Order Record Information for Pika

This documentation describes how order records are handled for the different ILS products with which Pika is integrated.

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How are order records handled in Pika?

The order record settings are in the configuration file and are maintained by Marmot staff for Marmot members and Discovery Partners. Pika handles order records differently for each supported ILS.

Sierra

Pika handles Sierra's order records using two different methods. The preferred and most accurate method fetches order records from Sierra DNA using the Acquisitions Module.

Some consortiums using Sierra use a blended method to determine order records, in which the Acquisitions Module and a simpler Dummy Item with specific statuses are used in conjunction.

In either scenario, Pika is attempting to accomplish two tasks :

• Display on order records in the catalog so holds can accumulate on the bib and display as on order.

• Once the physical item on order arrives at the library and is processed, the catalog should reflect it and convert the order record to a regular item record.

Sierra DNA from Acquisitions Module Method

• Bib records without item records will display if the bib has order records

  • Order records on a bib are different than normal item records

• Extract or fetch order records with specific ‘order statuses.’

Order records extracted from Sierra DNA allow Pika to display the number of copies on an order easily. Multiple orders might be on a single bib, and every order has a sum number of copies.

Item details in the Staff View section of a grouped work provide more detailed information about both on order items and regular item records. The Is Order Item and Detailed Status columns are good reference points.

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What Pika Extracts from Sierra DNA

• Pika queries Sierra DNA for order records that have certain conditions 

• There are two factors that Pika depends on when fetching order records from Sierra DNA

  • The first condition is order record status

    • The default setting is  ‘o’ On Order or ‘1’ On Hold 

      • Current setting value for Marmot’s Pika server

    • o, 1, and a are common order record statuses used by many Sierra systems

    • If an order record is uncategorized, it will not display in Pika until a library creates the item record.

  • The second condition is the combination of CDATE and RDATE, as noted in the Settings options below

• Pika next filters when an order record switches to an item record. Pika references two key order record dates. 

  • Pika references the catalog date or CDATE. 

• Pika references the received date or RDATE.

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Order Record fetching from Sierra DNA

• Suppression and exclusion settings for Pika Order Record Extraction for Sierra DNA order records

• The chosen setting depends on the point in the Acquisitions workflow when the item record for the corresponding order record is created.

• Pika needs to be configured to determine when Pika stops using the order record for the catalog as an order record.

Setting Options

• Received date gets set in the order record

  • suppressOrderRecordsThatAreReceived

    • If set, this ignores entries with a set received date of today or earlier.

    • If an order record only has a received date entered, then records with a received date but not a cataloging date are not fetched as an order record.

• Catalog date gets set in the order record

  • suppressOrderRecordsThatAreCatalogged

    • If set, this ignores entries with a set catalog date more than one day old (a day to allow for the transition from order item to regular item)

    • If an order record only has a cataloged date entered, then records with a cataloged date but not a received date are not fetched as an order record. 

• Catalog date and received date both get set in the order record

  • suppressOrderRecordsThatAreReceivedAndCatalogged

    • If this only ignores entries with both a received and catalog date, and a catalog date more than a day old. 

    • If an order records both the received date and cataloged date entered, then records are not fetched as order records.

• None of these options

  • This is the fourth unofficial setting or condition, meaning that none of the suppression options are being used as order record dates. The only filtering factor in this scenario would be the order record status.

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Display Process for Sierra DNA order records in Pika

• on order bibs must have an order record to display properly in Pika

  • Pika automatically suppresses itemless bibs. If an on order bib does not have an order record determined by the extract process, the bib will be suppressed.

  • You can verify that there are no item records by looking at the item record sections (typically 9XX fields) of the record in the Staff View in Pika.

• Pika fetches from SierraDNA and extracts lists of order records. Those order records are associated with the appropriate bibliographic record during indexing processes. Pika creates its item information and treats it as an order record.  

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Pika Settings for Sierra DNA Order Records

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Dummy Item Handling

Dummy items are straightforward for Pika and can be used by any ILS/circulation system. Pika handles dummy items as normal item records with a corresponding on order status.

For Sierra libraries, dummy item handling is agnostic of the Sierra DNA order record extraction process. Please review the Dummy Records for On Order Bibs documentation for more detailed information about dummy item handling in Sierra.

Records with dummy items with a status that Pika translates as On Order

Pika translates certain item statuses as provided by the library as On Order. Dummy items determined as On Order by status are configured by Marmot staff for the global Pika instance.

For example, Marmot member libraries using separate Sierra servers have different item statuses for dummy on order records.

• MLN1

  • item status q

• MLN2

  • item status r

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Sirsi Dynix Horizon

• Order records are included in the regular bib extract process. Item order records have an order status on a dummy item. 

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Sirsi Dynix Symphony

• Order records are not included in the normal MARC export and necessitates a separate process to deliver order records.

• A separate order record file is delivered via email to the FTP server on a daily basis. The file contains known order records from a report from the ILS. It is a simple CSV file that includes the record number, author, title, and ISBN.

• Brief MARC records are built by the Pika extractor to represent these order records.

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Order Records Facet

Order records can be displayed in the Added in the Last facet

There are two options when displaying On Order records in the Added in the Last facet, as detailed in the Searching configuration documentation.

The Include On Order Records in All Date Added Facet Values option will include On Order records in the corresponding values listed in the Added in the Last facet. If this option is toggled off, On Order records will display in their own line in the Added in the Last facet.

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Records To Include

• If an individual library in a consortium does not enable the Include Items On Order option in the Records to Include section at the ILS/consortium level, any order records and dummy items from other libraries are excluded from search results in the individual library’s Pika interface.

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Related Documentation