ILS Reports Guidelines- Draft 4-26-11... · Web viewItems not available to fill patron requests get removed from catalog

KEY ILS REPORT GUIDELINES

May, 2011

I. Index…..…………………………………………………………………Page 2

ALLEGHENY COUNTY LIBRARY ASSOCIATIONKEY ILS REPORT GUIDELINES

II. Overview………………………………………………………………...Page 3

III. Reporting Mentor Contact Information……………………………Page 6

IV. Holds Cleanup Reports with View Holds and Create List……...Page 7

V. In Transit Reports by Owning Location/Sending Location…….Page 15

VI. Missing Status Reports – Cumulative/Non-Cumulative………...Page 32

VII. High Demand Holds Report……………………………………….....Page 37

VIII. Patron Clean-Up Reports – No Home Library/Boro/Twp……….Page 40

IX. Withdrawn Reports……………………………………………………Page 42

KEY ILS Reports Overview

REPORT IMPACT FREQUENCY PATRON BENEFIT LIBRARY BENEFITHolds Clean Up Reports

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-- Holds Clean Up with View Outstanding Holds-- Holds Cleanup with Create List

Patron Weekly or Monthly

Patrons receive requested items in a timely manner

Increased circulation by filling more patron requests –may result in more money for the library

In Transit Reports-- In Transit by Owning Location-- In Transit by Sending Location

Patron Monthly Patrons receive requested items in a timely manner

Improved patron service

Missing Status Reports-- Cumulative-- Non-Cumulative

Patron & Library

Monthly More items available to fill patron requests


High Demand Holds Report

Patron & Library

Monthly Increase in number of available items to fill patron requests


Patron Clean Up Reports-- No Home Library-- No Boro/Twp.

Library Monthly More accurate library statisticsIncrease in Library funding

Withdrawn Reports Patron & Library

Items not available to fill patron requests get removed from catalog.

More accurate reflection of library collection.

What reports are critical to consortium operations & with what frequency should the reports be run and acted upon?

Holds Clean Up Reports (Weekly or Monthly)o Holds Clean Up with View Outstanding Holdso Holds Clean Up with Create List

In Transit Reports (Monthly)o In Transit by Owning Locationo In Transit by Sending Location

Missing Status Report (Monthly)o Cumulative

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o Non-Cumulative

High Demand Holds Report (Monthly)

Patron Clean Up Reports (Monthly)o No Registering Libraryo No Boro/Twp.

Withdrawn Reports (Monthly)

Benefits of running the reports on a regular basis

Patrons: Patrons will receive the items they’ve requested in a timely manner (Holds Clean Up Reports & In

Transit Reports)

Holds will no longer trap on items that have gone missing, i.e. items will have correct status of MISSING rather than AVAILABLE (Holds Clean Up & In Transit Reports)

Patrons will receive notification that the items they’ve requested are no longer available (Holds Clean Up & In Transit Reports)

Increase in number of items available for patron requests (High Demand Holds Report)

Library: Increased circulation by filling more requests – may result in more funding for libraries


Reports become more manageable and require less staff effort if done on a continual basis

More accurate library statistics for state and board reporting

Regular running of consortium wide reports means less work for all libraries due to less overall clean up. (i.e. Some reports have a direct impact on other libraries when not followed up on a consistent basis such as the In Transit Reports & View Outstanding Holds)

Collection Development – ensure library has up to date library collections (libraries can replace missing items that are still in demand as well as purchasing additional copies based on patron requests)

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Items mistakenly shelved at wrong location can be returned to rightful owner

Suggestions for running these reports:

Set up a recurring appointment on your Outlook or OWA calendar with a reminder Need help running these reports?

o Contact one of the Regional Reporting Mentoring Contacts if you would like someone to come to your library for a refresher on how to run these reports

o Contact one of the Regional Reporting Mentoring Contacts if you simply have a question about one of these reports

o Open a help desk ticket for assistance.

