Page History

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Date of next review: December 2021

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Introduction

Connecting to the TS Stats Database

Basic Guide to the Database

Brief Description of Each Report

Using the "Unit" Reports in the TS Stats Database

Using the Batch Processing Stats Database

How to Compile Batch Processing Statistics for the Fiscal Year End

Using the Principal Cataloger's and Director of Cataloging and Metadata Special Reports

Compiling Database Quality Unit Statistics

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A. Introduction

Library Technical Services tracks and compiles production statistics at the department, unit, and individual levels. This information is important for individual employee performance evaluation and management, and for short and long term planning at both the unit and department levels. Information from 948 fields is harvested and processed to determine what type of work was done to a record, on what day, and by whom. An Access database was built to query this data and create reports for individuals, units, and the entire department.

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Additional specialized reports have been written in a separate database to gather information regarding batch processing production in LTS. These statistics are compiled by the Batch Processing Supervisor for each fiscal year.

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B. Connecting to the Technical Services Statistics Database

Note: If you need help with the following set-up, please send a message to CUL Desktop Support at cul-dshelp-l@cornell.edu.

Download and install the MySQL ODBC 5.1 driver. The installer is available on the LTS share, in "netadmins\Software\MySQL." Also, either create a desktop shortcut to the database, or map drive to it. The database is found at \\files.cornell.edu\lib\ds-deptshares\LTS\tsstats\1New_culv2-2012-2013.accdb.
Ask Amy Blumenthal for the database password.
Configure the driver, using the 32-bit ODBC Administrator, here: c:\windows\syswow64\odbcad32.exe. (Note: Do not use the ODBC Administrator in Control Panel/Administrative Tools.)

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C. Basic Guide to the Database

Go to \\files.cornell.edu\LIB\ds-deptshares\tsstats (Probably mapped on your computer as L:\tsstats)
Open the file named 1New_culv2-2012-2013.accdb
You should see the following sidebar on the left side of the Access window:

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vii. The program has saved your report as a .pdf file in your chosen folder and has opened it in Adobe Acrobat for you to review. If you wish to print it at this time, click the "print" button on the toolbar. Now that you have saved the report as a .pdf, you may retrieve and print it at any time.

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D. Brief Description of Each Report

"Enter OPID" is a sub-function of these other macros. You will never need to select this; it's built into any staff member report you run.
"Enter Start and End Dates" is also a sub-function of these other macros. You will never need to select this; it's built into every report you run.
Run “Dept Summary Report” if you want a summary of all work done in LTS for the desired date range.
Run “Individual Report” if you want to extract a summary of all work done by a specific staff member during the desired date range.
Run “Staff/Bib ID Report” if you want to extract a list of all bib IDs worked on by a specific staff member during the desired date range.
Run “Law TS Summary Report” if you want a summary of all work done in LAW TS for the desired date range.
Run “BATCH Summary Report” if you want a summary of all work done via batch processing for the desired date range. Gathers statistics for a chosen date range of all work done by all TS staff who have logged in under a “batch[netid]” sign-on AND any records with a 948 $d of “batch”, broken down by both Format (type of materials) and by Function (type of work done on records).
Run “NON-BATCH Summary Report” if you want a summary of all work done by non-batch processes for the desired date range. Gathers statistics for a chosen date range of all work done by LTS staff who are NOT logged in under a “batch[netid]” sign-on, broken down by both Format (type of materials) and by Function (type of work done on records).
Run "Maintenance Summary Report" if you want a summary of all maintenance processes for the desired date range.
Run "Transfers Summary Report" if you want a summary of all transfers for the desired date range. Gathers statistics for the chosen date range of all transfers, listed by date and bib key, and whether the item had been an added copy or an added location.
Run "Unit Reports" if you want a summary of all work done by members of a specific unit within LTS for the desired date range.

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E. Using the “Unit” Reports in the TS Stats Database

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.

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5. The query will now run. It may take a minute, since it’s parsing so much data. When it completes, it will return two reports: The “Unit Summary Report” and the “Unit Detail Report.” The Unit Summary Report returns a communal tally of all the work done by the unit, while the Unit Detail Report breaks out the same information by staff member. In the Unit Detail Report, each staff member’s statistics for the date range are arranged on a separate page, with the very last page showing the total number of records processed by the unit as a whole.

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F. Using the Batch Stats Database

(Note: This process is carried out by the TS Stats Database Admin on behalf of the Batch Processing Supervisor.) The purpose of this Batch Stats Access database is to account for work done by LTS staff using Gary Strawn’s Location Changer and Record Reloader programs. Records altered using these programs are not given 948 field by which we can tally them in the TS Stats database. Appropriate staff members have been given individual “batch” log-ins to use when running Strawn software; these ID’s show up in the “Operator_ID” field in the Voyager tables. This database queries and reports this work, using these ID’s and other parts of the records. Please note that there is a query and report in the TS Stats database for those batch jobs which are processed using other tools and therefore contain 948 fields by which to count them. Together, the information from the two reports account for work done in batch form by LTS staff.

Go to \\files.cornell.edu\LIB\ds-deptshares\tsstats and open the .mdb file called “3_BATCHstats.mdb.”
At the right side of the screen, double-click on the macro called “1 – Batch BIB Summary Report.” (see below)
The following window will appear (below). Enter the starting and ending dates for the time period for which you wish to collect data.
If you haven’t already been in an Access database for Voyager during your computing session, Access will ask you for the VGR7 username and password (dbread, dbread). (see below)
The script will start to run a series of queries. When it is done, it will open the report containing the data for the date range you entered. (See next page for screenshot.) NOTE: If you want to save a copy of your report, you’ll need to right click on it and Export it as a PDF. If you or someone else runs the query before you’ve done that, your report will be overwritten and you will have to run it again (and export it immediately) in order to save the information it generated. Here's a sample report (below). See also the annotated version, after this one.