REPORTS CRITERIA CHECKLIST - Draft (7/3)

    RATING SCALE
FUNCTIONAL AREA CRITERIA essential important desirable
         
General        
         
  Support a report generator, SQL based with flexible output modes: display, print, machine readable, fax, download. x    
  Support the application of statistical analysis to any report generated. x    
  Allow customization of standard reports. Allow user to select, sort, and set limits on fields to be included in reports.. x    
  Allow user to customize and print reports on demand at the unit level (without systems Office involvement) and with minimal impact on system performance.      
  Save report parameters in "templates" for reuse. x    
  Save/store unlimited number of templates.   x  
  Support scheduled and on-demand report generation without negative impact on system operation. System administrator able to monitor and control report generation in conjunction with system performance. x    
  Run reports and manipulate results in real time. x    
  Provide shelf listing by location and across location. x    
  Provide an annual snapshot of entire database.   x  
  Support projection of future trends from current data.     x
  Allow user to select, sort and set limits on fields to be included in reports. x    
  Provide security which will restrict access to data to appropriate categories of staff, yet be flexible enough to accommodate staff needs for data from a variety of records. Access limited by login ID and password or similarly effective system. x    
  Define reports on-line using an easy-to-use, graphical interactive editing interface. x    
  Define reports using third-party tools via ODBC (or ODBC-like) connections. Examples would include via a relational DBMS like Access or a query tool like Brio Query. x    
  Select data from all fields from all files in the system. x    
  Produce reports in a variety of formats including (but not limited to): hard copy, ASCII, ASCII delimited and HTML. x    
  Produce reports on the status of all system management / policy files and all profiles, tables and other parameters that may control the system. x    
  Generate reports unattended (as in a nightly batch) on a specified schedule. x    
  Generate ad hoc reports at any time. x    
  Save and reuse report specifications and criteria. x    
  Print reports on any network print device. x    
  Print reports to a variety of dot-matrix and laser printers. x    
  Generate reports using Boolean logic, date calculations, and/or mathematical caculations. x    
  Perform basic statistical calculations. x    
  Produce reports based on several tables, using selection criteria across multiple tables. x    
  Provide easy to use data dictionaries.   x  
  Formatting of reports should include the ability to define headers, footers, column headings, sort criteria, etc. x    
  Sort data on multiple levels and provide totals and subtotals. x    
  Provide statistics summarizing subsystem activities for various timeframes (e.g., current day, month-to-date, previous month, etc.) x    
  E-versions of reports available in a variety of desktop applications, including but not limited to MSWord, Excel, Filemaker Pro, Access). x    
  Generate standardized and customized reports using archived data. x    
  Relate one period to another and current activity to previous periods   x  
  Support storage of reports. x    
  Create report log.   x  
         
         
Access Services        
  Assumes the system has patron empowerment features, e.g. self check-in and check-out, ability to update address and view fines, recalls, etc. x    
         
Patron Records A. Patrons can view and print the following reports:      
  1 bills, fines and credits x    
  2 recalls and holds x    
  3 materials checked-out and checked-in x    
         
Historical Accounting B. Staff reports (in addition to those listed in A above) will include links to proxies, damaged items, carrels, multiple ID's and addresses x    
         
Circulation        
  A. In general, for a given location, on demand from the unit desktop, it should be possible to produce a report showing all items that are "somewhere else", e.g. reference, off-site, carrels x    
         
  B. When reporting titles held in a specific location or collection, it should be possible to choose whether to display holdings for each title for all locations or only for the reported location x    
         
  C. It should be possible to count and report the number of the following:      
  1 items checked-out by service location and item type (assumes self-check is a separate location) x    
  2 items checked-out by patron category x    
  3 items checked-out by patron affiliation x    
  4 items checked-in by service location and item type x    
  5 items used in-house (i.e., not checked-out, but scanned and checked-in before return to shelf), by location x    
  6 items declared lost, missing, billed, etc. x    
  7 holds placed, by type (i.e., direct patron, staff-initiated, etc.) x    
  8 recalls, by type x    
  9 searches, by type and by outcome (e.g., successful/unsuccessful) x    
  10 notices generated, by type x    
         
