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Library Administration

Features

Library administration can be conducted from any location using just a web browser.
Music can be checked out, checked in, loaned, borrowed, etc., to multiple people in different categories.
The library keeps track of replacement cost and physical inventory checks.
The library can track both original published copies, and duplicates made when music is out of print.
Music can be issued in 'waves' if it is received piecemeal from the publisher. The system will automatically bypass people who already have music when additional music is assigned.
An industry standard SQL database is used with full export capabilities to other databases.
The library software is written in PHP4, which runs comfortably on both Linux/Apache and Windows/IIS web servers.

This utility is used to check out music to members for a season.

The Selection Box

The Selection Box is active throughout the Issue Music process. You can use it to confine your work to a subset of singers and music titles for a particular season. When making selections, the general rule is that if you change an item, all items to the right of it are reset to their default values. Ordinarily, you should make your selections from left to right.

Use the Season listbox to select the season you wish to work with. The default is 'This Season' which points to the current season as specified in the Site Parameters file (rcsitepar). However, any season past or present can be selected.

Use the Group listbox to select the group, such as Mixed Chorus or Ensemble. Only those groups with music assigned to the selected season (in rcmusseagrp) are shown. If you change the Season, this item typically changes to 'Mixed Chorus'.

Use the Music listbox to select a particular piece of music, or 'All' of the music currently assigned to this season and group. When selecting individual pieces, only music in the current group and season is available for selction. If you change the Season or Group, this item changes to 'All'.

Use the Voices listbox to select a particular voice, such as soprano or tenor, or 'All' voices. Only voices belonging to active members assigned to the selected group are available for selection. If the Season, Group, or Music is changed, this item reverts to 'All'. PLEASE NOTE: If you are issuing SSA or TBB music, you should select just that piece in Music, above, then go through the issuing process for each voicing. For example, if the piece in question is for the Tenors and Basses, select the TBB piece in Music, then select Tenors in Voices, and go through the complete issuing process. Then, repeat the process for the TBB piece and Basses. You can issue the piece individually to the Conductor and the Accompanist.

The Function Menu

Show Mode

Show mode displays the current music assignments, and is the default mode for the Issue Music utility. This is an example of a Show Mode screen at the beginning of a music issuance when no one has music.

Active Chorale members in the selected group and voice are displayed down the left side.

The titles and Music IDs of all selected pieces are displayed across the top. Also indicated are the number of originals and duplicates on hand, and the number assigned.

The main area shows the status of each member's music. The centered dot means that no music has been issued or assigned.

Auto Assign

The Auto Assign function attempts to allocate the indicated music to the selected Chorale members. This screen shows the results of a typical Auto Assign.

The system keeps track of music purchased by members, and does not assign additional copies of that music to those persons. Of those remaining, if enough original copies are available, one copy of the music is simply assigned to everyone.

If there is a shortage, and duplicates are available, duplicate copies are assigned randomly using a random number generator. The exception is that the system attempts to assign originals to couples who are sharing a single copy of the music.

If the librarian doesn't like the Auto Assignment for some reason, the assignment can be cleared (with the Clear Assigns button), or individually tweaked in Edit Mode.

Auto Assign can be run safely even after one or more music issuances. It automatically bypasses people who already have music. This allows music to be assigned and issued in stages, or as it is received from the publisher.

Assignment Key

These are the symbols used by Music Issue. Solid filled notes indicate 'pubs' or published original copies, and hollow notes indicate duplicates ('dupes').

Music can be 'issued' or 'assigned'. When assigned, the music is allocated to a member but has not been confirmed. Assignments can be changed at will by the Librarian until an effective combination has been created. Once music is issued, the person is considered to be in possession of the music (whether or not the person has physically received the music), and the issuance can only be changed by executing a music receipt with either the Receive Music utility, or the Ad Hoc utility.

Double notes indicate that the person does not have an actual copy fo the music, but is sharing.

Duplicates can be issued with the 'destroy' flag, indicating that they are not to be returned when the Season ends.

Edit Mode

Edit Mode is used to change music assignments one at a time. The screen is complicated and takes browsers a long time to process, even on fast computers, and so is not meant as a replacement for Show Mode.

This is part of a typical Edit Mode screen. The Librarian can change assignments by clicking on the letters inside each box. Music that has been issued cannot be changed.

'P' means to assign a 'pub' to this person, and this option appears only if no music or a duplicate is assigned.

'D' means a duplicate is to be assigned, and then only if no music or a pub is already assigned.

'X' means to unassign either the pub or dupe. PLEASE NOTE: If all pubs or dups have been assigned, you must unassign one in order to reassign it. In general, when reassigning pubs or dups, you should unassign something before reassigning it.

Issuing Music

After the Librarian has settled on music assignments, Issuing Music is a three-step process.

