LibStats User Manual - UQ eSpace
Contents
1. 5 Mun 2006 Items paged forwarded to other branches Recorded Stats Items in transit forwarded to their home library Items paged Date Entered forwarded to other branches 05 Jun 2006 Matthew Smith 05 Jul 2006 Figure 7 Stats Entry Screen The message bar at the top shows that stats were successfully entered Page 7 of 31 University of Queensland Library Libstats User Manual Check the log to make sure the values you entered have been recorded correctly If there is a mistake you can change the values by clicking the pencil and paper icon on the right hand side of the row This will load the values back into the top form where you can change them There will be an Update button instead of an Add button click it to save the values You can delete stats that you have entered by clicking on the red X You can only update or delete statistics that you have yourself entered unless you are an administrator on this group For some tables the stats may be collected weekly The statistics recorded for each week will be listed in the rows on the second half of the screen All of the rows are automatically added together for the monthly report Page 8 of 31 University of Queensland Library 3 Importing Statistics Libstats User Manual On the Enter Stats page there is a menu showing all of the importing options Import Stats Import BEAN Import2. THE UNIVERSITY m OF QUEENSLAND AUSTRALIA I Enriching TONE class si cholar ship LibStats User Manual University of Queensland Library Libstats User Manual Contents A A bisi dai ar bonb ip si cre L sue ri die ee iu 3 A pinze E T EE E leads plate nibenreaasbeannie 4 REDONE TASKS ssaa ala aaa 5 24 Loss 5 22 AE WE CIMA moire a a a A 5 22 Recordine SAS eenei a ica 6 J IMPOrINO STAN SCS cercas 9 3 1 mport 0 00M Ex herran a 9 A a AN 12 3 3 Enport Doc Destaco 14 A Manager MASSA aos 15 4 1 A E AE E EAE E ET A E E E 16 A Manase Branches ecse delia la iii dii 17 4 3 Manage Authorisation iii a alia 18 Si AQMINISIAON TASKS sprite Ab 19 5 1 Sio 19 Si EERO OO elle dana aa 21 5 3 IIMporLstalsyGro Usai 22 5 4 lOs ise 23 O E AA 24 6 1 TOTS REPO o ra nade 24 02 JBEANCNESTEDOMS esse leale 27 6 3 Time Sendes Ropo ei E EN 29 6 4 CAULE REPON orn a a naeeieiiek het aweseiees 31 Page 2 of 31 University of Queensland Library Libstats User Manual 1 Introduction LibStats is an open source online tool for collecting and reporting on statistics in an academic library LibStats is licensed under GNU GPL The LibStats software files can be found at http www library ug edu au software The User Manual and Technical manual are available as Word documents on the University of Queensland Library website at http www library ug edu au about qm html There are four modules in LibStats e Enter Statistics Manage Users Co
3. This page controls the cut off date for entering stats for each branch Stats that are dated before the date set will not be able to be entered For example if the closed date is set to 2 Mar 2006 the stats entry forms will not allow stats to be entered for any dates before 2 Mar 2006 Page 23 of 31 University of Queensland Library Libstats User Manual 6 Reports LibStats can produce reports in several categories and formats The categories are Totals by month quarter semester year Branches Time Series Reports Percentage Change Cumulative CAUL report The formats are e Numerical listing by stats groups e Graphs e Export to Excel Spreadsheet UQ HOME SEARCH CONTACTS STUDY NEWS EVENTS MAPS LIBRARY THE UNIVERSITY OF QUEENSLAND A UQ Library wbstass AUSTRALIA Libstats Main Enter Stats Reports Manage Users Configure Libstats User Elizabeth Jordan Logout Branch cs aj Switck Ss Enter Statistics Ta Reports e About Libstats Libstats is a tool for collecting statistics in a large organistation It was developed within the University of Queensland Library Libstats is licensed under the GNU GPL R Manage User Access Configure Libstats Figure 30 Select Reports 6 1 Totals Reports This report shows the values for each month for all statistics groups for the whole of the library or any selected branch It also shows totals for quarters and semesters Once the report has been gen
4. i Requests made to e non UG libraries A143 supplies made to non UG libraries 4 Import Figure 10 Import Stats Data Select the Year and Stats Group to Import Two more select lists appear which have the column and row names for the stats group You should select the column and row of the table where you intend the import to start at Page 10 of 31 University of Queensland Library Libstats User Manual Select Branch Select Stats Group Select Start Column Select Start Row HML al la Service Staff Activity in branch Total Requests IAS 1b Customer Activity at Branch Fill rate February IPSWICH 1d Paging Statistics Cancelled date cancelled Not Sent March LAW 1d Loans by Patron Type Cancelled date cancelled Lib had April LTS le Collection Use irrespective of lending location branch staff to enter Cancelled date cancelled Notrec d May MATER 1f Paging and Intransit Statistics Cancelled date cancelled Total June 2ai Document Requesting Statistics Copies filled date filled Australia x July Find the place in the spreadsheet which corresponds to the start column and row selected above Click on the cell that corresponds to the start column and row Requests made or UG customers to be completed by IAD except for Cancelled and Rerequests Cancelled date cancelled Monit A et Sen __b he February e23 Joseoizesosi2sesl0 Ode Ji Marh Jess Jo ssozs2sseiesz9e7 lzs Ct Jl April sift J