Regional Mentoring ContactsThe following taskforce members will be available to visit a library where there may be a need for additional training for less experienced staff using the above mentioned reports:

West Region Janet Forton (Scott Twp.) – [email protected] Debi Ryder (McKeesport/ACLA) – [email protected]

East Region Kathy Amrhein (Cooper-Siegel) – [email protected] Debi Ryder (McKeesport/ACLA) – [email protected]

North Region Mary Jean Voigt (Sewickley) – [email protected] MaryLee Resnick (Northland) – [email protected] Kathy Amrhein (Cooper-Siegel) – [email protected]

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mailto:[email protected]








South Region Maureen Case (Upper St. Clair) – [email protected] Denise Hulbert (Whitehall) – [email protected] Sharon Verminski (Mt. Lebanon) – [email protected]

Central Region Jessica Clark (CLP - Brookline) – [email protected] Barry Atkins (CLP Main) – [email protected]

Reporting Mentors Contact List Amy Amoroso (eiNetwork) Kathy Amrhein (Cooper-Siegel) Barry Atkins (CLP) Monroeville Public Library (T.B.D.) Maureen Case (Upper St. Clair) Janet Forton (Scott Twp.) Donna Hedge (eiNetwork) Denise Hulbert (Whitehall) MaryLee Resnick (Northland) Debi Ryder (McKeesport/ACLA) Sharon Verminski (Mt. Lebanon) Mary Jean Voigt (Sewickley) June Rayner (eiNetwork)

Holds Cleanup Reports with View Holds and Create List:

Libraries can use Create List or the View Holds mode in Millennium Circulation to complete this cleanup.

Frequency: The Holds Cleanup Reports should be run weekly for Available, Billed, Missing, Withdrawn, Lost & Paid and Renovation. About once a month, run the reports for the following statuses: Long Overdue, Repair, Storage, Damaged, Bindery, Online, Noncirculating, Display and Staff Use. You should not have to run these reports for InTransit items with stuck holds if you are running the two specific InTransit Reports and checking for holds on those.

Purpose of the Reports:

The Holds Cleanup Reports creates a list of library items that have outstanding holds that have not been filled recently. The procedure identifies items with stuck holds so that libraries can either replace the hold or notify the patron that the item is no longer available.

List the items owned by your library that have outstanding holds for pickup by your patrons and for patrons at other libraries.

List the items that your patrons have requested that have not been filled by your library or by other libraries.

Provide information about the status of available items so that they can be marked missing if needed. This ensures that those items will no longer trap holds.

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Benefit to Libraries:

Patrons will receive the items they’ve requested in a timely manner. Patrons will receive notification that the items they’ve requested are no longer available. Holds will no longer trap on items marked missing. Increase your library’s circulation numbers by filling more requests.

Holds Cleanup with View Holds

Report 1: Stuck Holds on Your Library’s Items

Holds Stuck on Library Items at All Location Codes by Status1. In View Holds mode of Millennium Circulation: Change the “Pick-up location” from “xx Locations

served “ to “All”2. In Limit Display, change “Holds placed before” date to one week prior to the current date.3. In Limit Display window select “Status” from the pull-down menu and type in “Available.”4. Run the report by clicking on “View Outstanding Holds” button. 5. Change the far right column to show Status (not Hold Status) by right-clicking on the symbol in the

column title.6. Change the Call # field to display barcodes by right-clicking on the column title. 7. Sort the list by Location. Left click to the right of the column title “Location.” 8. Scroll to your library’s section of the list.

To Print Stuck Item Holds:9. Open a Microsoft Word document.10. Scroll through the list to display the stuck holds you wish to print (adjust column widths if

necessary).11. Copy the screen, to do so: Hold down the “Ctrl” key Press the “PrtScrn/SysRq” key. 12. Paste the Millennium screen shot into the Word document. To do so: Press “Ctrl” and “v” to paste

into Word. You can use the “cropping tool” to edit out the unnecessary parts of the screen shot. Be sure to press the Enter key once or twice before pasting in the next screen shot.

13. Repeat steps 10-12 to capture all stuck holds from one View Holds report.14. Print the Word document - look up (using barcode) call numbers and write them on the printout.

Repeat steps 2-14 for the other status choices (Billed, Lost & Paid, Missing, Withdrawn, etc.) but use the current date for these.

Actions to take: Check shelf for available items. If possible transfer the holds from missing, billed, lost & paid, etc, copies to other available copies. Replace the hold if the item is available on another bib record. Make sure you change the pickup

location from yours to the one requested on the list. If there are no other copies in the county, cancel holds and send notice.

