Acquisitions Department and Library Budget Office
Contingency Plans for System Down Time
Acquisitions Department
Short, unplanned emergency under 24 hour
Essential work
- rush orders by phone
- receiving rush orders
Off line work
- locate Patron Request items
- statistics
- end processing
- problem solving
- order returns
- open packages in shipping room
- organize approval material
- some thesis processing
- open mail
- account for incoming orders
- assign vendors to orders
- some invoice processing
If Unicorn is unavailable but there is Internet access
- search Collection Manager
- search Bookfinder
Unplanned emergency of more than 24 hours
Essential work
- rush orders by phone
- receiving rush orders
Ordering, without preorder searching, can be done by telephone, using the
date as a purchase order number. The order can be created on Unicorn once
it is available. If necessary, rush orders can be received by manually
marking invoice as received. The order record can be updated once
Unicorn is available.
Off line work
- end processing
- statistics
- problem solving
- order returns
- open packages in shipping room
- organize approval material
- some thesis processing
- open mail
- account for incoming orders
- assign vendors to orders
- some invoice processing
If Unicorn is unavailable but there is Internet access
- search Collection Manager
- search Bookfinder
Planned extended down time
Essential work
- rush orders by phone
- receiving rush orders
Off line work
- statistics
- end processing
- problem solving
- order returns
- open packages in shipping room
- organize approval material
- some thesis processing
- open mail
- account for incoming orders
- assign vendors to orders
- some invoice processing
- update department procedure manual
- recurring order maintenance (notifying vendors of new purchase order numbers and address changes)
- restock office supplies
If Unicorn is unavailable but there is Internet access
- search Collection Manager
- search Bookfinder
- update department procedures on webpage
Libraries Budget Office
Short, unplanned emergency under 24 hours
Unplanned emergency of more than 24 hours
Planned extended down time of two weeks or less
Essential work
- None (Invoices would not be paid)
Off-line work
- Filing
- Problem-solving
- Preparation of invoices for entry into Unicorn
Planned extended down time of more than two weeks (Unicorn available in read only mode)
Essential work
- Process invoices manually with information obtained from read-only Unicorn. Maintain records offline for entry into Unicorn when system becomes available.
