Milstats 101: Introduction to Milstats

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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

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Program Overview

• Statistical Universe of Millennium
• Using Milstats
• Milstat General Hints
• Some Basic Searches

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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.
• Milstats primary job is to count
• Milstats primary ability is to count what is
  there!

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Statistical Universe of Millennium

• 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)

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Statistical Universe of Millennium

• 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

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Statistical Universe of Millennium

• Compilation Based
• Milstats (YOU ARE HERE)
• Can be rerun to reflect changes new codes.
• No recordno stat!
• Current Records ONLY

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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!

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Using Milstats - Name it!
Milstats Opening Screen - Saved Queries New
Query Option
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Using Milstats - Name it!
Name it!
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Using Milstats - Name it!

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

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Using Milstats - Name it!

• 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

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Using Milstats - Grab it!
Grab it!
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Using Milstats - Grab it!

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

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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)

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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.

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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.

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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.

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Using Milstats - Filter it!
Filter it!
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Using Milstats - Filter it!

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

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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

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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

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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)

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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)

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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

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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

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Using Milstats - Filter it!

• Fastest Accumulation
• Checking this option will not send updated to
  your screen. Can make a big difference for large
  reports

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Using Milstats - View it!
Result Files Screen
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Using Milstats - View it!
Rename a Result File
Delete a Result File
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Using Milstats - View it!
Result Files
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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
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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
  someones PC or hash marks.
• Stats are like ingredientsgood 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.

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Accurate Stats

• Value of having the records in the system for
  generating stats
• Print Collection is still relevant!
• that you can recreate the statistics if needed.
• You can have consistent statistics for the
  following month, year, etc (compare apples to
  apples) these can be scheduled
• Allows greater confidence of your statistics.
• Allows the generation of new reports more quickly.

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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?

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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

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Some Basic Searches - how many items?
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Some Basic Searches - how many items?

• 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)

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Some Basic Searches - how many items?
Call Number Report
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Some Basic Searches - how many items?
Call Number Report Shows Call not in table No
Call Number found
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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

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Some Basic Searches - items by language?
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Some Basic Searches - items by language?
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Some Basic Searches - items by language?
Created a Percent Column and added the simple
formula
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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

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Some Basic Searches - current print subs?
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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

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Some Basic Searches - outstanding orders?

• Query used for search

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Some Basic Searches - outstanding orders?
Our range of records only captured 90 of the 330
records. 240 records pre-date July 2007
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Some Basic Searches - outstanding orders?
Broken down by Selector
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Some Basic Searches - outstanding orders?
Broken down by Vendor
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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!!!!!!!!

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Questions?

• Corey Seeman
• Kresge Business Administration Library
• The University of Michigan
• cseeman_at_umich.edu