Snark Hunting Using Millennium for ACRL Annual Statistics Matt Polcyn 2009 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,

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Q1a: Volumes held beginning of year – Q1b: Net Volumes added during year Q1b(i): Volumes added (gross) Q1b(ii): Volumes withdrawn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a list of included items created between beginning and ending of year Q1b(ii): At end of year, create a list of items withdrawn during year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

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

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

…. 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,

Web Management Reports: Two interfaces: – Spreadsheet interface: – Browser interface: 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.OPAL B.OhioLINK via PCIRC C.OCLC Q35: Filled requests from: A.OPAL B.OhioLINK via PCIRC C.OCLC

Q34a: Filled request to OPAL Use circulation crosstab for checkouts: 1.Generate report for appropriate date period 2.Remove stats for others’ items 3.Remove stats for your patrons 4.Remove system generated totals 5.Use Excel to sum

Q34b: Filled request to OhioLINK Use OhioLINK Web Management Reports Fulfillments report 1.Generate report 2.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 period 2.Remove stats for your items 3.Remove stats for others’ patrons 4.Remove system generated totals 5.Use Excel to sum

Q35b: Filled request from OhioLINK AGAIN: Use OhioLINK Web Management Reports Fulfillments report 1.Generate report 2.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: 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: Resources and Support Training Elluminate Training Archives CSDirect: Ask for username and password

Questions?? Image from: “The Hunting of the Snark” by Lewis Carroll,