Welcome to 2006.
We have updated the ProLib manual to bring it into line with all the new features implemented in ProLib during 2004 /2005 as a result of feedback we have received at User Group meetings. You have 3 options:
·
You can request a copy be e-mailed to you as an attachment. You will then have to print this out yourself and have it bound.
·You can request a printed and bound copy be posted to you. You will be invoiced R150 which covers the cost of printing and postage.
·You can request a copy on CD Rom. You will be invoiced R75 which covers the cost of the CD and postage.
All these requests must please take the form of an e mail to progen@iafrica.com with “New Manual” in the subject line. At our end, we will keep a record of the replies received and from this we will know that you HAVE received this Start of Year Procedures document. Please reply one way or another.
As usual, here is your list of tasks for the Start of Year. Take a set of securities before you start these procedures. The procedures are all dealt with in more detail in your current Manual, so consult that if you are not sure what to do. Start of Year Procedures are on Page 153 of the manual, but if you simply go to
OTHER TASKS / Other Functions / ANNUAL.
everything you need to do is in one place in that Menu and you simply work your way down that Menu and run the routines that are appropriate to your Library.
If you have a problem that you cannot solve please contact Jackie on 082 881 3218 or Barbara on 082 881 3965.
System defaults Page 20 in the manual
Click on the default year and change it to 2006.
Set up your Academic Calendar Page 26 in the manual.
Click on the Allocate terms radio button and then fill in your Term dates.
Remember that it is the end of term dates that are important to the system. Sometimes you might want your books back in the Library before the end of Term, so you can set “your” end of term date before the actual end of term date if you wish.
Zeroise the Member Stats. Page 154 in the manual
(This used to be called Set Year to Date to Zero)
YTD stands for “Year To Date” and must be set to nought so the computer can count the books taken out by each Pupil in this year. You can also set this to nought at the start of each Term, if you want the system to count their issues PER TERM. When you run this program it simply does it in a matter of seconds but does not tell you it has finished – it has!
Deletion of Reserves Page 155 in the manual
It is recommended that Reserves be deleted at the start of each year.
Deletion of Outstanding Fines Page 155 in the manual
You can start the year off with a clean slate if you run this deletion routine.
Deletion of Members by Number Page 156 in the manual
This allows you to delete individual pupils provided you know their Library numbers. Use this program to delete pupils who are leaving the school, but who are not in the Grade at the top end of the school i.e. that class who are ALL leaving.
Classes Masterfile
If you have any new classes then enter them into the Register Classes table. Do NOT delete last year’s classes from this table until AFTER you have completed promoting the pupils to the next year.
If you are going to use the Classes and Pupil import from ProEd, or from Excel based data from your own administration system, then you do not have to set up next year’s classes or promote the pupils. See the outlines below where you can automatically import this data into ProLib.
Class / Pupil Deletion routine Page 157 in the manual
Now you need to delete pupils who have left the school before you start on the Promotion routine. You are going to delete the Pupils from the top end of the school and then move everyone UP one class. Remember that the system will not allow you to delete pupils who have Reserves against their name or if they still have books OUT, so deal with that as far as possible before doing this exercise.
Promote members into new Year Page 159 in the manual
The most important thing to remember here is that whilst you must create Class codes for any new classes YOU MUST NOT DELETE THE OLD CLASS CODES UNTIL YOU HAVE FINISHED THE PROMOTIONS ROUTINE. The system needs both the old class codes to promote FROM and the new class codes to promote TO. Remember, you are going to start at the top end of the school and having removed the Grade 7’s (or 12’s) you are going to promote the Grade 6’s to 7 etc, the Grade 5’s to 6’s, finally adding your new intake at the bottom end of the school.
Once you have promoted all the pupils from last year to the next class, you can now add all your new comers that have come in at various classes. This must be the LAST task. Do not do this first as they will then get promoted to the wrong class when you run the promotions routine!
Select Member Type for Class see Page 29 in the manual
If you use the feature that allows you different loan rules for different types of Pupils use this program to define which Member Type each class will be.
Auto create New Year Stats.
If you use the Statistics in the system then run this program.
Copy ProEd Pupils and Classes
If you are a school running ProLib and our school admin. system, ProEd, there is a feature to automatically create your class codes and pupil file from within ProEd. However, you need to load your LIBRARY Pupil Numbers into ProEd if they are not the same as the pupils’ admin number. If your Library numbers are not yet loaded into ProEd we would recommend that this is done as a 2006 task as this will make your future Start of Year Procedures so much easier. (However, do not change your Library numbers – and remember that it is important to keep them as short as possible.)
If your Library Numbers are already in ProEd, proceed as follows:
Within ProEd go to:
MORE MODULES / Additional Sub Systems / YEAR END.
Run the program called “Create ProLib PUPILS and Classes”
This routine extracts from ProEd the Pupils in the school and their register classes. The routine gives you the option of putting the data on a stiffy or on a Memory stick (Flash drive). When the routine is complete it will display a message “Process completed OK”
Now go into ProLib
Go to OTHER TASKS / OTHER FUNCTIONS / ANNUAL
Run the program Copy ProEd Pupils and Classes
When the routine is finished it will give a message “Process completed OK”
Member Import from Excel
It is possible to import data from other administration systems besides ProEd. If you want to do this contact ProGen and we will send you the layout for this import file.
Classes Import from Excel.
It is possible to import data from other administration systems besides ProEd. If you want to do this contact ProGen and we will send you the layout for this import file.
Other start of year tasks:
·Purchase a new set of security diskettes allowing for one set per day of the week. Mark them clearly and take securities.
·Print out class lists and get class teachers to check them for spelling and completeness
·Print out new Title, Author and Subject Catalogues
·Print out a list of Pupil Numbers to have in the Library so Pupils can check their numbers
·Please send us an e mail at progen@iafrica.com and in the message put the e mail address that we can use to communicate with you, the Librarian.
With the increase in the number of power failures across the country we would like to recommend that you spend some of your Library budget on a UPS system (Uninterrupted Power Supply). It is simply a large battery that emits a warning siren if the power goes off. It continues to provide uninterrupted power to your computer and gives you about 20 minutes during which time you can close down your Library system correctly. They are now under R400.
Thank you for visiting our new web site. Please bookmark it so you can check for updates regularly. We will be regularly posting a newsletter onto this site. You will also be able to copy all updates for the ProLib software directly from this website. We wish you a good year.
Best Wishes
Barbara and Jackie Brear
