of processing the item is going through, for example, binding, cataloging, or preservation. Each department in your library may be assigned to handle a specific Work Order Type in Alma. Or, you may choose to have multiple Work Order Types assigned to the same location, such as copy cataloging and physical processing.

Work Order Types can be created at the Institution or Library level. As a best practice Ex Libris recommends configuring Work Order Types at the Institution level.


Configurations can be pushed down to the libraries that are part of the InstitutionConfiguration at the Institution level is more simple to do and easier to maintain going forwardAnd it gives you flexibility to add more departments in the future.

1.6 Work Order Type Configuration Menu

Notes:

To configure Work Order Types, select the Configuration icon from the Main Menu on the Alma Home Page.

Select the General configuration menu and navigate to the Work Orders and Departments section, Work Order Types.


1.7 Work Order Type Configuration

Notes:

The list of Work Order Types can be found in the table, with the Code, Name and a short Description of the type of process items may undergo.

To Edit an existing Work Order Type, click on the Row Actions menu on the right and select Edit. You are then able to change the Name and the Description of the Work Order Type you selected.

The Recalls Loans checkbox is used to indicate that this type of work order requires an item to be returned more quickly.

Selecting this option causes a recall request - in the form of a Lending Recall Email Letter or depending upon the Terms of Use possibly a shortened loan - to be sent to the patron that borrowed the item.

1.8 Work Order Type Configuration


Notes:

To add a new Work Order Type, click the Add Work Order Type menu and complete the mandatory fields for Code and the Name of the Work Order Type, and optional Description field.

Click the Add Work Order Type button to add it to the list.

1.9 Work Order Departments

Notes:

Now we’ll spend some time discussing Work Order Departments. Work Order Departments represent the department in your institution that processes the item; literally where the item will be transferred to complete a given Work Order Type. Note that items are not owned by the Work Order Department, they are just transited there for processing. Locations on the other hand, have circulation desks and actually own the items, re-shelve materials, etc. Work Order Departments are configured using a 4-Step Department Creation wizard in Alma.


1.10 Work Order Department Configuration Menu

Notes:

Navigate to the 4-step wizard from the Alma General Configuration page. Under the Work Orders and Departments menu, click the Work Order Departments link.

1.11 Work Order Department Configuration

Notes:

Any departments you have already configured will be visible on the Department List page. Click the Row Actions Menu on the right to edit or delete a Work Order Department, or to view hidden columns that may be viewed on the page.


Click the Add Department menu to initiate the 4-step wizard and create a new Work Order Department.

Chose from the list of Work Order Types to be associated with the Department.

1.12 Work Order Dept. Configuration – Step 1

Notes:

Each step of the Work Order Department configuration wizard can be viewed in the upper right side of the screen. Fields with a red asterisk are mandatory in order to move to the next step in the wizard.

Step 1 involves entering the some general information about the Department, including creating a unique Code and a Name. You may also choose to provide a brief Description.The Work Time in days field may be used to calculate the availability date for fulfillment of a patron hold request and displays in Primo for the number of days specified as “In Process”. If you leave it blank it will default to 7 days. The Map field allows you to provide a URL to assist your patrons in finding the Department.The Printer field captures the printer associated with the Department, which prints all non-automated print jobs on this printer. Push the blue Next button on the top right of the screen to move to Step 2, the Served Libraries page.


1.13 Work Order Dept. Configuration – Step 2

Notes:

Click the Attach Library link and select the library you want attached to the Department. Click the blue Attach button and the name of the library appears in the space below. Click the Next button to move to Step 3 - Contact Information.

1.14 Work Order Department Configuration – Step 3

Notes:

Add any contact information you wish to for the address, phone number and/or email address for the department you are creating. Simply click on the Add link on the right side of the page in each section and complete the form, noting again that any fields marked with a red asterisk are mandatory.

Click the blue Add and Close button to save it to the page.


Click the blue Next button on the top right of the page to advance to Step 4, Adding Operators.

1.15 Work Order Department Configuration – Step 4

Notes:

The final step in the process involves adding Operators to the Department by clicking the Add Operator link on the right side of the page.

The Operator is the only staff member who will manage the item in the Department. You may add more than one Operator if multiple people might handle the item.

Type in the name of the staff member in the space provided to search for a user or click on the bulleted list icon for a list of all users populated in Alma (from the Find and Manage Users page).

Click the blue Add Operator button to add that operator to your Work Order Department.

Click the Save button at the top of the page to save the newly created Work Order Department.


1.16 Work Order Department

Notes:

You can now see your new Work Order Department listed on the Department List page.

