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cat:inventory_using_existing_evergreen_functionality [2019/02/06 16:47] – [Shelf Check] tmccannacat:inventory [2024/01/05 15:23] (current) – [The Inventory Process using the Check In Interface] smorrison
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-====== Inventory using existing Evergreen Functionality ======+====== Inventory Using Existing Evergreen Functionality ======
  
  
-Since there is not yet an inventory module for Evergreen, you can use existing Evergreen functionality for a simple, no-frills inventory. Basically, what you will be doing is either checking in all items on the shelf to set an inventory date or setting the inventory date in Item Status. After you have done that, you then run reports to find items in available status without a set inventory date, if it is your first inventory, or a last inventory date prior to your current inventory dateThe process also sets the inventory workstation. You will also be able to find other issues needing resolution. Use the reports and data gathered during the inventory to follow up with a shelf check and other processes to resolve identified issues.+Since there is not yet an inventory module for Evergreen, you can use existing Evergreen functionality for a simple, no-frills inventory. Basically, what you will be doing is either checking in all items on the shelf to set an inventory date or setting the inventory date in Item Status. After you have done that, you will run reports to find items in Available status without a set inventory date, if it is your first inventory, or a last inventory date if you have done previous inventoriesThis report will identify items in the database **//not//** inventoried
  
-If you use the check in interface, you will check in to update the inventory date for each item from your shelves. This means that transit and holds slips will print automatically, items will be moved to some statuses to reshelving/available, and other statuses such as lost, will stop the process. Since you will not know what status the item is until you check it in, you have to make broad plans for handling exceptions.+During the inventory, you will also be able to ascertain other issues needing resolution. Use the reports and data gathered during the inventory to follow up with a shelf check and other processes to resolve identified issues.
  
-If you use Item Status to update the inventory date, you can sort items by status and resolve issues outside of automated processes. However, some things will not be discovered, like items with holds and others will be more difficult to resolve, like items with a barcode but no record in the bibliographic database.+If you use the Check In interface, you will check in items using the Update Inventory circulation modifier to update the inventory date for each item from your shelves. This means that transit and holds slips will print automatically, items will be moved from some statuses to Reshelving/Available, and other statuses such as Lost will stop the process. Since you will not know what status the item is until you check it in, you have to make broad plans for handling exceptions. 
 + 
 +If you use Item Status to update the inventory date, you can sort items by status and resolve issues outside of automated processes. However, some things will not be discovered, like items with holdsand others will be more difficult to resolve, like items with a barcode but no record in the bibliographic database.
  
 ===== What this process does ===== ===== What this process does =====
  
-  * Identify items marked as available (prior to a specific date) that aren’t on the shelves. +  * Identify items marked as Available (prior to a specific date) that aren’t on the shelves. 
-  * Set and inventory date and an identify the inventory workstation. +  * Set an inventory date and identify the inventory workstation. 
-  * Reset missingdiscard/weed, bindery to reshelving/available.+  * Reset MissingDiscard/weed, Bindery to Reshelving/Available.
   * Allow you to locate and resolve items on the shelf still checked out, lost, or long overdue.   * Allow you to locate and resolve items on the shelf still checked out, lost, or long overdue.
   * Allow you to run reports to identify items potentially not on the shelves.   * Allow you to run reports to identify items potentially not on the shelves.
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 ===== What this process can’t do ===== ===== What this process can’t do =====
  
-  * Can’t notify you of items out of call number order or in incorrect shelving location.+  * Can’t notify you of items out of call number order or in an incorrect shelving location.
   * Can’t identify items on the shelf but from some other library except to put them In Transit.   * Can’t identify items on the shelf but from some other library except to put them In Transit.
   * Can’t flag problems in the database.   * Can’t flag problems in the database.
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   * It is highly recommended that you read shelves and put them in call number order first. While this is not necessary, it is a standard first step in any inventory process. It is especially important in this no frills process since the steps you will be using here will not inform you if any item is misshelved.   * It is highly recommended that you read shelves and put them in call number order first. While this is not necessary, it is a standard first step in any inventory process. It is especially important in this no frills process since the steps you will be using here will not inform you if any item is misshelved.
   * Weed, if needed (you could weed for condition as you go).   * Weed, if needed (you could weed for condition as you go).
-  * Determine how you will handle problems such as items not in the database, both with and without barcodes, items with incorrect statuses not resolved by the process, bills, damaged items, etc. This includes how you will identify specific problems for specific items. Establishing these procedures before you begin will streamline the overall process; but, don’t be afraid to make changes later if you need to. You could put color coded or preprinted bookmarks for specific problems in the items or keep specific problems on specific book trucks, for example.+  * Determine how you will handle problems such as items not in the database, both with and without barcodes, items with incorrect statuses not resolved by the process, bills, damaged items, etc. This includes how you will identify specific problems for specific items. Establishing these procedures before you begin will streamline the overall process; but, don’t be afraid to make changes later if you need to. You could put color-coded or preprinted bookmarks for specific problems in the items or keep specific problems on specific book trucks, for example.
   * Make provisions for unexpected problems.   * Make provisions for unexpected problems.
-  * Make sure all inventory staff understand the process, particularly problem and exception handling. Given local practices and policies, some resolutions may be handled by other staff. These problems should be among those set aside, clearly identified, for later staff intervention.+  * Make sure all inventory staff understand the process, particularly problem and exception handling, and read all instructions here before beginning. Given local practices and policies, some resolutions may be handled by other staff. These problems should be among those set aside, clearly identified, for later staff intervention.
  