Item Statuses

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Report 2: Stuck Holds for Your Library’s Patrons

Holds Stuck on Other Library’s Items - For Pickup at Your Library:1. In view Holds mode of Millennium Circulation: Change “Pick-up location “ to “<your library>

Locations Served”2. Select “Status” from the pull down.3. Enter status and appropriate “Holds placed before” date as follows:

Current date: Billed, Lost & Paid, Missing, Withdrawn, and Renovation. (You can cancel or transfer these holds as appropriate by having a second Millennium Circulation window open, or print the report.) 1 Week Prior to current date: Available (Sort list by location before printing to group all material from each library), Staff Use, In Processing.

4. Click Print button (in upper right hand corner) to print the report when necessary.

About once a month run the above report with holds placed using the current date for the following status choices: Long Overdue, In Transit, Repair, Storage, Damaged, Bindery, Online, Noncirculating and Display.

Actions to take for the Printed ReportSolutions for stuck holds in order of preference:

1. Check shelves and pull copy if found. 2. Pull another Available copy of the item if your library owns multiple copies. Transfer the hold to

that copy, check in item, place on hold shelf and call patron if necessary.3. Transfer hold to an available copy at another library (be sure hold is not volume specific) Do Not

mark another library’s item Missing. Be sure to queue hold for paging list.4. If there is only 1 copy of the item in the county, AND no other item level or bib level hold exist, then

cancel the hold and replace it. Do not send a hold cancellation notice since you will immediately be replacing the hold. All information needed to replace the hold is available on the printout. Add

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a note to the new hold stating the date the original hold was placed. (Example: Original hold placed 4/21/2008 npams). Be sure to queue hold for paging list.

5. If there are additional holds on the item or the hold has already been replaced at least once (see hold note) then call the owning library and ask them to check their shelves for the item in question. If found, they should check it in and send it on its way. If the item is not found, please request the owning library mark the item as missing and cancel the hold. If the owning library won’t cancel the hold, you may, but only after the item is marked missing. Be sure to send a hold cancellation notice.

Item Statuses

Holds Cleanup with Create Lists

Procedure using Create List to Identify Unfilled HoldsThe procedure is to create a report of library items that have outstanding holds that have not been filled recently. The procedure should be performed on a routine basis, once per week is recommended. Libraries can use Create List or the View Holds mode in Millennium Circulation to complete this cleanup. This process will find holds stuck on items that have not been filled.

A. Creating Review Files with Create List

Available StatusExample 1Holds placed one week prior to the date the report is run that are stuck on items with an Available status and that are not currently checked out. Stuck holds exist because the person placing the hold may not have selected the option “Place hold; print paging slip” when placing the hold, or the items were missed from being pulled from the library shelves during the daily paging list process.

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1. Item Location starts with <enter library 2 digit location code> (or Location between <enter range of location codes>, or specific location code)

2. Item Hold exists3. Item Loan Rule equal to zero (this will display items that are not currently checked out)4. Item Status equal to - Available <for additional reports enter appropriate item status, such as

Available, Missing, Billed, Lost & Paid, Renovation, etc.)5. Item Updated <use date less than one week prior to date running the report> (or other date range

that you prefer)

Billed StatusExample 2Holds placed that are stuck on items with a Billed status.

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2. Item Hold exists3. Item Status equal to n Billed

Multiple Statuses on One ReportExample3You can run a report for multiple statuses at once by listing the statuses and grouping them together.


2. Item Hold exists3. Item Status equal to r Repair4. Item Status equal to d Damaged5. Item Status equal to w Withdrawn6. Item Status equal to m Missing7. Item Status equal to p Display8. Group the Status lines together by selecting the first status line#3, hold down the shift key, select

the last status line#6, then click the group button. This will add parentheses around the statuses.9. Change the Operators to “OR” within the statuses.

B. Export the Review File to Excel

Select all the bib and item fields you wish to display in the exported excel file.

Example:

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1. Item Location2. Item Call #3. Item Barcode4. Bib Title5. Bib Author6. Item Status7. Item Updated 8. Item Hold9. Bibliographic Location

Follow export instructions in Create List manual.

