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JULAC Common Card Project

JULAC Libraries Forum 2013 29 November 2013 at HKBU. JULAC Common Card Project. K.T. Lam (lblkt@ust.hk) and Li Yiu On (yoli@hkbu.edu.hk). JULAC Common Card Project. A joint project of JULAC Access Services Committee JULAC Systems Committee And is coordinated via the

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JULAC Common Card Project

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  1. JULAC Libraries Forum 201329 November 2013at HKBU JULAC Common Card Project K.T. Lam (lblkt@ust.hk)andLi Yiu On (yoli@hkbu.edu.hk)

  2. JULAC Common Card Project A joint project of • JULAC Access Services Committee • JULAC Systems Committee And is coordinated via the • Task Force on JULAC Common Card Project Thanks to all systems and access services colleagues for participating in the planning and development of this JULAC collaboration project.

  3. Topics covered • Issues involved and how we resolved them • Two sub-projects • JULAC Card Printing Solution • JULAC Card Registration System (JCRS) • JCRS demo • Implementation timeline • Outstanding issues and tasks

  4. JULAC Library Card paper card multiple barcodes since 1991 HKUST

  5. Time to replace this paper-oriented operations by issuing a … Common Card

  6. Options explored • Adopt institutional ID Card as JULAC card? • Use Mifare chip’s ID Number to replace multiple barcodes? • Attach barcode to the ID Card? • Issue our own Common Card? • Smart card, i.e. with Mifare chip? • Store patron data in the chip? • Smart card with attached barcode? • Plastic card with printed barcode? • CUHK’s gate system does not support barcode. Compromise? • Attach Mifare chip to plastic card

  7. Options explored [cont.] • Issue our own Common Barcode? • Compatibility with access gates? • Compatibility with INNOPAC? • Create a system to transfer patron data among institutions? • Transfer data by pear-to-pear servers? • Transfer data by a central server? • Store and maintain data in individual databases? • Store and maintain data by a central database? • Provide patron data on-demand?

  8. Decisions • Plastic card • Printed with common barcode • Allow attachment of Mifare chip at back of card • Resolve CUHK’s incapability of supporting barcode • To be attached on the card during registration • Automate the registration process • In-house system development • Patron data on-demand model • Transfer patron data directly from Home Library to a Host Library in the presence of the card holder during registration

  9. JULAC Library CardApplication, Production and Registration Home Library Patron data CardProduction Card Application Host Library Patron data INNOPAC Gate DB INNOPAC Patron identity Patron data CardRegistration

  10. JULAC Common Barcode (jbarcode) SymbologyCode39 xx + xxxxx + J + x + x + xabcdef a Institutional ID (2-digit): 80-89 b Sequential Number (5-digit): 00001-99999 c JULAC Letter: J d Reserved Letter: A-Z (exclude I and O) e Card Replacement Digit: 1-9 f Check Digit: 0-9

  11. Institutional Code, ID and Reserved Letter

  12. Examples of jbarcode cuhk80 12345 J A 1 1 cityu81 12345 J B 1 4 hkbu82 12345 J C 1 7 hkied83 12345 J D 1 0 polyu84 12345 J E 1 3 hkust85 12345 J F 1 6 lu86 12345 J G 1 9 hku87 12345 J H 1 2

  13. Sub-projects JULAC Card Printing Solution CardRegistration CardProduction JULAC Card Registration System

  14. JULAC Card Printing Solution • To provide a standard set of hardware and software for the production of JULAC Library Card Pre-Print Card Card Printing Software Card Printer

  15. JULAC Card Printing Solution [cont.] • Tendering process completed last month • Selection process completed early this month • HKUST tender board approved our recommendation early this week • Will be meeting with contractor (Toppan Forms) to start the card design and software development Tender

  16. Card Design Draft Only!

  17. Number of Pre-Print Cards

  18. Advantages of issuing plastic common card • Patrons • Plastics card is more durable than paper card • Card issuing staff • Card printing is fully automated • no manual work, such as card typing and photo attachment • Host library counter staff • No longer need to put barcode on JULAC Cards

  19. JULAC Card Registration System • To provide a system for onsite registration • Decided to develop the system collaboratively by all eight institutions Home Library Host Library Registration Station Patron data Patron identity JCRS - CardRegistrationSystem

  20. JCRS System Architecture Home Library Host Library Web Page A Common Registration Station Web Programto retrieve patron data C Common Web Programto store patron data Print Submit B Local Patron Data Provider OnlineImport e OfflineImport D Local INNOPAC INNOPAC Patron Data Importer Gate DB 5 November 2013

  21. JCRS program development • HKUST is responsible for the development the common portions of the system (Program A and C) • All eight institutions develop their own Program B • Authentication • Getting patron record from INNOPAC • Validation of patron record • Institutions opting for online import will develop their own Program D • Pilot prototype development • Proof of concept • Completed: HKUST, HKBU, POLYU, HKU, CUHK, CITYU • Almost finished: LU, HKIED • Full-scale development has started

  22. Home page seen on the Registration Station(e.g. at CityU)

  23. Web page showing card holder from HKUST retrieving his/her patron data on CityU’s Registration Station

  24. Sample patron datain XML Format

  25. JCRS Administration Interface

  26. JCRS tool – construct jbarcode

  27. JCRS Demonstration

  28. Advantages of the new registration system • Home library • Reduce labor work for processing paper application slips • Do not need to make a photocopy for patron registration at host libraries • Patron • Do not need to make additional photocopies of application slips themselves (7 copies for registration at 7 libraries) • Do not require to present a photocopy of application slips at host Libraries • Host library • Patron record data provided by home library in real time • Data is most up-to-date and accurate • Patron data may be uploaded to host library’s INNOPAC system automatically

  29. Implementation timeline • Both the Card Production and Registration systems are targeted to be completed on 15 April 2014 • Tasks after 15 April 2014 • Institutions begin to issue common cards to new users • New card holders begin to use JCRS • Institutions begin to replace existing paper cards • Batch by batch • Takes a while to completely replace all card • Parallel run of paper and plastic cards – for gate access, circulation and card registration

  30. Outstanding issues and tasks • Card replacement process • Determine how existing patron records are updated in the card replacement process • Determine a mutually agreed date to complete card replacement • Cut-off-date to stop supporting old paper cards • Possibly forcing an expiry date on paper card holders • Card application process • Determine how to make use of INNOPAC’s patron record to store card application data • This is for those that don’t have a card application system/database • e.g. JULAC barcode; card issue date; card expiry date (can be different from the one in the expiry date field)

  31. Outstanding issues and tasks [cont.] • Lost card handling • Issues of concurrently holding both paper and plastic card • Lost card and then found • Lost card picked up and used by someone • Claimed lost card • Resolution: • Must collect paper cards from card holders during card replacement process • Claimed lost card treat as lost card • Lost card notification program enhancement • Current practice: notify via fax among institutions • Enhancement: notify by email via JCRS, to be developed by HKUST

  32. Members of the Task Force • Louisa Lam, CUHK • Peggy Fung, CITYU • Li Yiu On, HKBU • Belinda Kwok, HKIEd • Lisa Kwan, POLYU • Diana Chan, HKUST • K.T. Lam, HKUST (Chair) • VeniaMak, HKUST (Secretary) • Andrew Liu, LU • K.M. Ku, HKU

  33. Thank you!

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