REPORTS DEMONSTRATION SITUATION WORK GROUP

Summary of Meetings:

The Reports Demonstration Situation Working Group met a number of times over the past few months. At a key meeting with Audrey Novak, we established our charge is not to provide a comprehensive listing of all the possible reports we might ask for in the future, but rather a sampling of the kinds of reports we currently ask for and may wish to have. Our primary task is to give vendors specific tasks that can be demonstrated that will also show us what capabilities they have. Some key aspects of their systems we will want to know include what kinds of standard reports they are already capable of generating, what kinds of customization is possible, in what form the reports can be used and manipulated, how effectively they have exploited the relational capabilities of their underlying database structure, and what level of expertise will be required to generate reports.

PRELIMINARY DRAFT OF INSTRUCTIONS FOR VENDORS

Preamble:

The Reports Demonstration Situation Work Group understands that each vendor accedes to the criteria outlined by the Reports Criteria Working Group at: http://www.library.yale.edu/orbis2/public/wkgroup/reports_crit.htm including the essential requirement that they are capable of delivering reports on any field in any file in the system using any time parameter.

The purpose of the Reports Demonstration Situation Work Group is to provide a context and specific examples for vendors to show us the reporting capabilities of their library management system. However, we expect vendors will pay particular attention to the more general criteria and parameters outlined outlined by the Reports Criteria Working Group as they develop their demonstrations and, where possible, note how their system matches Yale's criteria.

We suggest vendors begin by showing us their standard suite of reports (that is, templates, common reports automatically generated, common reports that can

be generated upon simple query by the librarian) paying special attention to how their system takes advantage of the relational nature of their database product and how their product can combine elements from different modules in creating reports. This demonstration of standard reporting functions should also show in what forms these reports can be used and manipulated after generation (database, spreadsheet, text) and demonstrate what kinds of calculations (statistical, mathematical, raw counts) can be performed on the extracted data.

Next, vendors should speak to customizable features of their systems reporting functions. We will want to know what work is necessary for customization, what kinds of customized reports can be developed, how difficult customization is, how exactly customization can be done, and the capability of system to save customized queries for future (automated) use. The vendor should also show if their system is capable of importing back into the system manipulated, corrected data from a report.

In order to have specific examples of the kind of reports librarians at Yale might request in real life, the following examples are provided along with the reasons why we might want them. Vendors will be expected to show how their system would handle these basic and complex queries. Vendors are encouraged to go beyond simply providing the example report we ask if they feel they can demonstrate a better way of answering the question through their system's reporting capabilities. At the end, vendors are referred to the "Examples" section of the Report Criteria work group (URL cited above) and given some latitude in demonstrating how their system would handle these kinds of example reports.

Basic and Complex Reports and Why We Want Them

1) Report the number of items checked out by service location - so we can tell what's been checked out at which library

2) Report the number of items checked out by patron category (staff, teams, faculty, graduates, undergraduates etc.) - so we can separate out processing check-outs from user check-outs and so we can look at how items are used for service quality and collection management improvement

3) Report the number of holds placed by type - so we can tell backlog in holds, delays in service, average patron return time

4) Report the number and kinds of searches (author, title, subject) and whether "hits' were generated by the search - so we can study what kinds of searches users attempt and develop improved strategies for instruction in OPAC searching

5) Report item inventories within any time parameter by location, by call number, by subject, by physical description, by text in any bibliographic, circulation, processing (order) field - so that we can monitor aspects of purchasing, service, collection management. We will expect to be able to sort inventories by any parameter and/or combination of parameters

6) Report reserve lists inventories by location, by instructor, by course number, by call number, and by type (2 hour, 24 hour, 48 hour, etc.) - so that we can manage reserve readings efficiently

6a) Report all items on reserve that have not circulated in a specified period - so that we can tell whether a reserve item has been used (and report this to inquiring faculty)

7) Report all book returned to a given vendor in a given period sorted by subject, type (monograph, series) - so we can monitor our return rate on approval profiles

8) Report all credit card purchases in given period by credit card number or unit - so we can monitor credit card use

9) Report the number of "rush" requests filled and unfilled in given period including vendor provider and dates first requested/ request filled - so we can monitor our and vendor's performance

10) Report on all titles ordered that are not yet received by library unit, selector, fund code, - so we can monitor outstanding commitments on funds

11) Report on all outstanding claims (including date of first claim and most recent claim) - so we can see what we are currently claiming that has not been received

12) Report the number of gifts received in a given period, by subject, key word in title, receiving unit - so we can tell how many gifts were processed in a given time

 

13) Report the number of inter-library loan requests to other libraries and supplied by us to other libraries including date requested and date received - so we can monitor ILL and ILL service

14) Report the number of fines paid, unpaid, by unit, by patron type etc. - so we can monitor fine payment and outstanding balances

15) report the number of copies in copy holdings records, sorted by location,

or author

16) Report all records that do not have a 940 (or 856, or 505 or any other) field - so we can track types of materials acquired and other cataloging issues and/or errors

17) Report all records with a 740, sorted by format - ???

18) Report all items purchased with a specified fund, during a specified time, sorted by location - so we can monitor budget

19) Report current journal subscriptions of a particular library that have no payment in

current fiscal year - so we can tell what journal subscriptions will need payment still in the current fiscal year

20) Report current subscriptions of a given library unit with no receipts in last two years - so that we can monitor journal publisher service and monitor claiming

21) Report duplicate ongoing serials subscriptions of more than one library (duplicates may or may not have same ISSN, may have only same title) - so that we can efficiently

monitor duplicate subscriptions across libraries

22) Report all lost, missing, billed-to-patron items by library location, language,

imprint, call number range (with gaps), fund code, including enumeration and

chronology, status of duplicate copies/editions, last check out, times checked out - so that we can make easier replacement decisions

22a) Calculate the value of books not returned by (billed to) patron

23) Report the number of records created between 5/1/2000 and 5/30/2000, sorted

by format, and compare to records created between 5/1/1999 and 5/30/1999,

sorted by format - so we can monitor processing etc. across years

24) Report records with Encoding Level blank with a 555 field that do not

include an 856 field, sorted by location - so that we can identify specific kinds of items and routinize certain kinds of catalog maintenance

  1. Below are more general descriptions of the kinds of reports we expect taken from the "Examples" section given of the Reports Criteria Work Group available at: http://www.library.yale.edu/orbis2/public/wkgroup/reports_crit.htm Please demonstrate by examples of your own design how your system will handle such reporting (for easy reference, the "Examples" section is summarized below)

From the "Examples" section of the Reports Criteria Work Group

General Statistical Reports

For all files, provide statistical reports, e.g., number of authority, bibliographic, patron, vendor, item, order, etc. - 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.

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..

For all files, provide reports based on the application of mathematical, statistical, or date calculations to records which meet selection criteria.

General Inventory Reports

For all files, provide inventory reports, e.g., lists of records. - Selection criteria for inventory reports can specify any data element in any record in any file.

Inventory report content can include any data element in any record in any file.

Access Services Reports

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.

Report turnaround time for holds paged from another location; criteria will specify (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 of each library and calculate overall average of all libraries.

Count and report the total number of items for each of the following criteria--checked out, by patron category; recalled, by type (regular or rush); declared lost, missing or billed; used in-house--within a specified timeframe and for specified service location.

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

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.

Count and report the total number of books received each month; criteria will specify receipt unit code(s).

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.

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

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.

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

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.

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.

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

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.

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.

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.