Working with the main item edition screens (CS080 & 82)

After items have been created using CS067, more detail about the type of item it is will need to be added at the item edition level, using a number of screens.

What are the item edition screens?

Creating and updating item editions

The item edition print screen (CS080)

The item edition computing screen (CS082)

What are the item edition screens?

The Item edition screens allow you to enter data about each individual edition of an item. They hold more detailed information than the Item screen. When you create an item, you also create the first edition record automatically and you can go to this if you click on the Item edition button at the bottom of the Item screen (CS067).

Information that is already on the item record is copied automatically onto the item edition record. When you are ready to create a second (or later) edition of the item, you use screen CS073 to do it.

There are five different Item edition screens, divided generally by medium. This is because the item edition record holds information about the item specification and production requirements. Which Item edition screen you see depends on the item type chosen when the item record is created.

Print (CS080)	Includes main text and supplementary material and things like stop presses produced in the CAU. Bought-in print and free print items are also included, as are Unit Zeros. Most admin items are print or computing types, so this guide will only deal with CS080 and CS082. If your admin item is one of the other types below, contact the Planet Helpdesk for guidance.
Computing (CS082)	CD-ROMs, floppy disks, DVD, online items and software licences

The first tab looks the same on each type of item edition record:

Durable and returnable default to N on all but Other materials and Bespoke packaging. You can change them if required, but they may not be blank.
Budget code is a required field. You will not be able to save the record without choosing a budget nominal from the drop down list. However, only those nominals that are relevant to the specific item type will be visible.
Appropriate for e-text use shows the Y or N you entered when the item was created. It is a required field but you can change it using CS080.
Information about the edition's approval status and overall first and last use come from data on the item edition use record (CS087).

Creating and updating item edition records

Entering the screens

When you enter any of the item edition screens, enter the module code or select a unit name and click on Retrieve.
If there are any records of that particular item type already in Planet for your module, you will be presented with a selection list to choose from. If there are none, you will get a message to tell you that there are no records of this type for this module on Planet.

You can also go directly to the item edition record from the item screen by clicking on the Item edition button. If there is more than one edition, you will be shown a list of available editions and you can choose the one you want to look at by clicking on the hyperlink.

Searching for an item edition by public code

You can enter the public code directly into any of the Item edition screens without first having to use CS071 the Item search. So if you only know an item's supp code, you can enter this into the Item edition screen header and retrieve the correct edition.

The only thing to remember is that if you have both an item id and a public code in the header, Planet will look for the record that matches the item id, not the public code. If they are the same, you don't notice anything. But if they are different, you will retrieve the wrong record.

Any module code and edition impression information will be ignored, so you do not have to blank those out as well. You should, therefore, be able to find any record quickly by entering the public ode, blanking out the item id (if it is there) and clicking Retrieve.

Ten and 13 digit ISBNs

The public code field accepts both 10 and 13 digit ISBNs and recognises that there can be two versions of the same number- an ISBN-10 version and an ISBN-13. However, you can only search for an item edition by entering the version that is on the system. So if there is an ISBN-10 recorded on Planet, you can only search the header using the ISBN-10.

If you think the version you have available (if you have the book itself, for example) is not the one on Planet, use CS071 which is able to convert one version into the other when doing a search, so you can find the correct record where the item has the ISBN-13 but the Planet record still has the ISBN-10.

The item edition print screen (CS080)

The three-tab design allows you to see large amounts of information without having to move between screens. Only those tabs that are relevant to an item type will be available for use.

Basic data tab: upper half

If you chose main text, supplementary text or CAU text, you will see this record. Header and item information are carried forward from the Item screen (CS067). The third tab (copublication) will only appear when the type is main text.

You cannot enter a new public code (e.g., supp code or ISBN) using this screen. It will be entered by Production and Presentation Administrative staff via a special Public Code screen (CS086).
Both edition long title and edition short title show what you put originally on the item record. However, both of these fields can be customised for each edition. The long title is the one that will be shown on your contents checklist. It will not appear any place else.

NB: if you save a new short or long title, this will not affect the item title. That will remain as you created it in the item record.

If your item is main text, Copublished (Y/N) must agree with CS142.
Origin is a drop down list. Choose the option that best describes your item. (Once a public code has been allocated, you cannot change origin even if the origin field is blank. Conversely, a public code cannot be allocated unless an origin has been chosen.).
Appropriate for e-text use fills with Y or N depending on what you entered when you created the record. If the field is blank (as it might be for some admin items), enter Y or N or you will not be able to save the record. For a discussion of the effect of changing this marker see “E-text and Use” in the section on CS087.

Basic data tab: lower half

Choose a nominal code from the drop down list and the correct budget centre will appear automatically. Only nominal codes that are relevant to the chosen item type appear on the list. This is a required field. You must complete it in order to save the record. If you try to save without choosing a nominal code, you will get an error message.
You can link two item edition records as versions of one another. Instructions for this are on p. 30.
Modules using this item edition shows any modules with a use record for this item edition, including this module. Note that this differs from the list on the item screen, as it should only modules using this particular edition. The item screen shows use across all editions.

