Re: III UPDCNT Code -- Manuel Urrizola Stephen Clark 10 May 2002 12:51 UTC
-------- Original Message -------- Subject: Re: III UPDCNT Code -- Lauren Corbett Date: Thu, 9 May 2002 14:58:36 -0700 From: Manuel Urrizola <murrizol@LIB.UCI.EDU> Hi Lauren, Thank you for the helpful response. I have another question. Do you need a checkin card with boxes to use the UPDCNT and PCOUNT codes? In other words, does checking in an item in a box trigger the operations? > -------- Original Message -------- > Subject: Re: III UPDCNT Code -- Manuel Urrizola > Date: Thu, 9 May 2002 10:54:39 -0400 > From: Lauren Corbett <lcorbet@EMORY.EDU> > Organization: Emory University > > I'm no longer using III (changed jobs), but I used the updcnt and pcount > fields for counting microforms as well as some standing orders such as > came > with pamphets where we didn't create a check-in box for each piece. > > Here is the procedure I wrote for Old Dominion University in Norfolk, > VA: > > Two fields in the check-in records in III control automated generation > of > piece count statistics for microforms and standing orders: the updcnt > and > the pcount fields. Updcnt controls whether or not a prompt asking for > the > number of pieces appears during the check-in process and also allows > different codes for tracking a variety of locations or other selected > breakdown of the counts. Pcount is where the actual number of pieces is > stored as a running total from the numbers entered during check-in. The > pcount field has a cap, or limitation, due to the nature of the computer > program and the field must be reset to zero on an annual basis to avoid > reaching the upper limit. > > Maintaining The Updcnt Field In Check-In Records > > When creating a new check-in record for micro or standing orders, or > reactivating an old one, place the appropriate code in the UPDCNT field > to > make III prompt for the piece count during the check-in process. > > Microforms > > For: Use: > > fiche j > film k > gpfch l > gpmic m > mcfch n > mcflm o > refmf q > > Standing Orders > > For: Use: > > barcoded standing orders b > pocket parts standing orders (includes advances) p > non-barcoded standing orders (other than pocket parts) r > > The barcoded standing orders is the only one that increments by copy > automatically instead of prompting for a piece count. The idea behind > this > particular division is related to being able to calculate the differing > hours of activity associated with each type. For example, pocket parts > take > longer than any of the others because of having to stamp and apply a > call > number to each piece, go to the shelves, open the books, and pull old > pocket > parts and insert the new. Non-barcoded pieces usually take the least > time > because the majority are books that are cataloged separately, resulting > in > zero physical processing by serials staff (although there are a few > records > with this code where serials staff is doing some processing). > > Running The Pcount Report > > Monthly: > > Login to Management > Choose Statistical reports > R > To enter a RANGE of Record Numbers > Type c for check-in records (it assumes o for orders, which must be > changed) > > Enter and III will put in the first check-in record number > Enter again and III will put in the last check-in record number > Is the range correct? (y/n) Y > S > Statistical report based on SUMMATION of a fixed-length field > 02 PCOUNT > Break the summation down for a selected data element? (y/n) Y > 07 UPDCNT > > P > PRINT > 6 > E-Mail Printer > Q > QUIT > Correcting Errors > > If the pcount report has a number other than 0 beside the DO NOT COUNT > line, someone has keyed a number of micro pieces directly into the field > instead of properly coding the updcnt field with a letter to tell which > type > of micro is being counted. Run a review file to for updcnt= - and > pcount > greater than 0 to find these records. Update the updcnt field with the > correct code (do not change the pcount field) and run the pcount > statistical > report again for the corrected numbers. > > Calculating And Recording Monthly And Quarterly Figures > > The pcount field is a running total until it is zeroed (which we choose > to > do annually). The monthly figures are calculated by subtracting the > previous months total from the current total for each location (updcnt > code). The monthly figures are recorded according to location code > (updcnt) > in the GP and Serials sections of the Bibliographic Services Monthly > Activity Report. The pcount figures from the Serials section are > combined > (by a formula) with the number of microforms processed without a > check-in > record (backfiles or monographic) in the Preservation section of the > Bibliographic Services Monthly Activity Report. The number of > microform > pieces processed without check-in is provided by the staff member who > does > the micro processing. Quarterly microform piece counts are calculated > by > adding the monthly figures for the quarter. > > Zeroing The Pcount Field > > Annually: > > The PCOUNT is zeroed by rapid update at the end of the Fiscal Year after > running the monthly report. If necessary, send an email to hold > microforms > and standing order check-in briefly while the monthly report is produced > and > the zeroing is carried out. The rapid update is done on a review file > of > check-in records constructed by excluding (~) dash in the UPDCNT field. > > > -------- Original Message -------- > > Subject: III UPDCNT Code > > Date: Thu, 9 May 2002 07:22:50 -0700 > > From: Manuel Urrizola <murrizol@LIB.UCI.EDU> > > > > I would like to hear from people who checkin materials using > > Innovative Interfaces Millennium module and using the UPDCNT and PCOUNT > > codes. Could you please send directly to me (I will sum up for the list) > > the following information: > > > > 1. Briefly describe how you use the codes. > > 2. Briefly describe your satisfaction with using the codes. > > 3. Did you experience any problems using the codes? > > > > Thank you. > > > > -- > > Manuel Urrizola > > Serials Cataloging Librarian > > UCI Libraries > > P.O. Box 19557 > > Irvine, CA 92623-9557 > > (949) 824-3146 > > (949) 824-2059 Fax > > murrizol@lib.uci.edu -- Manuel Urrizola Serials Cataloging Librarian UCI Libraries P.O. Box 19557 Irvine, CA 92623-9557 (949) 824-3146 (949) 824-2059 Fax murrizol@lib.uci.edu