Modules for Instructional Resource Centers

Module

Description

Patron Services / Reader Advisory Module

  • Manage borrower data/records for Students, Teachers, Schools / School systems
  • Track data for APH census and IEP
  • Maintain multiple addresses per borrower 
  • Maintain relationships between borrower records Student/Teacher, Student/School, Teacher/School, etc. 
  • Track all materials utilized through relationships
  • Know all of the materials used by a school system
  • Know all the materials currently checked out to students of a teacher

Circulation Module

  • Allow items to be marked as consumed, damaged, or in repair
  • Hand held scanners that download data work to help schools check in and manage collections
  • Know what is on each self regardless of how it was shelved

Catalogue / Holdings Module

  • Full MARC cataloging for title records
  • Allow different copies of the same book to contain different number of volumes
  • Track each volume of a book through a unique barcode
  • Allow staff to identify a group of items through a ‘bundle’ barcode
  • Maintain links to electronic documents
  • NIMAS file sets
  • Files converted into other formats for student use
  • Differentiate between consumable items, and those that will be returned and re-used
  • Maintain a record of the quantity on hand for consumable materials

Branch Module

  • The Branch module allows each branch to maintain separate inventory and statistics.
  • It also tracks the collection as it shifts between branches and/or the main library.
  • Each location can generate their own reports and create and maintain their own patron records.

Equipment Control

  • Ability to track equipment by serial number as well as barcode
  • Can have up to 3 different unque numbers associated with each piece of equipment
  • Search equipment records
  • Tracking equipment that is in repair or at a repair agency

WebOPAC (Online Public Access Catalogue)

  • Provide an on-line catalog to allow the public to search the collection, and see what materials are available
  • Provide a web-based interface to allow teachers to maintain student data
  • Provide a web-based interface to allow teachers to enter in requests for materials
  • Provide a web-based interface to allow teachers to see the status of existing Material Requests

Electronic Document Delivery (EDocs)

  • KLAS Electronic Document Delivery provides a the capability for managing electronic materials, allowing for their download directly from the WebOPAC, and tracking the usage of those electronic documents.
  • Any sort of electronic file may be managed, and grouped into 'packages' that control the access permissions for the files.
  • These access permissions may be set for different types of users, such as patrons, non-patrons, and staff.
  • The EDocs module allows KLAS to maintain statistics as materials are downloaded, so they can be used for reporting electronic circulation activity.

Materials Request

  • Keep a history of every request for materials that is processed
  • Be able to easily account for the status of each Material Request
  • Account for every action taken for a Material Request
  • Be able to easily see all Material Requests for a borrower
  • All Material Requests for a student
  • All Material Requests for a teacher
  • All Material Requests for a school / school system
  • Facilitate shipping of materials to the borrower
  • Print pick-lists of materials that need to be pulled off the shelf and sent to students
  • Print packing slips to summarize the items being shipped
  • Print shipping labels for the number of boxes being shipped
  • Allow staff to track requests for titles that are not currently part of the collection
  • Ensure that materials are not “double booked” for a given academic period
  • Process receipt of partial shipments for materials
  • Allow those materials to then be sent to the requesting student

Acquisitions

  • Maintain records of the vendors the organization orders from
  • Allow organization to issue purchase orders for materials
  • Link purchase orders to the originating Material Request
  • Materials can be “drop shipped” to school / teacher
  • Maintain accounts (such as APH quota funds)
  • Invoice School / School system for materials ordered.
  • Encumber accounts when orders are placed to track remaining total
  • When an item is received from the vendor, automatically assign the item to the originating Material Request
  • Maintain a “Vendor Catalog” of the titles that the vendor can provide – facilitating the process of finding an appropriate vendor

Administration

  • Ability to build reports against the database using Crystal Reports interface
  • Extract data from screens into Excel / OpenOffice spreadsheets
  • Administrative reports to account for:
    • Summary of overall operation
    • Number of students served in time period
    • Value of materials sent to them
    • Usage of materials
    • Timeliness of delivery of materials
    • Material Requests that need attention
    • Value of materials used by a school / school system
    • APH Census report to have teachers verify accuracy of student data
    • Inventory report to have teachers report what materials will be returned, and what will be retained for use the next year.
    • Overdue notices for materials that need to be returned
  • Access to functions is determined by the permissions granted to each user’s login