Automatic Generation of

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Nov 6, 2013 (3 years and 9 months ago)

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6th Annual Hong Kong Innovative Users Group Meeting
Lingnan University
-

December 9, 2005



Automatic Generation of

Circulation Notices/Reports:

A New Knowledge Management Approach


Loletta Chan, Assistant Librarian (Circulation & ILL)

Li Yiu On, Assistant Librarian (Systems)


Hong Kong Baptist University Library




2

Outline

1.
Introduction

2.
Reviewing current practices

3.
Knowledge Management (KM) approach

4.
Implementation of KM approach

5.
Conclusion



3

1. Introduction

4

Past Practices


Email

Notices

CIR Staff


Notices &

Reports

INNOPAC

Acquisitions Section (ACQ),

Chinese Medicine Library (CML) &

Multimedia Learning Centre (MLC)

Library Patron


Mail
Notices


Notices without email
addresses


Notices requiring a
hard copy


Notices requiring
special processing


Reports







5

Types of Circulation Notices & Reports


Notices
-

to remind patrons to return library materials or
collect held items:






Reports
-

to various counter staff (CIR, CML & MLC) for
the management of hold shelf:

1.
HKALL paging slips & 5 related reports

2.
Clear hold shelf report

3.
View outstanding holds report

1. Pre
-
due date reminder

4. Lost book notice

2. Overdue notice

5. Hold pickup notice

3. Recall notice

6. Hold cancellation notice

6

2. Reviewing
Current Practices

7

Why

Review Current Practices
?

1.
Notices & reports generated by INNOPAC system:


Not fully automated


Require manual operation


Tedious


Routine operation: repetitive &

time
-
consuming


Knowledge is kept in the head of this skilled staff,
no information sharing


Mainly rely on a CIR staff’s skill & knowledge

to print
reports for various sections: CML & MLC


Individual Knowledge, Tacit Knowledge

8

Why

Review Current Practices
?

2.
HKALL implementation (Sep 2005): more reports have
to be generated every day


HKALL Paging Slips


List of PAGED TOO LONG items


List of RETURNED TOO LONG items


List of REQUESTED TOO LONG items


List of IN TRANSIT TOO LONG items


List of RECEIVED TOO LONG items


3.
Limitations of MilCir Auto Notices


W

O

R

K

L

O

A

D

9

MilCir Auto Notices

10

Advantages of MilCir Auto Notices


New feature in Millennium Silver (2004)


Good graphical user
-
friendly interface


Able to save notice parameters & configure MilCir to
generate email notices automatically


Able to specify different subject lines for different types of
notices


Availability of pre
-
due date reminder

11

Limitations of MilCir Auto Notices

1.
Can’t print hard copy of notice for user who doesn’t
have an email address


MilCir will save all these notices in one file


Format of the notices will be disorganized
(broken into 2 pages)


A macro is needed to reformat and repaginate
the notices to a desired format for printing

12

Limitations of MilCir Auto Notices

Gromit Chu

11 Tai Po Road,

Tai Po, N.T.


Reformatted notice

Disorganized notice

Gromit Chu

11 Tai Po Road,

Tai Po, N.T.



13

Limitations of MilCir Auto Notices

2.
Can only support sending notices via email (e.g. recall
notice)

3.
Can’t handle notices that
require library staff to add
additional information
before sending e.g. Lost
book notice
-

ACQ staff to
add the item replacement
cost on the notice

14

Limitations of MilCir Auto Notices

4.
Run special command before generating notices


e.g. Run “Clear Hold Shelf” command before
generating “Hold Pickup” notices


5.
Circulation reports cannot be generated by MilCir Auto
Notices


Clear Hold Shelf report


View Outstanding Holds report


6 HKALL management reports

15

3. Knowledge
Management (KM)
Approach

16


Given the above background,
we tried to apply the principle of
Knowledge Management (KM)

to
re
-
engineer the process of
generating notices & reports

17

What is Knowledge Management?


