General
End Of Year

Boreham Library Staff Manuals

End Of Year Manual

version 2007.07.26.a

Note: minor changes in menus and wording may occur with each upgrade. Just read the menu carefully and select the correct item wherever it is.

The end of the fiscal year is June 30. However, the end of the calendar year is not, so statistics need to be kept in such a manner as to allow for calendar year reports on IPED, etc.

WARNING: all reports should be run before adding, clearing or zeroing counters in records.

The SCAT table is the Statistical Counting Table, and is arranged in our system by Dewey call number. This was set up and all staff had a chance to check it and make suggestions. While not set in stone, it should be changed only at the EOY in order to keep accurate statistics. With the SCAT table, it is possible to see how much circulated by what patron types, and other information, by each call number or range of call numbers. [NOTE: the financial data is based on order records, which are not used here -- therefore, ignore the $ column(s).]

Click for Web Management Reports.

As of FY2006, the Library is no longer using the III Acquisitions system or the order records.
This system is not compatible with the campus Banner system, and therefore requires too much extra work to maintain.
Quick Links:

Replacement of Tapes

Tapes should be replaced after 50 uses or once a year. We use a rotating group of 14 tapes (2 weeks worth), labeled by the day of the week for week 1 and week 2.

Management & Statistical Reports

Telnet Reports

  • Can do from Management. Use Review List or range of bib numbers as the basis for each report.
  • Cross tab from any two data elements existing in records.
  • Statistical based on call numbers.
  • Monthly
  • Reports based on any other data elements for statistics.

Web Management Reports

  • Materials are primarily done for Acq/Cat by the SCAT tables.

  • Age of Collection - this can be done anytime; it is not vital to the EOY unless comparing to see any improvement.

  • Fund Reports - can be done anytime but should be done for fiscal EOY. Just a budget / spent / encumbered / free balance report for funds.

  • Vendor - reports on number of orders, invoices, etc. Only useful to analyze vendor behavior.
  • Collection Development

    • This report presents statistics on Cataloging and Circulation activity over a selected time period, grouped by SCAT range. Data reported for each SCAT range are:

    • Size of Collection: Items: the number of total items in the SCAT range
    • Items Added: new items with CREATE date in the time range specified
    • Bibs Cataloged: Bibliographic records with a CATDATE in the time range specified
    • # of Orders Received: Order records with RDATE in the specified range [NOT RELEVANT HERE]
    • Orders with Payment: number of orders with PAID field PAID DATE in specified date range [NOT RELEVANT HERE]
    • $ Amount of Orders: dollar amount of PAID fields with PAID DATE in specified date range [NOT RELEVANT HERE]
    • # of Check Out: number of circulation check-outs in date range
    • Average $ per Order: $ Amount of Orders divided by Orders with Payment [NOT RELEVANT HERE]
    • Average Circulations: # of Check Out divided by Items Added
    • Avg $ per Circulation: $ Amount of Orders divided by Bibs Cataloged [NOT RELEVANT HERE]
    • Average $ per Circulation: $ Amount of Orders divided by # of Check Out [NOT RELEVANT HERE]

Collection Development reports are designed to serve as annual reports, because the averages that the report displays need a bulk of data to provide good statistics. When you select the Collection Development menu button, select a report from the pull-down menu of Available Reports and click on View:

To calculate a new report, select the beginning and ending month and year from the pull-down menus shown. After specifying the range, click the Calc button. After the report is built, the data are saved to a file on the system; this may take a while. To view the report later, select the Collection Development report menu option. After calculating a report, the system displays it as one of the Available Reports.

Note: It may take several hours to process all the data. The Collection Development report cannot be recalculated while another report (including an Age of Collection report) is being calculated.

Circulation Reports
  1. Print Statistical reports:
    • Most likely: Circ Stats, All activity, YTD, sort by item location [requires time to generate]
    • Count in-library use
    • INHOUSE stats by location (wanted or not?)
    • Circulation activity (including all variations: when, by patron type, by SCAT table, etc.)
  2. Telnet reports
    • A > Reports on ALL circulation ACTIVITY by terminal, location & time
    • B > BOOKING activity by patron and item codes
    • C > CHECKOUT activity by patron and item codes
    • F > FILLED holds by patron and item codes
    • H > HOURLY checkout activity
    • N > RENEWAL activity by patron and item codes
    • P > PATRONS that have items report
    • T > Circulation activity by TITLE
    • I > INHOUSE use statistics by location
    • R > REQUESTS made by OPAC users
  3. Web Management Reports
    • Patron Searches
    • Web Access - not using WAM through FY2002, so not useful
    • User Functions - what users did on their own through their records, such as renewals, etc.
    • Circulation Activity - various cross-tab reports by activity (checkout, renewal, etc.), patron type, requests, or title. Some of these may be done on existing Review Lists to analyze a group of records (all videos in the 900s call number range, etc.)

