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  1. Laura Knudsen
  2. Sierra/ Millennium/ Encore
  3. Thursday, May 04 2017, 03:14 PM
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Our Sierra branch table is unruly (see attached). We would like to clean it up. It seems we’ve been using branch codes instead of itypes to designate collections in our loan rule determiner table.


  • Can we use wildcards (ie. qa*) in our loan rule determiner table to keep it functioning without patron checkouts being affected. Then “fix” the Branch table as we need to.
  • Where can we insert new rules into the loan rule determiner table, delete the ones we no longer use? (ie. In what order? )
  • What else might be affected by changing the Branch table?


Any advice is much appreciated!

Laura Knudsen
Idea Exchange, Cambridge ON
lknudsen@ideaexchange.org

lknudsen@ideaexchange.org
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Harriet Zook Accepted Answer
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Here's to some of your questions--
I've posted part of what the manual says below. I'd look that over and others can correct me if I'm wrong, but since the table is read from bottom to top then you could conceivably above you existing table. The new rules wouldn't go into effect until you deleted the old ones. However, I would recommend doing it all off line in Excel--creating like you want it to be all lines, even ones you might not change. Then put them all in at head of your existing table and then start deleting the old table below it.
_________________________________

[quotation of 17 lines from the manual deleted by forum administrator; sorry; see
http://innovativeusers.org/iug-forum/forum-etiquette.html ]

hzook@pacific.edu

pshirley@cuyahogafallslibrary.org
References
  1. http://csdirect.iii.com/sierrahelp/Content/sril/sril_circ_param_lr_dtr.html
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  1. more than a month ago
  2. Sierra/ Millennium/ Encore
  3. # 1
Karen Perone Accepted Answer
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Ultimately, the location codes should really reflect shelving locations, not due dates. I would implement ITYPEs to reflect the different types of loan periods. This will help in cleaning up your loan rule determiner table. The combination of ITYPE, ILOCATION, and PTYPE are what determine which loan rule to use.

I see you have a number of codes that are not used. Those would be your first candidates for deletion. But, run lists on not just items, but also patron home library, bib location, checkin location and order location to make sure the codes are not used ANYWHERE in your database. If you delete a location code and it is hiding in one of these other record types, reports will be messed up.

As long as the first part of the location codes are the same, yes they can be wildcarded.

There are many tables in the system that require the location codes. If you are in an INNReach group, don't forget to check those as well. Here is a list that I always have beside me when adding or deleting locations:

For full info, refer to:
Millennium Manual page #103098
http://csdirect.iii.com/documentation/addabranch.shtml
http://csdirect.iii.com/sierrahelp/Content/sgil/sgil_loc_add.html

Add new location codes to system in the following areas:
Branch Locations (Sierra: Admin > Parameters > General > Branches)

NOTE: Restart Sierra after adding or deleting branch locations

Locations Served (Admin Corner: Additional > Alter > Circ Parameters > Locations Served)
Loan Rules (Sierra: Admin > Parameters > Circ > Loan Rules)
Loan Rule Determiner Table (Sierra: Admin > Parameters > Circ > Loan Rule Determiner)
Location Mapping Table (Admin Corner: Additional > Maintain Links > Update > Examine)
Maintain Scope Table (Admin Corner: Additional > N Scope Menu)Contact Help Desk to alter table via Service Commitment WebPAC > Update Scopes
Hold Pickup Table (Sierra: Admin > Parameters > Circ > Hold Pickup Locations)

SearchOhio:
INN-Reach Contribution Mapping Table Service Commitments CSD > INN-Reach > Add or Remove location codes from the INN-Reach contribution mapping table

Additional Areas that May Need to be Changed:
Default Templates (Sierra: Admin > Settings > Record Templates tab)
Max Items categories (Admin Corner: Additional > Alter > System > Options > Circ > #17-20)
Teleforms Locations (Admin Corner: Circulation > Edit TNS location map) See also: http://csdirect.iii.com/manual/i_circ_tns_location_map.html

Good luck with the cleanup. Sounds like a good program for next year's IUG!
--Karen Perone, Rodman Public Library

flutebrarian@gmail.com
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  1. more than a month ago
  2. Sierra/ Millennium/ Encore
  3. # 2
Laura Knudsen Accepted Answer
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Fantastic! Thanks for your quick and detailed responses, Harriet and Karen, and for pointing out where to look for hidden branch codes in use. Glad to hear I'm on the right track. This is a BIG job and you've given me some info that will make it much easier.

Will keep you posted on progress. This would have been #1 on my list at IUG this year :D

lknudsen@ideaexchange.org
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  1. more than a month ago
  2. Sierra/ Millennium/ Encore
  3. # 3
Laura Knudsen Accepted Answer
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Success! After 3 months and almost zero disruption to our checkouts, we have successfully cleaned up our branch codes and loan rules tables.

We went from 238 to 26 Branch codes...and from 341 to 33 lines in our Loan Rule Determiner table. The new, working tables are attached so you can see the difference from those above.

Here's basically what we did in case anyone wants to undertake a similar cleanup:

1. Map out your collections -- Create a spreadsheet that itemizes each borrowable item with detailed loan rules, itypes, mattypes, location codes, and loan rule #
2. Map out who can take out what and for how long -- Create another table in your spreadsheet that itemizes ptypes and their borrowing restrictions
3. Identify patterns in your collections - Group those with the same loan rules together and create new itypes for those
4. Put those new itypes into your Loan Rule Determiner Table
5. Before you open for the day, change all of the itypes in the relevant records and then test.
6. Make a draft of your new Branch table.
7. Run lists to find where branch codes are used in bib, patron, & item records. Map these out on a spreadsheet along with how you want them to change.
7. Make a draft of your new Loan Rule Determiner Table (LRDT). If you created your itypes properly, you should be able to wildcard most locations in the table.
8. Once all parties agree on new Branches & LRDT, insert your new LRDT into the top lines of the old. Make all the old rules inactive.

Here's where it gets really tricky:
9. Agree on a Branch code changeover date with all parties involved and send out a memo to staff re: possible disruption.
10. When you're not open (ideally), insert your new branch codes into all the areas where branches are involved in Sierra (See Karen's post above -- there are many).
11. Run lists to change all of the branches in the item records -- this took us 4 hours!
12. Delete all the old branch codes from the areas where used in Sierra
13. Delete the old LRDT

Along the way, I sent in many tickets to III's Supportal just to make sure we were on the right track. I found they were quite helpful. If you're thinking of taking this on, I'd also be happy to answer any questions.

Laura Knudsen
Idea Exchange, Cambridge ON

lknudsen@ideaexchange.org
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