“A deliberate, systematic business optimization strategy
that selects, distills, stores, organizes, packages, &
communicates information essential to the business of a
company that improves employee performance &
corporate competitiveness.” (Bryan Bergeron)



KM is a systematic approach to manage intellectual
asset (knowledge) that enhances organization
performance & competitiveness


18


To enhance comprehension, awareness & understanding


To build corporate knowledge


To make the best use of existing knowledge


To define all steps & procedures clearly,
thus
information can easily be captured, stored &
transmitted electronically


Share Knowledge with Others


Goals of our KM Approach

19

System Requirements

A.
Hardware: 1


2 PCs

B.
Software:

1.
INNOPAC System


MilCir Auto Notices


Related commands & printing functions

2.
Macro Magic

3.
Microsoft Windows Task Scheduler (MS Window
components)

4.
Microsoft Outlook (MS Office components)

5.
Microsoft Word



** Many people think that KM must be associated with high
-
tech.
This is not true. No high
-
end tools & special computer programs
are required for this project. The investment cost is low.

20

2. Macro Magic

Macro Magic website: http://www.iolo.com/mm/

21

2. Macro Magic


To automate command sequences for computer
applications


Record multiple keyboard & mouse actions & then save
them as a macro


When running the macro, these actions will be
executed in a recorded sequence


Advantages:


Automated tasks are created without writing a
single line of computer program code


Can be run by a computer layman


Allow automated tasks to be rapidly developed,
easily modified & maintained at lower cost

22

3. Windows Task Scheduler


Free window program


To schedule when a macro to be run


23

4. Microsoft Outlook


To receive email notices & reports generated by
INNOPAC system






Use Outlook macros


To organize & save
emails into different
folders


To forward emails for
reformatting &
printing

24

4. Implementation of KM
Approach

25

Types of Circulation Notices/Reports

Sending Method

Generated by
Auto Notices

Type of Notices/Reports

N

O

T

I

C

E

1.
Email
ONLY




Pre
-
due date reminder

2.
Email

OR



Mail







Overdue notice


Hold pickup notice


Hold cancellation notice

3.
Email

AND



Mail







Recall notice

4.
Mail after special
processing




Lost book notice

R

E

P

O

R

T

5.



Email
AND

print copy


Email
AND

print copy


Email
ONLY





HKALL paging slips & 5 reports


Clear hold shelf report


View outstanding holds report

26

1.

Email Only (Pre
-
due date reminder)

Auto Notices

Library Patron

Email

27

2.

Email or Mail (Overdue notice)

Patron with email address


Patron
without


email address

Auto Notices


Mail

Library Patron





Outlook

Task

Scheduler







28

3.

Email & Mail (Recall notice)

Patron with email address


Patron
without


email
address


a
Bcc. of
email notices

Auto Notices

Outlook


Mail

Library Patron




b



c







Outlook

Task

Scheduler







29

4. Mail Requiring Special Processing

(Lost book notice)

ACQ

CIR

Auto
Notices


Mail


Email


Email

Library Patron



(Add replacement cost)

Outlook

Task

Scheduler







30

5. Reports (HKALL paging slips)


HKALL
paging slips

INNOPAC

Task Scheduler



Outlook









CIR, CML



31

ACQ

New KM Approach
: New Role

Reports

Email

notices

Library Patron

Outlook

Task

Scheduler

CIR, CML & MLC

Notices
requiring
special
processing

CIR

INNOPAC

Mail

notices

Auto
Notices










Notices
without
email
addresses


Notices
requiring
a hard
copy

32

Designated Work Schedule

No.

