Milstats IUG 2008 Milstats 102: Beyond the Basics with Milstats Innovative Users Group 2008 Annual Conference Washington, D.C. Corey Seeman Kresge Business Administration Library University of Michigan

Milstats IUG 2008 Milstats 101 Program Overview Statistical Universe of Millennium Using Milstats Milstat General Hints Some Basic Searches View slides on IUG 2008 site or via blog

Milstats IUG 2008 Milstats 102 Program Overview Basic Overview of Milstats Running Scheduled Reports Working with Periodic Reports Fun with Order Records - Projecting Budget Reports Differing Record Types - More Fun Fun with SCAT Tables

Milstats IUG 2008 Statistical Universe of Millennium Major Types of Library Statistics Transaction Based –Circulation / WEBPAC / WAM Financially Based –Financial Reports in MilAcq These both require something to have happened

Milstats IUG 2008 Statistical Universe of Millennium Major Types of Library Statistics Compilation Based –Vendor Stats –Milstats (*YOU ARE HERE*) This requires records to be in the system.

Milstats IUG 2008 Using Milstats Milstats Rule of Three: –Name it! (what you will call the result set) –Grab it! (what records will be used) –Filter it! (how it will be treated) When it is finished running - View it!

Milstats IUG 2008 Using Milstats - Name it! Milstats Opening Screen - Saved Queries & New Query Option

Milstats IUG 2008 Using Milstats - Name it! Name it!

Milstats IUG 2008 Using Milstats - Grab it! Grab it!

Milstats IUG 2008 Using Milstats - Filter it! Filter it!

Milstats IUG 2008 Using Milstats - View it! Result Files Screen

Milstats IUG 2008 Using Milstats - View it! Rename a Result File Delete a Result File

Milstats IUG 2008 Using Milstats - View it! Result Files

Milstats IUG 2008 Using Milstats - View it! Use Hide Row/Col feature to remove data not needed Export will only transfer visible rows and columns Unformat will return to original view

Milstats IUG 2008 Milstat General Hints Use Fixed Fields for Stats when possible – Provides excellent consistency between reports You can rename and reuse most fixed fields to your needs. Keep records clean -- remove blank or redundant codes (space or – for base value) Rely on the system to serve as a central repository. Try to avoid spreadsheets on someone’s PC or hash marks. Stats are like ingredients…good ingredients lead to good dishes! Statistics (from Milstats) are driven by records in the system. They can be run and run again and again and again….

Milstats IUG 2008 Running Scheduled Reports - Deleted Records Basic Assumptions: System retains reports You can schedule reports to be run Saved reports use the full range If you get snapshots every month, you can see the records created and then figure out the ones deleted.

Milstats IUG 2008 Running Scheduled Reports - Deleted Records Milstats is record driven - No record, no count Milstats has a memory and can remember things Milstats can remember how it finds things and they can be scheduled It actually can do more than we think!

Milstats IUG 2008 Running Scheduled Reports - Deleted Records Get total/sumation reports every month or year. Leave these in the system Create new reports. Compare with what was created Last Year (second Report) These are snapshots at various times of the year. Make sure this is information that you need/want!

Milstats IUG 2008 Running Scheduled Reports - Deleted Records

Milstats IUG 2008 Running Scheduled Reports - Deleted Records Click View Query to see what you are searching. If this works, extract the query, save it and run the scheduled job.

Milstats IUG 2008 Running Scheduled Reports - Deleted Records

Milstats IUG 2008 Running Scheduled Reports - Deleted Records Hit the down arrow to copy the name. Once it is saved, you can schedule and run the query

Milstats IUG 2008 Running Scheduled Reports - Deleted Records

Milstats IUG 2008 Running Scheduled Reports - Deleted Records You are given the option of using the full range of records - critical for these types of searches - if you are using a range (all records) Schedule the query. You can do one at a time.

Milstats IUG 2008 Working with Periodic Reports Question - How much and how frequently have we ordered from Amazon.com Step 1 - Create Review File of all orders (2286 records) In Milstats - Run Periodic Reports - On a yearly basis (Calendar Year) five years since 2004

Milstats IUG 2008 Working with Periodic Reports

Milstats IUG 2008 Working with Periodic Reports Problem with results Only 549 within range Start Over with Extract Query

Milstats IUG 2008 Working with Periodic Reports Better - Only 161 outside of range. Reports were done on Bib Record (Language, MAT TYPE, Location)

Milstats IUG 2008 Working with Periodic Reports Now showing Order Information Amazon orders by Fund Code

Milstats IUG 2008 Working with Periodic Reports Make sure your date range is big enough Look at the status box to see if it left out any records Go back and re-work the search Every record was CREATED and UPDATED. But not every record has date fields (ODATE, CATDATE, etc.) Trust your gut - do the numbers look right?

Milstats IUG 2008 Working with Periodic Reports Fiscal year Hints Setup via helpdesk - default is calendar Year chosen for FY is FIRST year: –FY July - June –2006  July June 2007 –2007  July June 2008

Milstats IUG 2008 Fun with Order Records Using Budget Planning and Collection Development Reports Additional options when you create a report for order records NOTE: These reports will not take into consideration lump expenditures (Adjust fund balances) - typically no record Question - What have we spent each of the last two years and can it show us a budget projection for next year?

Milstats IUG 2008 Fun with Order Records - Budget Planning Using Fiscal Year Note - Have not fully paid 2007

Milstats IUG 2008 Fun with Order Records - Budget Planning Shows FY 2006 and 2007 (PAID DATES) Can see trends on any acquisition fixed field

Milstats IUG 2008 Fun with Order Records - Budget Planning Budget Planning Feature See users manual Page # Allows you to project future budget needs

Milstats IUG 2008 Fun with Order Records - Budget Planning Column on far right shows calculated copy comparing columns 1 and 2 If the amount decreases - then the calculated rate decreases as well!

Milstats IUG 2008 Differing Record Types - More Fun What if I wanted to know how recent purchases were circulating? Good question - but tricky - you cannot use order records as a set of records and get out circulation information (item record) Bib records are the common link

Milstats IUG 2008 Differing Record Types - More Fun Create a review file of bib records based on order record criteria

Milstats IUG 2008 Differing Record Types - More Fun Bib Record searches can report on any attached record Choosing Periodic Reports

Milstats IUG 2008 Differing Record Types - More Fun

Milstats IUG 2008 Differing Record Types - More Fun

Milstats IUG 2008 Fun with SCAT Tables Call Number pulls from all available SCAT Tables If you have multiple SCAT tables, each will display Many records do not have call numbers - so there will be many that fall “off the table” If there are no entries in a SCAT category - it does not display in the report

Milstats IUG 2008 Fun with SCAT Tables Innovative Resources for SCAT Tables See the Users Manual Page # Csdirect.iii.com FAQ: Also:

Milstats IUG 2008 Milstat Settings (Millennium) Showing Totals Only can lead to weird displays! Follow the menu from Admin - Settings

Milstats IUG 2008 Milstat Settings (Millennium)

Milstats IUG 2008 Statistics - Resources Innovative Interfaces (Milstats) - Resources –Users Manual - Page # –Users Manual - Page # (Creating and Editing Queries) IUG Presentations (including this one) Open Milstat and PLAY!!!!!!!!

Milstats IUG 2008 Questions? Corey Seeman Kresge Business Administration Library The University of Michigan