Last revised: 29 November 2013

JULAC Common Card Project

K.T. Lam (lblkt@ust.hk)and

Li Yiu On (yoli@hkbu.edu.hk)

JULAC Libraries Forum 201329 November 2013

at HKBU

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A joint project of◦ JULAC Access Services Committee◦ JULAC Systems Committee

And is coordinated via the◦ Task Force on JULAC Common Card Project

Thanks to all systems and access services colleagues for participating in the planning and development of this JULAC collaboration project.

JULAC Common Card Project

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Issues involved and how we resolved them Two sub-projects• JULAC Card Printing Solution• JULAC Card Registration System (JCRS)

JCRS demo Implementation timeline Outstanding issues and tasks

Topics covered

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JULAC Library Card

since 1991

HKUST

paper cardmultiple barcodes

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6

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Time to replacethis paper-oriented operationsby issuing a …

Common Card

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Adopt institutional ID Card as JULAC card?◦ Use Mifare chip’s ID Number to replace multiple

barcodes?◦ Attach barcode to the ID Card?

Issue our own Common Card?◦ Smart card, i.e. with Mifare chip?◦ Store patron data in the chip?◦ Smart card with attached barcode?◦ Plastic card with printed barcode?◦ CUHK’s gate system does not support barcode.

Compromise? Attach Mifare chip to plastic card

Options explored

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Issue our own Common Barcode?◦ Compatibility with access gates?◦ Compatibility with INNOPAC?

Create a system to transfer patron data among institutions?◦ Transfer data by pear-to-pear servers?◦ Transfer data by a central server?◦ Store and maintain data in individual databases?◦ Store and maintain data by a central database?◦ Provide patron data on-demand?

Options explored [cont.]

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Plastic card Printed with common barcode Allow attachment of Mifare chip at back of card

◦ Resolve CUHK’s incapability of supporting barcode◦ To be attached on the card during registration

Automate the registration process◦ In-house system development

Patron data on-demand model◦ Transfer patron data directly from Home Library to a Host

Library in the presence of the card holder during registration

Decisions

JULAC Library CardApplication, Production and Registration

Card Application

CardProduction

Home Library

CardRegistration

Host Library

Patron data

Patron identity

Patron data

Patron data

INNOPAC

INNOPACGate DB

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JULAC Common Barcode (jbarcode)

a Institutional ID (2-digit): 80-89b Sequential Number (5-digit): 00001-99999c JULAC Letter: Jd Reserved Letter: A-Z (exclude I and O)e Card Replacement Digit: 1-9f Check Digit: 0-9

xx + xxxxx + J + x + x + x a b c d e f

SymbologyCode39

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Institutional Code, ID and Reserved Letter

Name Code ID ReservedLetter

Chinese University of Hong Kong cuhk 80 A

City University of Hong Kong cityu 81 B

Hong Kong Baptist University hkbu 82 C

Hong Kong Institute of Education hkied 83 D

Hong Kong Polytechnic University polyu 84 E

Hong Kong University of Science & Technology

hkust 85 F

Lingnan University lu 86 G

University of Hong Kong hku 87 H

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cuhk 80 12345 J A 1 1cityu 81 12345 J B 1 4hkbu 82 12345 J C 1 7hkied 83 12345 J D 1 0polyu 84 12345 J E 1 3hkust 85 12345 J F 1 6lu 86 12345 J G 1 9hku 87 12345 J H 1 2

Examples of jbarcode

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Sub-projects

JULAC Card Printing SolutionCard

Production

CardRegistration JULAC Card Registration System

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To provide a standard set of hardware and software for the production of JULAC Library Card

JULAC Card Printing Solution

Pre-Print Card

Card Printing SoftwareCard Printer

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Tendering process completed last month

Selection process completed early this month

HKUST tender board approved our recommendation early this week

Will be meeting with contractor (Toppan Forms) to start the card design and software development

JULAC Card Printing Solution [cont.]

Tender

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Draft Only!

