Managing Multi-Level Patrons and Staff Users

Judy Levi, Senior Product Analyst

Olybris, Ex Libris Seminar 2005

Kos, April 2005

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Agenda

IntroductionStaff Users and PrivilegesPatron Sharing – Interactive ALEPHPatron Sharing – Batch JobsTechnical details

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Introduction – Why?

A group of libraries can band together for cooperation on various levels, and for various reasons, some of which follow:

Common catalog (union)Resource sharing (patron empowerment)Common collection developmentCooperative cataloging

However, each institution wants to:Remain an independent financial and management unit.Maintain control over its data.

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Introduction – What?

Problem: Achieve ADM independence and control.

Shared Oracle® tablesShared Configuration tables

Solution: The ADM level has been added to Oracle® records.

Staff privileges

Patrons

Solution: Configuration tables were moved from ALEPH to ADM, and from BIB to ADM.

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Staff User Privileges – ADM Control

Problem: Define the libraries that constitute an ADM environment.

Solution: PAS line in the ./alephe/library_relation configuration table defines the ALEPH libraries that are included in the environment of a single ADM library.

PAS USM50 USM01 USM10 USM60 USM20 USM30 USR00PAS USM51 USM01 USM10 USM60 USR00

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Staff User Privileges – ADM control

PAS USM50 USM01 USM10 USM60 USM20 USM30 USR00

PAS USM51 USM01 USM10 USM60 USR00

User library = USM50 User can be assigned permissions in USM01, etc.

User library = USM51 User can be assigned permissions in USM01, etc.

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User Privileges – Organization Levels

ALEPH/ALEPHSUPER Admin

ADMAdmin

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User Privileges – Organization Levels

User Library – ADMIN or ADM library environment in which the user is assigned privileges

ADMIN – empowered for all libraries; “hidden” value is not listed in the dropdown menu.

ADM – empowered for libraries within the ADM environment.

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Staff User Privileges – ADMIN User

15.2 16 – ADMIN user

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Staff User Privileges – ADM User

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Staff Privileges – Create ADM Administrator

Log in as ALEPH

New user for ADM administratorUser Library = ADM library (e.g. USM51)

Access Rightspw_library (e.g. USR00)“Staff Privileges (Passwords) / Global”

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Staff Privileges – Use ADM Administrator

Log in as the ADM UserCreate User

User Library can only be USM51“OWN” assignments are from USM51Budgets are from environment libraryOrder Units/Sub libraries are from environment library

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Patron Records

Physical OrganizationGlobal patron record + addresses + indexes are stored in the usr_library (e.g., USR00).Local patron is stored in library (e.g., USM50, USM51), although local patron can be stored in usr_library, through LS in file_list (common ALEPH record).

Logical OrganizationEach ADM library can define whether its patron records are shared or not.

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Patron Records – Structure

Z303, Z304, Z308, Z353 are in usr_library.Z305 is assumed to be local, and is in library’s file_list.Each ADM library can define whether its patron records are shared or not; all IDs must be unique.Z353 is new table that improves the Patron List “Local patrons Only” response time, and was created by p_cir_25 (for all or for a single ADM library).

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Non-shared Patrons

Options for user sharing / non-sharing are set in the ADM library’s tab100. Therefore, setup options are specific to a library environment.

Non-shared patrons can use same alternate key (barcode) but must use a different internal-ID.

The Patron List display depends on its connected library.

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tab100 and Patrons

USER-SHARING Are the library’s patrons shared with other ADMs?

USER-PERMISSIONWho can update the global (Z303) record?

Controlled by home library, or by local library registration.

USER-IDS-PERMISSIONWho can view the additional IDs (Z308) record?

Controlled by local library registration.

USER-ADDR-PERMISSIONWho can update the address (Z308) records?

Controlled by home library, or by local library registration.

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tab100 and Patrons

USER-HOME-PERMISSION (v.17)Based on the Patron’s Home Library, system-wide control of update for:

Global recordAddressesAdditional IDs

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Batch Update for Shared Patrons – cir-77

Update Global Delinquencytab_check_circ

B-CIR-77 sectioncheck 1_b

Checks local patron blocks in all ADM libraries; if blocked in any ADM library, Global Patron Block 3 (Z303-DELINQ-3 and Z303-DELINQ-3-N) are set to “99.”

Update Expiration DateUpdates expiration dates for all Local records, according to the date in the Patron's Home Library record.

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Batch Update for Shared Patrons – cir-77

Delete Patron RecordsDeletes the patron if Global Note 2 field has “DELETE,” using a two-step process:

The system checks whether the patron has any liabilities and replaces “DELETE” by “to-del date.”The next time the service is run, this patron's records (global, local, address, etc.) will be deleted.

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Batch Update for Shared Patrons – cir-77

Delete Patron RecordsDeletes the patron if Global Note 2 field has “DELETE,” using a two-step process:

The system checks whether the patron has any liabilities and replaces “DELETE” by “to-del date.”The next time the service is run, this patron's records (global, local, address, etc.) will be deleted.

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