Overall status and overall first and last use	Module materials approval status and first and last presentation on which this item edition is used. Unlike the similar fields on the Item screen which includes all editions of the item, these fields refer to the single edition in the header only.
Type	Shows the item type designated on the item record. Fills automatically from item record.
Public code	ISBN or supp or other OU identifiers. These change with each edition, so they appear on the edition record, not on the item record.
First created for	Tells which module or unit was the original owner of this item. If an item changes owner, the name or module code of its original owner remains on the record.
Presentation specific	From item record. For information. This field can only be changed on the Item screen.
Module materials approval required	From item record. This field can only be changed on the Item screen.
Appropriate for module mailings	From item record. This field disappears when the type is broadcast, online or software licence. It can only be changed on the Item screen.
Edition long title	Fills from the item record, but you can amend it to include up to 50 characters. This title will appear on the automatic contents checklist when that becomes available.
Edition short title	Fills from item record, but you can change it if there are changes to the title for each edition.
Copublished	For main text or computing. Is this item edition being published in partnership with another publisher? For other types, you cannot put the cursor in this field.
Returnable and durable	Is this an edition of an item that must be returned to the University? Both markers default to N as returnable and durable are characteristic of kit items, not of the majority of module items. If you do have returnable and durable items, change the letter to Y. Items can be returnable and not durable, but not the other way around.
Origin	A drop down list allowing you to indicate whether an item edition is produced by the OU completely, partly or not at all, i.e., bought in.
Origin details	Text box allowing you to elaborate on origin.
Appropriate for e-text use	A marker to indicate whether the item is appropriate for use on a module website. Initially Y or N is entered on CS067 when the print item is created. However, it can only be changed on CS080.
Budget centre/ nominal code	Planet only asks you to choose, from a drop down list, a nominal code that is specific to the item type you have chosen. When you save the record, the correct budget centre will appear. This is a required field. You cannot save the record without it. If the item does not match one of the nominals spelled out on the drop down list, use the option ‘other’.
Master version item id/edition number	You can link this record to another one to show that the two are related (e.g., hardback and paperback versions, web and print versions).
Version details	Anything you want to say about the relationship between versions. If you are linking versions, you must fill in this field.
Other versions of this item edition	Lists any other items for which this edition is the master.
Modules using this item edition	Shows a list of modules using this edition. It is specific to this edition rather than inclusive of all editions, as on the Item screen.
Assembly packs using this item edition	Gives a list of assembly packs using this item edition when the edition is part of an assembly. The item id/edn number is a link to the assembly item edition record. This line only appears when the item edition is part of an assembly.

Item specification tab – Print

If the item is being produced by LTS, you might be asked to complete these specification fields. If so, you can do this by keying in information (number of pages, number of words) and by choosing from the drop down lists which give you the current University options for format and colour, cover and binding.
You can add any other details in the item specification details text box.

Specification information may not be available or confirmed when the item records are first created or even when much of the information on the basic data is certain, so the specification fields are optional. They can be filled in as the information becomes available. In order to keep an ‘audit trail’ of changes to the specification, you can run the specification version of REP04 to document changes as they happen.
If several items have the same specification, use the multi-update tool CS070, where this is available, to input specification information and also to update it.

Number of pages	The number of pages expected, as an estimate, for the whole item edition.
Number of words	The number of words expected, as an estimate, for the whole item edition.
Format and colour	A drop down list giving the current University options.
Cover	A drop down list giving the current University options for cover production.
Binding	A drop down list giving current binding types available.

Copublication tab

This tab only appears when an item edition is copublishable, i.e., Main text, CD ROM and DVD only.

Use the Word document to give details of copublication plans. This Word file is used by the print copublication report REP06.
Enter the academic unit and Collaborative Publishing Advisory Group approval dates when they are available.

If you have said that this edition was not copublished, and you enter academic unit approval dates or Collaborative Publishing Advisory Group approval dates, Planet will change the copublished marker on the basic data tab to Y.
If you have said that the item edition was to be copublished and you've entered n/a in the date fields, Planet will warn you and save these as blanks. N/a is valid only when the copublished marker is N.

Copublication information	A Word document with headings relevant to copublication. Click on the HTML icon to see it. Use the standard Planet method for completing Word documents and sending them back to the system.
Academic unit approval date	When did the unit approve the application to copublish?
Collaborative publishing committee approval date	When did the Collaborative Publishing Advisory Group approve the application?

The item edition computing screen (CS082)

Basic data tab

This is the basic data tab for CD-ROMs, floppy disks, online items and software licences. You can look back at the instructions for CS080 to see how to fill in the information.

For online and software licences returnable and durable are blank and cannot be changed.

LTS-produced: this marker is for online items only as it is used by LTS to determine which online items need scheduling for internal production. You should not attempt to complete this field for any other item type.

NB: Software licences for commercial software sent to students as part of module materials are created on Planet by LTS Logistics who contact the relevant PPA to add the licence to the relevant mailing. The purpose of this is to allow an accurate count of licensed software elements being sent to students. The software licence shown on the mailing inventory does not appear on the contents checklist because it is part of an accounting procedure and not a physical item sent to students.

There is only one nominal code option for most computing item types. Planet will give you the right one as default. Online items do not require a nominal code so this field is not available.

Specification tab

Licences required	Are there any licences required for software you are using?
Number of transmissions	How many times is this programme expected to be aired over the life of the module?
Non-standard packaging	Is there anything about the packaging that is unusual?
Non-standard packaging details	If you have answered yes, above, you must give details. You cannot save Yes without giving additional information.

Complete the entry boxes for your item as indicated.

Non-standard packaging: enter Y or N
Non-standard packaging details is an optional field.
What constitutes standard packaging?
CD: two colour print on CD, jewel case, no inserts.

Next: creating an item edition use period