Lib Plus Manual

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LibPlus Library Manager

Automates the management of your library in totality

User Guide

LibPlus breaths life into your library

Marketed by BERAM LIMITED. Plot 435 Herbert Macaulay Way, Yaba, Lagos. P.O.Box 54503 Ikoyi Lagos, Nigeria.Tel: 234-1-866871, 234-1-7742403 Email: [email protected]

LIB+


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LibPlus Library Manager User Guide

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Contents

In brief 2

Starting LibPlus 3

General Guide 6

Enquiries/Reports 9

Acquisition 34Cataloguing 38

Circulation 49

Patronage 58

Paper Cuttings and Electronic Files 60

Multimedia Library 64

Backup 69

System Administration 72

Miscellaneous Options 86

Technical Reference 89


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1 In brief

Developed by a team of experts with several years of experience inLibrary Operations, LIB+ Library Management System packs thepower of the big names but sells at the price you can afford!

MODULES: The demonstration of the power ofLIB+ starts at the LogIn Screen where your Password determines the level of access you'llhave to the various modules. LIB+ offers the following main modules:

Acquisition Catalogue Circulation Enquiries/Reports Speed Search Virtual Library Web Services (optional) Patronage

ACQUISITION: In Libraries where requests are made before selection

and ordering of materials, all the paper work can be discarded as LIB+has taken care of it all! When your publications finally arrive, pendingthe time you are ready to catalogue, LIB+ is on hand to help you keeptrack.

CATALOGUING: Provisions are made for cataloguing books,periodical, and articles. We even made provision for you to keep track ofpublications on DVDs, CDs, Video Cassettes, Audio Cassettes, etc.!

Provision is made for capturing regular information such as Title,Author, ISBN, as well as pictures or drawings associated with apublication. Distinct modules are dedicat ed to multimedia, newspaper

cuttings and electronic files

CIRCULATION: Circulation with LIB+ is a piece of cake. It takescare of registration of library Users (Names, Address, Photographs, etc.).

It even generates Library Users' Identity Card automatically. The System

keeps track of Outstanding Publications, Lost Publications, ExpiredRegistration, etc. Provision is also made for Reservation and Renewal.

ENQUIRIES/REPORTS: Users can locate publications by any ofTitle, Keyword, Subject Group, Author, Publisher, Year of Accession,and Library Branches. The results can be printed out as desired.

For general library administration, information such as List ofPublications on Shelf, on Loan, Overdue, Reserved, Archived or Lost, isonly a mouse-click away.

PAPER CUTTINGS AND ELECTRONIC FILES: Enables user todocument and read News paper cuttings on -line. Electronic Files in theindustry-standard Portable Document Format (PDF) may also be stored and

read on-line. The module can also be customized to launch Greenstone DigitalLibrary where the library subscribes to the software.

MULTIMEDIA LIBRARY: Enables you document, retrieve and play audio

clips and video clips

WEB SERVICES (Optional only on request): Enables you publish list ofyour library collections on the World Wide Web (Internet) thus enabling you

share information with users all over the world

PATRONAGE MODULE: Enables you monitor users of your library and

the resources they use an invaluable feature for Planning Purpose

Other features include:

Notice Board to notify users of new arrivals, seminars, etc! Interfaces with barcode reader, card reader, and fingerprint reader Can be customized to accept data from any relational database

such as Oracle, MS-SQL, MS Access, dBase, FoxPro etc.

Designed for multi-user client/server (network) environment On-Line help facility With a phone call to our help desk you can request LIB+ to be

customized for your specific need!


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2 Starti ng L ibPlus

In the next few pages we discuss the use of LibPlus LibraryManager. It is assumed you have installedand configuredthe

software. Configuration includes setting up the static tables. It is

important this is done before using the software (See Chapter onSystem Administration).

To start LibPlus , double-Click the LibPlus Icon on the desktop to get to the Access

screen (Figure 2.1)

Figure 2.1

The Access screen requires the user to type in a username and a password. The defaultusername is GUEST and this does not require a password. Press the Enter key or

click Go to go to the LibPlus main Switchboard. To log-in as a user other thanGUEST, you must type in a username and the appropriate password which must havebeen pre-assigned by the System Administrator.

Note: Users are categorized into four groups: Guest, Acquisition Officer, Cataloguing

Officer, Circulation Officer, House Keeper and System Administrator.