5. Library Staff HEW 1 Library Staff HEW Z Library Staff HEWS Library Staff HE ve Library Staff HEWS Library Staff HEW6 Library Staff HEwW Library Staff HEWe Library Staff HEwWs Library Staff HEW 10 Info Literacy Groups 1915 Figures which are entered through the year cumulate progressively SO Cl DO oO gel Cil CC MA CO E Info Literacy Persons 31519 Info Literacy Reference Trans 38665 Page 31 of 31
6. Queensland Library Libstats User Manual To import stats from a BRAN spreadsheet click the Import BRAN link A form appears prompting to upload the BRAN spreadsheet Import Stats Data This is for importing table data from the BRAN spreadsheets The file shoulc Browse Upload Figure 92 Form for uploading BRAN spreadsheet The Import Stats Data form appears This form has a selection box at the top for selecting the year and Stats Group which you will be importing from the spreadsheet The Spreadsheet appears in a table on the bottom half of the page J Import Stats Data Select the table to import into and the first column to import data into in the case where you are importing a partial table green and end is red Click Import to import the data Select Year Select Branch Select Stats Group 2006 FRYER El lbi AskIT St Lucia Telephone Enquiries 4 GATTON Tbii AskIT Ipswich Telephone Enquiries HML Tbiii AskIT Gatton Telephone Enquiries IAS Ici AskIT St Lucia Desk Enquiries IPSWICH Ici AskIT Ipswich Desk Enquiries Ici AskIT Gatton Desk Enquiries le AskIT Training Room Support Contents 1 Circulation aa Me a Service staff A A s Customer activit E A ETT ip gt Total circ statistics LL gt f Paging and Intransit f Facing and Intransit Intransit f Facing and Intransit ee Service to aa ese HSe ae 2 Document Delivery EL Jl Interlibrary leans A ALi
7. historical data from the BRAN spreadsheets Import Circ Stats Import circ stats from Millenium Import Doc Del Stats Import doc del stats from Millenium needs kingsley s ddsupdate to run first Figure 1 Import Stats Options 3 1 Import from Excel This should only be needed for importing historical data and will be a one off exercise performed by the System manager or designee NOTE This only works on the newer webserver new1 needs PHP 5 access to this server will be arranged for users who are importing historical data Before uploading the spreadsheet must be saved in XML Spreadsheet format Do this by opening the spreadsheet in Excel and choosing Save As from the File menu In the Save As dialog box there is an option for saving XML Spreadsheet MIND KYO alari E Ba Eile 0543 a Edit View C425 Hote Numb Sail Information skills Tours Number of Tours 2005total January February March April Mlay June July August Sept October November December Total 426 427 426 423 430 431 432 433 434 Sali Information skills 435 Classes 436 Number of 437 Classes 438 2005total 439 January 440 February 441 March 442 April 443 May 444 dune 445 July 446 August 447 Sept 448 October 449 Movember 450 December 451 Total 452 453 454 Moa e HA PAHS Number oF La Ready Insert Arial Save in me My R
8. to a spreadsheet with advanced chi options Export to Spreadsheet Back O HML DM MATER O PAH Sa Total Sa Total Sa Total Sa Total Information Lendins shelving Enquiries Desk Desk Staff Figure 38 Resultant graph for enquiries in the three hospital libraries 6 3 Time Series Reports The time series reports produce tables and graphs showing for the whole library or for a selected branch the variation in a stats group over a selected number of years It is possible to select annual figures or to compare months quarters or semesters Ta Reports Time Series Report This report shows the time variation for a statistic over a number of years Totals Month Quarter Start Year 1998 Year Report Branches Report End Year 2006 Time Series Report CAUL Report Branch All Period Year Total to track a variable during a selected period over a number of years Stats Groups la Service Staff Activity in branch 1b Customer Activity at Branch 1c Total Circulation Statistics 1d Loans by Patron Type 1d Paging Statistics 1di Manual Loans By Patron Idii Manual Loans by Type le Collection Use 1f Paging and Intransit Statistics 2 Accessions 2 Document Delivery Interlibrary loans 2ai Document Requesting Statistics ali Supplies made to non UQ libraries for non UQ customers 2b Document Delivery Intralibrary loans 2bi Document Delivery Intralibrary loans 3a Enquiries branch