Step 1: The Librarian runs the Trial Issue function, which does a final check of all assignments, and produces a detailed report of what's going to take place, plus any warnings or errors that have been encountered. The librarian can then choose to do something about the errors and warnings, and then run Trial Issue again. Note that the Trial Issue only looks at the Season, Group, Music, and Voices selected.

Step 2: The Librarian runs the Print Labels function, which produces a report suitable for printing labels on Avery 5163 2x4" stock. Page ejects are automatically inserted at the proper locations between sheets. The maximum number of music titles that can fit on a label is 12. Note that only labels for the indicated Season, Group, Music, and Voicing are printed. Also note that labels are only printed for assigned music, not for issued music. This allows labels to be generated for music issues in stages.

Step 3: When labels have been printed, music can be Issued. This updates all files, and clears assignments for the indicated Season, Group, Music, and Voicing. The Issue Music automatically does a Trial Issue at the start, and will stop if it encounters an error.

The screen above shows the results of a typical music issue. Music in the first column has not been issued because of an 'error' (in this case, the 'OK to Issue' flag in the Music master file has been set to 'No' by the Librarian).

The Receive Music utility is used for checking in large batches of music, typically at the end of a concert Season. When first started, it displays a screen similar to the one below, which lists all outstanding music.

Music Selection

The left column lists the Music IDs of outstanding music. Each ID is actually a link, and clicking on it selects this music for checkin.

The second column lists the title and subtitle of the piece for verification. Next to each title is a small note icon, that if clicked, takes the Librarian to the detail page for that piece of music.

The final columns detail the number of originals and duplicates checked out, and the number of originals loaned out to other organizations.

Music Checkin

This screen appears after a piece of music has been selected.

The Member column lists all members who have this music checked out (or organizations that have borrowed it). If further research is needed, clicking the note icon next to a name takes the Librarian to a version of the Member Page (not the Personal Page) that details all outstanding music for that person, along with their contact information.

The Receive section is automatically initialized to the number of copies outstanding. The Librarian can adjust these numbers as needed.

Music is only received if the OK checkbox is checked for that person. The Librarian uses this checkbox to confirm music receipt for that person.

When all adjustments and 'OK' confirmations have been made, clicking the Receive button updates the database, and returns the Librarian to the Music Selection screen to select additional music for checkin. Clicking Cancel loads Music Selection without updating the database.

The Ad Hoc Issue/Receive utility is used for moving music around during the concert season, and for special updates.

The Library employs the equivalent of 'double-entry bookkeeping', and the Ad Hoc utility allows the Librarian to select both sides of the transaction.

One side of the transaction is always the On Hand quantity in Music Inventory, and the Librarian specifies the amount that this quantity is to be adjusted as either a positive or negative number. The type of the transaction is partly determined by this number. Negative numbers reduce On Hand inventory by the stated amount, and positive numbers increase it. For instance, a negative number might be used when music is loaned to someone, and a positive number when it's restocked.

The other side of the transaction is specified by selecting one of the radio buttons. Only one radio button may be selected, and the buttons are arranged such that any listbox information appearing above the radio button is required, and listboxes below are ignored.

The transaction always starts by selecting the piece of music involved.

Enter the number of copies to move here. (+/-).

A special case exists when music is written off, i.e. a borrower loses their music. Ordinarily this would involve two transactions -- one to "check in" the music, and another to move the music to "write offs". Since no music actually changes hands, this shortcut handles the transaction in one pass. In this special instance, a quantity is not necessary -- the system will use the number of copies the person has checked out.

If the music is an internal transfer (not involving a person), check one of these radio buttons to indicate the type of transaction. Note that certain transactions involve pubs or dupes. Both pubs and dupes cannot be processed in a single transaction.

If music is purchased, specify the per copy price so that inventory value can be properly calculated in the future.

Music is 'acquired' when it is obtained without paying for it. It is 'retired' when it is purposefully destroyed or given away. It is 'written off' when all hope is given up for its proper return from a borrower. Reverse entries are treated as 'adjustments' to these categories.

All transaction types below this (and the 'Write off Issued Music special transaction) require that a person be selected here.

Only published originals may be moved in these categories. When music is 'borrowed', it is obtained from someone else, and 'returned' when given back. When music is 'loaned', it is given to someone else, and 'restocked' when it comes back. Fill in the due dates when appropriate.

When music is issued or received, both a Group and a Season must be specified.

Remember that only pubs OR dupes can be Issued or Received in a single transaction.

To post the transaction, click the Update button. If any errors are encountered, you will be required to fix them before the post can proceed. Use Cancel to return to a menu.

Transaction Report

Following a successful post, a transaction report similar to this one will be displayed. The contents of the report and the files involved depend on the transaction type. Data in the left column represents the 'before' value of updated fields, the value in the right column, shows the new value. In new records, the left column will be blank; in deleted records, the right column is blank.

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