Guests are allowed to make requests for publications. The acquisition Officer is allowed to select and order publications, and also todocument publications on arrival. The Cataloguing Officer is responsible for documenting detail information on

publications, newspaper cuttings, electronic files and multimedia files (video and

audio clips)

The Circulation Officer has access to all functions related to registering libraryusers and borrowing of publications.


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The House keeper has access to all the modules except assigning users privileges.The House Keeper can also backup but only to specific location dictated by theSoftware

The System Administrator is authorized to assign user privileges and updateStatic Tables. (Static tables are Tables of Data that rarely change but feed

various templates. For example a static table holds information on the variouscategories of users and the number of books they can borrow

Figure 2.2

The LibPlus Main Switchboard provides the following main options:

Enquiries/Reports - for making enquiries and for printing out the search results. Thiscovers enquires on Catalogue, enquires on Circulation, enquires on Acquisition, enquireson Patronage and enquires on Member Status. It also enables you generate cover for your

report.

Acquisition - for making requests, selecting materials, ordering materials and forregistering materials on arrival

Catalogue - for documenting information on publications. These include Title,Author(s), ISBN, Publisher, Supplier, Prices, etc.

Circulation - for registering readers and producing their ID Cards. It is also used forlending operations (including returning publications, renewal, and loss documentation).

Patronage: Enablesyou monitor users of your library and the resources they use.


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Paper Cutting and Electronic Files: Enables user to document, search and readdocuments in the industry-standard portable document format (PDF). Also enables you

store newspaper cuttings, retrieve and read them on-line. The module can also becustomized to launch GREENSTONE DIGITAL LIBRARYwhere the library subscribes to

the software.

Multimedia Library: Enables user to store, retrieve and play audio and video clips.

Web Services (Optional only on request): Enables you publish list of your library

collections on the World Wide Web (Internet) thus enabling you share information withusers all over the world

Backup: Enables you to backup your records to system-designated destination

System Administration: For assigning users various levels of access, maintaining statictables and monitoring users of the system (audit trail). Also enables the user to backupand restore data to any valid location, generate information for the web (optional),

initialize databases and cleanup system (to improve efficiency).

Miscellaneous Options: Enables you determine current user of system, change the user,change background color or pattern and also provides access to the notice board


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3 General Guide

Most of the screens you will encounter lead to other screens. For example, theAcquisition button at the Main menu leads to another screen with the options: Request,

Selection, Orders and Arrivals. Any of these buttons in turn will lead to other screens.

You will encounter some buttons repeatedly. The uses of these buttons are describedbelow:

Close: Closes the current screen and returns you to the previous screen.

Cancel: Cancels all operations performed after clicking the previous button.

Add: Enables you to add new record.

Modify or Edit: Enables you to modify current record or information.

Save : Saves what you added or modified.

Discard: Discards newly added record or modification

Delete: Deletes the current record.

Update: Displays options for new record addition or modifications

Next: Displays the record next to the current record.

Previous: Displays the record preceding the current record.

Locate or Browse: Displays all records accessible through the current screen. By

clicking on a particular line and pressing the escape key, the details of the selected recordare displayed.

OK: Accepts the current selections or entries on a screen.

Initialize: Returns the system to its initial state at installation.

Print: Provides option to preview your results or send them to the printer (Figure 3.1).


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Figure 4.3

Figure 4.4


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Figure 4.6b

Figure 4.6c


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Search by Keyword (Figure 4.3)

The Keyword search option displays a screen where you are expected to enter the

keywords one per line. You have the option of searching for publications containing atleast one of the keywords (any entry) or all the entries (all entries).

As in the case of Search by Title, you can send your output to the printer.

Figure 4.8

Search by Subject Group (Figure 4.3)

This is similar to the Search by Keyword option.

Search by Publisher (Figure 4.3)

This is similar to the Search by Title option

Search by Year of Accession (Figure 4.3)

This option takes you to a screen where you have the option of specifying a specific year(In..), period before a specific year (before..), period after a specific year (After..), or overa specific period (Between and )


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Figure 4.10

Figure 4.11


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Figure 4.12

Figure 4.13


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In the case of periodicals, the following options are provided (Figure 4.19):

Summary (Periodicals on Shelf, on loan, etc.) List of periodicals on shelf List of periodicals not up-to-date List of periodicals with no issue delivered.

Figure 4.19

Information on Clientele (Figure 4.15)

This option enables you to retrieve the following information (Figure 4.20)

Summary (of registered users, of users with outstanding publications, etc) Names of registered library users Names of library users who have publications in their possession (with

publication)

Names of library users with overdue publications Names of library users have made reservations Names of library users who have lost publications at one time or the other Names of the library users with outstanding payment

Names of library users whose membership have expired


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Figure 4.20

In the following cases, detailed information may be obtained by checking the DetailsBox.