9. to the branch by typing their name in the text box next to the Add button As you type users with similar names appear in a dropdown box If the user is not already in the system their name will not appear in the drop down box When you click Add they will be added to the users table for your branch When you click Add the user s name appears in the list above the Add button Each of the users has a red X next to their name Clicking on the X will remove users from the list Finally click on Create ltem and the user s name will be added to the branch in the table below the form Page 17 of 31 University of Queensland Library Libstats User Manual Christiaan Kortekas x Kingsley Gurney ix Matthew Smith 2 Wendy Fitzmaurice x l SEA Jacqueline Aberdeen x Eric Hornsby x Andrew Bennett x Elizabeth Jordan Xl Fio Add Fiona Stroud Figure 23 Adding a User to a Branch 4 3 Manage Authorisation The Authorisation page controls the rules for who can enter which statistics There are a number of rules in the system governing access the system A user must match one of the rules to be able to enter statistics To allow a user to enter stats you first enter the name of the user that you are granting this access for Next choose thelr role This can be Editor Viewer or Admin An Editor can enter stats and a Viewer can only view reports An Admin is able to update and delete stats of other
10. ats Groups Index la Service Staff Activity in branch 1b Customer Activity at Branch 1c Total Circulation Statistics 1d Loans by Patron Type le Collection Use if Paging and Intransit Statistics zai Document Requesting Statistics zaii Supplies made to non UQ libraries for non UQ customers 2b Document Delivery Intralibrary loans 3a Enquiries branch staff 3c Turnstile 4a Suggestions by branch staff 4b Opening Hours by branch Sai Holdings Printed Item count Saili Holdings Audio Video Film Maps Saiv Holdings Electronic reserve Photocopied articles CD ROMS monographs Sb Binding 6a Shelving 7a Photocopying and Network Printing public machines Gai Orientation Tours Parents Partners and Friends Day Gai Orientation Week Tours First Semester Gai Orientation Week Tours Second Semester Sali Information skills Internal New Courses Gail Information skills Internal Tours Sail Information skills Internal Talks Sali Information skills Internal RAPID Gail Information skills Internal Classes Workshops Fiqure 32 Year and One Branch selected index shows Page 25 of 31 1a Service Staff Activity in branch top Ti Graph Checkouts not autoLn Manual Loans Renewals by staff Holds placed by staff Total Counts Include in Graph January February March 1st Quarter April May June 2nd Quarter Ist Semester July August September 3rd Quarter October Novembe
11. be split up as these confuse the importer logic Also each of the stats groups must have a heading with the section number Any notes must be under the Section heading but above the table The heading row of each table must have the first column blank The tables must have the month names in the first column Totals rows in the first row of the tables should be deleted To save a BRAN spreadsheet as XML Spreadsheet open it in excel and choose Save As from the File menu Then choose the file location and press Ok Then on the web form shown above click the Browse button and choose the file that was just saved from excel The import function is quite fragile and the tables need to be checked once they are imported However this can save time if a lot of groups need to be added at once This was used to initially populate the stats groups in the system NOTE This doesn t work on Sirius To make this work the system was installed on a server with a more recent copy of PHP requires PHP 5 with DOM enabled Page 22 of 31 University of Queensland Library Libstats User Manual 5 4 Close Stats Close Stats 02 Mar 2006 02 Mar 2006 02 Mar 2006 DENT 02 Mar 2006 DHPSE 02 Mar 2006 FRYER 02 Mar 2006 GATTON 02 Mar 2006 HML 02 Mar 2006 IPSWICH 02 Mar 2006 LAW 02 Mar 2006 02 Mar 2006 MATER 02 Mar 2006 PAH 02 Mar 2006 SSAH 02 Mar 2006 TOOWOOMBA 02 Mar 2006 Close All 16 May 2006 Figure 29 Close Stats Form
12. d obscures part of the chart or labels run together the data may be exported to a spreadsheet with advanced charting options Export to Spreadsheet Back O ARMUS la la Manual la la Holds la Total Checkouts Loans Renewals placed bu Counts rot by staff staff autoLni Figure 41 Resultant graph for Armus Service staff activity 2006 to date Page 30 of 31 University of Queensland Library Libstats User Manual 6 4 CAUL Reports This report produces a listing of values that can be used to enter into the CAUL online statistics facility The values will build progressively during the year User Elizabeth Jordan Logout ca q Reports CAUL Report iia This report n values that can be used to fill CAUL statistics forms Totals Month Quarter ear 006 Year Report Branches Report Generate Report Time Series Report CAUL Report Libstats 0 0 1 Copyright E 2005 UG Library Page generated in 5 3460 seconds 23 queries Figure 42 CAUL report selection page Caul Report for 2006 Change Report Selection ae Export to Spreadsheet Libraries Number Floor Space Opening Hours Seating Total Seating Classroom Shelving a cu Archives a LU These figures are entered once a vear in November Positions Professional Library Positions Para Professional Positions Library Support Positions Other Professional Positions Other Positions Total Staff