Note: The Hold information is output in one long string. You can use fields if necessary.Example of Item Holds field from Millennium Create ListP#=1561368, I#=1281485, P=03-13-07, NNB=03-13-07 (0 days), RLA=0, NNA=05-21-09, ST=0, TP=b, PU=xa

P#= -patron number I#= -item number P= -hold placed date NNB= -not needed before date RLA= -limit to location (not used) NNA= -not needed after date TP= -bib or item hold PU= -pickup location

C. Library Cleanup

Libraries should wait to run this report until they are ready to check their shelves and proceed with cleanup or canceling, transferring, or replacing holds.

Libraries should check their shelves for the item. 1. If the item is found, check it in to fill the hold. 2. If the item cannot be located, perform one of the following:

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Only copy: mark item missing, cancel the hold, and notify patron. Additional available copies: transfer the hold and re-queue the item. No available copies: take note of the patrons hold placed date and pickup location. Then

cancel the hold and replace the hold at the bib-level. Taking care to move the patron in the bib hold queue according to their original date placed. Add a note to the hold with the original hold placed date.

All Item Statuses:

Replace Holds Without Printing Screen Shots for Report 1

1. Open two sessions of Millennium Circulation.2. In the first session, run the View Holds as shown in Report 1. 3. When the report is completed, right click on the title and click View Item. 4. Highlight the barcode and copy it (Ctrl + C). 5. Close the item record. 6. In the second session of Millennium Circulation, paste the copied barcode into the search box (Ctrl + V) and

click Search. 7. When the record opens:

a. If there are other available copies, transfer the hold. i. Choose a copy from your own library if there is one available. You will have to pull the

item and check it in as there is no prompt to queue the item.ii. Choose an available copy from another library. Do not change other library’s items to

missing. Choose Yes to queue the paging slip for later printing.b. If there are no other copies, replace the hold.

i. Make a note of the patron’s name. ii. Cancel the hold and do not print a notice.iii. Replace the hold and print paging slip.

c. If there is no other option, cancel the hold and print the notice. i. This occurs if it there is no other copy available on a missing or renovation item. ii. It also occurs if an item has been in transit for a very long time. If there are other holds for

this item, let the owning library know. Do not mark other library’s items missing.8. Repeat these steps for other statuses.

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In Transit Reports by Owning Location/Sending Location:

Frequency: The In-Transit by Owning Library report should be run every month. The In-Transit by Sending Library should be run every six months.

Purpose of the Reports:

The In-Transit reports identify items that have been In Transit for too long. Allows libraries to promptly fill patron holds. Items long IN-TRANSIT are returned to their owning library. Missing items are correctly identified so that they no longer trap holds or show up as available

items in the database.


Patrons waiting for holds receive the item they have requested. Patrons waiting for holds receive notification that the item they have requested is no longer

available. Items correctly labeled “MISSING” rather than “IN TRANSIT” no longer catch holds, thus

reducing wait times for patrons and reducing time spent looking for stuck holds. Items correctly labeled “MISSING” rather than “IN TRANSIT” will eventually be purged from the

database, resulting in a cleaner database that accurately reflects our holdings. Libraries can replace missing items that are still in demand. Items mistakenly shelved at the wrong library can be returned to their rightful owner.

In Transit by Owning Location

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Methods for Running the In-Transit Owning Library Report: Use Millennium Create List in either of these two ways:

1. Use the Saved Searches tab. 2. Create your own query.

If using option 1, “Use the Saved Searches tab” for the In Transit by Owning Library, follow these steps:1. Log on to Millennium Create List using your Username, password, and initials.

2. Highlight an empty review file and click on “Search Records”.

3. Click on “Retrieve Saved Query”.

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4. Click on “Query Name” to sort the files alphabetically. The “Item Status” reports will appear first, such as “!Item Status: In Transit Owning (Library)”. Highlight the “!Item Status: In Transit Owning (Library)” query and click Select.

5. The search criteria will display in your Search window.

6. Edit the query as needed, such as typing a name in the Review File Name box, adding your library initials to the Value A column for LOCATION, and changing the date in the Value A column for UPDATED so that it is one month prior to current date.