Directory of Users Users with Outstanding Payment Users whose membership has expired

Sample output screens for directory of users are shown in Figures 4.22 and 4.23


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Figures 4.22

Figures 4.23


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Enquiries Acquisition (Figure 4.1)

The Enquiries on Acquisition module features the following options

Publications On Request Publications Selected for Ordering Publications Ordered Publications Awaiting Catalogue Library Holding Users with Requests Suppliers

Figures 4.24

The options on the right-hand corner of the screen allow you to specify the type of thepublication of interest. For each selection you have the choice of seeing Titles Only orDetails.

The Library holding option features records of books acquired over a specific period oftime. This can be searched and grouped by various options shown in Figure 4.25


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Figure 4.25

Enquiry patronage (Figure 4.1)

This option enables you monitor the trend of library usage and the resources used (Figure

4.26).

Figure 4.26


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Enquiry Member Status (Figure 4.1)

This enables a user to obtain information on his or her status. User is requested to specify

the beginning of his name and press tab to obtain list of names matching the specification

(Figure 4.27). Select from this list.

Figure 4.27

If you are the System Administrator or House Keeper, clicking Select takes you to figure

4.28, otherwise, you are required to provide a password (Figure 4.29). The right passwordtakes you to Figure 4.30. The default password is your library ID No. Note that in Figure

4.30 you have the option of changing your password


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Figure 4.28


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Figure 4.29

Figure 4.30


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Enquiry Generate Report Cover (Figure 4.31)

You may generate covers for all your reports using this option. You have the option ofspecifying: Report Header, Report Title, Reporting Officer, date, and the Destination of

the Report. You can choose to include the Logo of your organization (Figures 4.31 and4.32)

Figure 4.31


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5 Acquisition

It is assumed you have installed and configured the software.Configuration includes setting up the static tables. It is important this is

done before using the software (See Chapter on System

Administration).Acquisition module enables all users of the system to make requests for publications ofinterest to be acquired by the library management. The Selection sub module presents allthe requests to the acquisition officer. He can thereafter select the publications to be

ordered by the library. The Order sub module is used for ordering the publications whileArrival sub module documents publications that have arrived but are yet to be catalogued

The main features of the module are:

Requests Selection Orders Arrivals

Figure 5.1

Requests (Figure 5.1)

Requests option enables you to enter information on publications you wish the library

management to acquire. You need to specify the publication type - Books, Periodicals orArticles. This option is accessible to all users of the system


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Figure 5.2

At the request screen (Figure 5.3) you are required to enter as much information as you

have in respect of the publication of interest. Where known, the publisher and supplierare selected from a pop-up list. If the publisher or supplier is not in the list you canupdate the list by clicking the update button.

Figure 5.3

Selection (Figure 5.1)

Selections are made from list of requests. At the selection screen (Figure 5.4) click Nextor Previous or use the Locate button to locate publication of interest. Click Select to

select the publication. The system automatically adds the cost of the selected items to the


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cumulative cost of previously selected items. You can browse your selection using theBrowse selection button. You can also unselectmaterials by clicking the select button.

Figure 5.4

Orders (Figure 5.1)

The orders screen provides access to all selected publications. Here you simply mark apublication you want to order by clicking Mark for ordering. The system computes the

total cost as you mark. You can specify the order number if you so wish and the accountto which acquisition should be charged. On clicking the Print Orders button a print out

of all the orders is made, arranged according to suppliers. The addresses of the suppliersare automatically inserted from the static tables.


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Figure 5.5

Arrivals (Figure 5.1)

The arrival button enables you to keep track of publications when they arrive.

Information on all ordered books is passed to the arrival screen and you are requested to

register them as they arrive. For those publications already registered, the status fieldreads Arrival while for those that are yet to arrive or to be registered it reads Yet toarrive.

For publications that are received without being ordered, click Add to add the title tothe list of publications that have been received.


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6 Cataloguing



Administration).

The Catalogue module enables you document vital information on publications in thelibrary. The documented information can later be used for retrieval. For example if the

subject group of a publication is documented, you can later retrieve that publication bytyping in the subject group at the enquiries module. The Catalogue module provides four

options.