13. d by staff Count Total Service Staff Activity Count 1 show L show all Figure 28 Configure Columns Page Page 21 of 31 University of Queensland Library Libstats User Manual 5 3 Import Stats Groups This is an advanced function used when setting up the system It should never have to be used again but is documented here is case something similar is needed in future This does not import actual statistics it only imports the structure of the tables Import Stats Groups This is for importing table structure from the BRAN spreadsheets The spreadsheets need to altered though The tables should be of the form nk Table Heading where n is the section number and X is the subsection letter Column 1 Column 2 Column 3 ete Heading Heading Heading January O G 7 February O G 7 etC The actual data will be ignored Some tables hawe been split up in BRAN they should be joined for import Any text that isn t part of the tables like the table of contents should be deleted Lastly the file should be saved as XML Spreadsheet available in the Excel Save As menu Browse Import Figure 5 Importing Stats Groups The page gives instructions on how to save the spreadsheet and make sure the layout of the tables are as the system expects them The BRAN spreadsheets cannot be imported as they are a copy should be made so that it can be edited before importing All of the merged columns need to
14. ecent Documents Desktop My Documents My Computer e My Network Places Format Tools bau LOOT ILI UUO LAL VIS AS Microsoft Excel 10Branch2006 PAH ods Data Window Help 0 E 2006 i 5 forms 2006 640 1Branch2006_554H_MMS_Cybrarian xls ES 02Branch2006_Fryer xls ES 03Branch2006_Archives xls ES 04Branch2006_Law xls ES 05Branch2006_ECON xls Ba 06Branch2006_Ipswich xls E 07Branch2006_Biol xls Ba 08Branch2006_HML xls Bal 098ranch2006_Mater xls Bal 10Branch2006_PAH xls Es 11Branch2006_Dent xls Es 12Branch2006_Gatton xls EF 138ranch2006_DHPSE xls ESE 146ranch2006_ARMUS xls Ao File name Save as type Microsoft Office Excel Workbook xls Microsoft Office Excel Workbook 2 xls XML Data xml Single File Web Page mht mhtml Web Page b Information skills External to be completed by branch staff Number of Figure 8 Saving as XML Spreadsheet 10Branch2006_PAH xls E a Qu ES Tools Bal 15Branch2006_LTS_EIC xls Ex 16Branch2006_IAD_WHS xls Es 17Branch2006_CorpServices xls ES Branch2006 xls Ed circ2006 xls BE copy of 01Branch2006_SSAH_MMS_Cybrz E copy of O2Branch2006_Fryer xls E copy of docdel2006 xls BE copy of docdel2006kgtest xls Bal Copy of docdelkgtest xls Ba dd_intra2006 xls E dd_supply2006 xls Ed docdel2006 xls Infc Bparstion Mur Li Save Cancel Number oF NUM Page 9 of 31 University of
15. erated it can be exported to an Excel spreadsheet and graphs can be generated Page 24 of 31 University of Queensland Library Libstats User Manual Libstats Main Enter Stats Reports Manage Users Con User Elizabeth Jordan Logout Branch CS Ta Reports Totals Month Quarter Year Report This report shows the values for each month for all statistics groups in the selected branch with subtotals for quarters and eT a yearly total Once the report has been generated it can be exported as a Spreadsheet and graphs can be generated otals Month Quarter Year Report rear 2006 gt Branch All i Generate Report Branches Report All Time Series Report a CAUL Report ARCHIVES ARMUS Libstats 0 0 1 0 Copyright 2005 UO Library DENT 2004 The Univ Page generated in 0 3237 seconds 26 queries DHPSE ECON University Prov FRYER Authorised b GATTON Main HML IAS IPSWICH LAW LTS MATER PAH ROCKHAMPTON QQAH Figure 31 Select Totals Fa Reports Totals Month Quarter Year Report This report shows the values for each month for all statistics groups in the selected branch with subtotals for quarters T a yearly total Once the report has been generated it can be exported as a Spreadsheet and graphs can be generatec Totals Month Quarter Year Report Year 2006 Branch ARMUS Generate Report Branches Report Time Series Report FI CAUL Report E Export Report to Spreadsheet St
16. file has data for Then click Import The values will be loaded into Stats Groups 1a and 1b Page 13 of 31 University of Queensland Library Libstats User Manual 3 3 Import Doc Del Stats This procedure is similar to the Circ Stats Import These statistics are exported from Millenium in IAS In this case the exported data is stored in a database already and just needs to be copied across to LibStats This is a manual process at the moment but can be fully automated in future On the Enter Stats page click Import Doc Del Stats A form appears prompting for the month and year to import Select the month and year that needs to be updated and click Import Import Doc Del Stats Make sure that ddsupdate has been run first Enter the month and year to be updated Date July 2006 gt Import Figure 3 Import Document Delivery Statistics Page 14 of 31 University of Queensland Library Libstats User Manual 4 Manager Tasks The manager controls which users can have access to which Stats Groups When the manager logs in there is an extra menu item called Manage User Access Click on the Manage User Access item to view the management pages Libstats User Matthew Smith Logout L Enter Statistics T Reports oe 8 Manage User Access Figure 18 Welcome Screen Extra Menu item for Manager The Manage User Access page has an extra menu on the left for choosing the different le
