2. MILLENNIUM STATISTICS … fun for all!! Matt Polcyn August 6, 2004

3. Preliminaries (i.e., what we will cover) A little bit of something for everyone!!  Circulation  Cataloging  Collection development/Acquisitions

4. Preliminaries (i.e., how we’ll do it) Focus on asking the right questions (or thinking about the right things) to get the statistical information needed. Discuss various means of deriving statistical data from the system and for each address: how each works, in general terms the information used to derive the statistical data strategies for getting at the information you want

5. Preliminaries (i.e., how we’ll do it) … and as time permits, for each type of report, we will: 1. Discuss what the report will tell you 2. Discuss what the report will not tell you 3. Compare available reports (when overlap exists)

6. MILLENNIUM STATISTICS …fun for all!! Two primary means of accessing statistical data:  through Millennium “Statistics” mode  through (Millennium) Web Management Reports We’ll discuss telnet statistics only as a point of reference

7. MILLENNIUM STATISTICS …fun for all!! Millennium “Statistics” mode  What it does: counts records (or groups of records) within the database for that reason, it’s imperative to understand the III database and record structure analogous to telnet “S > Create STATISTICAL reports” function but …

8. MILLENNIUM STATISTICS …fun for all!! … it’s better!! allows saved statistical reports allows recurring (e.g., month) reports to be scheduled for off-peak times reports can be exported to Excel or Word by clicking one button (No … really, one button!!!)

9. MILLENNIUM STATISTICS …fun for all!! But best of all … it allows you to generate statistics (i.e., counts) for one record type based on the contents of the linked records

10. MILLENNIUM STATISTICS …fun for all!! What the heck does that mean?!? more meaningful call number statistics (i.e., better collection analysis) titles-added counts for your library (i.e., cataloging statistics!!)

11. MILLENNIUM STATISTICS …fun for all!! What it doesn’t do… provide circulation transaction-based information provide cataloging statistics based upon what was withdrawn

12. MILLENNIUM STATISTICS …fun for all!! Remember … it only looks at what’s in the database … … at the time the report was generated

13. MILLENNIUM STATISTICS …fun for all!! How does it work?!? It looks at records of a given type (bib, item, order, patron, etc.) and for either that record type or the type of record linked to that record type, provides one of three types of reports

14. MILLENNIUM STATISTICS …fun for all!! Let’s take a closer look … … and do a simple statistical report!! For example, let’s look for the number of titles added last month for Mount Union.

15. MILLENNIUM STATISTICS …fun for all!! So how do I get there? You can access Millennium Statistics mode from any Millennium module by clicking the Statistics button From there, you’ll see two tabs labeled:  Saved Queries  Results files

16. MILLENNIUM STATISTICS …fun for all!! New reports are generated from the “Saved Queries” tab … … by clicking the “New Query” button

17. MILLENNIUM STATISTICS …fun for all!! First, give your results file a descriptive name … … then select the records to examine

18. MILLENNIUM STATISTICS …fun for all!! When specifying records to examine, remember… the records to examine determine the records to be included in the count … and not the counts or the fields reported in the counts themselves!!

19. MILLENNIUM STATISTICS …fun for all!! When specifying records to examine, remember that the records to examine can be: a list of records from the “Create Lists” function a range of record numbers records matching a particular index entry (or between some starting and ending point any index) records matching an advanced keyword search

20. MILLENNIUM STATISTICS …fun for all!! Next, specify the record type from which the statistics should calculated … then specify the query report type

21. MILLENNIUM STATISTICS …fun for all!! Three types of reports Field statistics report Cross-tab report Periodic report

22. MILLENNIUM STATISTICS …fun for all!! Field statistics report For each field with defined values, report provides:  record counts for each defined value  sum of all other fields without defined values

23. MILLENNIUM STATISTICS …fun for all!! HUH?!? … Let’s look at an example.

24. MILLENNIUM STATISTICS …fun for all!! Fields with defined values Counts Sums

25. MILLENNIUM STATISTICS …fun for all!!

26. Cross-tab report For each field without defined values, provides a cross tabulation of records with two fields (with defined values) selected as horizontal and vertical axis

27. MILLENNIUM STATISTICS …fun for all!! HUH?!? … Let’s look at some examples.

28. MILLENNIUM STATISTICS …fun for all!! Fields without defined values LOCATION ITYPE Record count for “anfac” with ITYPE 2 (Archive item)

29. MILLENNIUM STATISTICS …fun for all!!

30. Then make any final specifications … … and run it (or schedule it for later)!!

31. MILLENNIUM STATISTICS …fun for all!!... and wait until Status column says “complete”…. … and then click “View Report” button

32. MILLENNIUM STATISTICS …fun for all!!

33. Click the Export button

34. MILLENNIUM STATISTICS …fun for all!! Click the Export button

35. MILLENNIUM STATISTICS …fun for all!! Click the Open in Excel button

36. MILLENNIUM STATISTICS …fun for all!!

37. Millennium Web Management Reports What they provide: circulation statistics collection development reports user activity reports

38. MILLENNIUM STATISTICS …fun for all!! Millennium Web Management Reports Accessible two ways: http://cat.opal-libraries.org/manage from the Millennium Toolbar by clicking the Reports button

39. MILLENNIUM STATISTICS …fun for all!! Circulation statistics includes transaction-based circulation activity reports  compiled overnight (i.e., it’s not based upon anything that’s in the records right now)  historical data (e.g., most circ statistics are retained for three years)

40. MILLENNIUM STATISTICS …fun for all!! Circulation statistics compiled overnight (i.e., it’s not based upon anything that’s in the records right now) historical data (e.g., most circ statistics are retained for three years)

41. MILLENNIUM STATISTICS …fun for all!!

42. Two types of reports Circulation activity Circulation cross-tab

43. MILLENNIUM STATISTICS …fun for all!! Circulation activity report Check-out stats by:  date  location of the item checked out (optionally)  and one of the following: PTYPE HOME LIBR ITYPE LOCATION CALL NUMBER

44. MILLENNIUM STATISTICS …fun for all!! Select “One only” if you want only transactions that involve your items Then click “Submit”

45. MILLENNIUM STATISTICS …fun for all!! Circulation cross-tab Check-out stats by:  date  and any two of the following: PTYPE HOME LIBR ITYPE LOCATION CALL NUMBER  can’t limit to just your own items (so one of your fields needs to indicate which items/transactions are yours)

46. MILLENNIUM STATISTICS …fun for all!!

47. Patron activity Patron searches  analogous to telnet’s “A > ANALYZE patron searches” function  one month’s worth of search stats, including indexes searched, actual searches  previous month total searches are kept offline (just contact us)

48. MILLENNIUM STATISTICS …fun for all!! Patron activity Patron self-renewals, canceled holds, etc. electronic course reserve use

49. MILLENNIUM STATISTICS …fun for all!! Collection development reports Age of Collection Collection development report (of marginal use)

50. MILLENNIUM STATISTICS …fun for all!! Select your AGENCY

51. MILLENNIUM STATISTICS …fun for all!! … tell it what item records to look at

52. MILLENNIUM STATISTICS …fun for all!! … select call number scheme …click Recalculate

53. MILLENNIUM STATISTICS …fun for all!!

54. In closing …. There are plenty of other uses for these reports and so much information to be gather. If you have questions, please let us know