Books Periodicals - Titles Periodicals - Issues Articles

Figure 6.1a

While the Books and Articles options are self -explanatory, the other options need to be

explained. The periodicals Titles button is used to register the periodicals at the initialstage i.e. at first subscription. The Periodicals - Issues button is used to register every

issue of the periodicals received.

On clicking any of Books, Periodicals Titles or Articles you are taken to a screen

(Figure 6.1b) featuring the options:

New Record Edit Record Delete Record


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Figure 6.1b

Book Catalogue Template (Figure 6.1a)

The book catalogue template enables you add, edit or delete information on books?Record Addition (- New Record -Figure 6.1b)

On clicking Add New Record for the Books option, a screen displays lists of Booksthat have been registered as having arrived but are yet to be catalogue (Figure 6.1c). The

Books to be catalogue is selected from the list and all information earlier entered at theArrival screen is transferred to the catalogue screen. If you wish to catalogue a bookdirectly on arrival, click New Arrival and a screen with blank fields is displayed for data

entry.

Figure 6.1.c


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Figure 6.2a

The Catalogue templates for Books are shown in Figure 6.2 (a - h). The first templatecontains the Book Title, Accession No, Edition, Year of Publication, Parallel Title,

Authors and Editors. At the first template you are given the option of checking forduplicate copy of the book and for sorting the table on exit.

Checking duplicate copy ensures you do not duplicate record of an already acquired

publication. If a copy exists, the system indicates such, so that rather than duplicaterecord you merely need to amend the existing record to reflect that additional copy of thepublication has been acquired (See Record Modification).

Sorting records ensure that record of the current publication is put in its proper place toensure quick retrieval. The system will still retrieve the information even if not sorted but

at a slower rate.

Checking for duplicates and sorting may take several seconds or minutes depending on

the size of the database. Check for duplicates and Sort on Exit options are off bydefault.

Default values are also displayed on the page for edition (1st) and year of accession(current year). As earlier stated any other information entered at the Acquisition module

(e.g. Title, Author, ISBN, Publisher or Price) are carried over to the catalogue templateautomatically.

On completion of the first screen click Next or (Alt+N) to go to the next template. Youcan also press TAB key at the last field on the screen, to go to the next screen. If you did


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not specify Accession Number or Title, the system displays a message demanding thatyou do so.

The second template (Figure 6.2b) features the following fields: Meeting, Publisher, Year

Published, and Place of publication, ISBN, Class No, Binding, Pages and Language.

Figure 6.2b

If Publisher is not carried over from the acquisition menu, you pick from a pull-downmenu. If the publisher of interest is not in the pull-down list, you can update the list byclicking Update Publisher.

The Binding type is also picked from a pull-down list which includes: Soft cover,Hardcover, Spiral, Others and Nil.


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Figure 6.2c

If you attempt to go to the next template without a classification number, the system

requires that you confirm your wish to ignore class number.

You may go back to previous screen by pressing the previous screen button (Alt +

P). You can also discard all entries by clicking a Discard button. (Alt + D).

An abstract template is used to capture the abstract (Figure 6.2d). If the abstract cannot becontained in the box as displayed, it scrolls down to give more space. At this screen youcannot use the TAB key to go to the next template. You should either click Next Section

button or press (Alt + N).


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Figure 6.2e

If on the other hand you keep other records click Next screen to go to the subject grouptemplate (Figure 6.2f). Click Add to activate the pull-down list and then select subject

group from the list. Save and add other subject groups as desired.

Figure 6.2f


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The next section is used to record the library branches where the publication can befound. The same method of adding subject groups is used (Figure 6.2g).

Figure 6.2g

If you have a scanner, you can scan a photograph or drawing that is associated with thepublication being catalogued, paste it into Paintbrush or Power point, Edit as desired and

then copy and paste into the Object Window in LIBPLUS (Figure 6.2h).

Figure 6.2h


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Record Modification (Edit Record Figure 6.1b)

To modify a book-record, click Edit Record You are required to indicate book of

interest from a pull-down menu by typing the beginning of the title (Figure 6.3). Afterselecting the book, the record of which you wish to modify, you are taken to the book

catalogue templates (Figure 6.2 a-h).

Figure 6.3

Record Deletion (Figure 6.1b)

Record deletion process is similar to the record modification process. However, the

system deletes the record without taking you to the catalogue templates.

Periodicals (Titles) Catalogue (Figure 6.1a)

The procedure and the templates for cataloguing Periodicals Titles are similar to those of

Books. TheAbstractfield is however replaced by a field labeledNotes.

