Endeavor Implementation Project
Gap Period Procedures
General Information on the Second UH Manoa Gap Period
October 13, 2000
Contents:
I. What is the Second Manoa Gap?
II. WHAT'S in CARL LIVE, CARL Workfile, and VOYAGER Training Database?
III. Do's and Don't's for GAP2 - For Manoa only!
I. WHAT IS THE SECOND MANOA GAP?
GAP2 began when our CARL Workfile database was extracted during the week
of September 19, 2000. The extraction includes ALL bibliographic records
in the Workfile. These are bib records with embedded item information
cataloged since May 1, 2000, the beginning of the first GAP period. The
GAP2 extractions also included acquisitions and serials temp bibs and
serial summary holdings.
The final extraction of all cataloging, acquisitions, and serials data
from CARL has taken place. No further data will migrate from CARL to
Voyager. A test load will take place later in October on a date to be
determined by Endeavor and Systems.
All Collection Services Departments are affected by GAP2, the results of
which are felt by all Library staff. The Cataloging Department has begun
cataloging materials in the Voyager Training Database. The Acquisitions
Department will continue to order and receive in CARL. Open orders will
require rekeying into Voyager. The Serials Department will continue to
use CARL for check-in. The Preservation Department will continue to use
CARL to send damaged books to the bindery. Neither Preservation nor
Cataloging can do any remarking until we are LIVE in Voyager.
GAP2 ends for Cataloging, Serials, Acquisitions, and Preservation when the
Library accepts the Production Load of our database into Voyager,
currently expected to happen at the end of November. At that point,
Preservation will actually experience another kind of GAP until Voyager is
LIVE.
Circulation transactions remain unchanged for the first GAP and are
reiterated below.
For Circulation, GAP2 continues beyond the Production Load and ends only
when Voyager is LIVE.
II. WHAT'S IN CARL LIVE, CARL WORKFILE, AND VOYAGER TRAINING DATABASE?
New materials will continue to be added to the shelves. Bib records for
new materials will be stored in various places. This section describes
what you will find and where you'll find them.
1. CARL LIVE.
*The vast majority of our holdings are available in CARL LIVE.
2. CARL WORKFILE.
Access to the Workfile is achieved by entering 215 at the PAC menu and
pressing return. Searching the WORKFILE is much the same as PAC, but it
is better to use simple searches (e.g., title, name, word). DO NOT use
call number searches. To return to the main database, type S (to
switch) and press return. Typing //EXIT will not result in a return to
the database.
*Records for materials cataloged during the first GAP (May through
mid-September 2000) are found in the CARL Workfile.
*Shelf-Ready Books. Bibliographic records for the weekly shipment of
shelf-ready books from Blackwell's Book Services (BBS) will continue to be
loaded as is. Cataloging will not be editing or enhancing the
records. Complete bib records will have a call number; incomplete records
will not. The presence of the record in the Workfile
will alert you to the fact that the book has been received.
*Marcive Bibs. Shipping lists bib records are also being loaded in the
CARL Workfile for display purposes only. Librarians may check the
Workfile for shipments from BBS and Marcive.
*There will also be stuff, junk, detritus. Ignore these.
3. VOYAGER TRAINING DATABASE.
Access the webpac version at: http://uhtest.lib.hawaii.edu. The Voyager
Training Database is intended for use by Library staff, not for patron
use. It contains the following categories of records:
*New Manoa cataloging records for materials cataloged beginning September
20, 2000 They can be identified by a 949 field in the MARC display, and a
valid Manoa location in holdings.
*New Manoa paperbacks sent to the bindery beginning October 8, 2000 will
show in the item record as "At bindery, unavailable".
*New Law School gap cataloging records, identifiable by valid LAW location
*A number of cataloging workforms or sample records
*A large number of irrelevant records provided by Endeavor in the initial
database
*A number of new, irrelevant records created by various UH System sites
for testing and experimenting. There will also be stuff, junk,
detritus. Ignore these.
When Collection Services begins to work in the Voyager production
database, all records from the sources listed above will be transferred
into one place: Hawaii Voyager.
III. DO'S AND DON'T'S FOR GAP2 - FOR MANOA ONLY!
All precautions apply to Collection Services Staff. Some of them also
apply to Public Services Support Staff. Read carefully please.
1. GENERAL. DO NOT devise workarounds for any process independently. You
MUST consult your colleagues. Endeavor is a truly integrated system so
that what happens in your department will affect processes in other
departments.
If you have questions about processing procedures during the GAP2,
please refer them to your supervisor for answers. This applies to all
staff.
