Scope: This procedure explains the process LTS managers and the LTS Administrative Support Specialist must follow to gain access to the database, and gives guidelines for its use. Step-by-step explanations for the use of specific reports is included.
Contact: Nancy Solla
Date last updated:
Date of next review:
Connecting to the TS Stats Database
Using the TS Stats Database (General guide)
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
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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.
Managers may retrieve statistics for each of their reports, and may also retrieve statistics for their units, for any desired date range. They may run these queries at any time they desire. Monthly retrieval of statistics for the entire department is executed by the LTS Administrative Support Specialist, who compiles this information into a spreadsheet for each fiscal year. This spreadsheet is distributed throughout LTS management and shared with Library Administration.
Additional, specialized reports have been written in a separate database [link to F] to gather information regarding batch processing production in LTS. These statistics are compiled by the Batch Processing Supervisor for each fiscal year. [link to G]
B. Connecting to the Technical Services Statistics Database
- 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 or Chris Manly 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.)
C. A 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:
Make sure that the "Macros" menu is showing. If it does not say "Macros," click on the little circled arrow and select "Macros."
4. Choose the macro for the report you wish to run; click on the macro to start the query. DO NOT try to run the report from the "Reports" dropdown. You will get an error message. The macro walks you through all the variables you need to enter in, i.e. the net ID of the staff member and the date range.
5. Individual Reports and Staff/Bib ID Reports will ask for the net ID of the staff member whose activity you wish to view. (See below.) Only one net ID can be entered for these reports.
6. All macros will ask you for a date range of activity to be reported out. (See below) You may query as far back as July 2012 in this system if you wish.
7. The first time you run a report in a session of Access, you will be asked for a database user and password. Both are "dbread," just as with our other Voyager Access databases.
8. You will get a message box asking you if it is ok to delete the existing table. The answer is "yes," otherwise you will be getting data from the last query run in the system, instead of for the query you just request.
9. The query will no run and will generate a report for the data you requested. How long it takes will depend upon the length of the date range, and whether the query is harvesting data for a whole unit, the whole department, or just one staff member.
10. When the report is returned, you may print it. You may also save it as a .pdf if you wish to keep a digital copy of it for your records. You should save that .pdf in your own, secure files on your computer, as opposed to the LTS share.
a. To print without saving the document: While the report is open, click the "File" button in the upper left corner, then click "Print" in the dropdown.
b. To save AND print:
i. Click File/Print, then click "Print Preview," as seen below.
ii. Toward the middle of the tool bar, click the "PDF or XOP" button.
iii. The following menu box with appear:
iv. Check to make sure the program is defaulting to the folder in which you'd like to save the report. (See above)
v. Give the file a useful name (such as the net ID of the staff person and the date range of the data you harvested.
vi. Then click the "Publish" button.
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 save the report as a .pdf, you may retrieve and print it at any time.