17. he file from Millenium and enter the month and year that the file belongs to File lib staff data data staffJAS Doc Del IAS Ste Browse Date July im 2006 gt Import Figure 15 Circ Stats Import Click Browse to load the file to be imported Don t use the excel version of the file use the raw file from millennium These files are usually located at lib staff data staff IAS Doc Del IAS Statistics Circ Weekly Statistics Monthly Branch 2006 File Upload Look in Monthly Branch 2006 4 My Recent Documents Desktop e E My Documents My Recent i My Computer Documents ei salite es s Local Disk C 2d DVD CD RW Drive D S apps on lib staff G a data on lib staff H S data on lib staff 1 S uqmsmi14 on lib staff M E web on new N a masters on lib staff P la sinus on Samba server on playpen playpen 2 uglapi on new U My Documents a E tera3 on UOL Streaming Media Server lib me i PE a web on Samba Server on Europa blindio My Computer a My Network Places ad Entire Network Microsoft Windows Network tit My Network 2 data on lib staff 5 data DI staff Matt s Libstats De sis Copyright 2005 Doc Del IAS Page generated i C Statistics 1 Circ Weekly Statistics Unused Desktop Shortcuts Figure 16 Location of millenium circ stats export files Once the file is located select the month and year that this
18. ibraries Branches Page 27 of 31 University of Queensland Library Libstats User Manual Eranches Report 2006 Change Report Selection Export to Spreadsheet al Graph E By Branch 3a Information Desk Long Reference 1245 222 ad 3a Information Desk Short Reference 2610 2295 2121 3a Information Desk Directional 3203 1671 1959 3a Information Desk Network printing amp pc 356 26 171 3a Information Desk wkstn tech support Late 3a Total Information Desk MN CI Le CI IU 3a Information Desk Special Needs double recorded 3a Lending Desk Short Reference 3a Lending Desk Directional ON OO 3a Total Lending Desk Sa Lending Desk wkstn tech support 3a Lending Desk Network printing amp prc 3a Lending Desk Special Needs double recorded ON O 3a Total Shelving Staff 3a Shelving Staff Directional RC Sa Total Enquiries Sa Shelving Staff Network printing amp pc 3a Shelving Staff Special Needs double recorded op 0 3a Shelving Staff Short Reference Figure 37 Resultant figures for Enquiries for three hospital libraries Note that not all categories have been selected for graphing in this example Page 28 of 31 University of Queensland Library Libstats User Manual Branches Report 2006 Note These graphs are autogenerated and are intended as a convenience If they do not display correctly e g obscures part of the chart or labels run together the data may be exported
19. n Welcome Screen On this page you can see the menu of LibStats modules and any important messages on the right hand side Along the top under the Library Banner there are two horizontal strips which are common to every page of the application The top strip is a navigation menu The second strip shows on the left your name as the current login and provides a logout link On the right there is a dropdown box for selecting which branch you are currently entering stats for Most users will only have one option but some may be able to enter stats on a number of branches The current branch you are acting in is set here The centre of the second strip is used for displaying feedback messages when changes are made These messages will display in green eg Stats Recorded when you have entered new figures Page 5 of 31 University of Queensland Library Libstats User Manual 2 3 Recording Stats Click on the Enter Statistics link The display will show a Select Year option a Select Branch option this will automatically show the Branch for which you are authorised and a Select Stats Group option Click on the stats group you wish to record figures for Z Enter Stats Select Year Select Branch Select Stats Group 2006 ARCHIVES la Service Staff Activity in branch 1b Customer Activity at Branch BSL 1d Paging Statistics DENT 1d Loans by Patron Type DHPSE le Collection Use ECON 1f Paging and Intransit Stati
20. n the month for which you want to enter figures the stats entry screen shows a form for entering stats and displays a log of stats already entered for the month The top form is where that statistics should be entered The form will check that numbers or times have been entered correctly Commas are not accepted in numbers Click Add to save the statistics you have entered Page 6 of 31 University of Queensland Library Libstats User Manual Z Enter Stats 1f Paging and Intransit Statistics See your own branch statistics procedures to obtain these figures Back to Stats Group View Items In transit i forwarded to their home library Items paged forwarded ta other branches Items in transit forwarded to their Action home library Items paged forwarded to other branches 02 Sep 2006 Elizabeth Jordan 02 Oct 2006 09 Sep 2006 Elizabeth Jordan 02 Oct 2006 Figure 6 Stats Entry Form Once the statistics have been submitted a green message will appear at the top of the screen to confirm that the values were recorded The log in the second half of the screen will show details of the statistics you recorded Libstats User Matthew Smith Logout sets recorded ________ Z Enter Stats 1f Paging and Intransit Statistics See your own branch statistics procedures to obtain these figures Back to Stats Group View Items in transit forwarded to their home library Count Count