2. GENERAL. DO NOT delete bib records; DO NOT edit or delete item records
or item notes which existed in CARL LIVE on May 1, 2000, the beginning of
the first GAP period. There should be NO current work on bib or item
records in CARL LIVE. This applies to all staff.
3. GENERAL DO NOT add bib records to CARL LIVE unless you are authorized
to do so by the Head of Cataloging. This applies to all staff.
4. GENERAL. Collection Services SHOULD NOT deref, withdraw, remark,
re-label or make any changes to call number, copy number, barcodes, and/or
media codes in item
records which existed in CARL LIVE on May 1, 2000, the beginning of the
first GAP period. Public Services SHOULD NOT send requests to deref,
withdraw, remark, re-label, or change call numbers, copy numbers or
barcodes until GAP II period ends. When Collection Services departments
go LIVE in Voyager, they can resume database
maintenance work.
5. CATALOGING. Cataloging staff will enter catalog records for new titles
into the Voyager Training Database (and keep appropriate backup copies in
staff-side Voyager for later import into our LIVE Voyager production
catalog).
6. CATALOGING. Errors and changes to bib record which are reported during
the GAP period will not be fixed in CARL, but will be held for fixing in
Voyager LIVE.
Collection Services: DO keep a log of database maintenance work (errors,
enhancements or changes to bib/item records) for fixing when we are LIVE
in Voyager.
Public Services: DO keep a log of errors and changes to bib records and
report them to Cataloging when we are LIVE in Voyager.
7. ACQUISITIONS. Ordering and receiving will continue in CARL
LIVE. Purchase orders created in UHCARL SRAQ will be recreated in Voyager
LIVE. Order records can be viewed in the acquisitions file of
SRAQ. Selectors should continue to send orders to Acquisitions as usual.
8. SERIALS. During the GAP2, no NEW SUBSCRIPTIONS for new journal titles
will be processed. They will be held for processing until we are live on
Voyager. Bibliographic records for NEW journal titles will not be added
to CARL LIVE.
9. SERIALS. Normal check-in of current titles will continue in CARL
during GAP2 and will be viewable in the OPAC. PLEASE NOTE: No check-in
data (historical or GAP2 period) will migrate to Voyager. The serials
check-in process on Voyager will begin after set-up with the first issue
we receive.
10. PRESERVATION. BINDERY/NEW PAPERBACKS.
Preservation will continue to send new paperbacks to the bindery during
GAP2. The item record will be in the Voyager Training database. The
Voyager OPAC record for these books will display the following temporary
location: "Temporarily Shelved at Bindery, ITEM UNAVAILABLE." The record
will also show that the item has been checked out for 6 months.
11. PRESERVATION. BINDERY/BOOKS IN UHCARL.
Currently owned books with records in CARL in need of rebinding will be
sent to the bindery as they have been prior to the GAPs. These books have
existing bib records in CARL. The OPAC record for these books will
display as charged.
12. PRESERVATION. BINDERY/SERIALS. Serials bound during GAP2
will be barcoded and sent to the shelves without linking. Linking will be
scheduled sometime after the end of the move of the Preservation
Department to PhaseIII. Linking will not require pulling of the bound
volumes.
13. PRESERVATION. REMARKING. Preservation cannot do remarking during
GAP2 as there is no label printer linked to the CARL database. Public
Services Staff should keep a log of items needing remarking. Send the
books to Preservation after the Department moves to Phase III.
14. CIRCULATION. During the GAP period, check out of items lacking
barcodes and/or holdings records, including new materials cataloged
in-house, will be accomplished by creating
circulation-on-the-fly(temp) records. The temp records will not be moved
to Voyager. Instead, Circulation staff will manually input all C-fly
charged out items into Voyager.
Update, October 6, 2000
Batch Load Processes, including BNA & Marcive Record
1. CARL WORKFILE
*During the past three weeks while acq and serials records were being
prepared for extraction, there were no bib records loaded into the CARL
Workfile for the Gathering Plan books which come to the Library
shelf-ready.
With extraction completed, the bib records for the past three weeks will
be loaded by the end of the week. They will be available for
searching using PAC #215.
The records will be loaded as is. Complete bib records will have a call
number; incomplete records will not. Cataloging will not be doing
anything with these records. The presence of the record in the Workfile
will alert you to the fact that the book has been received. Future
receipts of shelf-ready books will be loaded as is into CARL Workfile.
How to handle incomplete records lacking call numbers is a topic under
discussion in Collection Services now. We will post the results of this
discussion in a message next week.
