1. Statistical database
Debbie Becker
Developed by

2. Why do we collect statistics?
Planning and managing library services
Motivation for improved funding/staffing
Expanding or reducing services
Measuring progress
Indicating value to company
Benchmarking

3. How do we collect statistics?
Manually
(Forms, reports, budgets, vendor reports, etc)
Automatically
(Access control, Library software and reporting systems, MIS, Online counters, etc.)

4. Who collects statistics?

5. Problem! Statistics need to be retrieved from a number of sources
Staff do not understand statistics
Staff do not see what happens to the statistics they collect

6. Solution - Statistical database
Selected staff input statistics directly onto the database – monthly or annually
The database is a central source for statistics
Staff can view the statistics they input
Using reports, staff can retrieve all statistics
Staff can use the statistics in their reports

7. Proposed system

8. Statistical database Source code PHP Database MySQL Minimal jscript
No cookies, flash animation, add-ons

9. Main features Security Data Reports Automated alert system Documents
Help

10. Access control Menu options
Registration details (Institution and branch) +
Access permissions (allocated by Systems administrator)
Roles assigned to person (allocated by Systems administrator) =
Menu options

11. Data hierarchy Two components: CHELSA data
Accessible to all Institutions
Institutional data
set up per institution
access restricted to institution

12. Data entry Staff member inputs data per counter
Counters available are based on access permissions
A detailed explanation is provided for each counter
All data input can be retrieved via reports

13. Data maintenance menu Available to system administrators
Lists all available functionality as menu items
Used to:
set-up parameters; allocate permissions; create links;
provide access to templates for non-standard data

14. Menu items
Training statistics
Database statistics

15. Reports Reports can be downloaded as EXCEL spreadsheets
System administration Pre-defined View system setup Templates Fixed reports Non-standard data structures Designer reports Based on templates CHELSA reports Institutional reports
Reports can be downloaded as EXCEL spreadsheets

16. Automated alerts Determined by Institution Up to 4 alerts
Define period between alerts
Initial alerts sent to data entry staff
3rd alert sent to supervisor as well
4th alert – supervisor to take action
Inspect menu allows viewing of data input

17. Documents
Can store documents on the database Access controlled Upload from PC

18. Documentation

19. Thank you