ILS: Things We Learned in Week 4

This is our fourth week of the new ILS and we are still learning... I understand things can be frustrating, but realize that each day we are getting that much closer to being in 'full-swing'! Here are some things you should know:

1. The Point of Sale (POS) is still not functioning fully, but it is functioning.  Libraries should continue to use the Pay Partial function to complete transactions.  Right now Northwest is testing some enhancements with the POS and things seem to be working well.  Once MLS, Comprise, and TLC feels the bugs have been eradicated it will be released to all locations.  We will post updates once we have more information.
2. Paperbacks - If a customer is wanting a paperback the pickup and owning libraries will need to handle this process similarly to how this was done in the old system.  Route the paperback in a routing envelope or with a routing slip to the pickup location with the customer's information (Name, phone number, and library card number).  Once the item arrives at the pickup location, that library should call the customer and and let them know the item is now available for pickup.  Keep the item at the circulation desk and charge the item when the customer comes in to claim it.  Please DO NOT change the location code or any item information.  The Place Hold icon will continue to show for paperback materials in the catalog, but the customer will not be able to complete the hold.  Anne is working with TLC to see if this can be removed, but at this time this is not an option.
3. Tracer Lists should be run each day at each location.  Items that have been placed on TRACE will only show up on the Tracer List at 2 days, 16 days, and 30 days after the initial trace was placed.  This means that each day's list will only contain the items that meet these limits.  If you find the item(s) return them and route them to the owning library or return it to the appropriate location in your library's collection.  Items that have been In Transit for more than 10days will show up on the tracer list and will have been placed by the system (initials OPD).
4. Pay Close Attention! - Our new ILS does not alert staff to issues in the same way as our old system and we believe that items are not getting Charged or Returned accurately.  The system will beep when you scan an item, but it does not mean that the transaction is actually being processed - You need to watch the computer screen for each item!!  You can get busy scanning a whole cart/stack of books and if you are not watching you could generate a BRB which requires an action and anything you scan after that will not be processed.  Moral of the story is we need to slow down and promote accuracy because if we don't we just make more work for ourselves having to go out and search for these items.
5. Lost/Paid Items - I have added some additional information to the staff processes related to Lost/Paid here in the Q&A to include the appropriate program and account numbers for the RFP.  This is only applicable for customers who have paid for a lost item in our old system in the past six months.