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7. Click Search.

8. Click Yes to begin search.

9. Once the status column changes from “in progress” to “complete,” highlight the file and click on “Export Records”.

10. Construct the following table of Export ITEM information:

Line

Type Field

1 ITEM LOCATION (79)2 ITEM CALL # (c)3 BIBLIOGRAPHIC MARC TAG (!) 245|a

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4 ITEM PRICE (62)5 ITEM RECORD # (81)6 ITEM BARCODE (b)7 ITEM STATUS (88)8 ITEM UPDATED (84)9 ITEM MESSAGE (m)

11. Change the Field delimiter to an asterisk (*), click on “Browse” to select an output location, type in a name in the File Name box, and click on Save.

12. Click on OK.

13. Files will begin exporting.

14. When the file stops exporting, open Excel, and retrieve the file in the output location that you selected in step 11. Be sure to change the “Files of type” field from “Excel Files” to “All Files”.

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15. Use the text import wizard, and Excel to create and print an Excel report for the follow-up actions. (See below.)

15. Use the text import wizard and Excel to create and print an Excel report in order to complete the follow-up actions. (See page 10.)

If using option 2 --“Create your own query”-- for the “In Transit by Owning Library” report, follow these steps:

1. Log on to Millennium Create List using your Username, password, and initials.

2. Select an empty review file and click on “Search Records”.

3. Type a name in the “Review File Name” box. Change “BIBLIOGRAPHIC” TO “ITEM” in the “Store Record Type” box. Change “Range” to “Index”; change “AUTHOR” to “BARCODE”, and type in the item barcode range for your library. **THIS METHOD WILL ONLY WORK IF YOUR LIBRARY HAS UNIQUE ITEM BARCODE PREFIX.

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4. Type in the report parameters as shown below:

Term Operator Type Field Condition Value A Value B

1 ITEM STATUS (88)

equal to (=) t

3 AND ITEM UPDATED (84)

LESS THAN (<)

<enter 30 days prior to current date>

5. Click on “Search”.

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6. When asked “Start Searching on ____?”, click “Yes”.

7. When the status column changes from “in progress” to “complete”, highlight the file you want and click on “Export Records”


Line

Type Field

1 ITEM LOCATION (79)2 ITEM CALL # (c)3 BIBLIOGRAPHIC MARC TAG (!) 245|a4 ITEM PRICE (62)6 ITEM BARCODE (b)8 ITEM UPDATED (84)9 ITEM MESSAGE (m)

It will look like this:

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9. Change the Field delimiter to an asterisk (*), click on “Browse” to select an output location, type in a file name for the report, and click on OK.


11. When the file stops exporting, open Excel, and go to the output location that you selected in step 9. Change the “Files of type” field from “Excel Files” to “All Files”. Open the file.

12. Use the text import wizard and Excel to create and print an Excel report for the follow-up actions. (See below.)

Follow-up Actions: Running the reports will identify items that have been in transit for more than one month. Here are the steps to follow once the reports have been run:

1. Look for the items on your shelves. Any item found should be checked in, which will prompt the staff person as to the appropriate next step -- “IN TRANSIT” “ON HOLD SHELF”, etc. Items without holds will simply have their status returned to “AVAILABLE”.

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2. Identify items that have been “IN TRANSIT” for more than three months and cannot be found. These should be marked “MISSING”. Any holds attached to the item should be transferred to another available item. If the missing item is the last one in the consortium, the hold should be cancelled, the “missing” option should be selected, and the hold cancellation notice should be sent to the requesting patron. When cancelling item holds, leave the “IN TRANSIT” message -- this may be helpful information to the owning library. (The actual missing date is often much older than the date the item was finally marked missing.)

In Transit by Sending Location

Methods for Running the In-Transit Sending Library Report: Use Millennium Create List in either of these two ways:

1. Use the Saved Searches tab2. Create your own query.

If using option 1, “Use the Saved Searches tab,” follow these steps:1. Log on to Millennium Create List using your Username, password, and initials.


3. Click on “Retrieve Saved Query”.

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4. Click on “Query Name” to sort the files alphabetically. The “Item Status” reports will appear first, such as “!Item Status: In Transit Sending (Library)”. Highlight the “!Item Status: In Transit Sending (Library)” query and click Select.

