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WYLD TECHNOTE 014: Using Director's Station to Gather Statistics for ACRL FY Reporting

Note that ILL statistics for questions 34 and 35 in the questionnaire can be retrieved through VDX using the Monthly ILL Statistics report. You can copy and paste the information into a spreadsheet to summarize the data.

Volumes held

While you can use Director's station to find out total volumes held as of a certain date, volumes withdrawn can only be roughly inferred from the data. The most accurate way to determine number of items withdrawn is to use the 'Remove Discard Items' report in Workflows to remove items whose home location is set to 'DISCARD'. Then you would keep a manual count of the items removed each month.

ACRL Instructions for this category state: "Exclude microforms, maps, nonprint materials, and uncataloged items." However, you will need these counts to answer other questions in the survey, so it is easiest to include them in your general report and then remove them later when you are summarizing the data in Excel or another spreadsheet program.

For the following series of questions:

1a.	Volumes held June 30, 2004:	__________
1b.	Volumes added during the year
	(i) Volumes added – Gross	__________
	(ii) Volumes withdrawn during year	- _________
	(Net Volumes Added: 1.b.i – 1.b.ii)	= ________
1	(Volumes held June 30, 2005: 1.a + 1.b)	__________

1. Log in to Director's Station - http://ds.lib.wy.us/directorsstation/
2. Use the left hand popout menu to navigate to:

   Collection Analysis   >Technical Services Analysis     >Cataloging       >Collection by Library/Item Type

3. Editing the Standard Report Criteria
   • Your library will already be preselected as the station library, based on your login.
   • Drag and drop the Library criteria back into the upper darker green area (Dimensions Pool) where other criteria buttons appear. Since this report is limited to your library, you do not need to have the Library criteria as part of the report.
   • Swap copy Measures dimension with Date Copy Created button by clicking and dragging the Date Copy Created button down to hover over the Measures button until the ‘swap’ dialog pops up. Let go of the Date Copy Created button and it will trade places with the Measures button.
   • Editing the Meaures used.

     In the Dimension area, click on the down arrow on the right side of the Measures button. Select only total copies (unless you want to count something else, such as call numbers, instead)

   • Editing Date Copy Created in the report area:

     Open drop down menu on Date Copy Created and deselect ‘All date copy created’ Scroll down to bottom. Deselect ‘NEVER’ and ‘2006’ Click on 2004 to open the options to select quarters. Deselect the year value (2004) but leave all the quarters checked. This will allow you to see total volumes as of the end of the second quarter of 2004 which you can manipulate in a spreadsheet later. Click on 2005 to open the options to select quarters Deselect 2005 and the last two quarters of 2005

   • The resulting report shows all items (by cataloged type) added no later than June 30, 2005. If you wish to remove some of the item types, simply click on the item type dimension's drop down arrow and deselect any of the included item types:
     
4. Use the export button to save as an excel spreadsheet

   

5. Saving the report for access later in Director's Station
   • To save this report to access and view or modify later, click on the ‘Save As’ button on the toolbar.
   • Enter a new report name.
   • Accept My Folder as the default selection for Save in Folder
   • Choose Yes for Add to SwiftLinks if you want this new report to appear on your Dashboard under SwiftAnalysis.
   • If you select Lock Report, changes cannot be made to this saved report
   • When finished click Accept to save the report

Number of monographic volumes purchased

While this cannot be accurately determined by Directors Station, you can see the number of materials ADDED using the above report and viewing the rows for item type BOOK, NEW-BOOK, etc. depending on the variety of ways you catalog monographic materials. Volumes purchased may not necessarily equal volumes added during a particular time period.

Other Library Materials & Audiovisual Materials

The above report should also answer these question, depending on your local cataloging practices.

6. Microform units 7. Government documents not counted elsewhere 8. Computer files 9. Manuscripts and archives 10. Cartographic 11. Graphic 12. Audio 13. Film and Video

Circulation (total) for FY

You will need to generate a new report to answer the following questions:

32. Number of initial circulations (excluding reserves) 33. Total circulations (initial and renewals, excluding reserves)

1. Log in to Director's Station - http://ds.lib.wy.us/directorsstation/
2. Use the left hand popout menu to navigate to:

   Collection Analysis   >Public Services Analysis     >Circulation       >All Checkout Measures (Historical)

3. Swap the Measures button with the Station Library button by dragging and dropping Measures to hover over Station Library until the swap dialog appears. Drop Measures into the report. (You don’t need station library criteria in your report unless you are analyzing more than one library)
4. Click on the drop down arrow on the Measures button.

   Select only checkout, patron renews, staff renews and use item (or any other measures you’d like included)

5. You don’t need item types in this report (reserverm item type can be left in the report, as reserve room checkouts are not counted in the circulation cube in Director's Station.), since you are looking for total circulation, so you can swap the transaction date criteria with the item type. Click and drag the Transaction Date button and hover over the Item Type button until you see the swap dialog. Release Transaction Date to drop it into the report.
6. Modify the Transaction Dates to select only the Fiscal Year quarters that you need.

   For data only from FY05: Open the drop down menu for the Transaction Date criteria. Deselect All Transaction Date, 2002, 2003, 2004, 2005 and 2006. Click on the underlined 2004 and select the last two quarters of 2004 Click on the underlined 2005 and select the first two quarters of 2005

7. The resulting report lists charges, renewals (from both WYLDCAT and at the circulation desk), and any items marked using the 'Mark Item Used' wizard in workflows.

   

8. Export, or save the report as described above.