Statistics Manual, Library Staff Manuals, Boreham Library, UA Fort Smith

Statistics

Boreham Library Staff Manuals

Monthly Statistics 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.

Unless otherwise stated, all spreadsheets are on the N:/shared/library drive.

Square brackets indicate the [person responsible for providing] the information other than the compiler doing the final report.

Quick Links:

Course Reserves by Instructor

Course Reserves by Course

Search by Programs

Search by Donor/Honoree

Search by Call Number

Search by ISBN/ISSN

Search Nearby Libraries

Make a Suggestion for Services

Read Responses to Suggestions

Recent Purchases

Main Library Web Site

Inventory Counts

Call up the spreadsheet at N:/shared/library/Monthly Report/ named Circulation for this fiscal year.

Select the month to be reported and begin with the page with the month name followed by "Report" for the actual printout page.

In MilCat, run the reports for the Monthly inventory using the existing files, selected by the MONTHLY selection searches from the list of searches.

Note the totals for the Monthly counts and enter those as preliminary figures in the spreadsheet.

Collect the Barcode Entry Log and Barcode Deletion Log pages for the month from the ring binders [Library Tech - Technical Services: Patti].

Total the amounts for each log column, and enter the results in the appropriate places in the spreadsheet.

Reconcile the spreadsheet with the MilCat file totals. Track down any discrepancies and correct in the logs as needed.

Note that NOBODY may enter new barcodes until this phase is completed, or it will throw off the count.

Financial Amounts

Be sure to DeDup the MONTHLY donations file if it was sorted by anything, such as title, that might have caused multiple appearances.

Print MONTHLY donations report (showing the title, 541 and 583|b fields) from that file to get number and value of donations, and enter those amounts on the GIFTS IN ABOVE TOTALS field on the spreadsheet.

Take the Cashier's Report [Library Tech: Dianne] and enter the total books lost and the amount paid.

Ignore the "damaged" lines; they will be removed from future FY spreadsheets.

Enter the fines paid and the total amount.

Enter the ILL charges paid and the total amount.

Circulation

In >Millennium Web Management Reports (through your browser), select the following:
- Circ Stats
- Checkout
- Last mo
- System
- PType
and print the resulting page of CIRCULATION (CHECKOUT) STATISTICS.

From this page, total the Faculty-UAFS, Faculty-UC, Staff, and Faculty-Adjunct PTE figures for the total and enter this in the Faculty space on the spreadsheet.

In Web Management Reports (through your browser), select the following:
- Circ Stats
- Inhouse
- Last mo
- Location
and print the resulting page of CIRCULATION (CHECKOUT) STATISTICS.

Subtract the rrnot and rrown figures from the total, and put the remaining figure as the General circulation.

Add the rrnot and rrown and put that in the Reserves.

Add the General and Reserves and enter the total in the Circulation Total.

Enter the Pebley in the Pebley amount field.

Attendance

Get the Statistics for the Month of page from the binder at the circulation desk (2nd drawer left of right circ workstation).

Enter the day and night attendance into the spreadsheet page with the short name for the month.

It may be necessary to revise for day versus night figures.

Also enter the amounts for Saturdays and Sundays AGAIN in their respective columns to get a separate total.

Check to be sure the amounts were automatically copied to the main report spreadsheet.

Web Access By Date

In Web Management Reports (through your browser), select the following:
- User Access
- Web Access
At Download Web Access Management Statistics select the following:
Select Type of Report is Connections Summary Reports by Patron Type

Select the databases for the report. is All

Select the report date/time range. is Last Month

Select the action is Download Only.

Select Excel.exe to receive the data. This puts it in an Excel spreadsheet.
If you have to search for Excel, it is usually in C:\Program Files\Microsoft Office\Office[your latest version, such as "Office11".

The data will normally load into an Excel spreadsheet. Widen the columns as needed.

At the bottom, add a Totals line and total the columns.

Below the Totals line, add the Faculty and Staff columns for a total under the furthest right Faculty column.

Below the Totals line, add the Students for a total under the furthest right Students column.

Below those totals, add Faculty and Students for a total under the Students total, and put both in the cell to the left of this total.

Under File, Page Setup:
- Under Sheet put Rows to repeat at top as $2:$2
- Under Sheet put Columns to repeat at left as $A:$A
- Checkmark gridlines
- Under Sheet, Page Order is Over, then down
- Under Page, Orientation is Portrait

Below those totals, add Faculty and Students for a total and put both in the cell to the left of it.

For each NON-starred (*) database line, total the stats for all types in the far right column, and put TOTALS at the top of the column.
By leaving out the totals for the * databases, you should reduce confusion in transferring data.

Check the Print Preview to be sure that all columns print on one page.
The total number of lines, however, will take two pages or more.

Print the spreadsheet out.

This gives you totals for the On-Campus Access (from the total non-verified) and the Off-Campus Access (from the total Faculty and Students together).
Non-verified means that on campus, no logins to use the databases are needed, so the system does not know who used the databases. Off-campus, logins are required and that can be matched with patron types.