5. The search criteria will display in your Search window.

6. Edit the query as needed, such as typing in a file name in the “Review File Name” box, changing the date, and adding your library location to Value A in the MESSAGE field.

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7. Click Search.

8. Click Yes to begin search.

9. Once the status column changes from “in progress” to “complete,” highlight the file and click on “Export Records”.


Line

Type Field

1 ITEM LOCATION (79)2 ITEM CALL # (c)3 BIBLIOGRAPHIC MARC TAG (!) 245|a4 ITEM PRICE (62)5 ITEM BARCODE (b)

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6 ITEM UPDATED (84)7 ITEM MESSAGE (m)


11. Change the field delimiter to an asterisk (*), click on “Browse” to select an output location, type in a file name for the report, and click on Save.

12. Click on OK.

13. When the file stops exporting, open Excel, retrieve the file in the output location that you selected in step 11. Be sure to change the “Files of type” field from “Excel Files” to “All Files”.

14. Use the text import wizard, and Excel to create and print an Excel report for the follow-up actions. (See below.)

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If using option 2, “Create your own query”, follow these steps.

1. Log on to Millennium Create List using your Username, password, and initials.


3. Type a name in the “Review File Name” box. Select “ITEM” in the “Store Record Type” box.

4. Type in the report parameters as shown below:

Term Operator Type Field Condition Value A Value B

1 ITEM STATUS equal to t2 AND ITEM MESSAGE has IN TRANSIT from <enter

your 2 digit library code and the word circ>Example: IN TRANSIT from 3dcirc

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3 AND ITEM UPDATED LESS THAN

<enter 30 days prior to current date>


5. Click on “Search”. When asked “Start Searching on ____?,” click “Yes”.

6. When the status column changes from “in progress” to “complete”, highlight the file, and click on “Export Records”.

7. Construct the following table of Export ITEM information:Line

Type Field

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1 ITEM LOCATION (79)2 ITEM CALL # (c)3 BIBLIOGRAPHIC MARC TAG (!) 245|a4 ITEM PRICE (62)6 ITEM BARCODE (b)8 ITEM UPDATED (84)9 ITEM MESSAGE (m)


8. Change the Field delimiter to an asterisk (*), click on “Browse” to select an output location, type in a file name for the report, and click on OK.


10. When the file stops exporting, open Excel, and go to the output location that you selected in step 9. Change the “Files of type” field from “Excel Files” to “All Files”.

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11. Use the text import wizard and Excel to create and print an Excel report for the follow-up actions. (See below.)

Follow-up Actions: Running the reports will identify items that have been in transit for more than one month. Here are the steps to follow once the reports have been run:

Look for the items on your shelves. Any item found should be checked in, which will prompt the staff person as to the appropriate next step -- “IN TRANSIT” “ON HOLD SHELF”, etc. Items without holds will simply have their status returned to “AVAILABLE”.

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Missing Status Reports – Cumulative/Non-Cumulative:

Frequency: Non-cumulative missing report should be run monthly. Cumulative report will vary by library.

Purpose of the Reports: Indicates what items have been given the “MISSING” status by staff. A cumulative report indicates all items in your collection that have a status of missing. A non-cumulative report indicates items that have been marked missing during a specified

time frame (usually the previous month).

Benefit to Libraries: Items marked as “MISSING” will not become trapped for a hold. Status of items in catalog will be more accurate. Patrons will have easier access to items they are searching for. Allows library staff to search for items that have been marked “MISSING” in the previous

month and, if found, to return their status to “AVAILBLE.” Will alert library staff to which items may be in need of replacement.

Creating a Non-cumulative Missing Report

The query should be constructed as shown below:Term Operator Type Field Condition Value A Value

B1 ITEM STATUS equal to m2 AND ITEM Missing Date equal to [yyyy-mm]3 AND ITEM LOCATION Starts with <enter your 2

digit library code>Term 2, Value A should show the previous month. For example, 2009-01)

Your screen should look like this:

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Click on the “Search” button and wait for the report to run. When the report is finished, export as indicated at the end of this section (pg. 36).

