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

MILLENNIUM STATISTICS

… fun for all!!

Matt Polcyn

August 6, 2004

Preliminaries (i.e., what we will cover)

A little bit of something for everyone!! Circulation Cataloging Collection development/Acquisitions

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

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)

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


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 …


… 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!!!)


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


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!!)


What it doesn’t do…

provide circulation transaction-based information

provide cataloging statistics based upon what was withdrawn


Remember …

it only looks at what’s in the database …

… at the time the report was generated


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


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.


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


New reports are generated from the “Saved Queries” tab …

… by clicking the “New Query” button


First, give your results file a descriptive name …

… then select the records to examine


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!!


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


Next, specify the record type from which the statistics should calculated

… then specify the query report type


Three types of reports

Field statistics report Cross-tab report Periodic report


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


HUH?!?

… Let’s look at an example.


Fields with defined values

Counts

Sums



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


HUH?!?

… Let’s look at some examples.


Fields without defined values

LOCATION

ITYPE

Record count for “anfac” with ITYPE 2 (Archive item)



Then make any final specifications …

… and run it (or schedule it for later)!!

MILLENNIUM STATISTICS …fun for all!!... and wait until Status column says “complete”….

… and then click “View Report” button



Click the Export button


Click the Export button


Click the Open in Excel button



Millennium Web Management Reports

What they provide: circulation statistics collection development reports user activity reports


Millennium Web Management Reports

Accessible two ways: http://cat.opal-libraries.org/manage from the Millennium Toolbar by clicking the

Reports button


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)


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)



Two types of reports

Circulation activity Circulation cross-tab


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


Select “One only” if you want only transactions that involve your items

Then click “Submit”


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)



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)


Patron activity

Patron self-renewals, canceled holds, etc.

electronic course reserve use


Collection development reports

Age of Collection

Collection development report (of marginal use)


Select your AGENCY


… tell it what item records to look at


… select call number scheme

…click Recalculate



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

Documents

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