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• Q1b(i): Volumes added (gross)• Q1b(ii): Volumes withdrawn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• Q1b(ii): At end of year, create a list of items withdrawn during year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??
Image from: “The Hunting of the Snark” by Lewis Carroll, eBooks@Adelaide
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
Crosstab via spreadsheet interface
Crosstab via spreadsheet interface
Crosstab via spreadsheet interface
Crosstab via spreadsheet interface
Crosstab via spreadsheet interface
Crosstab via spreadsheet interface
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
Fulfillments to OhioLINK report
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??
Image from: “The Hunting of the Snark” by Lewis Carroll, eBooks@Adelaide