21. nfigure LibStats Reports The user logging in at the University of Queensland sees this screen UQ HOME SEARCH CONTACTS STUDY NEWS EVENTS MAPS LIBRARY THE UNIVERSITY OF QUEENSLAND ACI UQ Library osta AUSTRALIA Main Enter Stats Reports Manage Users Configure Libstats User Elizabeth Jordan Logout Branch CS X Switck g Enter Statistics Reports e About Libstats Libstats is a tool for collecting statistics in a large organistation It was developed within the University of Queensland Library Libstats is licensed under the GNU GPL R Manage User Access Configure Libstats Figure 1 Main Screen The Configure LibStats module allows the System Manager to set up the tables for Statistics to be collected Statistical categories Loans Enquiries can be grouped and subsets of the category set into columns Notes and instructions can be included The Manage Users module allows for the enrolment of staff members with varying levels of access and rights to work with the system The Enter Statistics module allows for the entry of figures into the various categories and the importation of values from Excel and from the Integrated Library Management System The Reports Module produces various reports e Totals for years months quarters semester for whole of library or individual branches sections Branch comparison reports Time Series reports Percentage change reports Cumulative reports CAUL rep
22. o sse7ssozerses7e3q lez Oe y yY OE May fe Jo l a eB lle fune leo lewa LL 7 Buy f oe A A 7 f August Qe JJ sent fi lowa 3 OO GL October le Cs OO GL November Jo da JJ December o Cid f 4 E Figure 12 Selecting the Start Row and Column Page 11 of 31 University of Queensland Library Libstats User Manual Select the end row and column that will be imported The area to be imported will be highlighted If there are columns missing from the table you may have to import it in two parts o to Loans filled date TEM a pai Filled pece Core returned 65 2767 ccd lol Australia overseas tal o dae _____ la ee Immort Figure 13 Selecting the End Row and Column To import the data click Import The form is reloaded and a message appears at the top of the screen to confirm the action Main Enter Stats Reports M Figure 14 Importing Success More tables can be imported from the same form as it keeps the spreadsheet in memory as long as the browser window is open on the import stats form You can open another browser window to check imported values in the reports as well 3 2 Import Circ Stats These stats are obtained from Millenium by staff in IAS To enter them into LibStats click the Import Circ Stats link This will load a form to locate the export file from millennium Page 12 of 31 University of Queensland Library Libstats User Manual Import Circ Stats Select t
23. ort Australia for reporting to the Council of Australian University Librarians Page 3 of 31 University of Queensland Library Libstats User Manual 2 Users In this manual the following roles are considered e Reporter Enters stats into the application e Viewer Views reports on stats e Manager Controls who can access which stats including editing and viewing of stats e Administrator Configures the software and is concerned with installation and maintenance of the software Page 4 of 31 University of Queensland Library Libstats User Manual Reporter Tasks 2 1 Logging In The login screen appears when your LibStats link is accessed Use your username and password Before you can be allowed access a Manager or Administrator must have previously added your username to the system Libstats Login Figure 2 Login screen 2 2 The Welcome Screen The first screen you see is the welcome screen UQ HOME SEARCH CONTACTS STUDY NEWS EVENTS MAPS LIBRARY THE UNIVERSITY ae ee UQ Library ubstats AUSTRALIA Libstats Main Enter Stats Reports Manage Users Configure Libstats User Elizabeth Jordan Logout Branch CS Ss Enter Statistics Reports About Libstats Libstats is a tool for collecting statistics in a large organistation It was developed within the University of Queensland Library Libstats is licensed under the GNU GPL R Manage User Access Configure Libstats Figure 3 Mai
24. r December 4th Quarter 2nd Semester Total To graph this information click on the boxes above the columns needed in the graph and click the graph link Yearly Report ARMUS 2006 1a Service Staff Activity in branch Note These graphs are autogenerated and are intended as a convenience If they do not display correctly e g legend obscures part of the chart or labels run together the data may be exported to 4 spreadsheet with advanced charting options Export to Spreadsheet Back lt gt Checkouts not autoLni Manual Loans Renewals by staff Holds placed by staff Total Counts February September October November December Figure 34 Graph of Service Staff Activity in Armus Branch Page 26 of 31 University of Queensland Library Libstats User Manual 6 2 Branches reports The Branches reports produces comparative figures for requested branches for requested stats groups Reports Branches Report This report lists the totals for the year in the selected stats groups for the selected branches 2006 Totals Month Quarter Year Year Report Branches Report Stats Srou ee Time Series Report la Service Staff Activity in branch e CAUL Report 1b Customer Activity at Branch 1c Total Circulation Statistics 1d Loans by Patron Type 1d Paging Statistics 1di Manual Loans By Patron 1dii Manual Loans by Type le Collection Use 1f Paging and Intransit Statistics 2 Acce
