Kendall Staff Training
Opening Procedures: What Needs to Be Done and How to Do It
July 8 & 15, 2016
9-10:15AM, 3rd floor conference room and other floors
Presented by Karen Luik & Nagma Akbar
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Objective: To review the procedures that need to be completed before the library opens to the public.
Description: Review each task on the Daily Opening Checklist, including what needs to be done and why. Demonstrate procedures on site and identify areas needing further information.
| DAILY OPENING CHECKLIST |
| * | If you're the first person in the building -- Disarm the alarm |
| | | |
| Lobby & Drive-Up | 2nd floor | 3rd floor |
| 1 | Turn on equipment and software: sorter, computers, self-checks | Turn on lights and open blinds (unless needed for sun control) | Turn on lights and open blinds (unless needed for sun control) |
| 2 | Load cash drawers and complete daily deposit if needed (see procedure below) | Turn on equipment and software: computers, AllCirc | Turn on equipment and software: computers, AllCirc |
| 3 | Get gate count and record on stat sheet | Get laptops from charging cart | Bring gaming keys from workroom, turn on screens, unlock desk cabinet |
| 4 | Get book drop bins and run through sorter | Check in newspapers and rotate old papers | Make sure gaming equipment charged and ready to check out |
| 5 | Print Clear Hold Shelf List and pull expired items | Refresh new book and other displays | Refresh new book and other displays |
| 6 | Run yesterday's pick-up carts through sorter | Pick up unshelved items and straighten furniture | Pick up unshelved items and straighten furniture |
| 7 | Before opening turn on all lights | Take empty carts to the Lobby | Take empty carts to the Lobby |
| 8 | Start slideshow | Start slideshow | Start slideshow |
| 9 | Unlock doors | Unforward phone | |
| | | |
| 1 | Weekly: Clean sorter belt, replace stats sheet | Weekly: Replace stats sheet | Weekly: Replace stats sheet |
| 2 | As Needed: Replenish desk supplies | As Needed: Replace stats sheet, replenish desk supplies | As Needed: Replace stats sheet, replenish desk supplies |
PROCEDURES FROM QMS:
Purpose: Before opening the building to the public, a standard set of steps should be completed to ensure a smooth and stress-free opening of the library.
Scope: This procedure identifies the steps to be followed before opening.
Responsibility and Authority: Frontline staff and managers may be responsible for opening duties at their facility. Review the daily work schedule once you arrive at your location to see if you are assigned these duties. If so, perform the following steps:
Work Instruction:
Processing money:
Open your safe and remove: the blue money bag(s) from the previous closing and the cash. (The amount should equal your branch’s regular starting amount.)
Tear off the credit card settlement slip from the credit card machine (this prints out at approximately midnight every day). Photocopy this slip. Insert the copy in the “Deposit Records” binder used to keep a record of the daily closing reports. Insert the original in the most current blue deposit bag.
Proceed to the computer linked to the cash drawer. Count the opening day’s cash. Resolve any money discrepancies, should they exist. See Daily Deposit.
Once the monies have been counted and discrepancies resolved, the money bag(s) are ready to be picked up by delivery. Locate the Bill of Receipt book. Enter appropriate information in the From, Released by, and Bag # items. Store this information with the money bag(s). The money bag(s) are now ready to be picked up by delivery.
Check Service Points
Replenish supplies as needed (folded yellow library card information sheets, library cards and applications, pens, golf pencils).
Prepare current day stats sheet.
Remove clutter.
Walk through public areas to pick and straighten up as necessary, including resetting any furniture that was moved the previous day.
Computers
Ensure reservation kiosk and public computers are working.
Retrieve laptops and plug in laptop cart if one exists at your location.
10 minutes before opening, restart all service desk computers. Open web browser, Sirsi Workflows, Smart Money and Reservation system.
Bookdrop
Process material located in your bookdrop prior to opening your location. Backdate all items to previous open day.
At opening time, lock the bookdrop (if applicable at your location).
Newspapers and Serials
Phones
References: Associated policies or guidelines
Forms: Related forms or records for process
Purpose: To outline the proper procedure for preparing the daily deposit.
Responsibility and Authority: All frontline staff
Work Instruction:
At the end of the business day, the drawer should be closed out and counted:
Log into Smart Money Manager (Note: After 5 minutes of inactivity users are automatically logged out)
Click on the SMM icon located in the operations/system tray at the bottom of computer screen.
Enter your employee ID (i.e. e123456).
Enter your password.
Open the Cash Drawer
Double click on ‘No Sale.’
When prompted to enter amount click ‘OK.’
‘Check Out’ with the ‘Payment Type’ Cash. The available payment types are located at the bottom right of the SMM screen. The default payment type is Cash.
Leave the Amount tendered as $0 and click ‘OK.’
Cash Drawer will open.
“No Sale” should always reflect $0.00 amount.
Run Cash Drawer Count Report and Merchandise Category Report.
Cash Drawer Count Report:
Click on Reports.
Click on Cash Drawer Count.
Select Zone (Location).
Select Terminal.
Select Current (if it is for today) and click Submit. If report is for previous day select History and change date accordingly.
Enter Opening Balance (amount of money in the till at the beginning of the day).
Enter ALL Currency and Coins in the drawer. (Note: enter the number of dollar bills or coins, not the amount of money they total to. For example, if you have one $5 bill, enter 1.)
Click Submit at end of the report.
The resulting report should give you the total transaction amounts and if you are over or short.
Print two copies of the report; one copy of the report should be kept for location files and the second copy should be included with the money in the Fines envelope.
Fill out the rest of the report by hand:
Write your branch name on top of report,
Total Amount Enclosed Cash + Checks + Credit Cards =
Counted by: Print name + Signature
Confirmed by: Print name + Signature
Close Report.
Merchandise Category Report
Select Zone (Location).
Select Terminal.
Select Current (if it is for today) and click Submit. If report is for previous day select History and change date accordingly.
Print three copies; one copy should be placed in the Fines envelope, one copy in the Book Sale envelope, and one copy is retained in the location’s files.
Separate out the money for the opening till and place the rest of the cash and the charge and check receipts in an envelope for deposit the next day.
The next morning:
The Telecheck machine should print the settlement receipt for Credit card and check transactions for the day.
If the settlement does not automatically run, staff can press CREDIT then MORE and CREDIT then CLOSE to print the report. For check transactions, press CHECK and then CLOSE.
Include the settlement receipt with the daily deposit.
See also: Accepting Payments (Smart Money)