Time

Schedul
e

Task

1

4:00

Mon
-
Sun

send dummy notices

2

5:00

Mon
-
Sat

auto overdue notices

3

5:00

Mon
-
Sat

auto hold cancellation notices

4

5:00

Mon
-
Sun

auto recall notices

5

5:30

Mon
-
Sun

Macro Magic reformat & organize email notices

6

6:00

Mon
-
Sun

Milcir auto notices log

7

6:00

Mon
-
Sat

print CIR overdue, recall and hold cancellation notices

8

6:00

Sun

print recall notices

9

6:45

Mon
-
Sun

send email to CIR & MLC for hold items of location is, t & in
-
process items

10

8:00

Mon
-
Fri

send dummy paging slip

11

8:10

Mon
-
Fri

send paging slip (1st time)

12

9:10

Mon
-
Fri

clear hold shelf and print pick up hold notice

13

11:30

Mon
-
Sun

cancel hold dummy item

14

12:00

Mon
-
Fri

send dummy paging slip

15

12:15

Mon
-
Fri

send paging slip (2nd time)

16

14:00

Mon
-
Fri

HKALL reports

17

14:20

Mon
-
Fri

auto bill notice

18

15:10

Mon
-
Sun

make hold dummy item

33

Advantages of KM Application in
Notices/Reports Re
-
engineering


Cost
-
effectiveness


Save staff time & cost to generate some 15 types of
notices & reports every day


Efficiency


Reports
in appropriate formats (electronic and/or
print)
are directly sent to various sections for
processing


e.g. Clear hold shelf report, HKALL paging slips


CIR & CML


Paging slips for in
-
storage materials


CIR & MLC


34

Advantages of KM Application in
Notices/Reports Re
-
engineering


Systematization


Over 15 types of notices & reports are automatically
generated in appropriate formats (electronic and/or
print) for various sections’ staff


Steps, commands & procedures to generate notices
& reports are designed in logical & systematic
sequence e.g. clear hold shelf before generating
hold pickup notice


Security



A backup copy of all notices & reports (email & print
copy) is saved in computer

35

Advantages of KM Application in
Notices/Reports Re
-
engineering


Accuracy


All tedious & repetitive tasks are performed by
computer automatically


No human intervention


No human mistake


Routine


All tasks are performed at a pre
-
designated day &
time by computer


No delay is caused by human factors e.g. staff who
take leave or work on night shift


36

5. Conclusion

37

Knowledge
Generation
Process

Past Practice

New Practice in KM Approach

Creation /
Acquisition


Ad hoc & passive


carried out by CIR staff solely


Well
-
planned & systematic


Collaborative

Using /
Organization



Individual knowledge


Unwritten & manual operation



Involve human experiences, skills
& intuition


Corporate knowledge


Written & performed by computer
program automatically


Steps & procedures are clearly
defined

Sharing


Among a few staff only


Complicated


Cross
-
sections (ACQ, CIR, CML,
MLC, SYS)

Storing


Oral, discrete, unformatted, poor
organization & classification


Difficult to retrieve, low re
-
use
value


Well
-
formatted, organized &
classified


Easy to retrieve, high re
-
use
value

Past Practice vs. KM Approach

38

Re
-
engineer / Transform

Knowledge

Traditional Approach

KM Approach

Unmanaged

Managed

Individual

Corporate

Tacit

Explicit

Implementation of the KM Approach

39

Conclusion

Through
better management of knowledge
, we can achieve
2 goals:


Better use in human resources (free from manual operation)


Deliver quality library services


CEO of Hewlett Packard

“Successful companies of the 21st century will be those who
do the best job of capturing, storing, and leveraging what
their employees know.”

--

Ganesh Natarajan, p.6

40

Mr. Li Yiu On
-

Systems

Mr. Yip Wing Chung


Systems

Mr. Patrick Wong
-

Systems

Miss Karen Ng


Circulation & ILL

Miss Lydia So


Circulation & ILL








Acknowledgment

Bibliography


Bergeron, Bryan.
Essentials of Knowledge Management
.
Hoboken, N.J. : J. Wiley, 2003.


Natarajan, Ganesh.
Knowledge Management : Enabling Business Growth
.
New Delhi : Tata McGraw
-
Hill, 2000.