milstats 101 - iug 2008 milstats 101: introduction to milstats innovative users group 2008 annual...

Milstats 101 - IUG 2008

Milstats 101: Introduction to 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


Program Overview

• Statistical Universe of Millennium

• Using Milstats

• Milstat General Hints

• Some Basic Searches


Statistical Universe of Millennium

• Milstats is one statistical package from Millennium

• Statistics are the bread and butter of INNOPAC/Millennium Systems.

• Milstats are available in all Millennium logins. Access is controlled by Login Manager & Authorizations.

• Milstat’s primary job is to count• Milstat’s primary ability is to count what is

there!



Major Types of Library Statistics

• Transaction Based– Circulation Statistics

• Extensive Circulation Reports - Kept for 37 months• Items can be deleted, but stats still count

– WEBPAC Searching Statistics• Searches kept for 10 days***

– WAM/SUSHI Statistics• Transactions tracking downloads (WAM)



• Financially Based– Financial Reports in MilAcq

• Acquisition Financial Reports • Records are very important, but you can also

adjust fund balances (cannot replicate between financial reports and Milstats)

• Compilation Based– Vendor Stats

• Tracking Vendor performance based on current order records



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

• Can be rerun to reflect changes & new codes.• No record…no stat!• Current Records ONLY


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!



• The first step for Milstats• Start with a Search/Results Name• The arrow will copy the text to Result File Name



Naming Hints and Tricks• You can have many named “Unnamed”• You can change the names at any time• You do not need to save the query when you run

a file (you can extract it later)• You might have many named with the same title -

rely on the dates to help determine which file is most current

• When you run a report, you can add the date to the Results File Name


Using Milstats - Grab it!

Grab it!


Using Milstats - Grab it!

• Four different ways to grab records– Range of Records– Review File (Create Lists)– Index Search– Advanced Keyword Search


Using Milstats - Grab it! (range of records)• Traditional – As with Telnet Stats• Saved queries can go to a specific record or the

current last record.• Reports can be for the records searched or

linked record (all possibilities-and some-show)


Using Milstats - Grab it! (Review File)

• Traditional – As with Telnet Stats• Limited to your largest available review file• Allows you to create reports based on specific

fixed fields or non-indexed variable length fields.


Using Milstats - Grab it! (Index Search)

• Milstat will automatically de-dupe records in reports (all reports)

• Counts of subject headings can provide an inflated count or impression of material on a subject – May capture records that do not really fit.

• Allows you to search for large subjects bigger that your largest review file.


Using Milstats - Grab it! (Advanced Keyword)

• Basically, the AKS Keyword search• Can possibly end up with more records than is

really documented by using too brief a term (art) – Uses AKS tools and search controls

• Sometimes difficult to have a set of records that you can consistently review

• Benefit by being able to use record sets that are greater than your largest review file.


Using Milstats - Filter it!

Filter it!



• This is where you determine what type of report to run– Field Statistics– Periodic Report– Cross Tab


Using Milstats - Filter it! (Field Statistics)

• Shows Fixed Fields and Call Number Statistics (see later section)

• Order Records can show financial data

• Get stats for the same or any attached records


Using Milstats - Filter it! (Field Statistics)

• Choose “Limit the results by a time range” for the ability to look at two years of data at once. See following information on the Fiscal Year


Milstats - Types of Reports – Periodic Reports• Periodic Reports can be tricky. Remember to

choose the correct number of periods & Starting point. You can end up with blank reports.

• Choose right date field• With order records – can produce Budget and

Collection Development Reports (more later)


Using Milstats - Filter it! (Periodic Reports)

• For Periodic Reports - You can use any date field in a record

• Remember that many records do not have a CDATE, ODATE or RDATE (Everything has a CREATED DATE)


Using Milstats - Filter it! (Periodic Reports)

• Fiscal year Hints

• Setup via helpdesk - default is calendar

• Trust your gut - is it setup?

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


Using Milstats - Filter it! (Cross Tab)

• Allows you to look at fixed fields and SCAT tables.

• Very Useful for Accreditation Reports.• Very Useful for looking at Patron Counts



• Fastest Accumulation– Checking this option will not send updated to

your screen. Can make a big difference for large reports


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….


Accurate Stats

Value of having the records in the system for generating stats:

1. Print Collection is still relevant!

2. that you can recreate the statistics if needed.

3. You can have consistent statistics for the following month, year, etc (compare apples to apples) – these can be scheduled

4. Allows greater confidence of your statistics.

5. Allows the generation of new reports more quickly.


Some Basic Searches

• How many items do I have?

• How many items do I have by language?

• How many active subscriptions do I have in print?

• How many active book orders are outstanding?


Some Basic Searches - how many items?

• How many items do I have?

• Broken down by location?

• Easy Search!

• Search all item records

• Run Field Statistics

• View Report



• Report remains in the system

• Serves as a snapshot when the report was run.

• Can look at any report (based on fixed fields) and Call Number (SCAT)



Call Number Report



Call Number Report

Shows

Call # not in table

& No Call Number found


Some Basic Searches - items by language?

• How many items do I have by language?• Language information is in the bib record• You can run reports on any linked records

– Order - Bibliographic– Item - Patron– Item - Bibliographic

• You cannot run reports on records that are not linked– Item - Order

• You might be able to use Bib records as a common thread



Created a Percent Column and added the

simple formula


Some Basic Searches - current print subs?

• How many active subscriptions do I have in print - broken down by location?

• Will use a review file

• Create a list of Checkin Cards where the Card Status is “Active”

• Use that review file as the data for the statistical report


Some Basic Searches - current print subs?


Some Basic Searches - outstanding orders?

• How many active book orders are outstanding and when were they ordered?

• Create a review file of status “o” or status “q” order records

• Run a periodic report based on Created date.

• Look at results monthly since the beginning of the fiscal year



• Query used for search



Our range of records only captured 90 of the 330 records.

240 records pre-date July 2007



Broken down by Selector



Broken down by Vendor


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

[email protected]

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