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- Go to L:\tsstats and select "1New_culv-2012-2013.accdb." Make sure that the "Macros" menu is showing. If it does not say "Macros," click on the little circled arrow and select "Macros." Click on the "Unit Reports" macro.
- Enter the desired date range in the boxes and click "Ok."
- This dialog box will most likely appear (below). If it does, you must click YES to clear the data from the last time someone ran this report for their unit.
- Next the macro will ask you to enter the name of your unit. (See below.) You may enter it in full, as rendered in the Unit ID/ Unit Name table shown below, or type the first three letters of the name as shown in that same table (case sensitive); the script will then automatically choose the corresponding unit name. After entering the name, click “ok” to run the query and return a report.
NOTE: Please note that staff members have been entered into this database under the unit of their administrative supervisor. For example, while Nancy Solla does some copy cataloging, she is entered under Batch Processing. If you have a staff member who does some work for you but who reports to another manager, you can run your unit report and then run the “Individual Report” for any such staff member(s).
WHEN YOU HAVE NEW STAFF, you must notify the TS Stats admin (currently Nancy Solla) in order to have them added to the database. In order for a staff member (including student workers) to be included in your unit report, their name and net id must be in this database, and they must be assigned the proper unit name.
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Batch Processing Statistics Requested for Department Spreadsheet (LTS_Stats_2005-2016.xlsx):
New records (print)
New records (e-journals)
New records (e-books)
Records exported
Records enhanced
Headings maintenance
Batch jobs
How These Statistics Are Gathered:
A. “New records (print)” – This information is found by running the “Batch Activity Summary Report” in the LTS Stats database. The total consists of “total Approvals input” + “total Books input” + “total NPAC input.”
B. “New records (e-journals)” – This information is found in the “Batch Activity Summary Report” in the LTS Stats database. The “Catalog/Format/e-Resources (journals) total” is the desired total.
C. “New records (e-books)” -- This information is found in the “Batch Activity Summary Report” in the LTS Stats database. The total is derived by adding “Catalog/Format/Computer files” total + “Catalog/Format/e-Resources (books)” total + “Catalog/Format/Sound recordings” total.
D. “Records Exported” – The information for this total comes from the spreadsheet found at “L://Batch_Processing/LoadExtractLogs/VoyagerExtracts[FYdates].xls.” The total for the FY is derived by adding together the totals from the following sheets in the document: “Batchmatch (MARCadia)” + “OCLC Archives & Man. Records” + “OCLC Institutional Records” + “OCLC MARC Holdings” + “OCLC Daily Export.”
E.“Records enhanced” – This information is found by running the Record Enhancements query in the database 1New_culv2-2012-2013.accdb. Includes info for WorldShare, Batchmatch, ebooksenhanced, and all “Update Backlog Records” (storage items) jobs. This This query is run against the Batch_Stats table in the built by PH’s job in LS Tools, mentioned in H, below.To get the total number of records enhanced, run “Record enhancements” query and then run “Get Records Enhancements Grand Total” query. The resulting table will consist of one number: The total number of records enhanced in the FY. (Note: You will need to go into first query, "Record Enhancements" and edit to limit for specific FY.)
F. “Headings maintenance” – Batch Processing staff have each been given an additional Voyager sign-on, to be used when they are running batch processes using Gary Strawn’s LocationChanger or RecordReloader. These sign-ons take the form of “batch[netid]” and will show up in the record histories of any records edited in this fashion. A separate database called “3_BATCHstats.mdb,” a set of queries, and a report called “Batch Activity by OP ID Report” have been created to harvest this information. For this specific line item in the department spreadsheet, information will be gathered by running the “Batch Activity by OP ID Report” and using the total of updated records for the operator id of “batchjm17,” “batchstr1” and “GLOBAL”.
G. “Batch OP ID Stats” – This information will be gathered by running the “Batch Activity by OP ID Report”. (See also F, above.) Statistics for all batch operator id’s will be gathered for interdepartmental use and entered into the spreadsheet, “BATCHID_Stats_FY15_16.xlsx” found in L:\Batch_Processing\BatchIDStats.
H. “Batch jobs” – LTS managers would like to determine how many batch processes are run each month. Additionally, Batch Processing unit managers would like to know how many records for each vendor/collection are processed. Not all of this information can be gathered via the existing LTS statistics database, so Pete Hoyt built a job in LS Tools to gather the data. (See query spec, “BatchStats_countXandH.docx”). The job is found under “Administrative Proc” in LS Tools, and is called “TS Stats Summary”Summary." The data from this job should be entered into the spreadsheet “3_Batch_Stats_FY15_16.xlsx” found in L:\tsstats\. (Get count from adding together “#of jobs run” from each page of 3_Batch_Stats_FY15_16.xlsx. This grand total will be entered into the “Batch jobs” line item in the LTS_Stats_2005-2016.xlsx spreadsheet.) (Do we want to create a report for this data that presents it in some way other than monthly breakouts?)
I. “Fastshelve” – In 1New_culv2-2012-2013.accdb there is a make table query called “Find fastshelve” that can be run to gather bib-level statistics on the number of records fast-shelved by LTS staff. Criteria for the date range and the name of the output table must be manually changed each year.