  D. It should be possible to track and record:      
  1 turnaround time for holds paged from another location   x  
  2 titles in high demand   x  
Fines and Fees A. It should be possible to report all transactions and totals related to fines and fees in enough detail to satisfy auditors as well as for tracking circulation in the following categories:      
  1 payments and credits x    
  2 waiving and forgiving x    
  3 replacements of lost items x    
         
  B. It should be possible to transfer data directly from a cash register to a workstation to facilitate preparation of reports x    
         
Inventory A. It should be possible to print inventories that include the following data elements:      
  1 call number x    
  2 location/sublocation x    
  3 title x    
  4 main entry, if not title main entry x    
  5 physical description x    
  6 detailed holdings x    
  7 item ID (bar code or other) x    
  8 text in any selected fields from the bibliographic record x    
  9 text in any selected fields in copy or holdings records x    
  10 text in any selected field in item record x    
         
  B. It should be possible to create inventories with entries listed at the following levels:      
  1 bibliographic record x    
  2 copy x    
  3 individual item x    
         
  C. It should be possible to sort inventories by the following criteria:      
  1 location x    
  2 call number x    
  3 location and call number x    
  4 title x    
         
  D. It should be possible to select items for reporting and counting based on at least the following criteria:      
  1 permanent location or collection/sublocation or holding code x    
  2 current location (including temporary locations) x    
  3 call number range x    
  4 item status (e.g., "lost," "overdue") x    
  5 number of circulations x    
  6 whether or not the item is at a temporary location x    
         
  E. For individual items, it should be possible to ascertain at least the following and to include the data as selection criteria in reports and for statistical counts:      
  1 total check-out transactions x    
  2 total initial check-out transactions including reserve and excluding renewals x    
  3 total initial check-out transactions including reserves and renewals x    
  4 total initial check-outs excluding reserves and renewals x    
  5 total initial reserve check-outs excluding renewals x    
  6 total initial departmental check-outs x    
  7 total initial team check-outs x    
  8 total initial check-outs excluding reserves and renewals but including departmental and team check-outs x    
  9 total initial check-outs excluding reserves, renewals, departmental and team check-outs x    
  10 total check-ins x    
  11 total initial departmental check-ins x    
  12 total initial team check-ins x    
  13 total initial check-ins excluding reserves and renewals but including departmental and team check-ins x    
  14 total initial check-ins excluding reserves, renewals, departmental and team check-ins x    
  15 total renewals excluding reserve renewals x    
  16 total reserve renewals x    
  17 total in-house uses (i.e., checked-in but not checked-out) x    
  18 total of all uses x    
  19 all of the above for each of the last five years (if some set period other than five, please indicate what it is) x    
  20 total any, some or all of the above by date range x    
         
  F. It should be possible to retain an archival record of individual circulations, either online or in tape files that can be loaded easily into the system for analysis, that record at least the following:      
  1 call number x    
  2 location or collection x    
  3 patron class x    
  4 patron affiliation x    
  5 type of transaction x    
  6 initial transaction date x    
  7 return date and time x    
  8 patron information x    
         
Reserves        
  A. It should be possible to produce and print at least the following general reports of items on reserve:      
  1 all items on reserve at a particular location x    
  2 segmented by course and instructor x    
  3 with each segment, sorted by author/title x    
  4 all items on reserve at a particular location, segmented by course and instructor within each segment, sorted by call number and/or shelving number x    
  5 all items on reserve at a particular location, sorted by call number and/or shelving number x    
  6 all items on reserve, regardless of location, sorted by call number and/or shelving number x    
  7 list of names of all instructors with active or inactive reserve items x    
  8 all items on reserve that have not circulated within a selected period of time x    
  9 items sorted by reserve type; 24-hour, 2 hour, etc. x    
  10 items sorted by type of material, e.g. videos, pamphlets, etc. x    
         
