milstats 101 - iug 2008 milstats 102: beyond the basics with milstats innovative users group 2008...

Milstats 101 - IUG 2008

Milstats 102: Beyond the Basics with Milstats

Innovative Users Group

2008 Annual Conference

Washington, D.C.

Corey Seeman

Kresge Business Administration Library

University of Michigan

http://mblog.lib.umich.edu/~cseeman

Milstats 101 Program Overview

• Statistical Universe of Millennium

• Using Milstats

• Milstat General Hints

• Some Basic Searches

• View slides on IUG 2008 site or via blog

Milstats 102 Program Overview

• Basic Overview of Milstats

• Running Scheduled Reports

• Working with Periodic Reports

• Fun with Order Records - Projecting Budget Reports

• Differing Record Types - More Fun

• Fun with SCAT Tables

Statistical Universe of Millennium

Major Types of Library Statistics

• Transaction Based– Circulation / WEBPAC / WAM

• Financially Based– Financial Reports in MilAcq

• These both require something to have happened

Statistical Universe of Millennium

Major Types of Library Statistics

• Compilation Based– Vendor Stats– Milstats (*YOU ARE HERE*)

• This requires records to be in the system.

Using Milstats

• Milstats Rule of Three:– Name it! (what you will call the result set)– Grab it! (what records will be used)– Filter it! (how it will be treated)

• When it is finished running - View it!

Using Milstats - Name it!Milstats Opening Screen - Saved Queries &

New Query Option

Using Milstats - Name it!

Name it!

Using Milstats - Grab it!

Grab it!

Using Milstats - Filter it!

Filter it!

Using Milstats - View it!

Result Files Screen

Rename a Result File

Delete a Result File

Result Files

Using Milstats - View it!Use Hide Row/Col feature to remove data not needed

Export will only transfer visible rows

and columns

Unformat will return to original view

Milstat General Hints• Use Fixed Fields for Stats when possible – Provides

excellent consistency between reports • You can rename and reuse most fixed fields to your

needs.• Keep records clean -- remove blank or redundant codes

(space or – for base value)• Rely on the system to serve as a central repository. Try

to avoid spreadsheets on someone’s PC or hash marks.• Stats are like ingredients…good ingredients lead to good

dishes!• Statistics (from Milstats) are driven by records in the

system. They can be run and run again and again and again….

Running Scheduled Reports - Deleted Records

Basic Assumptions:

• System retains reports

• You can schedule reports to be run

• Saved reports use the full range

• If you get snapshots every month, you can see the records created and then figure out the ones deleted.

• Milstats is record driven - No record, no count

• Milstats has a memory and can remember things

• Milstats can remember how it finds things and they can be scheduled

• It actually can do more than we think!

• Get total/sumation reports every month or year.

• Leave these in the system• Create new reports. Compare with

what was created Last Year (second Report)

• These are snapshots at various times of the year.

• Make sure this is information that you need/want!

• Click View Query to see what you are searching.

• If this works, extract the query, save it and run the scheduled job.

• Hit the down arrow to copy the name.

• Once it is saved, you can schedule and run the query

• You are given the option of using the full range of records - critical for these types of searches - if you are using a range (all records)

• Schedule the query. You can do one at a time.

Working with Periodic Reports

• Question - How much and how frequently have we ordered from Amazon.com

• Step 1 - Create Review File of all orders (2286 records)

• In Milstats - Run Periodic Reports - On a yearly basis (Calendar Year) five years since 2004

Problem with results

Only 549 within range

Start Over with Extract

Better - Only 161 outside of

range.

Reports were done on Bib

Record (Language, MAT TYPE, Location)

Now showing Order

Information

Amazon orders by Fund Code

• Make sure your date range is big enough

• Look at the status box to see if it left out any records

• Go back and re-work the search

• Every record was CREATED and UPDATED. But not every record has date fields (ODATE, CATDATE, etc.)

• Trust your gut - do the numbers look right?

• Fiscal year Hints

• Setup via helpdesk - default is calendar

• Year chosen for FY is FIRST year:– FY July - June– 2006 July 2006- June 2007– 2007 July 2007 - June 2008

Fun with Order Records

• Using Budget Planning and Collection Development Reports

• Additional options when you create a report for order records

• NOTE: These reports will not take into consideration lump expenditures (Adjust fund balances) - typically no record

• Question - What have we spent each of the last two years and can it show us a budget projection for next year?

Fun with Order Records - Budget Planning

• Using Fiscal Year• Note - Have not fully paid

Fun with Order Records - Budget Planning • Shows FY 2006 and 2007

(PAID DATES)• Can see trends on any

acquisition fixed field

• Budget Planning Feature

• See users manual Page # 105590

• Allows you to project future budget needs

• Column on far right shows calculated copy comparing columns 1 and 2

• If the amount decreases - then the calculated rate decreases as well!

Differing Record Types - More Fun

• What if I wanted to know how recent purchases were circulating?

• Good question - but tricky - you cannot use order records as a set of records and get out circulation information (item record)

• Bib records are the common link

• Create a review file of bib records based on order record criteria

Bib Record searches can report on any attached record

Choosing Periodic Reports

Fun with SCAT Tables

• Call Number pulls from all available SCAT Tables

• If you have multiple SCAT tables, each will display

• Many records do not have call numbers - so there will be many that fall “off the table”

• If there are no entries in a SCAT category - it does not display in the report

Fun with SCAT Tables

• Innovative Resources for SCAT Tables

• See the Users Manual Page # 101831

• Csdirect.iii.com

• FAQ: http://csdirect.iii.com/faq/scats.shtml• Also:

http://csdirect.iii.com/documentation/cir/scat.shtml

Milstat Settings (Millennium)

Showing Totals Only can lead to weird displays!

Follow the menu from Admin - Settings

Milstat Settings (Millennium)

Statistics - Resources

• Innovative Interfaces (Milstats) - Resources– Users Manual - Page # 105586– Users Manual - Page # 105588

• (Creating and Editing Queries)

• IUG Presentations (including this one)

• Open Milstat and PLAY!!!!!!!!

Questions?

Corey Seeman

Kresge Business Administration Library

The University of Michigan

cseeman@umich.edu

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