Periodicals (Issues) Cataloguing (Figure 6.1a)

These templates are used to capture information on specific issues of periodicals. The

Periodicals Titles must have been documented at the Periodicals Titles sub module.

To add record of a new issue you are requested to specify the Title of the periodicals(from a pull-down menu) and the end of the period covered by the issue (Figure 6.4).


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This takes you to the next screen where you enter the Issue No, Number of copies andKeywords (Figure 6.5). Table of Contents are entered in the next screen (Figure 6.6).

Figure 6.4

Figure 6.5


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Figure 6.6

Articles Catalogue (Figure 6.1a)

These are similar to Books templates.


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7 Circulation



Administration).

The following sub-modules are featured under the Circulation modules:

Membership Print ID Cards Loans Financial

The module enables you register library user, print their ID cards, and lend outpublications. It also helps keep track of publications that are reserved and those that have

been lost

Figure 7.1

Membership

This provides options to add new record, modify old record, or delete record (Figure 7.2).

To add a new record, click New Record. This takes you to Figure 7.3 where you enterthe users Title, Surname, other names, Sex, Date of Birth (optional), User class,Registration Date, Expiration of privilege and Address. There are four Borrower classes

A, B, C and D (see Update Static Tables under System Administrator). The classificationof users enables the library management specify the number of books that registered

members can borrow and the duration of the loan


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Figure 7.2

The System enters the current date as the default registration date and one year later as

the default date ofExpiration of Privilege. You can change these dates as desired. Thenext page (Figure 7.4) features the following fields: Pictures, Registration fee, PaymentStatus, Remark and Data Entry Officer.

The Registration fee is computed by the system based on the registration class. Click thepayment status to specify if the registration fee is paid up or yet to be paid. For non-fee

paying library, the system automatically inserts Not applicable. Both the registrationfee and payment status fields become inactive.

Figure 7.3


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Figure 7.4

To insert the photograph, scan the photograph or use a digital camera to record the imageand save it in the sub-directory \LIBPLUS\PHOTO\ using a .BMP, .JPG or .GIF

format. Click on the Add/Change Photo button to access the photographs saved on thesystem, then click OK to accept selection (Figure 7.5).


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Figure 7.5

To print the library user identity card, clickPrint ID (Figure 7.4). Fold and laminate theprinted card (Figure 7.6)

Figure 7.6

To modify a record, click Edit Record (in Figure 7.2) and from a pull-down list, selectthe record you wish to modify. The record deletion process is the same.


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Loans (Figure 7.1)

The loans button leads to Figure 7.7. The options available are:

Charging for lending Discharging for returning borrowed publication Renewal for renewing borrowed books Loss for recording loss of publication Reservation for making book reservation Cancel reservation- for canceling reservation

Figure 7.7

Specify the beginning of library users name and press Tab to obtain list of names

matching the specification (Figure 7.8). Select from this list.


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Figure 7.8

Charging

To borrow a Publication, click Charging, and then Select. In the next screen (Figure 7.9)specify type of publication (Books, or Articles). This takes you to Figure 7.10.

Figure 7.9


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Figure 7.10

Specify Accession Number of the publication being Borrowed, the system displays thecorresponding Title. The system computes the charges on this transaction (if any) using

the information on class of publication (see System Administration). If you record anyamount paid by the borrower the system computes the total outstanding payment. Thesystem warns you if the current borrower has borrowed the maximum number of books

he is entitled to. Barcode reader is recommended for keying in the Accession number. Touse this option, the accession numbers must have been bar-coded and the barcode labels

stuck to the publications.

Discharging, Renewal and Loss (Figure 7.8)

The processes are similar to charging above.

The Financial option of Figure 7.1 enables you determine the financial status ofmembers of the library. Specify the beginning of library users name and press Tab to

obtain list of names matching the specification. Select name from this list (Figure 7.11,7.12, and 7.13).


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Fig 7.11

Fig 7.12


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Fig 7.13


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8 Patronage

This enables you document users of your library and the resources they use.

Figure 8.1

You are required to enter information in respect of the user and the publication consulted.Click Add to enter records of the Users as described above. Clicking Add button will

lead you to Figure 8.2. This reveals the option to specify category of publication (Books,Periodicals or Articles) as well as the subject addition button. The publication title,

subject group and category of usage are selected from drop down lists.


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Figure 8.2


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9 Paper Cutting and Electronic F iles

This enables user to read documents (including Newspaper cuttings) on-line in theindustry-standard Portable Document Format (PDF). The module may also be

customized to launch Greenstone Digital Library where the library subscribes to the

software.