 ===== What you may need ===== ===== What you may need =====
  
-  * Workstation or device(s) with necessary software and Wi Fi capabilities. +  * Workstation or device(s) with necessary software and Wi Fi capabilities 
-  * Barcode Scanner(s). +  * Barcode Scanner(s) 
-  * Receipt printer(s) (for any items that will be put In Transit). +  * Receipt printer(s) (for any items that will be put In Transit) 
-  * Portable cart, table, or book truck if you are working in the stacks. +  * Portable cart, table, or book truck if you are working in the stacks 
-  * Book trucks or other means to collect problem items. +  * Book trucks or other means to collect problem items 
-  * Pens, paper or other supplies for notes to include with your problem items. +  * Pens, paperor other supplies for notes to include with your problem items 
-  * Other supplies or equipment you identify for your specific practice+  * Other supplies or equipment you identify for your specific practice
 ===== Potential problems to watch for ===== ===== Potential problems to watch for =====
  
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 Once you’ve decided how to proceed and have everything setup, you can start the process. You still have a little bit of set up in the Staff Client. Once you’ve decided how to proceed and have everything setup, you can start the process. You still have a little bit of set up in the Staff Client.
  
-  * Note your start date. This is the date you will use in reports. However, since the inventory date on items will be update, you can skip this step.+  * Note your start date. This is the date you will use in reports. The inventory date on items will be updatedif you forget this step, the dates are recoverable.
   * Log in to Evergreen using a Circulation login. Make sure that staff conducting the inventory have the appropriate permission level to clear up those problems you want to be resolved during the inventory process.   * Log in to Evergreen using a Circulation login. Make sure that staff conducting the inventory have the appropriate permission level to clear up those problems you want to be resolved during the inventory process.
   * Open Check in.   * Open Check in.
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   * Whatever columns you choose, remember to save the configuration.   * Whatever columns you choose, remember to save the configuration.
-  * Set Update Inventory under Checkin Modifiers:+  * Set Update Inventory under Checkin Modifiers. **//This is a very important step so that the Last Inventory Date is recorded/updated for each item. Note that the workstation location must match the item owning library, or the inventory date will not update.//**:
  
 {{ :cat:inventory_2.png?200 |}} {{ :cat:inventory_2.png?200 |}}
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 ===== Reports ===== ===== Reports =====
  
-After you have completed the inventory, set up a report to identify all items with the current inventory date. The report template is in Quick Reports > Items > List of Items for Inventory Processing.+After you have completed the inventory, run the report located in Quick Reports > Items > List of Items for Inventory Processing.
  
 +If you would like to run a report for all shelving locations, please use the template in the Reports interface under Shared Folders > Templates > terran > Help Desk > Items > List of Items for Inventory Processing (without shelving loc).
 +
 +Input the date you completed the inventory for the "Latest Inventory Date" field, as you will want the report to show the items that either have no inventory date or an inventory date in the past.
 ===== Shelf Check ===== ===== Shelf Check =====
  
  
-Use the inventory report(s) and check the shelves to verify those items listed as available with an either no inventory date set or the date of your previous inventory are on the shelves and also to verify items still marked as Missing aren’t on the shelf. A shelf check may also resolve other problems as well.+Use the inventory report(s) and check the shelves to verify those items listed as Available with either no inventory date set or the date of your previous inventory are on the shelves and also to verify items still marked as Missing aren’t on the shelf. A shelf check may also resolve other problems as well.
  
   * Remember to check the items pulled for resolution of problems, including those with barcodes and not in the database and items without barcodes.   * Remember to check the items pulled for resolution of problems, including those with barcodes and not in the database and items without barcodes.
   * Remember to always verify the barcode against the report.   * Remember to always verify the barcode against the report.
- 
 ===== Final steps ===== ===== Final steps =====
  
 Run the report again and sort by status. At this point, you can either do a second shelf check or you can resolve outstanding status issues in the database. Run the report again and sort by status. At this point, you can either do a second shelf check or you can resolve outstanding status issues in the database.
  
-    * For resolution of those items in the database but not on the shelf but in Available status, you can set these to missing at this point or delete them, depending on local policy. If you are inventorying only a section of your database, you may want to shelf check other sections or set the items to missing and see if they show up when you inventory the other sections. Remember to resolve these after the entire process is finished. You could run a report for the items set to Missing during the inventory, if desired.+    * For resolution of those items in the database in Available status but not on the shelf, you can set these to Missing at this point or delete them, depending on local policy. If you are inventorying only a section of your database, you may want to shelf check other sections or set the items to Missing and see if they show up when you inventory the other sections. Remember to resolve these after the entire process is finished. You could run a report for the items set to Missing during the inventory, if desired.
     * For resolution of items still Missing:     * For resolution of items still Missing:
       * You may want to delete those items missing longer than a specific period determined by your library policy.       * You may want to delete those items missing longer than a specific period determined by your library policy.
-      * You may want to institute a regular shelf check schedule for Missing items +      * You may want to institute a regular shelf check schedule for Missing items. 
-    * For those items with barcodes and not in the database, verify again that they are not in the database with a different or incorrect barcode, if needed. Otherwise handle according to local policy.+    * For those items with barcodes and not in the database, verify again that they are not in the database with a different or incorrect barcode, if needed. Otherwisehandle according to local policy.
     * For those items without a physical barcode and not in the database, handle according to local policy. If you are inventorying a section of your collection, verify that they are not in the database under another shelving location.     * For those items without a physical barcode and not in the database, handle according to local policy. If you are inventorying a section of your collection, verify that they are not in the database under another shelving location.
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cat/inventory.1549471650.txt.gz · Last modified: 2019/02/06 16:47 by tmccanna