OPALS How to Circulate Equipment

Getting Ready

If your library uses OPALS, the core system is in place to implement and use the equipment management system. The equipment management module will use the library system’s user (“patron”) database, so you do not have to enter this information again. If your library or institution does not use OPALS, please contact your OPALS support team to set up the basic OPALS platform.

Tutorial Summary

1.Define equipment “Item Types”
2.Enter descriptive equipment data
3.Loan Transactions
4.Searching
5.Reports & notices

You must define “Item Types” for each type of equipment, and assign loan limits for each that will be applied to borrowers. Please note that the system allows you to override these defaults and assign another due date or time whenever you lend equipment. 

Access the “Item Types” table:

The table above will appear. You can add as many item types as you wish to describe the equipment that you need to manage: (ex. cart, projector, overhead, CD Player, DVD Player, Cassette Player, etc.) To add an item type, click “Add”

• Select “Equipment” in the “Item Category” drop-down box
• Enter data in the fields at the bottom of the screen
• Define loan limits for each borrower type in the table
• Please note that you can set hourly loan limits for equipment
• Click “Save” Repeat this process for each equipment item type

2. Enter Descriptive Equipment Data

Equipment data is divided into two segments: General Description, and Holdings Details

General description: Enter basic equipment information

1. Fill in as much information as you wish

• Please note that you must enter data in any fields followed by an asterisk “ * ”
• Most manufacturers have Websites that archive information about their equipment. You can cut and paste these URL’s into equipment description fields that will appear as click-able links when you search the database
• One of the most useful links is an online manual. Try to locate these and add them whenever possible.

2. After you have entered the basic information, click “Add New Holding”

Holdings Description: Enter Holdings details

• Enter specific equipment information
• Suggestion: If you organize storage & label by type of equipment (projectors, monitors, etc.) use:
• Tag 1 Prefix to identify the group (ex. LCD Projector, Cart, etc.)
• Tag 2 Identifies Manufacturer code (ex. 3M, HP, Kodak, etc.)
• Tag 3 Identifies storage location (ex. Library, Room 102, etc.)
• Please note that you must enter data in any fields followed by an asterisk “ * ”
• If there is more than one projector, camera, of a model, click “Add Holding” to add another

YOU MUST CLICK “SAVE” when data entry is finished

3. Loan Transactions

To lend an item:

• You can override an items default loan period by clicking on an “Hour(s)” or “Day(s)” radio button,
• Select the number of hours or days you wish to lend this item from the drop-down list
• Scan an item’s barcode to lend it

• Enter an item description then click “Search”
• The system will display the equipment searched and its availability
• If you wish to circulate one of the items on the list, click its barcode

• OPALS will complete the loan transaction and display transaction details on the bottom of the screen
• Please note that you can renew, return or declare an item “lost” at the borrower’s screen

Equipment Returns

Login to OPALS - Hover cursor over the “Equipment” tab – Click “Returns”

Scan or enter an items barcode number to return it

System will confirm the return transaction & display a box to return another item

Equipment Reservations

Login to OPALS - Hover cursor over the “Equipment” tab – Click “Reservation”

• User’s name and transaction box to scan barcode of item to reserve will display
• Scan user’s barcode number, or enter part of their name and select from the drop-down list

To find the barcode of the item to reserve, click “Quick Equipment Search”

• Enter the item you wish to reserve
• Click the barcode number of the item you wish to reserve

Click “Add to reserve list”

 

Click “Reserve” to confirm

• System will confirm that the item is on hold (if in the library) or on reserve (if it is presently on loan)
• You can cancel a hold or reserve by clicking the check box and “Cancel Selected Item(s)”

4. Searching for Equipment

• System will display results as above
• Please note that URL’s that have been entered are hyper-linked to pertinent equipment information
• You can sort the display list by clicking on any of the hyperlinked headers
• Sorting can toggle if reverse order sorting is desirable

To view equipment description detail, click its “Equipment Name”

• System displays item details
• If are authorized to do so, you can click on the “Edit” button to modify this item’s data

5. Equipment Management Lists & Notices

Loaned Items

Hover cursor over the “Equipment” tab – Click “Loaned Items”

• The system will display report & list settings options
• Select a range or dates… or “Fiscal Year” for all transactions in the current cycle
• Select how you would like to group the reports

Select a sorting option (Group Loans by); Click “Create Report”

• System will display a list of transactions that corresponds to the parameters entered
• You can select all of the items on the display or specific ones to print

The “Print List” button produces the following display that you can review before clicking the printing. If the display is not what is desired, you can cancel the print operation and revisit the selection process

“Print List w/o Headers” produces the following format:

“Print Notice” produces the following format:

Reserved Items

Hover cursor over the “Equipment” tab – Click “Reserved Items”

• The system will display report & list settings options
• Select a range or dates… or “Fiscal Year” for all transactions in the current cycle
• Select how you would like to group the reports
• Select a sorting option
• Click “Create Report

Click “Print List” or “Print Notices” or “Print List w/o Headers” for desired format

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Service is available from your OPALS Support Center  OR Media Flex Inc.  www.mediaflex.net Bibliofiche  www.bibliofiche.com Email:  rgrenier@bibliofiche.com / dan@bibliofiche.com  © 2009 Fair use permitted for non commercial purposes