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Textbook Inventory System –Designing, Building and Using
Robert Gulick, EdD
DBA/Technology Trainer
Carmi Gulick
Fifth Grade Teacher
Parma City School District
Why an Inventory System?
• From the Vendors
• Districts spend millions on textbooks
• Average district looses 5% - 10% of their collection yearly
• It is February. Do you know where your textbooks are?
Why an Inventory System?
• From our Experience
• Textbook found in hallway / parking lot
• Local library returns a textbook
• Student A 'borrows' a textbook from Student B to turn it in at the end of the course
Why an Inventory System?
• From our Experience
• How damaged was a book when it was issued to a student
• Locate unused copies of a book at another building
What was Available in 2000?
• A few PC based solutions
• Building Based
• More like Library Systems
What We Needed
• District wide system
• Web based
• Track books to building, teacher, student
• Transaction history
• Record condition, purchase value
• Mobile updating and teacher updating
Technologies Utilized
• Database• SQL Server 7 (now on SQL2000)
• Web interface for teacher, building, district access• Macromedia UltraDev, ASP on IIS
Technologies Utilized
•Mobile Handheld Laser Scanner
•Symbol Palm OS based scanner
•Custom Software for Handheld
•SatForms used to write the Palm program•Program used to record assignments / returns
Technologies Utilized
• VisualBasic 6• Used to write the client program to transfer
data from Palm to central database
• Laser and CCD Scanners already in Media Centers• Student Barcode ID - Already in use for
Media Center
Technologies Utilized
•Bar Code Labels•1-5/8" x 5/8" rectangle with round corners. White gloss, black ink, permanent adhesive, clear protective plastic over-laminate.
•9 digit code 39
•Interstate Label
•Middle of inside back cover
Workflow
•Textbook Processing Center
•Barcode the books (publisher?)
•Record the book info (ISBN, barcode, cost, PO)
•Transfer books to building
Workflow
•Building Level - Issue Books
•Building assigns books to teachers
•Building or teacher assigns books to students
•Web Tool or Palm Scanner
Workflow
•Building Level – Return Books
•Building or teacher returns books
•Web tool or Palm Scanner
•Building transfers books
Information – District
Summary
Info
rmati
on
Dis
tric
t Sum
mary
+ D
rill
Dow
n
Information - Find Unused Books
Info
rmati
on
Find U
nuse
d C
opie
s
Information - Current Book Status
Info
rmati
on
Curr
ent
Book
Sta
tus
Information - Book Transaction
Info
rmati
on
Full
Tra
nsa
ctio
n H
isto
ry
Information - Student Information
Information – Current Student Information
Information – Historical Student Information
Problems / Limitations
• Not accurate (GIGO)
• It may only be 85% accurate but that beats 0% accurate
• Not being done
• Less people to do the work
• People do not view it as important
Results – By the Numbers
On File(5/1/01)
Items 62,870
$ 2,979,000
On File(5/1/01)
KnownLost /
Destroyed
Items 62,870 314
$ 2,979,000 15,872
On File(5/1/01)
KnownLost /
Destroyed
Issued before 7/1/04
Items 62,870 314 1,807
$ 2,979,000 15,872 95,505
On File(5/1/01)
KnownLost /
Destroyed
Issued before 7/1/04
Issued before 7/1/03
Items 62,870 314 1,807 201
$ 2,979,000 15,872 95,505 10,276
515 items ($26,128) instead of 8966 items ($424,879) using 5% yearly loss
Current Vendors
• http://tbinv.com/• Textbook Inventory
• http://www.textbooktracker.com/• Textbook Tracker
• http://www.hayessoft.com/• TIP - Textbook Inventory Program
• http://www.fsc.follett.com/• Destiny Textbook Manager