Guidelines / Procedures
Statistical Data Procedure
Instructions on How to Capture Data for ARL Statistics from Millennium
Using Millennium to create lists gives you the opportunity of creating a Search Query that can be saved and re-used.
INSTRUCTIONS:
Prelude to creating lists: Open up Excel Spreadsheet and locate the starting range numbers for Bib., Order(Main) and Item records from the F:drive\Teams\TSAP\TSAP Shared\Innovative System Record Numbers for the first day of the month you will be creating the lists for and write them down somewhere handy. The Stop range number is already current as default.
In any Millennium Session except ERM
1) Click on: Create Lists
2) Highlight the file/list that you want to use: ARL VOLS ADDED ITEM COUNTS (We are no longer placing initials and the date in the file names per Steve Bosch.)
3) Click on: Search Records
4) A pop up screen will appear: Warning: You are about to overwrite the contents of this file. Would you like to continue? Click on: Yes
5) Review File Name : Edit to read as follows: ARL VOLS ADDED ITEM COUNTS.
6) Store Record Type : Click on the down arrow to select: Item
7) Range : The Starting range number will be the Item record from first day of the current fiscal year located at F:\teams\tsap\tsap shared\Innovative System Record Numbers\III_Record_Number_Status.xls. The Stop range number is already current you do not need to enter any information.
8) Start : for example .i54614454 ( 7/01/2004 )
9) Stop : Use the default value
10) Click on: Retrieve Saved Query
11) From the list of saved search queries select the one for ARL VOL ADDED ITEM COUNT
12) Click on Select
13) Edit the dates for the month that you wish to capture
14) Click on Save
15) A pop up screen will appear: click on Yes
16) Click on Search
17) A pop up screen will appear: Start searching on “ ARL VOLS ADDED ITEM COUNTS ” Answer Yes
18) When the search has been completed click on Statistics located on the side task bar in Millennium to create the Statistical Report
To create a Statistical Report of this review file:
Note: The queries in the Statistics Saved Queries are NOT the same as the Create Lists file load Saved Queries and will not have the same names necessarily.
19) Select the query you require: ARL Vols Added Item Counts
20) Click Edit Query
21) The Query name and the Results file name will be the same.
22) Make sure the review file is the review file name from the list you created in Create Lists: ARL VOLS ADDED ITEM COUNTS. Make sure that you have the correct review file, the total count should match the create lists review file total count.
23) These settings are defaulted from the last saved statistical report and need not be changed. Your settings should look like the example below.
24) Should you need to make changes, make to save the query when finished.
25) Click on Run Query (this may take a few minutes to process.)
26) Once the report is finished it will automatically take you to the Results File
27) Select your results file name ARL Vols Added Item Counts
28) Click on View Report
29) On the left hand bar under Select Report , click on All Fields . When all the report is sorted click on Export .
30) Select Open in Excel (this will take a few minutes to load.)
31) The Excel spreadsheet will now contain the statistical report for ARL Vols Added Item Counts
32) Please look at the image below for an example of what the spreadsheet will look like. Please note you may have to expand certain fields to better see the field names.
Note: The Review file totals states 15922, the Statistical Report reflects the same number records processed. Had these two numbers been different, you will use the processed number for your total and then you will remove any location totals that need to be excluded.
34) Document the total on the ARL Monthly Statistics Worksheet under VOLUMES ADDED DURING YEAR -- GROSS
ARL Vols Purchased Monthly
Instructions:
1) Click on: Create Lists
2) Highlight the file/list that you want to use: ARL VOLS PURCHASED MONTHLY
SAVE
3) Click on: Search Records
4) A pop up screen will appear: Warning: You are about to overwrite the contents of this file. Would you like to continue? Click on: Yes
5) Review File Name : Edit to read as follows: ARL VOLS PURCHASED MONTHLY SAVE
6) Store Record Type : Click on the down arrow to select: Order
7) Range : The Starting range number will be the first Order record in the system .o10000008, you want to search every order record in the system. The Stop range number is already current you do not need to enter any information.
8) Start : for example .o10000008
9) Stop : Use the default value
10 Click on: Retrieve Saved Query
11) From the list of saved search queries select the one for ARL MONO PURCHASED SAVE
12) Click on Select
13) Edit the dates for the month that you wish to capture
14) Click on Save
15) A pop up screen will appear: click on Yes
16) Click on Search
17) A pop up screen will appear: Start searching on “ ARL VOLS PURCHASED MONTHLY SAVE ” Answer Yes
18) When the search has been completed click on Statistics located on the side task bar in Millennium to create the Statistical Report
To create a Statistical Report of this review file:
Note: The queries in the Statistics Saved Queries are NOT the same as the Create Lists file load Saved Queries and will not have the same names necessarily.