  B. It should be possible to produce and print listings on a locally attached printer of all items on reserve :      
  1 for a particular course x    
  2 for a particular section of a course x    
  3 for a particular instructor x    
  4 for active or inactive reserve material x    
  5 rush recalls for a specific location and time frame (assumes the system provides automatic rush recall capability) x    
         
  C. It should be possible:      
  1 to include on printed lists at least the following data elements: location, author, title, instructor, course, department, item ID (bar code or other), call and copy numbers, format, loan period, and special notes or message x    
  2 to access electronic reserve lists posted by instructors and generate statistical analyses x    
         
  D. Instructors should have the capability:      
  1 to access, post, modify and activate active reserve lists and activity or usage reports x    
  2 to access and modify inactive reserve lists x    
         
  E. We assume the system will have automatic activation and deactivation capability and will provide:      
  1 a list of items that did not activate with reasons why x    
  2 a list of items that did not deactivate with reasons why x    
         
         
Acquisitions Report on approval plans and firm orders. x    
  Report on books returned to vendors, across fiscal years. x    
  Save/modify report criteria. x    
  Report on credit card purchases. x    
  Generate supplemental statistics such as: daily work, books received by month, invoices processed by month. x    
  Report on each purchase code entered into the system. x    
  Report on items received / items paid. x    
  Report based on expenditure codes used in Oracle Financials x    
  Report on Rush requests. x    
  Report titles not yet received. x    
  Report outstanding monograph orders. x    
  Report outstanding claims. x    
  Report gifts received. x    
  Exchange Partners reports. x    
  Report on outstanding journal subscriptions and serial orders by vendor. x    
         
         
Administrative        
         
Sample categories for statistical, donor, and financial reporting:        
         
  Collections -- Accessions x    
  Monographs - in volumes (purchase, gift, or exchange) x    
  Bound serials - in volumes (purchase, gift, or exchange) x    
  Collection growth - gross and net x    
  Current serials - by title x    
  Other materials - by unit (including microforms, government documents, x    
  machine-readable files, manuscript and archival material, cartographic, x    
  graphic, audio, video, electronic resources) x    
         
  Access Services--Circulation      
  Initial circulations (excluding reserves) x    
  Reserve transactions x    
  Total circulations (including initial and renewals) x    
  Volumes used on site/in-house x    
         
  Access Services --ILL      
  Filled requests provided to other libraries x    
  Filled requests received from other libraries x    
         
  Development      
  Titles acquired through a particular fund source x    
         
  Financial      
  Fine information for transfer to bursar's office x    
  Direct fine billing for no-bursar patrons x    
  Respond to patron-initiated fine queries x    
  Tracking fine notices x    
  Track allocations to funds x    
  Monitor funds spent or committed x    
         
         
CATALOGING        
         
Database contents        
  The system must be able to count and report the number of      
  * authority records x    
  * bibliographic records x    
  * copy holdings records x    
  * volume holdings records x    
  * item records x    
         
  The system must be able to limit and arrange results by      
  * record activity/creation date (on, before, between, after) x    
  * record characteristics (information gathered from any field in the record -- examples below) x    
  * record source (general) (e.g. created online, derived, imported, loaded) x    
  * record source (specific) (the individual responsible for the activity/creation) x    
  * record status (e.g. cataloged, deleted, in process, suppressed) x    
         
Database activity        
  The system must be able to count and report the number of      
  * records added x    
  * records deleted x    
  * records exported x    
  * records suppressed x    
         
  The system must be able to limit and arrange results by      
  * record activity/creation date (on, before, between, after) x    
  * record characteristics (information gathered from field in the record -- examples below) x    
  * record source (general) (e.g. created online, derived, imported, loaded) x    
  * record source (specific) (the individual responsible for the activity/creation) x    
  * record type (e.g. authority, bibliographic, copy holdings, volume holdings, item) x    
         
