Systems Criteria

NUMBER CATEGORY CRITERIA RATING
  Staff Productivity    
1   Reports can be defined online through an easy-to-use, graphical interface with interactive editing. Essential
2   A suite of standard reports can be used as is or customized to meet varying requirements. Essential
3   Authorized staff can produce and print most standard or customized reports on demand, without Systems staff involvement. Essential
4   Reports can be generated unattended (e.g., in a nightly batch) on a pre-determined schedule. Essential
5   Report structure, parameters, specifications and criteria can be saved and reused. Essential
       
  Report definition    
6   Relate one time period to another and current activity to previous periods, e.g., current year to past year, total circulation this July to total circulation last July. Important
7   Use Boolean logic, date calculations, and mathematical calculations. Essential
8   Allow staff to select, sort, and set limits on fields to be included in reports. Essential
9   All fields of all files in the system are available as report criteria and/or content. Essential
10   Produce reports using selection criteria across multiple database tables. Essential
11   Provide formatting options including, but not limited to, definition of headers, footers, and column headings; design of layout; and sort criteria. Essential
12   Sort data on multiple levels and provide totals and subtotals. Essential
13   Provide summary statistics for various timeframes, e.g., current day, month-to-date, previous month, year-to-date, etc. Essential
14   Does the LMS support the projection of future trends from current data? How? Desirable
15   Define reports using third-party tools via ODBC (or ODBC-like) connections. Examples include a relational DBMS like Access or a query tool like Brio Query. Essential
16   Perform basic statistical calculations. Essential
17   Generate standardized and customized reports using archived data. Important
18   Generate reports regularly required of YUL. See ARL forms, http://www.arl.org/stats/arlstat/99survey.pdf which are representative of such reports. Essential
19   Provide shelf listing by location and across location by call number. Note: YUL uses multiple classifications, e.g., LC, old-Yale, SuDoc and others. Note also that it should be possible to generate reports using [permanent] location or temporary location. Essential
NUMBER CATEGORY CRITERIA RATING
  Staff Productivity    
1   Reports can be defined online through an easy-to-use, graphical interface with interactive editing. Essential
2   A suite of standard reports can be used as is or customized to meet varying requirements. Essential
3   Authorized staff can produce and print most standard or customized reports on demand, without Systems staff involvement. Essential
4   Reports can be generated unattended (e.g., in a nightly batch) on a pre-determined schedule. Essential
5   Report structure, parameters, specifications and criteria can be saved and reused. Essential
       
  Report definition    
6   Relate one time period to another and current activity to previous periods, e.g., current year to past year, total circulation this July to total circulation last July. Important
7   Use Boolean logic, date calculations, and mathematical calculations. Essential
8   Allow staff to select, sort, and set limits on fields to be included in reports. Essential
9   All fields of all files in the system are available as report criteria and/or content. Essential
10   Produce reports using selection criteria across multiple database tables. Essential
11   Provide formatting options including, but not limited to, definition of headers, footers, and column headings; design of layout; and sort criteria. Essential
12   Sort data on multiple levels and provide totals and subtotals. Essential
13   Provide summary statistics for various timeframes, e.g., current day, month-to-date, previous month, year-to-date, etc. Essential
14   Does the LMS support the projection of future trends from current data? How? Desirable
15   Define reports using third-party tools via ODBC (or ODBC-like) connections. Examples include a relational DBMS like Access or a query tool like Brio Query. Essential
16   Perform basic statistical calculations. Essential
17   Generate standardized and customized reports using archived data. Important
18   Generate reports regularly required of YUL. See ARL forms, http://www.arl.org/stats/arlstat/99survey.pdf which are representative of such reports. Essential
19   Provide shelf listing by location and across location by call number. Note: YUL uses multiple classifications, e.g., LC, old-Yale, SuDoc and others. Note also that it should be possible to generate reports using [permanent] location or temporary location. Essential
       
  Report Output    
20   Support the application of statistical analysis to any report generated. Essential
21   Produce reports in a variety of formats including, but not limited to, hard copy, ASCII, ASCII delimited, HTML, and email, regardless of how report is generated, i.e., whether created by using a standard report or an SQL-based report generator. Important
22   Run reports and manipulate results in real time. Essential
       