To document a PDF document, you need to save a copy in the sub-directoryLIBPLUS\PDFDOC'. If it is a paper cutting, scan and save it in the sub-directory

LIBPLUS\PAPERCUTTINGS.

Figure 9.1

To add record, clickUpdate Library to display Figure 9.2. In Figure 9.2, click the Addbutton of the PDF Document option to get to Figure 9.3 where you can indicate the

document you wish to add to your library by clicking CATALOGUE. You can also readthe documents from this screen by click ing theReadbutton.

Figure 9.2


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Figure 9.3

On clicking CATALOGUE in Figure 9.3, the title of the PDF file is transferred toFigure 9.4 where more information on the file is entered.

Figure 9.4


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To catalogue paper cutting, click the Add button of the Newspaper option in Figure 9.2to get to Figure 9.5.

Figure 9.5

From the list shown (Figure 9.5), select a paper cutting title and click the Open buttonto read or catalogue to add to library. The zoom option enlarges the document.

The Catalogue option leads to Figure 9.6. Fill-in the information as appropriate.


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Figure 9.6


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10 Mul timedia L ibrary

This enables user to document, retrieve, and play audio and video clips.

To document a video or audio clip, the clip is first saved into the directory\LIBPLUS\MULTIMEDIA . On clicking the Multimedia Library option from mainswitchboard (Figure 2.2), you are given access to Figure 10.1 which enables you toupdate the library or search for multimedia materials already documented. To document

clips already saved into the directory \LIBPLUS\MULTIMEDIA, click the UpdateLibrary button which gives you the option of adding new record or modifying old record

(Figure 10.2).

Figure 10.1

Figure 10.2


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Clicking the Add option leads to Figure 10.3

Figure 10.3

You can choose to open the file to confirm the content of the video or audio clip(Figure

10.4) or catalogue the clip (Figure 10.5)


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Figure 10.4

At the multimedia catalogue screen (Figure 10.5), you are requested to enter a Title,Keywords, Date and Note on the clip. You can later retrieve the clip by searching on

Title, Keyword or Date.

Figure 10.5


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Choosing modify option in 10.2 leads to Figure 10.6 where you can update the

information previously entered.

Figure 10.6

If, on the other hand you wish to search for specific multimedia clip from figure 10.1, thesearch option available are Keyword, Title and Date (Figure 10.7). Select one of theseand type in the search term to get to Figure 10.8


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Figure 10.7

Figure 10.8


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11 BackUp

The backup option from switchboard provides the options shown in Figure 11.1 (if you

login as the system administrator). If you login as the ho use keeper only the first two

options are available (Figure 11.2)

Figure 11.1

Figure 11.2

Back Up Data Only

This enables you backup all tables containing information a subdirectory in the directory

\libplusbkup\DataBKUP. The directory is given name that reflect the date and time ofbackup e.g. 19November2006Hr1Min53. This enables the system administrator to restore

the appropriate backup data as appropriate. Using this option, the pictures, audio andvideos clips are not backed-up.


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Backup Graphic Files and Data

To backup the pictures, audio and videos clips, theBackup Graphic Files and Data

option is used. In this case, the tables are backed up to a subdirectory under the directory

\libplusbkup\totalbkup.

Backup To external Storage

The system administrator is given the permission to backup to any location includingexternal media (Figure 11.3).

Restore Data Only

The system administrator is also able restore data from any of the locations where datahad been backed-up (Figure 11.3)

Figure 11.3

Restore Graphic Files and data

To restore data, pictures, audio and videos clips, the RestoreGraphic Files and Data

option is used (System Administrator only). In this case, the tables are restored from thesubdirectory under the directory \libplusbkup\totalbkup or from any location specified bythe System Administrator.


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Info

The info option provides information on the last time data was backed up (Figure 11.4)

Figure 11.4


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12 System Administration

The System Administration button on the main switchboard leads to Figure 12.1 with thefollowing options:

User (Operators) Maintenance Update Static Tables Audit Trail Generate information for Web (Optional) Backup and restore Initialize tables Clean system Close.

Figure 12.1

User (operators) Maintenance

This option, which can only be accessed by the System Administrator, enables the

addition of new users. Any of the following user-groups could be assigned to the User.