Card Design

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Number of Pre-Print Cards

Institution Number of Cards

CUHK 7,500

CITYU 5,500

HKBU 7,000

HKIED 2,500

POLYU 4,000

HKUST 2,000

LU 2,000

HKU 9,500

Total 40,000

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Patrons◦ Plastics card is more durable than paper card

Card issuing staff◦ Card printing is fully automated

no manual work, such as card typing and photo attachment Host library counter staff

◦ No longer need to put barcode on JULAC Cards

Advantages of issuing plastic common card

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To provide a system for onsite registration Decided to develop the system collaboratively by

all eight institutions

JULAC Card Registration System

Host Library

Registration StationJCRS - Card

RegistrationSystemPatron data

Patron identity

Home Library

5 November 2013

JCRS System Architecture

Patron Data

Provider

Home Library

INNOPAC

Host Library

INNOPAC

Gate DB

Web Program

to retrieve patron data

Registration Station

SubmitPrint

Web Programto store

patron data

e

Patron Data

Importer

OfflineImport

OnlineImport

Web Page

Local

Local

Common

Common

A

C

B

D

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HKUST is responsible for the development the common portions of the system (Program A and C)

All eight institutions develop their own Program B◦ Authentication◦ Getting patron record from INNOPAC◦ Validation of patron record

Institutions opting for online import will develop their own Program D

Pilot prototype development◦ Proof of concept◦ Completed: HKUST, HKBU, POLYU, HKU, CUHK, CITYU◦ Almost finished: LU, HKIED

Full-scale development has started

JCRS program development

Home page seen on the Registration Station(e.g. at CityU)

Web page showing card holder from HKUST retrieving his/her patron data on CityU’s Registration Station

Sample patron datain XML Format

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JCRS Administration Interface

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JCRS tool – construct jbarcode

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JCRS Demonstration

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Home library◦ Reduce labor work for processing paper application slips◦ Do not need to make a photocopy for patron registration

at host libraries Patron

◦ Do not need to make additional photocopies of application slips themselves (7 copies for registration at 7 libraries)

◦ Do not require to present a photocopy of application slips at host Libraries

Host library◦ Patron record data provided by home library in real time

Data is most up-to-date and accurate◦ Patron data may be uploaded to host library’s INNOPAC

system automatically

Advantages of the new registration system

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Both the Card Production and Registration systems are targeted to be completed on 15 April 2014

Tasks after 15 April 2014◦ Institutions begin to issue common cards to new users◦ New card holders begin to use JCRS◦ Institutions begin to replace existing paper cards

Batch by batch Takes a while to completely replace all card

◦ Parallel run of paper and plastic cards – for gate access, circulation and card registration

Implementation timeline

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Card replacement process◦ Determine how existing patron records are updated in the

card replacement process◦ Determine a mutually agreed date to complete card

replacement Cut-off-date to stop supporting old paper cards Possibly forcing an expiry date on paper card holders

Card application process◦ Determine how to make use of INNOPAC’s patron record

to store card application data◦ This is for those that don’t have a card application

system/database◦ e.g. JULAC barcode; card issue date; card expiry date (can

be different from the one in the expiry date field)

Outstanding issues and tasks

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Lost card handling◦ Issues of concurrently holding both paper and plastic card

Lost card and then found Lost card picked up and used by someone Claimed lost card Resolution:

Must collect paper cards from card holders during card replacement process

Claimed lost card treat as lost card◦ Lost card notification program enhancement

Current practice: notify via fax among institutions Enhancement: notify by email via JCRS, to be developed by

HKUST

Outstanding issues and tasks [cont.]

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Louisa Lam, CUHK Peggy Fung, CITYU Li Yiu On, HKBU Belinda Kwok, HKIEd Lisa Kwan, POLYU Diana Chan, HKUST K.T. Lam, HKUST (Chair) Venia Mak, HKUST (Secretary) Andrew Liu, LU K.M. Ku, HKU

Members of the Task Force

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Thank you!