25. ssions 2 Document Delivery Interlibrary loans al Document Requesting Statistics ali Supplies made to non UQ libraries for non UQ customers 2b Document Delivery Intralibrary loans ehi Document Delivery Intralibrary loans 3a Enquiries branch staff 3a Enquiries Archives ROCKHAMPTON Jali Enquiries Microform SSAH 3bi Cybrarian Enquiries email TOOWOOMBA 3bii Cybrarian Enquiries chat WAREHOUSE Generate Report Figure 35 Branches reports selection Branches Branches Report This report lists the totals for the year in the selected stats groups for the selected branches Year 006 Stats Groups la Service Staff Activity in branch 1b Customer Activity at Branch Te Total Circulation Statistics la Loans by Patron Type ld Paging Statistics Tdi Manual Loans By Patron Tdi Manual Loans by Type le Collection Use 1f Paging and Intransit Statistics 2 ACCESSIONS 2 Document Delivery Interlibrary loans eal Document Requesting Statistics fall supplies made to non UG libraries for non UG customers b Document Delivery Intralibrary loans bi Document Delivery Intralibrary loans Ja Enquiries branch staff FA Ja Enquiries Archives ROCKHAMPTON Jail Enquiries Microform oo Shi Cybrarian Enquiries email TOOWOOMBA abi Cybrarian Enquiries chat WAREHOUSE Generate Report Figure 36 Stats Group Enquiries selected for the three hospital l
26. staff 3a Enquiries Archives Jali Enquiries Microform 3bi Cybrarian Enquiries email 3bii Cybrarian Enquiries chat Generate Report Figure 39 Selection paqe for time series Page 29 of 31 University of Queensland Library Libstats User Manual Time Series Report This report shows the time variation for a statistic over a number of years Start Year 1998 End Year 006 Branch ARMUS Period ear Total ito track a variable during a selected period over a number of years Stats Groups 1b Customer Activity at Branch Te Total Circulation Statistics ld Loans by Patron Type ld Paging Statistics Tdi Manual Loans By Patron Tdi Manual Loans by Type le Collection Use 11 Paging and Intransit Statistics 2 ACCESSIONS Document Delivery Interlibrary loans eal Document Requesting Statistics fall Supplies made to non UO libraries for non customers b Document Delivery Intralibrary loans bi Document Delivery Intraliprary loans Ja Enquiries branch staff Ja Enquiries Archives Jal Enquiries Microform abi Cybrarian Enquiries email abi Cybrarian Enquiries chat Figure 40 Selections have been made Note the period _Generate Report can be by month quarter or semester ila Service Staff Activity in branch Branches Report 2006 Note These graphs are autogenerated and are intended as a convenience If they do not display correctly e g legen
27. stics FRYER Zal Document Requesting Statistics Figure 4 Select Stats Group When you click on a Stats Group an overview of the year for that group appears there may be a short delay and during this time a red Loading label appears L Enter Stats Select Year Select Stats Group 006 la Service Staff Activity in branch 1b Customer Activity at Branch la Loans by Patron Type le Collection Use Tt Paging and Intransit Statistics eal Document Requesting Statistics 2aii Supplies made to non UG libraries for non UG customers 1f Paging and Intransit Statistics See your own branch statistics procedures to obtain these figures Items paged forwarded to other branches Items in transit forwarded to their home library January February March April May June July August September October November December Figure 5 Stats Group Overview The Stats Group Overview shows values already entered and has links on the names of the months which lead to the stats entry screen Some of the months may not have links they are black instead of underlined blue This is because stats entry has been closed for those months the stats are closed to a schedule by the stats administrator If none of the months show links then you may not have authorisation to enter stats on this group or branch A Manager or Administrator must authorise you to be able to enter stats in the system When you click o
28. system searches the library staff database as you type Clicking the Import button loads the details from the database into the form as a convenience You must then click Create Item to save the user in the system Import Matthew Casey searching Matthew Philip Lamb Email Matthew Pyle Matthew Simon Smith UO Username TOTTTE Figure 21 The form shows matches in the UQ user database in a dropdown list as you type NOTE before adding a user to the system check that they are not already in the system but shown in another branch The Manage Branches page can be used to do this 4 2 Manage Branches The manager can add and remove users from their branch Some managers can access multiple branches but most will see just their own branch l Configure Manage Branches Hide Form Branch Name Description Users Branches Authorisation Add Create Item Existing Items Search Clear B Showing 1 to 1 of 1 rows EIA E Name O LTS yo Christiaan Kortekas Kingsley Gurney Matthew Smith Eric Hornsby Andrew A Bennett Elizabeth Jordan Branch Members Remove Selected 1 Feo lt lt kea kad Ess Rows 15 M show L Show All Figure 22 Manage Branch The screen consists of a form at the top and a list of branches that can be accessed at the bottom To edit a branch click the pencil and paper icon on the right hand side of the list Members can be added