System Administrator (Only one System Administrator allowed) House Keeper Acquisition Officer Cataloguing Officer Circulation Officer Guest


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Figure 12.2

The Access levels of the various User groups are as follows:

System Administrator:

All ModulesHouse Keeper:

All Modules except option for assigning user privileges, options for restoring dataand option for backing up to external storage. Note: The House Keeper can

backup to a pre-defined destination ( )

Acquisition Officer:

Acquisition Module Enquiries/Reports on Acquisition Catalogue Requests Miscellaneous Options Help

Catalogue Officer: - Catalogue Modules Enquiries/Reports on Catalogue Requests Miscellaneous Options


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Circulation Officer:

Circulation module Enquiries/Reports on Circulation and Catalogue Requests Miscellaneous Options Help

Guest:

Enquiries/Reports on Catalogue Requests Miscellaneous Options Help

The System allows the existence of only one System Administrator while the numbers of

officers in the other groups are not limited. The Guest does not need a password.

Update Static Tables

The system uses some data that need to be specified by the system administrator at thetime of installation. These are data that usually do not change overtime or that do not

change frequently. For example the number of books a user in particular category canborrow is specified here.

The following tables are updateable using this module (Figure 12.3):

Account numbers Borrower classification Charges on loan Frequencies Library Branches Loan Duration Overdue Charges Publishers Requests privilege group Subject Group Suppliers Department


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Figure 12.3

Account Number(Figure 12.3)

The various accounts to which expenditures on publications are charged are specifiedhere(Figure 12.4). This module assumes that there are more than one source of funds for

acquisition of materials

Figure 12.4


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Borr ower Classif ication(Figure 12.3)

This enables you to classify borrower into groups A, B, C, or D with various registrationfees and number of books allowed to be borrowed(Figure 12.5). The systems default

setting has no registration fee and four (4) books allowed for groups A and 3 books forgroup B. You are expected to change as appropriate.

Figure 12.5

Charges and L oan(Figure 12.3)

Publications are classified into three: Reference, Short -Term Loan and Long-TermLoan(Figure 12.6). At this interface the charges on loan for various borrowers and

publication classes are specified. The default setting is 0.00 for all classes.


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12.6

Frequencies(Figure 12.3)

This enables you to define the frequencies of periodicals and the number of days afterwhich the system should warn you if acquisition is not current (Figure 12.7). This featureis activated only on request as most organizations acquisition of periodicals are rarely

regular thus making the alert system a constant distraction.


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Figure 12.7

L ibrary Br anches(Figure 12.3)

Library branches are specified here. The Figure below indicates the main library branchat Head Quarters that is non-lending.


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Figure 12.8

Loan Duration(Figure 12.3)

This is similar to the interface used for charges on loan except that here, you specify thenumber of days for which publications are allowed to be taken (Figure 12.9). The system

warns the management about overdue publications.

Figure 12.9

Overdue Charges(Figure 12.3)

Daily charges for overdue publications are specified here (Figure 12.10).


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Figure 12.10

Publishers(Figure 12.3)

Publishers Name and Addresses are entered here (Figure 12.11). This serves as pop-upduring the cataloguing of publications.

Figure 12.11

Requests Pr ivil ege Group

The management specifies in this option the groups that are allowed to make requests for

publications. The entry Library management selection cannot be deleted as it is


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expected that many books will be selected by management without requests necessarilycoming from a group (Figure 12.12).

Figure 12.12

Subject Group(Figure 12.3)

Publications are classified into various subject groups. These groups are specified here.This serves as pop-up during the cataloguing of publications (Figure 12.13).

Figure 12.13


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Suppliers(Figure 12.3)

The names and addressed of suppliers (Vendors) are entered here (Figure 12.14). Theinformation here is used to address letters used to order publications from various

suppliers.

Figure 12.14

Department(Figure 12.3)

This enables the system administrator to specify departments the user may belong to inthe organization (Figure 12.15). This serves as a pull-down list in the library userregistration


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Figure 12.15

Audit Trail (Figure 12.1)

This displays information on those that have logged-in to the system (Figure 12.16). It isan output screen (no data entry). You have the option of displaying the record for a

specific date or all the records available.

Figure 12.16


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Backup and Restore (Figure 12.1)

This provides the same options that were discussed earlier (Chapter 11)

Initialize Tables (Figure 12.1)

Table initialization removes all information in tables except those that came with the

software i.e. the system is restored to its initial state. Initialization should be done withcare as valuable information may be lost if done indiscriminately. The options provided

are (Figure 12.17):

All Static Tables Databases Long-on-Audit Trail

Figure 12.17

?Al l Static tables:The list of Static Tables discussed under System Administration arereturned to their initial states

Databases:This refers to all records about clientele and publications requests, selection

for ordering, order, arrival, catalogue and those in circulation. Records of library usersare also deleted. Extreme care should be taken with this option.

