1. Snark Hunting Using Millennium for ACRL Annual Statistics Matt Polcyn 2009 OPAL Conference

2. 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

3. Image from: “The Hunting of the Snark” by Lewis Carroll, eBooks@Adelaide

4. 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Q1a: Volumes held beginning of year – Q1b: Net Volumes added during year Q1b(i): Volumes added (gross) Q1b(ii): Volumes withdrawn

5. 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))

6. Part 2: Volumes Instructions: Must be “cataloged, classified and made ready for use” Includes: – Periodicals (even those shelved in alphabetical order) – Government documents

7. Part 2: Volumes Excludes: – Microforms – Maps – Non-print materials (videos, cds, etc.)

8. 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a list of included items created between beginning and ending of year Q1b(ii): At end of year, create a list of items withdrawn during year

9. Part 2: Volumes Fill into equation: Q1 = Q1a + (Q1b(i) – Q1b(ii))

10. 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

11. Q2: Monographic volumes purchased

13. 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

14. 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

15. Q15: Expenditures

17. 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

18. Q15: Expenditures

21. …. Might be simpler to use data from business office.

22. Part 6: Circulation Q32: Number of initial circulations excluding renewals Q33: Total checkouts which include renewals Instructions: Exclude reserves or checkouts when on reserve

23. Q32: Number of initial circulations Use Web Management Reports Circulation Crosstab Need to use Crosstab report to allow excluding circulations for reserve material

24. Q32: Number of initial circulations BUT WAIT …. Instructions ambiguous: – Should you include your own items picked up at another institution??

25. Image from: “The Hunting of the Snark” by Lewis Carroll, eBooks@Adelaide

26. 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

27. Crosstab via spreadsheet interface

35. Q33: Total checkouts including renewals AGAIN: Use Web Management Reports Circulation Crosstab Need to use Crosstab report to allow excluding circulations for reserve materials

36. Renewal crosstab via spreadsheet

37. 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

38. 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

39. 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

40. Q34b: Filled request to OhioLINK Use OhioLINK Web Management Reports Fulfillments report http://olc1.ohiolink.edu/manage 1.Generate report 2.Look for your institution as “owning site” 3.Exclude fulfillments to your own institution AND to other OPAL institutions

41. Fulfillments to OhioLINK report

44. 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

45. Q35b: Filled request from OhioLINK AGAIN: Use OhioLINK Web Management Reports Fulfillments report http://olc1.ohiolink.edu/manage 1.Generate report 2.Look for your institution as “borrowing site” 3.Exclude fulfillments from your own institution AND other OPAL institutions

46. Fulfillments from OhioLINK report

47. Part 6: ILL Q34c and Q35c can be found at: http://www.stats.oclc.org Q34 = Q34a + Q34b + Q34c Q35 = Q35a + Q35b + Q35c

48. 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

49. Additional Resources Elluminate Training: http://www.opal-libraries.org Resources and Support Training Elluminate Training Archives CSDirect: http://csdirect.iii.com Ask opalhelp@ohionet.org for username and password

50. Questions?? Image from: “The Hunting of the Snark” by Lewis Carroll, eBooks@Adelaide