  Infrastructure    
23   Support scheduled and on-demand report generation without negative impact on system operation. Essential
23   Authorize report generation based on login ID and password or another similarly effective method. Essential
25   Provide very flexible security for report generation. Some staff will be authorized to run only specific reports. Others will have no report generation restrictions. Important
26   Provide easy to use data dictionaries. Important
27   Maintain a system log of reports generated. Important
28   Provide ability for system administrator to monitor and control report generation in conjunction with system performance. Essential
29   Maintain storage of reports. Essential
       
  EXAMPLES    
  General Statistical Reports    
30   For all files, provide statistical reports, e.g., number of authority, bibliographic, patron, vendor, item, order, etc..  
31   Selection criteria for statistical reports can specify any data element in any record in any file, e.g., number of records based on record status, source, dates, field content, field existence, etc.  
32   For all files, provide reports of file activity over a specified period of time, e.g., number of records added, updated, deleted, etc. this month, this year, this semester, etc..  
33   For all files, provide reports based on the application of mathematical, statistical, or date calculations to records which meet selection criteria.  
       
  General Inventory Reports    
34   For all files, provide inventory reports, e.g., lists of records.  
35   Selection criteria for inventory reports can specify any data element in any record in any file.  
36   Inventory report content can include any data element in any record in any file.  
       
  Access Services Reports    
37 Calculate and Inventory Report all transactions involving fees and fines; criteria will specify location and timeframe. Report output should include transaction date and type, payment type, amount paid, item record and patron ID; sort on transaction type/transaction date/amount paid/payment type; subtotal after each transaction type and total after all entries.  
38 Calculate and Inventory Report turnaround time for holds paged from another location; criteria will specify locations (requesting, supplying) and timeframe. Report output should include request date, paging library, discharge date, supplying library, and turnaround time (calculated from request and discharge dates); sort by supplying library/request date; calculate average turnaround after each library and calculate overall average after all libraries.  
39 Count Count and report the total number of items for each of the following criteria--checked out, by patron category; checked out; recalled, by type (regular or rush); declared lost, missing or billed; used in-house--within a specified timeframe and for specified service location.  
40 Inventory List all items on reserve; criteria will specify location and timeframe. Report output should include call number or shelving number, author, and title; sort by call number or shelving number.  
       
  Acquisitions Reports    
41 Calculate and Inventory Produce monthly and quarterly reports of all purchasing card transactions; criteria will specify order unit code(s). Report output should include transaction date, record key, title, vendor, receipt date, amount of charge; sort by transaction date/vendor/title; total after all entries.  
42 Count Count and report the total number of books received each month; criteria will specify receipt unit code(s).  
43 Inventory List all titles received on exchange; status will be determined by exchange coding and open order record, and criteria will specify order unit code. Report output should include record key, title, call number, exchange partner, exchange number, date of last receipt; sort on title.  
44 Calculate Calculate vendors' turnaround time and fill rate for book orders; criteria will specify order unit code(s), vendor codes, and timeframe. Report output should include vendor name, total number of orders, number of orders filled, average number of days to fill, and percentage filled; sort on vendor.  
       
  Cataloging Reports    
45 Calculate and Inventory Count the total number of item records based on specified status, e.g., missing, lost, withdrawn, temporary location. Report output should include record key, status, location, and total number of items; sort by status/record key.  
46 Count Produce a monthly report of bibliographic records added to the database. Report output should subtotal on type of material and total all records added; sort by material format.  
       
  Collection Development Reports    
47 Inventory List all continuation orders (serials, standing orders, multi-volume monographs); criteria will specify receipt unit or location code(s). Report output should include record key, title, call number, vendor, date of last receipt; sort by title.  
48 Calculate Produce monthly and year-to-date expenditure reports for all funds; criteria will include fund codes. Report output should include fund name, fund code, total amount expended during specified timeframe; sort by fund.  
49 Inventory List titles purchased; criteria will specify fund(s), selector, and timeframe. Report output should include title, call number, location, country of publication, and amount; sort on call number.  
       
  ILL/Document Delivery Reports    
50 Count and Inventory Report journal titles which have exceeded copyright limits. Report output should include title, number of requests by publication year, number of copyright fees already paid; sort on title/publication year.  
51 Count Produce monthly and semi-annual reports of the number of requests by status, e.g., filled, request pending, unfilled; located in-house, etc. Report output should include totals for each status.  
52 Calculate Calculate fill rate and turnaround time for loans and copies; criteria will specify type of borrowing or lending and type of transaction. Report output should include type of transaction, fill rate (percentage), average turnaround time for vendor, and average internal turnaround time.  

Last Updated on 9/6/00
By Carol Jones
Email: carol.jones@yale.edu