Creating a Non-Cumulative Missing Report with a saved querySaved Query: !Item Status: Missing-Non-Cumulative (Library)

Instead of creating a query, use a saved query by clicking on the “Retrieve Saved Query” button at the bottom of the screen (as shown).

Chose !Item Status: Missing-Non-Cumulative (Library) and click the “Select” button.

The screen below will be displayed.

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You can now edit the location with your library’s two digit location code and the missing date to show the timeframe you wish to report. When the report is finished, export as indicated at the end of this section (pg. 36).

Creating a Cumulative Missing Report

The query should be constructed as shown below:Term Operator Type Field Condition Value A Value B

1 ITEM STATUS equal to m2 AND ITEM LOCATION Starts with <enter your 2

digit library code>

The screen should look like this.

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Click on the “Search” button and wait for the report to run.

When the report is finished, export as indicated at the end of this section (pg.36).

Creating a Cumulative Missing Report with a saved querySaved Query: !Item Status: Missing-Cumulative (Library)

Instead of creating a query, use a saved query by clicking on the “Retrieve Saved Query” button at the bottom of the screen (as shown).

Chose the correct query, ! Item Status: Missing - Cumulative (Library) and click the “Select” button.

When the report is finished, export as indicated at the end of this section (pg. 36).

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Exporting Missing Reports to ExcelFor both the Non-cumulative and Cumulative reports:

Click on the “Export Records” near the top of the screen. Construct the following table of Export ITEM information:

Line Type Field1 ITEM LOCATION (79)2 ITEM CALL # (c)3 BIBLIOGRAPHIC Title (t)4 ITEM BARCODE (b)5 ITEM RECORD # (81)6 ITEM PRICE (62)7 ITEM STATUS (88)8 ITEM LCHKIN (68)9 ITEM IN LOC (70)10 ITEM INT NOTE (x)11 ITEM MISSING DATE (g)

The screen should look like this:

Chose a folder and file name for the report and click “OK.” The file will be exported to Excel.

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High Demand Holds Report:

Frequency: This report should be done on a monthly basis.

Purpose of the Report:

The High Demand Holds Report has taken the place of the Popular Titles Report. It lists the titles in the database that have the highest holds on them either per consortium or by individual pickup library location.

The High Demand Holds report works with preset thresholds that can be set by material type and by library. If the number of holds per item exceeds the threshold, that title is included in the report. A system wide report may be run, or the report can be run for a specific pickup location.


This report helps in the area of collection development by providing the following:o Titles soon to be published that are in the system via order records that are

already accumulating a high number of holds.o Titles that many of your library’s patrons have outstanding holds on.

The report can be exported to tabbed text or a csv file, which can be imported into Excel for further analysis.

The system wide report lists the following items Title Author Material Type System Holds (bib and item holds) System Items

The report for a specific pickup location also includes Local Holds and Local Items.

Setup is required & should be requested through the eiNetwork Help Desk:1. Users must be authorized for function 317 (High Demand Holds Report)2. Login must have High Demand Holds mode enabled.3. Thresholds must be set for the pickup location for which the report will be run. This is one of the

tables that can be populated under Circulation Parameters.

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How to Run the Reports1. Log on to Millennium Circulation.2. Click the icon to enter High Demand Holds mode.

1.

3. Select either System Wide Thresholds or Selected Pickup Location, and then select a Pickup location from the drop down list.

4. Click Create Report.

5. Click on any column heading to sort by the values in that column.

6. To export, click the Export icon on the toolbar at the top of the window.

7. Select one of the output options – csv text is the easiest to import into Excel.Print to a fileSave as comma separated values (csv) textSave as tabbed text

8. Navigate to the directory where you to want to save the file, and enter a file name.

9. Click Export.

Add High Demand Holds Mode to Millennium Circulation Login:

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Add Permission 317 (High Demand Holds Report) to the following initials:

Hold Thresholds for Hold Pickup Location:

Code Material Type Hold Threshold (Number of Holds)

- Default You do not need to specify a threshold for each material type. Any material type without a threshold will use the default. For example, if you want to specify a different threshold for Blu-Ray discs from all other materials types, you can enter a separate threshold for Blu-Ray, leave all the other material types blank, and enter a default threshold.