29. tered Page 20 of 31 University of Queensland Library Libstats User Manual Computers R Columns AE Remove Selected Ade summary Group St Lucia Ipswich Gatton A A A E Other Remove Selected Add Figure 27 Entering a Summary Group 5 2 Edit Rows Columns From the Stats Group page the columns can be edited by clicking the Edit Columns link in each Group When editing a Stats Group record there are Edit Details links on the form which access the columns or row details on summary tables This form allows you to change the Column name control the text in the mouseover for the column that the user will see when they are entering the stats and set the type of the column The Type can be a count of items or a time spent which allows entry of h mm values The order of the columns can be changed by dragging and dropping the rows in the list or using the up down buttons on the right The reordering is not saved until the Save Order button is clicked Manage Columns for Service Staff Activity in branch IAS to enter except for Manual Loans Hide Form Back z Name Existing Items Search Clear 8 Showing 1 to 5 of 5 rows The order of rows in the table can be changed by dragging and dropping rows Click Save Order when finished re arranging ce E 1 7H INR Checkouts not autoLn Count Manual Loans Count Renewals by staff Count Holds place
30. up The Notes field controls the explanatory text that will appear on the stats entry form under the title of the Group Branches controls which branches this group is available in Names of columns are entered into the lower box in this section The Add button must then be clicked Page 19 of 31 University of Queensland Library Libstats User Manual Stats Groups Hide Form Section Number 1 Code Letter a Stats Group Service Staff Activity in branch Name A p IAS to enter except for Manual Loans Notes ARCHIVES Checkouts not autoLn x Manual Loans x Colunine Renewals by staff X i Holds placed by staff x Edit Details C summary Group Existing Items search Clear Showing 1 to 15 of 90 rows E _ A Stats sd Hame TOOWOOMBA SSAH ROCKHAMPTON Staff IAS to enter PAH MATER LAW Checkouts not autoLn Manual E 1 Activity in except for IPSWICH HML Loans Renewals by staff Holds ra Manual Loans GATTON FRYER placed by staff Edit Columns ECON DHPSE DENT Figure 26 Manage Stats Groups Service Some of the tables for entering stats are not collected monthly but are entered once for the year These stats groups are called Summary Groups Summary Groups have custom row names as opposed to being months of the year Tick the Summary Group box if your stats group is not monthly An extra entry box appears to allow row names to be en
31. users in their branch This might be used if a person is on leave Next select whether the user will access all of the stats groups in a branch or just a specific stats group Leave this field blank if you want them to be able to access all of the stats groups for a branch Select the Branch that you want to give the user access to Click on Create Item The newly authorised user s name will appear in the table below the form Manage Authorisation Hide Form ARCHIVES bal Existing Items Search Clear Showing 1 to 3 of 3 rows ATRIA STO site Gres TU C Matthew Smith Edit All ARCHIVES A C Matthew Smith Edit All LTS A Matthew Smith Admin All ARMUS Li 1 ce Ces Le Ca Das Rows 15 show Cl show All Figure 24 Authorisation Page Page 18 of 31 University of Queensland Library Libstats User Manual 5 Administrator Tasks When an administrator logs in the Welcome page shows the Configure LibStats link L Enter Statistics a Reports R Manage User Access a S Configure Libstats Figure 25 Welcome Page with Administration item Click the Configure LibStats option 5 1 Stats Groups As in the Management pages the function is selected from the menu on the left The default opening page is Stats Groups The Stats Group form is used to create a Stats Group or edit an existing group The Group number and subgroup code letter are entered first then the name of the Gro
32. vels of access management individual users branches and an authorisation page User Matthew Smith Logout R Manage User Access Users Branches Authorisation Figure19 Extra menu on left of management pages Page 15 of 31 University of Queensland Library Libstats User Manual 4 1 Users Clicking on the Users link on the left accesses the page for enrolling users This page is used to give users access to the software All Library Staff can log in but they will not be able to enter stats unless they are enrolled on this page They will only be able to see Reports Each user must be allocated a role in the system A Standard User has access to the Enter Statistics and Reports pages Managers have access to the Manage User Access pages and Administrators can access the Configure LibStats pages Only an Administrator can make someone else into an Administrator Managers can assign the management role to other users The Primary Branch controls which branch will be selected for stats entry when the user logs in Manage Users Hide Form Matthew Simon Smith Import m smith12 ugq edu au UQ Username ugmamil4 Standard User i Active M ARCHIVES MATER PAH ROCKHAMPTON SSAH TOOWOOMBA WAREHOUSE si 7 a Primary Branch ARMUS Create Item Figure 4 Manage Users Page Page 16 of 31 University of Queensland Library Libstats User Manual When the name of a user is typed the
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