July 12,
2002
Loveland, CO
Statistical
Reports
Joan
Lamborn, Head of Library Administrative Services, University of Northern
Colorado
joan.lamborn@unco.edu
(See
also III User Manual Release 2001 or
2002, page numbers 101627-101641)
TYPES OF DATA
Statistics
can be compiled from fixed-field data in bibliographic, item, patron, check-in
and order records. The number of
records in a specific call number range based on SCAT tables can also be calculated.
Records
used to generate a statistical report can be either a range of record numbers
or records in a review file. A range of
record numbers may include all records of one record type or a subset of those
records.
TYPES OF REPORTS AVAILABLE
T> A cross TABULATION
based on any two record data elements
This
report creates a matrix based upon the fixed-field values specified for the
horizontal and vertical axes with totals for the vertical and horizontal
columns. Fixed fields with high numbers
are excluded from this report, such as dollar amounts and total checkouts by a
patron.
C> Statistical reports
based on CALL number
This
report is based on the SCAT table(s) created by an institution and calculates
the number of records in each call number range in the SCAT table(s).
M>MONTHLY statistics
This
report is based upon the date in the fixed-length date field(s) in the type of
record specified. It calculates the
number of records broken out by month for a range of dates that must be within
a five-year period. Since the date
fields vary by type of record, the statistics vary depending upon the type of
record used.
O>Statistical reports
based on all OTHER record data elements
This
report calculates the number of records for each fixed-field value for each
fixed field except dates. Since fixed
fields vary by type of record, the statistics vary depending upon the type of
record specified.
S> Statistical report
based on SUMMATION of a fixed-length field
This
report calculates totals of numbers stored in selected numeric fixed
fields. Only fields which can be
totaled are presented as choices. The
total can be broken out by a selected fixed field with a single character code
of the same record type. The eligible
fields are presented if this option is chosen.
This report is not presented for bibliographic records because that
record type does not contain a numeric fixed field.
BASIC STEPS FOR CREATING STATISTICAL
REPORTS
USING
ALL RECORD TYPES EXCEPT ORDER RECORDS
M>MANAGEMENT Information
S>Create STATISTICAL reports
Menu options: Type of data and record
group
R>Range
of record numbers; indicate the record type with the appropriate alphabetic
prefix, then the record range
B>Boolean search review file; record type is determined
by the type of list
Menu
options: Type of report
T>A cross TABULATION based on any two record data elements
Parameters to select:
Horizontal axis
Vertical axis
Calculation of multi
fields? Yes or no
C>Statistical reports based on CALL number
M>MONTHLY statistics
Parameter to select:
Range of dates
O>Statistical reports based on all OTHER data
elements
Parameter to select:
Calculation of multi
fields? Yes or no
Select menu options at the
bottom of the screen to view data for other fixed fields
S>Statistical report based on SUMMATION of a
fixed-length field
Parameters to select:
Data element to be
totaled
Total to be broken down
by another fixed-field element?
If yes, select the
element
BASIC STEPS FOR CREATING STATISTICAL
REPORTS
USING ORDER RECORDS
The
same reports are available using order records as for other record types. However, there are order-record-specific
parameters which must be specified before the particular report is selected
(except for the summation report).
For
all reports except summation report:
M>MANAGEMENT Information
S>Create STATISTICAL reports
Menu options for record group:
R>Range of record numbers
B>Boolean search review file
Menu options for type of count:
R>Records (orders placed)
Option to include estimated
prices. Yes or no. If yes, total estimated prices and average estimated
prices are displayed. The divisor is
the type of count selected.
C>Copies
ordered
Same option as for records
V>Volumes
(times copies)
Same option as for records.
P>Payments
Options:
Limit payments to a specific time
period. Yes or no
Compare payments for two time
periods. Yes or no
Average cost calculated per order,
per copy, per payment or for all orders, including those not paid for
Menu options: Type of report
T>A cross TABULATION on any two record data elements
Parameters to select:
Horizontal axis
Vertical axis
Calculation of multi fields? Yes or no
Select menu options at the
bottom of the screen to view number of copies and average estimated price if
estimated price is selected
C>Statistical reports based on CALL number
M>MONTHLY statistics
Parameter to select:
Range of dates
O>Statistical reports based on all OTHER data
elements
Parameters to select:
Data element to be totaled
Total to be broken down by
another fixed-field element?
If yes, select the
element
For
summation report:
M>MANAGEMENT Information
S>Create STATISTICAL reports
S> Do report based on SUMMATION of a fixed-length field
Parameters to select:
Data element to be totaled
Total to be broken down by
another fixed-field element?
If yes, select the element
EXAMPLES OF REPORTS
1. Number of titles cataloged by month for a
fiscal year
RECORD
TYPE: bibliographic records
RECORD
GROUP: review file of bib records with cat date within a fiscal year
REPORT
TYPE: monthly statistics
REPORT
PARAMETERS: months of the fiscal year
2. Number
of items that are due or overdue
sorted by month due
RECORD
TYPE: item records
RECORD
GROUP: all item records
REPORT
TYPE: monthly statistics
REPORT
PARAMETERS: range of dates to capture activity
3. Circulation
status of all items
RECORD
TYPE: item records
RECORD
GROUP: entire range of item records
REPORT
TYPE: report based on all other data elements
REPORT
PARAMETERS: multi fields split up
4. Types of materials in all locations
RECORD
TYPE: bibliographic records
RECORD
GROUP: entire range of bib record numbers
REPORT
TYPE: report based on all other data elements
REPORT
PARAMTERS: multi fields split up
5. Material
type by location
RECORD
TYPE: bibliographic records
RECORD
GROUP: entire range of bib record numbers
REPORT
TYPE: cross tabulation
REPORT
PARAMETERS: horizontal axis=location; vertical axis=material type; multi fields
split up
6. Number of volumes received on standing
order in a fiscal year
RECORD
TYPE: check-in records
RECORD
GROUP: review file of check-in records for titles received on standing order
REPORT
TYPE: summation of a fixed field
REPORT
PARAMETERS: element to be totaled = pcount, no breakdown by selected data
element
7. Number of orders placed by month for a
fiscal year
RECORD
TYPE: order records
RECORD
GROUP: review file of order records with order date within a fiscal year
ORDER
RECORD PARAMETER: # of records
REPORT
TYPE: monthly statistics
REPORT
PARAMETERS: months of the fiscal year; estimated prices included
8 Average cost of copies paid in a fiscal
year broken out by form and fund
RECORD
TYPE: order records
RECORD
GROUP: review file of orders paid in a fiscal year
ORDER
RECORD PARAMETERS: payments, paid date, not a comparison of two time periods,
average cost per copy
REPORT
TYPE: cross tabulation
REPORT
PARAMETERS: horizontal axis=fund; vertical axis=form; multi fields split