Marcive shipping lists bib records are also being loaded in the CARL
WORKFILE for display purposes only. Both BNA and Marcive records are in
the Workfile so that Public Service Librarians can see what has been
received.
2. VOYAGER 99.1
*BNA bib records CAN be loaded into Voyager 99.1. They will be
searchable in the OPAC.
*Acquisitions records for shelf-ready books will NOT be available in
Voyager 99.1 unless the Acq Dept engages in hours of manual keying in of
the data. We do not plan to do this.
3. VOYAGER 2000
*In version 2000, there is the option to load vendor data
(bib records and accounting data) to create order records in the
acquisitions module without rekeying. This is a feature the Acq
Dept looks forward to achieving, an ability which the Dept has enjoyed
in CARL for many years.
GAP Period Do's and Don't's -
for UH Manoa, Law, and Public Health Libraries only!
I. WHAT IS THE GAP?
The GAP period begins when our database is extracted during the week of May 1,
2000. The extraction includes ALL bibliographic records in CARL LIVE, with
item information embedded within them.
******************************************************************************
May 25, 2000
The extraction of UH Manoa Library's bibliographic and holdings records has
been completed and Endeavor has indicated that the file should be acceptable
to them. Endeavor will be conducting some additional reviews of the files but
indicated that it should be okay to release the files for GAP processing
procedures. Please review your GAP processing procedures for details on what
this means. Questions on GAP procedures should be directed to your department
head. An overview of the GAP procedures is available below. Note: extraction
of the bibliographic and holdings records of the other UHCARL system libraries
was completed earlier.
SERIAL Summary Holdings data has not yet been output, so that portion of the
LIVE files is still frozen. Systems hopes to have output completed by the end
of the week and will send out email as soon as it is completed.
An output date for Serials Continuing Order data, Serials Temp records,
Acquisitions Open Order data and Acquisitions Temp records has not yet been
established. Systems hopes to establish these dates with Endeavor this week
and will send email with the information when it becomes available.
******************************************************************************
The departments primarily affected by the GAP period are Cataloging,
Serials, Acquisitions, and Preservation. Circulation transactions
continue uninterrupted during the GAP period with modifications (see
II.12).
The GAP period ends for Cataloging, Serials, Acquisitions, and
Preservation when we accept the Production Load of our database into
Voyager currently scheduled for middle to late July 2000. For
Circulation, the GAP period continues beyond the Production Load and ends
only when Voyager is LIVE.
During the Gap period, the CARL LIVE file will be "frozen", and new
records will be cataloged into the WORKFILE. Bibliographic records
imported from external sources, such as OCLC, RLIN, BNA, MARCIVE, will
also be loaded directly into the WORKFILE. These new records will be
"bulk imported" into Voyager sometime in August.
We will continue to work in CARL until the end of September. Work done in
CARL may or may not move to Voyager. (See II.6, II.8, II.12, and II.16.)
For a diagram of what happens during the GAP, check here.
http://www.hawaii.edu/serials/files/gapmap01.gif
II. WHAT HAPPENS DURING THE GAP PERIOD?
1. GENERAL. DO NOT devise workarounds for any process independently. You
MUST consult your colleagues. Endeavor is a truly integrated system so
that what happens in your department will affect processes in other
departments.
If you have questions about processing procedures during the GAP period,
please refer them to your supervisor for answers.
2. GENERAL. DO NOT edit or delete bib records or item records which
existed in CARL LIVE on May 1, 2000, the beginning of the GAP period.
3. GENERAL DO NOT add bib records to CARL LIVE unless you are authorized
to do so by the Head of Cataloging (see II.6)
4. GENERAL. DO NOT deref, withdraw, remark, re-label or make any
changes to call number, copy number, barcodes, and/or media codes in item
records which existed in CARL LIVE on May 1, 2000, the beginning of the
GAP period.
5. CATALOGING. Errors and changes to bib record which are reported during
the GAP period will not be fixed in CARL. Errors and changes will be held
and fixed in Voyager after implementation. DO keep a log of errors and
changes to bib records and report them to Cataloging following Voyager
implementation scheduled for September 2000.
6. CATALOGING. In-house cataloging (copy and original) will continue
during the GAP period using the WORKFILE. Bib records created during the
GAP period will be moved to Voyager. The load is tentatively scheduled
for May 2000.