    Cross Tab reports allow comparison by two factors (type of material circulated by patron type, etc.).

    ELECTRONIC RESERVES

    Statistics for electronic reserves are based on publisher code and date.

    Codes are as follows:

    • original created by the faculty member putting it on reserve
    • faculty created by other UA Fort Smith or UC faculty and used by permission
    • publisher copyrighted material, no permission given yet or limits set
    • permitted permission given by copyright owner with no limitations

    If we want to analyze these further, we need to use a Review List to get stats. This can be considered by cross tabs to analyze the data.

    Circulation Closing

    In the Item records, YTDCIRC holds the item's circulation count this year (since last set to zero, actually).
    LYCIRC holds the item's circulation count from last year (last time it was copied or added from YTDCIRC, actually).

    YTDCIRC needs to be zeroed at the start of the fiscal year, along with INHOUSE counts.

    LYCIRC continues to hold a lasting value and have each YTDCIRC amount added to it for a multi-year total. If annual figures are kept properly (year to year or six month), then LYCIRC serves to keep long-term figures to use for weeding.

    At this time, the INHOUSE count does not get added to LYCIRC and must be zeroed also, so we lost all but the current year's INHOUSE count. An enhancement will be requested.

    Item Records: Maintaining Circ Statistics in YTDCIRC and LYCIRC Fields

    1. Create a review file of all the Item records with a YTDCIRC greater than zero OR a INHOUSE greater than zero.
      The other items don't need updating since they haven't circulated.

    2. At the main telnet menu, select Catalog Database Maintenance

    3. Select RAPID Updating

    4. Select ITEM records.

    5. Do you want to maintain YTDCIRC and LYCIRC? (y/n) answer y for Yes.

    6. Select Continue.

    7. Zero the YTDCIRC totals? (y/n) answer y for Yes.

    8. Finally INNOPAC offers you two menu options:
      • A > ADD YTDCIRC to LYCIRC
      • R > REPLACE LYCIRC with number in YTDCIRC

    9. Choose the ADD option to keep a running total in the LYCIRC field, by adding the number in the YTDCIRC field to the number in the LYCIRC field.

    10. INNOPAC asks if you want to use a review file. Use the Review file of items created, in which case INNOPAC will automatically do the update that you have requested. You can press <Esc> in response to the previous questions or prompts to abandon this update.

    11. Do another list of items not in location aszt with inhouse counts greater than zero. Use rapid update to change the inhouse counts to zero; they are not saved or added. These must be changed to keep the circulation records accurate.

    12. When the Periodicals Librarian is through with the aszt record counts for inhouse use, zero the inhouse counts for those items also, by creating a List and setting all the INHOUSE counts to zero again using rapid update.

      1. In Web Management Reports, use the Circulation Statistics and select Inhouse and User Spec. Then select the months in the fiscal year.

      2. The report will be generated.

      3. Create a List of all Items which have more than zero in the INHOUSE field.

      4. Go to Rapid Update and select the list.

      5. Change the INHOUSE count to zero (0) for all records in the list.

    SCAT Tables and Reports

    The SCAT table (Statistical CATegories), which is maintained by the library, assigns ranges of call numbers to statistical groups ("categories").

    1. Load telnet and login. Select A for Additional System Functions.

    2. Select A for Alter System Parameters

    3. Select S for System Codes

    4. Select N for Numeric Codes

    5. Select G for Group call numbers for statistical reports

    6. Select 2 for DDC Scat

    Editing the SCAT tables will allow statistics to be kept FROM THAT POINT ON. It will not allow changes in previous statistics. Therefore, the SCAT table should only be changed at a definite point, usually the beginning of the fiscal year.

    There are several kinds of reports. Once the circulation statistics are reset for a new fiscal year, the reports will be the ONLY way of tracing previous years' statistics, so be sure to print or save reports before resetting circulation and inhouse statistics in the item records. If the SCAT table is changed, circulation reports generated from statistics gathered before the change will use the old values from the SCAT table; reports generated from statistics gathered after the change will use the new values from the SCAT table.
    On the other hand, Statistical Report Based on Call Numbers uses the table at the time it is run, which means that reports printed after changes to the SCAT table will use the new values from the table.

    Web Management Reports

    • Age of Collection This report show the ages of the items in the collection by ten-year date ranges: how many items are in each publication date range.

    • Collection Development
      • see Collection Development