Week 2: Fulfillment

Video Trainings

Fulfillment Essentials Orientation Training

1. Working at the Circulation Desk (13 min)

2. Physical Item and Move Requests (12 min)

Administration Fundamentals

1. Organizational Structure (New UI) (9 min)

2. Circulation Desks (New UI) (9 min)

3. Fulfillment Units (New UI) (8 min)

4. Additional Fulfillment Configurations (New UI) (8 min)

Exercises Part 1: Day-to-Day Operations
Note: Choose Location setting makes a difference! The ability to “Manage Patron Services” or “Return Items” is dependent upon being at the circulation desk. Make sure you are at the right circulation desk.

1. Check-out an item to a patron

   1. Fulfillment > Manage Patron Services. Search patron's ID or search for patron

      1. Use Select from a list icon, or

      2. Type in user name

   2. On Patron Services screen Loans tab: Scan item barcode. There are 2 ways to check out the item:

      1. Scan item barcode: normal workflow (can configure barcode scanner for it to automatically go through)

      2. Select from a list icon: to do a repository search

         Open

         

         
         Loan Display: Loans of this session/ All loans (see everything checked out).

         Open

         

         
         User Notes: includes system generated notes and notes in the user record (no pop ups for these)

         • Due date is determined by fulfillment rules

         • Right click anywhere on the row or […] icon]: View policies: all the information applied to this loan (due date, grace period, renewable, fine and fee)

         • If you click "Done": Loan Receipts are sent. Otherwise, the receipt won’t be sent (if you set up to generate them)
           
           

2. Renew an item
   Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen Loans tab. Note: Make sure the filter Loan Display is set to All loans.

   1. To renew all items: click the checkbox and click Renew Selected or Renew All

   2. To renew a specific item: Row action > Click ... to open the action list > choose Renew
      Loan status: Renewed. User get a notice that the item is renewed. Note: You can use Change Due Date but can't choose a due date that 1) passed the user's expiration date, or 2) the date the library's close (if you set that the item can't be due on the days the library is closed on the config form).
      
      

3. Return an item
   There are 2 places to check in items.

   1. Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen Returns tab
      
      Scan item barcode

      • Choose correct Filter - Returns of this session or All returns

         

      • Click "Done" if you want the Return Receipts are sent. Otherwise, the receipt won’t be sent (if you set up to generate them)

   2. Fulfillment > Return items > Scan Item barcode: This is often used if you have a stack of items from Return box. Can use Change return date (in the morning, to set it to yesterday before midnight to make sure fine/fees are set correctly), keep the return date, go through and scan all the items.
      
      

4. Request an item:
   There are 3 ways requests can be submitted.

   1. Submit a request from the item

      • Search for a physical item in the persistent search box, then click the Request button to the right of the item:

         

      • Request Type: choose Patron physical item request

      • Requester: [patron name]

      • Pickup At: [locations: behaviors set up on the Configuration form]

      • Click Submit

        
        Note: the requested item shows up on Pick from Shelf list immediately.

   2. Submit a request from a patron’s record:

      • Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen

      • Click Submit Request button

      • Search for the item in the persistent search box and select it

      • Choose Patron Physical

      • Choose Pickup At : [locations: behaviors set up on the Configuration form]

      • Click Submit

   3. End users can submit request through Discovery
      
      

5. Cancel a request
   There are 4 ways a request can be cancelled.

   1. In the persistent search box choose Requests

      Search for the request you want to cancel. Click Cancel.

   2. Cancel a request from the user’s account:
      Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen Requests tab: click […] then click Cancel

   3. Cancel a request from the Pick from shelf list:
      Fulfillment > Pick from shelf > click Cancel Request next to the request you want to cancel.

       

   4. Cancel a request from Monitor Requests & Items Processes

      • Fulfillment > Monitor Requests & Items Processes

      • Choose Type: In process in the Facets

      • Click Cancel

         

6. Add a fine/fee to user record then pay a portion of that charge
   Add a fine: there are 2 ways to add fines or fees.
   
   

   1. Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen.

      • Click the link in the hyperlinked ID field to go to the user record

      • Go to Fines/Fees tab

      • Click Add Fine or Fee

         

   2. Admin > Manage Users

      • Search for user

      • Edit patron record

      • Go to Fines/Fees tab

      • Add Fine or Fee
        
        Pay a fine: the only place to pay is through Manage Patron Services

         

        • Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen.

        • Click the Pay button

        • Choose to pay All fines or Specific fines
          
          

7. Waive a fine
   There are 2 ways to waive fines or fees

1^st way:
Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen

• Click the hyperlinked Active balance field or ID field to go to the user record

• Go to Fines/Fees tab

• Use select fines/fees to waive and click Waive Selected, or use row actions > Waive to waive a specific fine/fee 

2^nd way:
Admin > Manage Users

• Search for user

• Go to Fines/Fees tab

• Use select fines/fees to waive and click Waive Selected, or use row actions > Waive to waive a specific fine/fee

Note: Waiving Reason: values can be customized in Alma Configuration > User Management > Patron Charges - Reasons for Waiving Fine/Fee

Exercises Part 2: Fulfillment Configuration

1. Add a new due date option

   • Go to Alma Configuration > Fulfillment

   • Under Physical Fulfillment, click Advanced Policy Configuration

   • Click Add Fulfillment Policy

   • Choose Policy Type: Due Date. Next, Value Type: Non-Fixed, 10 Days or a different loan period of your choice. When done, click Save.

     Note: Exact Days means use the system time from when the item is checked out as the due time.

   • Days: give the user until closing time on the due date

   • The Due Date Description displays in Primo as the policy
     
     

2. Add a new TOU that uses the due date option created in #1

   • Go to Alma Configuration > Fulfillment

   • Under Physical Fulfillment, click Terms of Use & Policies

   • Add a new Terms of Use

   • Choose Terms of Use type: Loan

   • Is Loanable = Loanable (Loanable)

     Due Date = 10 Days Due Date
     No Lost Item Fine
     Feel free to change any other values. When done, click Save.
     
     

3. Add a new rule to an existing Fulfillment Unit which uses the TOU created in #2

   • Go to Alma Configuration > Fulfillment

   • Under Physical Fulfillment, click Fulfillment Unit

   • Click on Code to choose a Fulfillment unit, then go to Fulfillment Unit Rules tab

   • Click Add Rule
     Input parameter: Add Parameter such as User Group "In List" Faculty.
     Output parameter: Choose the TOU you created in #2. When done, click Save.

     
     Note: Add TOU button can be used to create a new TOU. However, the newly created TOU won’t be available for selecting immediately in the current rule. You need to choose one of the TOUs that is currently available, save to close the rule. Then go back to the rule, the newly created TOU should now be available for selecting. One TOU can be used for multiple rules. Check TOU - show related Fulfillment rules before editing it. The order of the rules: You can move the rule up or down the list by using the arrows. Alma reads the rules from the top to the bottom and uses the first rule that applies. Therefore, more granular rules should be above the general rules.