19) Select the query you require: ARL VOLS PURCHASED
20) Click Edit Query
21) The Query name and the Results file name will be the same.
22) Make sure the review file is the review file name from the list you created in Create Lists: ARL VOLS PURCHASED MONTHLY SAVE and also make sure that you choose this review file name from the drop down box and the total count should match the create lists review file total count.
23) These settings are defaulted from the last saved statistical report and need not be changed. Your settings should have the “Report On” as Order, “Query Type” should be Field Statistics, and that should be it.
24) Should you need to make changes, make to save the query when finished.
25) Click on Run Query
26) Once the report is finished it will automatically take you to the Results File
27) Select your results file name ARL VOLS PURCHASED
28) Click on View Report
29) On the left hand bar under Select Report , click on All Fields . When all the report is sorted click on Export .
30) Select Open in Excel (this will take a few minutes to load.)
31) The Excel spreadsheet will now contain the statistical report for ARL VOLS PURCHASED
32) Please note you may have to expand certain fields to better see the field names.
33) Make sure you exclude from the total the (Order Type) Serial Continuations, Serial Subscriptions, and Law. See note below for discrepancy in totals if a discrepancy exists.
NOTE: The Review File total states 9005, the Statistical Report reflects 9004 records processed. You will use the processed number (the number in Bold ) for your total and then you will remove any location totals that need to be excluded.
34) Document the total on the ARL Monthly Statistics Worksheet.
ARL AV
Instructions:
1) Click on: Create Lists
2) Highlight the file/list that you want to use: ARL AV SAVE
3) Click on: Search Records
4) A pop up screen will appear: Warning: You are about to overwrite the contents of this file. Would you like to continue? Click on: Yes
5) Review File Name : Edit to read as follows: ARL AV SAVE
6) Store Record Type : Click on the down arrow to select: Bib
7) Range : The Starting range number will be the Bib record from first day of the current fiscal year located at F:\teams\tsap\tsap shared\Innovative systems numbers\III_Record_Number_Status.xls. The Stop range number is already current you do not need to enter any information.
8) Start : for example .b46697251 ( 7/01/2004 )
9) Stop : Use the default value
10) Click on: Retrieve Saved Query
11) From the list of saved search queries select the one for ARL AV Materials
12) Click on Select
13) Edit the dates for the month that you wish to capture
14) Click on Save
15) A pop up screen will appear: click on Yes
16) Click on Search
17) A pop up screen will appear: Start searching on “ ARL AV SAVE ” Answer Yes
18) When the search has been completed click on Statistics located on the side task bar in Millennium to create the Statistical Report
To create a Statistical Report of this review file:
Note: The queries in the Statistics Saved Queries are NOT the same as the Create Lists file load Saved Queries and will not have the same names necessarily.
19) Select the query you require: ARL AV Materials Save
20) Click Edit Query
21) The Query name and the Results file name will be the same.
22) Make sure the review file is the review file name from the list you created in Create Lists: ARL AV Save . Make sure that you have the correct review file, the total count should match the create lists review file total count.
23) These settings are defaulted from the last saved statistical report and need not be changed. Your settings should have the “Report On” as Item , “Query Type” should be Field Statistics, and that should be it.
24) Should you need to make changes, make to save the query when finished.
25) Click on Run Query
26) Once the report is finished it will automatically take you to the Results File
27) Select your results file name ARL AV Save
28) Click on View Report
29) On the left hand bar under Select Report , click on All Fields . When all the report is sorted click on Export .
30) Select Open in Excel (this will take a few minutes to load.)
31) The Excel spreadsheet will now contain the statistical report for ARL AV Save
32) Please note you may have to expand certain fields to better see the field names.
Note: If the Statistical Report reflects the same number records processed as your original number for this search there is no problem. Had these two numbers been different, you will use the processed number for your total and then you will remove any location totals that need to be excluded.
33) Make sure you exclude from the total the I Type LAW. This total you will place on the ARL Monthly Statistic Worksheet under ARL AV Monthly Materials. Now you will retrieve separate sums for (all) Maps, Music Audio, and Video from the Excel spreadsheet. You will total each location by using the Record Count for all of said location categories ie: Map Coll, Map Atlas, Map Vertical File. Each category total will be turned into the monthly ARL statistics worksheet.
34) Document the total on the ARL Monthly Statistics Worksheet.