a PRINTED MATLb ARCHIVAL MATLc PRINTED MUSICd MS MUSICe PRINT MAPf MS MAPg VIDEOh DVDi SPOKEN CASSETTj MUSIC CDk 2-D GRAPHICl MUSIC LP/CASSEm ELECTRONIC RESn SPOKEN CDo KITp MIXED MATq LARGE PRINTr 3-D OBJECTs DIGITAL IMAGEt MANUSCRIPTu SPOKEN MP3v MUSIC MP3w MAGAZINEy EAUDIOz EBOOKSx EVIDEO2 MICROFORM3 BLU-RAY

Patron Clean-Up Reports No Home Library

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No Boro/Twp.

Frequency: These reports should be done on either a monthly or quarterly basis to ensure that all patron records are complete and accurate

Purpose of the Reports: Accurate, up-to-date patron records Direct impact on some library funding (RUR Reports) Reduce the number of potential duplicate patron records Accurate statistics for library boards Help to identify a potential need for training for certain library staff More accurate account of your library patrons for potential fundraising efforts (mailing lists,

etc.)

Benefit to Libraries: By running these reports on a regular basis, they become easier and more manageable and

will require less staff time on an ongoing basis If all libraries in the consortium run these reports on a regular basis, it results in less work for

ALL libraries due to less clean up. By running these reports on a regular basis, it will ensure more accurate library statistics for

state reporting and monthly board reports (accurate accounts of your registered patrons, home library patrons and circulation statistics for patrons who reside in your service area)

How can I access these reports? Millennium Create Lists Can use Saved Queries – all eiNetwork Saved Queries appear at the top of the list (starting

with an !) when sorted alphabetically – OR - Create your own library query to run these reports

Millennium Saved Queries

No Home Library – Patron Clean Up Report

The search query should be as shown below:Term Operator Type Field Condition Value A Value B1 PATRON HOME LIBR equal to none

Patron Clean Up Reports –

Saved Queries

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2 AND PATRON REG LIBR equal to <enter your library registration code>

Construct the following table of Export ITEM information:Line

Type Field1 PATRON RECORD # (81)2 PATRON BARCODE (b)3 PATRON INITIALS (j)4 PATRON REG LIBRARY (46)5 PATRON HOME LIBR (53)6 PATRON BORO/TWP (126)7 PATRON CREATED (83)8 PATRON UPDATED (84)9 PATRON ADDRESS (a)

No Boro/Twp. – Patron Clean Up Report

The query should display as shown below:Term Operator Type Field Condition Value A Value B1 PATRON BORO/TWP equal to 02 AND PATRON REG LIBR Equal to <enter your library

registering library code>

Construct the following table of Export ITEM information:Line

Type Field1 PATRON RECORD # (81)2 PATRON BARCODE (b)3 PATRON INITIALS (j)4 PATRON REG LIBRARY (46)5 PATRON HOME LIBR (53)6 PATRON BORO/TWP (126)7 PATRON CREATED (83)8 PATRON UPDATED (84)9 PATRON ADDRESS (a)

Withdrawn Reports

Frequency: Run by eiN each month

Purpose of the Reports: To make sure that both the ICODE2 and STATUS are marked

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Benefit to Libraries: More accurate reflection of items in Catalog (visible to public)

Two reports are displayed: Deleted Items and Not Deleted First tab (Deleted items) were coded correctly and have been withdrawn from Millennium Second tab (Not deleted) must be corrected by libraries in order to be withdrawn from Millennium

Make sure that ICODE2 and STATUS are both marked w (withdrawn)

If only STATUS is marked, the item will not be withdrawn from IIIIf only ICODE2 is marked, the item will be suppressed from the OPAC and patrons will not see it

In some cases, items are checked out or on the shelf but the ICODE2 status is mistakenly marked withdrawn, thus suppressing it from the OPAC

Tip: A Macro can be set up to easily withdraw items using one keystroke. See the Member Page under ILS System for III for details on setting up Macros. http://www.einetwork.net/member/ils.html

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http://www.einetwork.net/member/ils.html


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Documents

ILS Reports Guidelines- Draft 4-26-11... · Web viewItems not available to fill patron requests get removed from catalog