Snark Hunting Using Millennium for ACRL Annual Statistics Matt Polcyn 2009 OPAL Conference

Snark HuntingUsing Millennium for ACRL Annual Statistics

Matt Polcyn2009 OPAL Conference

Using Millennium for ACRL Annual Statistics

• Focusing on statistics that can be ferreted out of Millennium

• More than one way to do it• Can feel like a “snark hunt” at times

Image from: “The Hunting of the Snark” by Lewis Carroll, eBooks@Adelaide

Part 2: Volumes

• Q1: Volumes held end of year– Q1a: Volumes held beginning of year– Q1b: Net Volumes added during year

• Q1b(i): Volumes added (gross)• Q1b(ii): Volumes withdrawn

Part 2: Volumes

• Q1a = Volumes held beginning of year• Q1b = Net volumes added during year

= Q1b(i) – Q1b(ii) = Additions - withdraws

• Q1 = Q1a + Q1b• Q1 = Q1a + (Q1b(i) – Q1b(ii))

Part 2: Volumes

Instructions:• Must be “cataloged, classified and made ready

for use”• Includes:

– Periodicals (even those shelved in alphabetical order)

– Government documents

Part 2: Volumes

• Excludes:– Microforms– Maps – Non-print materials (videos, cds, etc.)

Part 2: Volumes

• Q1a: At beginning of year, create a list of items to be included

• Q1b(i): At end of year, create a list of included items created between beginning and ending of year

• Q1b(ii): At end of year, create a list of items withdrawn during year

Part 2: Volumes

• Fill into equation:

Q1 = Q1a + (Q1b(i) – Q1b(ii))

Part 2: Volumes

Q2: Number of monographic volumes purchased

• If using acquisitions module: – Create list of order records for monographic

purchases– Generate Mil Stats “field stats” report, looking at

“piece count” column– Requires coding the order record volumes field

accurately

Q2: Monographic volumes purchased

Q2: Monographic volumes purchased

Part 4: Expenditures

Q15: Total Library Materials Expenditures• Q15a: Monographs• Q15b: Serial titles, including periodicals• Q15c: Other library materials

– Serial backfiles, charts, maps, av materials, etc.

• Q15d: Miscellaneous– Bib utilities, memberships, security equipment

Q15: Expenditures

• Using acquisitions module:– Create hierarchical fund codes on most atomic

level possible– Use “fund hierarchy” groupings to combine all

monographic or serial funds– Use “old hierarchy” numbers since reporting is a

year behind

Q15: Expenditures

Q15: Expenditures

Q15: Expenditures

OR:• Use one of the order record code fields

(CODE1, CODE2 or CODE3) to indicate which grouping record should fall into

• Generate report at fiscal year end:– Create list of records with payments during period– Create a Mil Stats “field stats” report based orders

in that list

Q15: Expenditures

Q15: Expenditures

Q15: Expenditures

Q15: Expenditures

…. Might be simpler to use data from business office.

Part 6: Circulation

• Q32: Number of initial circulations excluding renewals

• Q33: Total checkouts which include renewals

• Instructions: Exclude reserves or checkouts when on reserve

Q32: Number of initial circulations

• Use Web Management Reports Circulation Crosstab

• Need to use Crosstab report to allow excluding circulations for reserve material

Q32: Number of initial circulations

BUT WAIT ….

• Instructions ambiguous:– Should you include your own items picked up at

another institution??


Web Management Reports:

• Two interfaces:– Spreadsheet interface:

http://cat.opal-libraries.org/iii/webrpt

– Browser interface: http://cat.opal-libraries.org/manage

• Use spreadsheet interface if you need to exclude data from the system generated report

Crosstab via spreadsheet interface








Q33: Total checkouts including renewals

AGAIN:

• Use Web Management Reports Circulation Crosstab

• Need to use Crosstab report to allow excluding circulations for reserve materials

Renewal crosstab via spreadsheet

Part 6: ILL

• Q34: Filled requests provided to other libraries

• Q35: Filled requests received from other libraries or providers

• Tricky instructions:– Include electronic copies sent– Exclude requests for locally owned and available

on shelves– Emphasis on “filled” requests

Part 6: ILL (cont.)

• Q34: Filled requests to:A. OPALB. OhioLINK via PCIRCC. OCLC

• Q35: Filled requests from:A. OPALB. OhioLINK via PCIRCC. OCLC

Q34a: Filled request to OPAL

• Use circulation crosstab for checkouts:1. Generate report for appropriate date period2. Remove stats for others’ items 3. Remove stats for your patrons4. Remove system generated totals5. Use Excel to sum

Q34b: Filled request to OhioLINK

• Use OhioLINK Web Management Reports Fulfillments report

http://olc1.ohiolink.edu/manage

1.Generate report2.Look for your institution as “owning site”3.Exclude fulfillments to your own institution

AND to other OPAL institutions

Fulfillments to OhioLINK report



Q35a: Filled request from OPAL

• Use circulation crosstab report for checkouts:1. Generate report for appropriate date period2. Remove stats for your items 3. Remove stats for others’ patrons4. Remove system generated totals5. Use Excel to sum

Q35b: Filled request from OhioLINK

AGAIN:• Use OhioLINK Web Management Reports

Fulfillments reporthttp://olc1.ohiolink.edu/manage

1.Generate report2.Look for your institution as “borrowing site”3.Exclude fulfillments from your own institution

AND other OPAL institutions

Fulfillments from OhioLINK report

Part 6: ILL

• Q34c and Q35c can be found at:http://www.stats.oclc.org

• Q34 = Q34a + Q34b + Q34c• Q35 = Q35a + Q35b + Q35c

Part 7: Networked Resources

Q51b: Number of virtual visits to library’s catalog

• Can get estimates of usage from Google Analytics reports, however:– Can’t associate off-campus searches with specific

library– Can only provide on-campus stats– May not be able to separate in-library use

Additional Resources

• Elluminate Training:http://www.opal-libraries.org

• Resources and Support• Training• Elluminate Training Archives

• CSDirect:http://csdirect.iii.com

• Ask [email protected] for username and password

Questions??


Documents

Snark Hunting Using Millennium for ACRL Annual Statistics Matt Polcyn 2009 OPAL Conference