DCB Circulation Lifecycle Events

Main Success Flow

Preconditions and Assumptions

The request workflow event triggers and actions that DCB listens for and reacts to are described below in a given. when, then style. The given is the same basic setup for each:

GIVEN that a patron request has been placed in DCB 
AND already been through some transitions.

Assumed as a final when for each is that actions occur also:

WHEN DCB finds out about the event

DCB Circulation Workflow Principles

• DCB cares about the circulation status of items over the status of the request

1. Dispatched by Lending Agency

WHEN a librarian at the lending agency *checks in* a DCB paged item
 (which also fulfils the request at the lending agency)
 AND which changes the item status at the lending agency to 
   Sierra: IN-TRANSIT
   Polaris: TRANSFERRED
   FOLIO: ?? 
THEN the status of the patron request (DCB) should change
 to PICKUP_TRANSIT
AND the status of the request at the borrowing agency should change 
  to (the local equivalent of) IN TRANSIT, ie,
   Sierra: IN-TRANSIT
   Polaris: TRANSFERRED
   FOLIO: ??

Technical Notes

• Triggering Event: item request at the lending library has been “checked in” and the item is put in a state of “in-transit”.

• The ILS status for “in-transit”:

• Updating DCB Status changes:

• Updating borrowing agency request

• locally equivalent of “in transit”

• ??? barcode

• ILS specific fields

  • Sierra: ???

  • Polaris: ???

  • FOLIO:

    • destination (service point) on item

      • this is additional pickup location to the destination initially set when placing the request

    • status of request and item (TBD)

    • ???

• Tim Auger to document authoritative triggering statuses (inferred or explicit) for each ILS, providing links to related technical resources
• Ian Ibbotson (Use this one) to confirm updates to additional field (beyond request status), eg, timestamps, statistics, 3rd party system data expected (eg, by LOCATE)

Variations / Exceptions to Consider

• What happens if the status is wrong?

• What is the exceptional (unrecognised) state and response?

2. Received at Borrowing Agency

DCB cares more specifically that the item is received at the pickup location at the borrowing agency, ie, the hold shelf, rather than internal transit locations.

WHEN a librarian at the borrowing agency 
  *puts the item on the hold shelf* at the pickup location
  AND which changes the item status at the borrowing agency to 
   Sierra: !
   Polaris: HELD
   FOLIO: Awaiting pickup
THEN the status of the patron request (DCB) should change to RECEIVED AT BORROWING / PICKUP AGENCY
  AND the status of the request at the lending agency should change to
   Sierra: #
   Polaris: HELD
   FOLIO: Awaiting pickup

Technical Notes

• Triggering Event: “has been received at the pickup location” at the borrowing agency

  • pickup location should be the same as destination location set when updating request status to IN TRANSIT

  • the pickup location is assumed rather than verified by DCB when the status is reacted

  • being received at the pickup location is a reliable proxy for being placed on the hold shelf and ready to be collected by a borrowing patron

• The ILS status for “item has been on hold shelf pickup location” is:

• Updating DCB Status changes:

• Updating request at lending agency

Other Notes

• When setting the borrowing agency request status to IN TRANSIT, the destination location may not be different to the pickup location set at this transition

• Tim Auger to check on the need for waystations for MOBIUS - Confirmed OUT OF SCOPE

3. Item Checked Out to Patron at Borrowing Agency

WHEN the patron collects the item 
AND checks the item out (which also fulfils the request at the borrowing agency)
AND which changes the item status at the borrowing agency to 
   Sierra: - (with a due date set)
   Polaris: OUT
   FOLIO: Checked out
THEN the status of the patron request (DCB) should change to LOANED
AND the status of the request at the lending agency should change to
   Sierra: - (and the due date set)
   Polaris: OUT
   FOLIO: Checked out

Technical Notes

• Triggering Event:

  • The ILS status for “item has been checked out at borrowing agency” is:

• Updating DCB Patron Request Status:

• Updating request at lending agency

4. Item Returned by Borrowing Patron

WHEN the borrowing patron returns (checks in) the item
AND the item status at the borrowing agency changes to 
   Sierra: t (with message)
   Polaris: In-Transit
   FOLIO: ???
THEN the status of the patron request (DCB) should change to RETURN_TRANSIT
AND the status of the item at the lending agency is updated to IN TRANSIT
  Sierra: t (with message)
  Polaris: In-Transit
  FOLIO: ???

Technical Notes

• Triggering Event: “item has been checked back in” at the borrowing agency

  • item status being changed to available is the proxy for being checked back in

• The ILS status for “item has been checked back in” is:

• Updating DCB patron request

• Updating request at lending agency

Other Notes

5. Received Back at Lending Agency

WHEN a librarian at the lending agency receives the item
THEN the status of the patron request (DCB) should change to COMPLETED
# AND the requests and virtual records at both agencies should be cleaned up?

Technical Notes

• Triggering Event: “item has been received back at lending agency”

  • the item at the lending agency being in the available status is a reliable proxy for being received back at the lending agency

• The ILS status for “item has been received back at lending agency” is

• Updating DCB patron request

• Updating request and virtual records at lending agency

• Updating request and virtual records at borrowing agency

Other Notes

• Tim Auger to determine clean up policy for virtual requests and virtual records at lending or borrowing agency systems (eg, is it safe to do this at the point of item being received back at lending agency?)

Workflow Diagram