1. Dates in ILL Yoel Kortick 2008

2. 2 2 Dates in ILL The purpose of this presentation is to show how the various date parameters work when performing borrowing and lending requests The presentation will clarify where the following parameters come to play in the process: tab16 average supply day return delay expiry days

3. 3 3 Dates in ILL – Rules part 1 These are the rules we will demonstrate: Lending request Expiry Date = Lending Request Open Date + Expiry days of potential (who becomes actual) supplier Expected Return Date of ILL Lending Request = date of shipment + number of days from tab16 col. 16 (and if col. 16 does not exist then from col. 6) The Due Date of the item when loaned to the patron who is really the partner = Expected Return Date of ILL Lending Request

4. 4 4 Dates in ILL – Rules part 2 Patron Due Date = Expected Return Date – Return Delay of Actual Supplier (what was the potential supplier). [If the date falls on a closed day according to tab17 then it will move forward to the next open day] The Expected Arrival date = Request Sent Date + The Average Supply Days of the potential supplier (who is now the actual supplier)

5. 5 5 Background Information The scenario here will include the following. This information is not necessary for understanding the dates, but is mentioned because the explanation of the dates will be done by performing an ILL borrowing request and relating lending request. ADM Libraries USM50 and USM51 ILL Libraries USM40 and USM41 Table library_relation with USM40 related to USM50 and USM41 related to USM51 USER-SHARING Y in USM50 and USM51

6. 6 6 The patron Patron ID 0000000009 has a local patron record (Z305) only in USM51 and not in USM50 In USM51 he is permitted to borrow in GDOC5 sub library

7. 7 7 The item and tab16 Barcode 257825-10 is in MED sub library (USM50) and has item status 01

8. 8 8 The item and tab16 Item status 01 in MED (USM50) sub library is a 90 day loan $alephe_tab/tab_sub_library.eng: MED 1 USM50 L Medicine Library 15H CHE 17A MED ALEPH $data_tab/tab16: ! 1 2 3 4 5 6 7 8 9 10 11 12 13 4 5 16 7 18 19 20 21 !!!!!-!!-!!-!!-!-!!!!!!!!-!!-!-!!!!-!!!!-!!!!!-!!!-!!!-!-!-!!!!!!!!-!-!!!!-!!!-!!!-!! CHE 01 ## ## + 00000090 03 A 2400 0000 00025 999 999 D + 00000090 A 2400 007 014 05 Important note: When the ILL lending request is shipped the expected return date (which is also the due date for the loan to the patron who is the partner) comes from column 16 of tab16 (if it exists) and not column 6. This is because the ILL request is considered a Hold Request. If there is no column 16 then it comes from column 6.

9. 9 9 The borrowing partner in USM41 Partner GDOC51 in ILL Library USM41 has: Avg. Supply Days 10 Return Delay 20

10. 10 The borrowing partner in USM41 The borrowing partner from USM41 is added as a patron in USM50

11. 11 The lending partner in USM40 Partner MED50 in ILL Library USM40 has: Avg. Supply Days 30 Return Delay 40 MED50 has circ sub library MED

12. 12 The potential supplier Partner MED50 in ILL Library USM40 is a potential supplier for UNIT GDOC51 in USM41 Here also it has: Avg. Supply Days 30 Return Delay 40 Expiry Days 4 GDOC51 has pickup sub library GDOC5

13. 13 Definition of parameters Avg. Supply Days = The average number of days it takes for the supplier to deliver material to your library. This field is used to calculate the expected arrival date of the request. Return Delay = The number of days it takes for you to return requested items to the partner (up to three digits). When an item is received for loan, the supplier specifies a date by which it must be returned. You may require the patron to return the item to the library a few days before this date, to allow time for dispatch to the supplier. The number of days you wish to allow for processing can be entered here (up to three digits). This field is taken into account when calculating the due date given to the patron for the item to allow sufficient days for you to return the material to the partner.

14. 14 Definition of parameters Note: The “Avg. Supply Days” and “Return Delay” are relevant only for the lending partner. They are not relevant for the borrowing partner. In other words, it matters only what is defined in these fields for the potential supplier, and not for the unit making the borrowing request. In this presentation the borrowing unit has “Avg. Supply Days” and “Return Delay” because in other cases he may be a lender.

15. 15 The borrowing request A borrowing request is made by user GAIL for Patron 000000009. GAIL has ILL UNIT GDOC51 and patron 000000009 has ILL Library GDOC51 The borrowing request is made for item 257825- 10 (item status 01, 90 days)

16. 16 The borrowing request

17. 17 The borrowing request Borrowing request number 9 in USM41 changes to “Sent to Supplier”

18. 18 The lending request Staff user MARK has ILL UNIT MED50. He logs in and retrieves Lending request Lending Request has expiration date 23/03/2008 Lending request Expiry Date = Lending Request Open Date + Expiry days of potential (who becomes actual) supplier

19. 19 The lending request is shipped Here we have printed lending request and now ship

20. 20 The lending request is shipped When shipping the item we do not fill in “Expected Ret. Date”, we let the system fill it in itself Remember: the item we are shipping is status 01, defined as a 90 day loan in tab16

21. 21 Expected Return Date The expected return date is now 90 days from today. Expected Return Date of ILL Lending Request = date of shipment + number of days from tab16 col. 16 (and if col. 16 does not exist then from col. 6)

22. 22 Expected Return Date After Lending request is shipped a loan is automatically made to the patron who is really the partner. The Due Date of the item when loaned to the patron who is really the partner = Expected Return Date of ILL Lending Request

23. 23 Borrowing Request is received From list of requests click “Receive”

24. 24 Borrowing Request is received We leave the default Expected Return Date

25. 25 Borrowing Request loaned to patron We loan the item created from borrowing request to the patron Due date is 08/05/2008

26. 26 Borrowing Request loaned to patron Expected Return Date is 17/06/2008 Patron Due Date is 08/05/2008 Patron Due Date = Expected Return Date – Return Delay of Actual Supplier (what was the potential supplier) [If the date falls on a closed day according to tab17 then it will move forward to the next open day]

27. 27 The Expected Arrival Date The Expected Arrival date is used when sending claims (and also for general knowledge) We can see it if we do “modify” in lower pane of borrowing request list “suppliers” tab

28. 28 The Expected Arrival Date

29. 29 The Expected Arrival Date The Expected Arrival date is 18/04/2008 The Request Sent Date is 19/03/2008 The Average Supply Days of the potential supplier (who is now the actual supplier) is 30 The Expected Arrival date = Request Sent Date + The Average Supply Days of the potential supplier (who is now the actual supplier)

30. 30 Thank You! Yoel.Kortick@exlibrisgroup.com