1.17 Work Order Statuses

Notes:

The last Work Order-related topic we will cover is Work Order Statuses. Work Order Statuses are associated with Work Order Types, representing and describing the possible stages or steps the item undergoes while it’s being processed.


1.18 Work Order Status Configuration

Notes:

Since Work Order Statuses are associated with a specific Work Order Type, they are configured in the Work Order Types General configuration menu.

From the list of Work Order Types, click on the Row Actions Menu for the Work Order Type you want to configure Statuses for. Scroll down and select Manage Statuses.

1.19 Work Order Status Configuration

Notes:

Click the Add Status link and populate the required fields: a unique Code and Name, and if desired, a brief Description.


Then click the Add Status button to add that new status.

You’ll see it display on the Work Order Type Status page. Continue to add additional statuses that reflect the steps in the item processing specific to that Work Order Type.

1.20 Resource Request Monitoring

Notes:

The Work Order Status can be seen on the Resource Request Monitoring page in Alma, along with other information.

From the Fulfillment main menu, select Monitor Requests & Item Processes under Resource Request.

The status of a request is also visible when performing a physical title search in Alma.


Process Status (Slide Layer)


Notes:

You can process new materials or work orders using the In Process Items page, accessible by using the Fulfillment Main Menu, Monitor Request and Item Processes, or by clicking the In Process link located in the panel on the left side of the page.



Notes:

The Edit button allows you to make changes to the item in processing, including changing the managing department, adding a processing note and checking the Do not pick from shelf option.

The Row Actions Menu lets you perform additional workflows as well, including updating the expiration date, mark the item as missing, viewing the item in a title search in Alma and viewing the audit trail of the item being processed.

1.23 Status of Request

Notes:

The status of a request is also visible in the results after performing a physical title search in Alma. Click on the number next to the Requests field to be taken back to the Resource Request Monitoring page where the item in processing can be viewed in greater detail.


Primo users will also see the item request and status in their search results as well.

1.24 Session Review and Quiz

Notes:

That concludes the main portion of this training session. Let’s briefly review what was covered and then proceed to a short quiz.

1.25 Session Review

Notes:

In this session we discussed Work Order Configuration. Work Orders function as internal library requests to route physical materials to a specific department for internal processing.


We first discussed Work Order Types, which indicate the type of process an item is undergoing, for example binding, cataloging or preservation.

We then moved on to Work Order Departments which can be configured and assigned to handle a specific Work Order Type. Work Order Departments represent the department in your institution that processes the item; literally where the item will be transferred to complete a given Work Order Type.

And finally, we covered Work Order Statuses, which are associated with Work Order Types, representing and describing the possible steps the item undergoes while it’s being processed. Work Order Statuses should be created to reflect the specific step the item is currently undergoing in the process.

Next steps:Please refer to the Recommended Articles section where you launched this training session for additional information.Complete the short quiz on the next page and then continue on to the next training session in this series.

1.26 Quiz: Work Orders

(Multiple Response, 10 points, 1 attempt permitted)

Correct Choice

X A Work Order is an internal library request to route physical materials to a specific

department for internal processing.

A Work Order is a list of daily activities my Library Director asks the staff to do.

X Work Orders can be processed for physical items only.

Library patrons are unable to view an item Status.


There is no way to view items in process from within Alma.

Feedback when correct:

Correct! A Work Order is an internal library request to route physical materials only to a specific

department for processing.

Feedback when incorrect:

Sorry, a Work Order is an internal library request to route physical materials only to a specific

department for processing. It is not a list of daily activities, an item status invisible to Patrons,

and there are ways to view items in process in Alma.

Correct (Slide Layer)


Incorrect (Slide Layer)

1.27 Quiz: Work Order Dept. Configuration

(Multiple Choice, 10 points, 1 attempt permitted)

Correct Choice

Add General Department Information

Attach Library

X Configure the Statuses

Add Contact Information


Add Operators


Status is configured in a specific Work Order Type.


Status is actually configured in a specific Work Order Type.

Notes:




1.28 Quiz: Work Order Statuses

(True/False, 10 points, 1 attempt permitted)

Correct Choice

True

X False



Work Order Statues are associated with Work Order Types and are intended to reflect the step

the item is undergoing while it’s being processed.


Work Order Statues are actually associated with a specific Work Order Type. The status is

intended to reflect the step the item is currently undergoing while it’s being processed.

Notes:




1.29 Thank You!

Notes:

Thank you for joining this session. Please visit the Ex Libris Knowledge Center for more information.

To find documentation articles related to the topic of this session, return to the page where you launched this training.


1.30 About This Training

Notes:

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2 (Slide Layer)

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