7. CATALOGING. In order to print spine labels, there must be an item
record in CARL LIVE. Cataloging will move new bib records to CARL LIVE,
create an item record, print the spine label, and DELETE the item record
once the spine label is printed. The bib record will remain in CARL
LIVE. Leaving the new bib record in CARL LIVE without an item record
affects CIRCULATION (see II.12)
8. ORDERING. Ordering will continue in CARL LIVE by creating minimal
(temp) bibliographic records required for processing orders. These temp
order records will be loaded to Voyager sometime in May 2000 (see related
item II.6). After the May load, there will be no further ordering until
September 2000 when Voyager is implemented.
If there are rush or emergency orders during the hiatus, Acquisitions will
devise a way to get the needed materials.
9. OPAC/PUBLIC SERVICE CONCERNS. New materials will continue to be added
to the shelves. The bib records for new materials will be stored in
either CARL LIVE, the WORKFILE or in both places. Patrons may or may not
be able to view new items in the OPAC. See next item for more information
about the WORKFILE.
10. ACCESS TO WORKFILE. At the PAC main menu, enter 215 and press
return. Searching the WORKFILE is much the same as PAC, but it is better
to use simple searches (e.g., title, name, word). DO NOT use call number
searches.
To return to the main database, type S (to switch) and press
return. Typing //EXIT will not result in a return to the database.
11. WHAT'S IN THE WORKFILE?
*New in-house cataloging records. These records will also appear in
CARL LIVE.
*Bib records for books received via firm orders from
Blackwell's. These records will also appear in CARL LIVE.
*Marcive records. These records will appear ONLY in the WORKFILE.
*Bib records for shelf-ready books received on the Gathering Plan
from Blackwell's. These records will appear ONLY in the
WORKFILE.
*Stuff, junk, detritus. Ignore these.
12. CIRCULATION. During the GAP period, check out of items lacking
barcodes and/or holdings records, including new materials cataloged
in-house, will be accomplished by creating circulation-on-the-fly
(temp) records. The temp records will not be moved to Voyager. Instead,
Circulation staff will manually input all C-fly charged out items into
Voyager.
13. HOW TO IDENTIFY A GAP RECORD IN THE OPAC. GAP records can be
identified by the blank circulation STATUS. This is GENERALLY true. It is
not always true as there are OPAC bib records without item records in
existence now which predate the GAP period.
This is an example of a display record with a blank circulation
STATUS. Missing at the bottom of the screen is the message "Not checked
out--".
AUTHOR(s): Pfeffer,Jeffrey.
TITLE(s): The knowing-doing gap : how smart companies turn
knowledge into action / Jeffrey Pfeffer, Robert I. Sutton.
Boston : Harvard Business School Press, c2000.
xv, 314 p. : ill. ; 24 cm.
Includes bibliographical references (p.271-294) and index.
OTHER ENTRIES: Knowledge management.
Organizational effectiveness.
Sutton, Robert I.
Format: LENG English
LOCN: HMLTN STATUS:
CALL #:HD30.2.P486 2000
14. SERIALS. During the GAP, there will be no NEW journal titles added to
CARL LIVE. Neither will any title changes be made in CARL LIVE during the
GAP.
15. SERIALS. During the Gap, there will be no check-in records for NEW
serial titles. New serials will be held in the Serials Department for
check-in in Voyager.
16. SERIALS. Normal check-in of other than NEW titles will continue in
CARL during the GAP and will be viewable in the OPAC. PLEASE NOTE: No
check-in data (historical or GAP period) will migrate to Voyager. The
serials check-in process on the new system will begin anew when Voyager is
LIVE.
17. PRESERVATION/BINDERY - PAPERBACK MONOGRAPHS. New monographic
paperbacks will not be charged to Preservation's bindery patron account
during the GAP period. Preservation will manage its bindery lots manually
with copies of the bib record on file by lot number. It will NOT be
possible to search for by title for an item. Bindery questions should be
answered with the information that binding takes approximately two
months. Patron should check again after two months.
18. PRESERVATION /BINDERY - SERIALS. Serials bound during the Gap period
will be barcoded, but will be sent to the shelves without
linking. Linking will be scheduled sometime after the end of the GAP
period, and will not require pulling of the bound volumes.
19. PRESERVATION/REMARKING. See #4. Preservation will NOT do
remarking during the GAP period. DO keep a log of items needing
remarking and send them to Preservation following Voyager implementation.
Revised 4/24/00
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Comments to Wil Frost, Head,
Library Information Technology Division, University of Hawai'i at Manoa Library,
2550 The Mall, Honolulu, Hawaii 96822 USA. Last modified: October 16, 2000.
