Date: Fri, 10 May 2002 15:40:01 -0400
From: Lauren Corbett <lcorbet@EMORY.EDU>
Subject: Re: III UPDCNT Code -- Manuel Urrizola

Yes, performing check-in against a box will trigger either an automatic
update to the pcount field (I can't remember if you can choose something
other than 1) _or_ will trigger a prompt where the operator can fill in
the number of pieces.

To choose which you want to happen, assign a updcnt code (and define it)
from the corresponding letter range as outlined in the manual.  I believe
everything after j alphabetically resulted in the prompt, whereas the
earlier portion of the alphabet was the automatic update.  Look up updcnt
in the manual to get the specifics.

Also I was using the CHUI instead of Millennium when I set it up, but we
went to Millennium afterwards with no problem in that function.  In the
CHUI you could also just edit the number in the pcount field to make
corrections or whatever; surely that performs the same way in Millennium.

Lauren

> -------- 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 month’s 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

--
Lauren Corbett
Acquisitions Team Leader
Emory University -- Woodruff Library
ph: 404 712 1818
fax: 404 727 0408