How to Check Circulation Statistics by Campus by Month A tutorial for librarians using Agent VERSO.

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Presentation transcript:

How to Check Circulation Statistics by Campus by Month A tutorial for librarians using Agent VERSO

From the Staff Menu, select the Statistics Tab Step 1:

Step 2: Click on Circulation Statistics Step 3: Click on Item Location This expands the menu.

The default settings for a circulation report by location (your campus) look like this.

To view or save the report in a usable form, simply change the settings to this: Step 4: As you make changes to the default settings, the screen automatically updates.

At some point, Agent will display a list of links, so that you can select the month of your choice. Step 5: Click on the month you want

A popup window will open to ask if you want to open or save the file. If you save the file, it’s easier to make the changes shown on the following slides.

Step 6: Save this Excel Spreadsheet to your computer

Unfortunately, this popup window does not ask you where you would like to save this file. The file will be saved in the default location for your browser. This may be Downloads, My Documents, the Desktop, or another location. Click Start, then Search. Choose “all files.” Type itemlocation into the name blank. Scroll down and select “select dates.” Today’s date should display automatically. Click Search. To locate the file, after downloading:

Step 7: After you find the file, double-click to open it.

Some things to notice on this screen. Column A is very narrow. Column I is missing. The date is not easy to read. Row totals are entered as numbers and are not calculated. And, very importantly, Grand Totals by campus do not exist. Total includes Check-ins.

Before we continue, please notice that on this report the Total includes Checkins. Normally, libraries count material usage, which excludes Checkins. However, the statistics we generate, report, and live by are no longer limited to counting mere usage. We want to include Checkins in our Circ Stats each month, because that measures total circulation activity for your library. This is an important measurement for staffing purposes.

In addition, in order to ensure that this Activity Measurement includes as much library activity as possible, it is important to Check In new books, instead of verifying the records by using Item Status. While it’s true, that this will boost our In-House Usage statistic, we aren’t measuring usage, any more. We are measuring total activity. So it’s important to measure receiving new books as an activity. Now, back to finding your stats…………..

Step 8: Find your campus statistics Scroll down to find your campus. Set your cursor in Column K, at the end of your last row of data.

Step 9: Calculate the Grand Total for your campus. First, click on the Summation Symbol in the icon bar. That action produces an assumption by the software that you want to add across.

Step 9: Calculate the Grand Total for your campus. But, we don’t want to add across. We want to add Column G down.

Step 9: Calculate the Grand Total for your campus. To alter the shape of the Summation Selection Box, hold the CNTL key and press the RIGHT ARROW, until it looks like this.

Step 9: Calculate the Grand Total for your campus. Release the CNTL key, then press and hold the SHIFT key, while repeatedly pressing the UP ARROW, until it looks like this. When ready, press ENTER.

Step 9: Calculate the Grand Total for your campus. Pressing ENTER will total the numbers in column G that you specified. Before relying on this number, be sure to verify that the rows included are correct.

Step 10: Verify the Calculation The formula for calculating your circulation statistics is: =SUM(G5:G9) Where you keep Column G, but the numbers will vary. This formula appears in the formula bar, near menu and tool bars, at the top of your Excel window.

To get the formula to appear, you must click on the cell that has your total in it.

Of course, if you are comfortable using Excel, you may wish to manually enter the formula in the formula bar for yourself, and dispense with the automatic Summation Boxes.

As an idea for easily finding your campus again, if you intend to save this file for future reference, you may consider changing the font size or color of the calculated total, or perhaps making it BOLD.

This tutorial is presented by Jennifer Carless, Director of Library Services for Keiser University’s Orlando campus.