Long-on-Audit Trail:This removes all records used to track those who have logged-in to

the system.


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Clean System (Figure 12.1)

The system creates some temporary files in the course of searching for information.These are usually deleted automatically. However, occasionally some files may be left

undeleted thereby taking up unnecessary space. Clean system takes care of these files.

The option also cleans the databases to optimize information retrieval. System should becleaned at least once in a month or when system is seen to have slowed down.


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13 M iscellaneous Options

This Module (Figure 13.1) accommodates other options that cannot be grouped under anyof the other modules. These are:

Current user Change user Change background colour Notice board

Figure 13.1

Cur rent User

This displays the name of the current user.

Change User

This enables you to change the user. For examples, if you logged in as guest and laterwish to enter record of newly acquired publications you are required to change the user

so as to have access to the Acquisition module (Figure 13.2).


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Figure 13.2

Change Background Color(Figure 13.1)

The default wallpaper is white or grey. You may prefer brighter colors or designs (Figure13.3). When you click on any of the files, the wall paper is immediately changed to

reflect your choice. Click default color to return to the default background.

Figure 13.3


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Notice Board(Figure 13.1)

When new books arrive, you can notify users by using the notice board (Figure 13.4).You can paste photographs or drawings on the board as well. There is no limit to the

number of notices that can be pasted on the board. This module is useful for notifyingusers of new books acquired by the library and any other information the library

management may wish to pass to library users.

Figure 13.4


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14 Technical Reference

1. System RequirementsThe minimum requirements for server and clients are shown in Table 14.

Minimum Requirements (*server and clients)

Processor PC with a Pentium-class processor

Operating System Microsoft Windows 2000 with Service Pack 3 or later operating

system

Microsoft Windows XP or later

Microsoft Windows Server 2003 or later

Memory 64 MB of RAM minimum; 128 MB or higher recommended

Hard Disk 165 MB of available hard-disk space for software installation.

This is excluding the space needed to store Library data which

depends on the volume of publications, number of library user and

volume of transactions.

* Server only. The hard disk space requirement of clients is minimal and will

normally be met by most micro computers

Additional Drive CD-ROM or DVD-ROM drive

* Server only

Display Super VGA 800 X 600 or higher-resolution monitor with 256

colors

Mouse Microsoft Mouse or compatible pointing device

Bar Code Reader (Optional)

Flat Bed Scanner (Optional)

Digital Camera (Optional)

Table 14.1


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2. Installation procedures

LibPlusis distributed on a CD or DVD ROM. To install:

Create a directory (e.g. LibPlusRoot) on your server and copy the contents of the CD orDVD to the directory. Share the directory and map as a drive (e.g. Drive M, N, O, etc.).

Create a shortcut to L ibPlus.exe in the mapped directoryon the desktop of clients in thenetwork.

3. Re-Installing LibPlus

If at any stage the need arises to re-install LibPlus, you can retain your data by thefollowing these steps:

1. Rename the \LibPlus directory(e.g. \LIBOLD)2. Install \LibPlus as described above

3. Start \LibPlus 4. Restore data from \LIBOLD (see Backup/Restore)

5. Delete the directory \LIBOLD

4. LibPlus Capabilities

The number of records LibPlus can store is limited essentially by the available hard disk

space. Ordinarily, LibPlus can manage over one Million records of each class ofpublication and library users, the System can be configured to accept much more ifnecessary!

5. Export Import Options

LibPlus can be configured to accept data created using other relational data basemanagement software such as Oracle, MS SQL MYSQL, dBase IV and Microsoft

Access, Microsoft Visual Basic Data Access Engine, and Microsoft FoxPro. Lotus 123data, Microsoft Excel data and text files can also be imported into LibPlus . It can also be

configured to accept data from these sources. Consult the Technical Support team formore information.

6. Print Setup

The Print Report option also provides the Print Setup option (Figure 14.1) which enablesyou specify Printer and paper orientation (Figure 14.2).


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Figure 14.1

Figure 14.2

7. Upgrading

The current version of LibPlus ensures that all the data from previous versions can beimported. Future versions will similarly be able to import data stored in earlier versions.

8. Troubleshooting

When problems are encountered but does notstop the System Administrator from gettingto the Clean System option (Figure 12.1), the system should be cleaned first before

further trouble shooting. Cleaning the System will solve problems encountered in manycases


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Lib Plus Manual

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