Save the data on the N drive in the Monthly subdirectory, as "YYYYMonthwamstat_ptype.xls"
Example: 2006Aprilwamstat_ptype.xls and select the latest version of Excel as the format for xls.

Web Access By Time

In Web Management Reports (through your browser), select the following:
- User Access
- Web Access
At Download Web Access Management Statistics select the following:
Select Type of Report is Connections Summary Reports by Hour

Select the databases for the report. is All

Select the report date/time range. is Last Month

Select the action is Download Only UNLESS YOU NEED NO MORE REPORTS FOR THIS PERIOD OR THIS FISCAL YEAR. If it is the end of the fiscal year or the Log percentage at the top is nearing 100%, select Download and Delete to clear the file.

Select Excel.exe to receive the data. This puts it in an Excel spreadsheet.
If you have to search for Excel, it is usually in C:\Program Files\Microsoft Office\Office[your latest version, such as "Office11".

The data will normally load into an Excel spreadsheet. Widen the columns as needed.

Create a Totals column on the right and total the line for each database WITHOUT an asterisk. (This means that the total at the bottom will include only the Single Title Databases which will be needed later. The * databases are totaled from their own reports.)

At the bottom, add a Totals line and total the columns.

Under File, Page Setup:
- Under Sheet put Rows to repeat at top as $2:$2
- Under Sheet put Columns to repeat at left as $A:$A
- Checkmark gridlines
- Under Sheet, Page Order is Over, then down
- Under Page, Orientation is Landscape

Print the spreadsheet out.

Save the data on the N drive in the Monthly subdirectory, as "YYYYMonthwamstat_hour.xls"
Example: 2006Aprilwamstat_hour.xls and select the latest version of Excel as the format for xls.
The Database Usage spreadsheet for the fiscal year is used to record data from the Web Access report YYYYMonthwamstat_ptype.xls.

The total for figures NOT marked with an asterisk * are entered under Single Titles in the Database Usage spreadsheet for the month (for example, Database FY2006 - not the other one), also on the N drive, along with the on-campus and off-campus data.

When Serials Librarian [Martha] or designated person has completed the spreadsheet (which might take until at least the middle of the month for vendors to post their data), take the total (not including NetLibrary) and enter it on the Monthly Report spreadsheet as Database Searches.

NetLibrary Statistics

Get the NetLibrary report:

Go to NetLibrary reports

Select Reports Section

Select Popular Titles

Set beginning and ending dates of month desired.

Select Add All for both of following sections.

Click on Submit and wait for report to generate.

Go to last page of report and get Total Access amount.

Enter the NetLibrary total on the Monthly Report as NetLibrary Ebooks usage:.

Web Access By Patron

In Web Management Reports (through your browser), select the following:
- User Access
- Web Access
- Display by PType
- Last Month
and click on Generate Report.

Print the Summary of Forwarding Service Usage report. Use the Down Arrow at the top of the window (next to Table and Pie Chart) to get the next page(s) for printing.

Enter the Non-Verified Connects into the On-Campus access field on the spreadsheet.

Total the other PType amounts and enter those into the Off-Campus access field on the spreadsheet.

Since patrons only need to connect to their patron record, and patron type, when verifying off-campus access, those counts are for off-campus. On-campus access does not need to be verified by patron record and type, so that is shown separately as Non-Verified.

In Web Management Reports (through your browser), select the following:
- User Access
- Web Access
- Display by PTYPE/Database
- Last Month
and click on Generate Report.

Print the Summary of Forwarding Service Usage report by using PrintKey and selecting the rectangle which includes only the report data. This will allow it to print in a large, readable format. Move the slider to the next screen, but leave the last column from the previous screen, so it can be clearly seen that no column was missed. Continue to move right, printing screens, until all the columns have been printed.

From the Statistics for Month of page, add up the reference questions column, and then add the questions for the reference librarians [Carolyn, Martha]. Enter the total in the Reference Assistance. field on the spreadsheet.

From the report from the reference librarian [Martha], add the number of Presentations and People served on the spreadsheet.

Interlibrary Loan Statistics

Go to the ILL section of N:/Shared/Library and open the current fiscal year spreadsheets for Borrowed and Lending. (Be sure these are complete to the end of the month; if not, have the ILL Department update them.) Print these.

Borrowed ILL

From the Borrowed report, enter the Returnables Borrowed total for Filled in the Books field of INTERLIBRARY LOAN Borrowed.

From the Borrowed report, enter the Non-Returnables Borrowed total for Filled in the Articles field of INTERLIBRARY LOAN Borrowed.

From the Lending report, enter the Returnables Loaned total for Filled in the Books field of INTERLIBRARY items loaned.

From the Lending report, enter the Non-Returnables Loaned total for Filled in the Articles field of INTERLIBRARY items loaned.

Enter the total of the ILL fields as TOTAL Interlibrary loans.

Copies Go To

Library Director

Monthly Report to be initialed and copied for other persons on list
Databases
Laptop
Hourly Spreadsheet

Other Routing

Send the initialed Monthly Report to:

Chancellor's Office
Provost
Robert Wilson