milstats 101 - iug 2008 milstats 102: beyond the basics with milstats innovative users group 2008...
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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 - IUG 2008
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 101 - IUG 2008
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
Milstats 101 - IUG 2008
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
Milstats 101 - IUG 2008
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.
Milstats 101 - IUG 2008
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!
Milstats 101 - IUG 2008
Using Milstats - Name it!Milstats Opening Screen - Saved Queries &
New Query Option
Milstats 101 - IUG 2008
Using Milstats - Name it!
Name it!
Milstats 101 - IUG 2008
Using Milstats - Grab it!
Grab it!
Milstats 101 - IUG 2008
Using Milstats - Filter it!
Filter it!
Milstats 101 - IUG 2008
Using Milstats - View it!
Result Files Screen
Milstats 101 - IUG 2008
Using Milstats - View it!
Rename a Result File
Delete a Result File
Milstats 101 - IUG 2008
Using Milstats - View it!
Result Files
Milstats 101 - IUG 2008
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
Milstats 101 - IUG 2008
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….
Milstats 101 - IUG 2008
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 101 - IUG 2008
Running Scheduled Reports - Deleted Records
• 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!
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
• 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!
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
• Click View Query to see what you are searching.
• If this works, extract the query, save it and run the scheduled job.
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
• Hit the down arrow to copy the name.
• Once it is saved, you can schedule and run the query
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
• 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.
Milstats 101 - IUG 2008
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
Milstats 101 - IUG 2008
Working with Periodic Reports
Milstats 101 - IUG 2008
Working with Periodic Reports
Problem with results
Only 549 within range
Start Over with Extract
Query
Milstats 101 - IUG 2008
Working with Periodic Reports
Better - Only 161 outside of
range.
Reports were done on Bib
Record (Language, MAT TYPE, Location)
Milstats 101 - IUG 2008
Working with Periodic Reports
Now showing Order
Information
Amazon orders by Fund Code
Milstats 101 - IUG 2008
Working with Periodic Reports
• 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?
Milstats 101 - IUG 2008
Working with Periodic Reports
• 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
Milstats 101 - IUG 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?
Milstats 101 - IUG 2008
Fun with Order Records - Budget Planning
• Using Fiscal Year• Note - Have not fully paid
2007
Milstats 101 - IUG 2008
Fun with Order Records - Budget Planning • Shows FY 2006 and 2007
(PAID DATES)• Can see trends on any
acquisition fixed field
Milstats 101 - IUG 2008
Fun with Order Records - Budget Planning
• Budget Planning Feature
• See users manual Page # 105590
• Allows you to project future budget needs
Milstats 101 - IUG 2008
Fun with Order Records - Budget Planning
• Column on far right shows calculated copy comparing columns 1 and 2
• If the amount decreases - then the calculated rate decreases as well!
Milstats 101 - IUG 2008
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
Milstats 101 - IUG 2008
Differing Record Types - More Fun
• Create a review file of bib records based on order record criteria
Milstats 101 - IUG 2008
Differing Record Types - More Fun
Bib Record searches can report on any attached record
Choosing Periodic Reports
Milstats 101 - IUG 2008
Differing Record Types - More Fun
Milstats 101 - IUG 2008
Differing Record Types - More Fun
Milstats 101 - IUG 2008
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
Milstats 101 - IUG 2008
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
Milstats 101 - IUG 2008
Milstat Settings (Millennium)
Showing Totals Only can lead to weird displays!
Follow the menu from Admin - Settings
Milstats 101 - IUG 2008
Milstat Settings (Millennium)
Milstats 101 - IUG 2008
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!!!!!!!!
Milstats 101 - IUG 2008
Questions?
Corey Seeman
Kresge Business Administration Library
The University of Michigan