Record characteristics (examples)        
         
  For authority records:      
  * heading type x    
  * heading use x    
  * presence or absence of specific fields (e.g. 4XX, 5XX) x    
         
  For bibliographic records:      
  * bibliographic level x    
  * country of publication x    
  * date 1 and date 2 x    
  * encoding level x    
  * language x    
  * presence or absence of specific fields (e.g. 4XX, 505, 6XX) x    
  * type of material x    
  * type of record x    
         
  For copy holdings records:      
  * call number x    
  * classification number (broad) x    
  * location x    
  * number of copies x    
         
  For volume holdings records:      
  * number of holdings statements x    
  * presence or absence of specific fields (e.g. 867, 868) x    
         
  For item records:      
  * status (e.g. active, lost, missing, withdrawn) x    
  * temporary location x    
         
         
Coll Dev & Mgmt        
         
The collections   x    
Analyze and report collection information:        
  Generate reports regularly required of YUL, including ARL, IPEDS, ACRL. x    
  Collection statistics within a classification range in all classification      
  schemes employed at YUL x    
  Collection statistics utilizing standard and local subject headings, LSCH, MESH x    
Collection statistics according to:        
  Country of publication x    
  Date of publication x    
  Language of publication x    
  Format or type of publication x    
  Date of acquisition x    
Collection statistics by library:        
  Differentiate among copies, volumes, and/or other multi-level holdings designations and report collection statistics for each library according to holding location and shelf location      
    x    
The CD process        
Produce routine statistical reports on acquisitions:        
  Orders created x    
  Searches by type x    
  Items received by fund and by location, etc. x    
Produce routine financial reports:        
  Fund status reports x    
  Fund activity reports for any specified period of time, including lists of titles ordered and received x    
  Monthly and year-to-date fund activity reports for all funds x    
  Number of vols/titles received by fund x    
  Commitment register x    
  Total encumbrances for year x    
  Total encumbrances by vendor for specified time period x    
  Foreign exchange rate changes/fluctuations over time   x  
Produce routine vendor performance reports:        
  Number of orders by date range x    
  Titles received on approval by date range, price, subject, etc. x    
  Average and median delivery time x    
  Claims x    
  Cancellations x    
  Average discount x    
Produce routine management reports:        
  Titles purchased by fund, selector, location, call number, country, and any combination of these x    
  Statistics: number of titles by fund, selector, location, call number, country, any combination of these x    
  Three year (more) comparisons of title costs by fund, selector, location, call number, country, and any combination of these x    
  Title listing by location, fund, subject, format, country, language, etc x    
  Current serials lists x    
  Titles from a publisher or supplier x    
  Lists of cancels, ceases, suspends x    
  Lists of new titles received and catalogued with call numbers by subject, fund, selector, location, call number, country, language, and any combination of these x    
  Vendor directory capable of being sorted by name, vendor code, city/state/country x    
  Analyze and report ILL information, including relation of requested materials to status of YUL copies (e.g., lost of missing).      
         
         
ILL        
         
  Permit readers to view their ILL activity from public or remote-access workstations, subject to appropriate security and authentication. x    
  Provide immediate notification to reader at designated points in the process, including but not limited to: request acknowledged; requested item available for pickup; requested item due; returned item acknowledged; request unfilled (and why). x    
  Provide query access by authorized staff to open and closed ILL requests, using multiple data points including transaction ID, various standard numbers, reader ID, reader name, bibliographic elements of item requested. x    
  Track requests by type or condition, and provide counts of open requests in each category. x    
  Track copyright compliance and provide report of titles which have exceeded copyright limits. x    
  Provide statistics on items requested, requests filled, fill rate, and turnaround time, overall and by subordinate unit, for both borrowing and lending operations. x    
  Maintain an archive of completed requests. x    
  Generate reports of financial transactions, including accounts payable and receivable, as well as calculations related to group reimbursement arrangements. x    

Last Updated on 7/5/00
By Reports Criteria Draft Checklist