MilCirc INN-Reach Reports

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Innreach logo.pngGo to the INNReach Screen by clicking on the INNReach Icon in the side menu.

Reports.pngClick on the Reports Icon. [Icon may not have image.]

Monthly Statistics Reports


OhioLink: http://198.30.120.21/manage
SearchOhio: http://ohpir.westervillelibrary.org/manage

Calulating Statistics

OHPIR stats show requests from your collection from all sources; requests from other’s collections only OHPIR; fulfillment stats only OHPIR. OLINK stats ditto for them—you will only see your requests of OLINK and their total fulfillment to you.


OHPIR stats:

(REQUESTS menu)

  • Total requests made against your collection by others includes both OHPIR and OLINK.
  • Total requests made by you against other collections reflects only OHPIR.

(FULFILLMENT menu)

  • Total requests against your collection that you fulfilled include both OHPIR and OLINK.
  • Total of your requests against other collections fulfilled reflects only OHPIR partners.


OLINK stats:

(REQUESTS menu) Requests against OLINK collections only.

(Fulfillment menu) What OLINK fulfilled of your requests.


So, there is some math to do in order to get the total requests made by your patrons and fulfilled by both P2P partners, as you must add the requests and fulfillment numbers for the items borrowed from others in both OLINK and OHPIR to get the total.

Removing Virtual Records - Using Create Lists


Description of report: This process creates a list of broken virtual records in MilCirc. This process allows you to remove those records that read as ‘returned too long’, but are actually reading ‘available’ at the owning location.

Frequency: Once a month

Step 1: Creating the list

  1. In the Create Lists function select an empty list and click ‘Search Records.’
  2. Name the review file appropriately.
  3. Select ‘Item’ from the drop-down menu next to Store Record Type.
  4. The first term should be:
    • Type: Item
    • Field: VirtualRec
    • Condition: Exist
  5. The second term should be:
    • Operator: And
    • Type: Item
    • Field: Status
    • Condition: Equal to
    • Value A: - (Available)
  6. The last term should be:
    • Operator: And
    • Type: Item
    • Field: Due Date
    • Condition: Less than
    • Value A: Today’s date

    Picture1july26.png
    If you can, save this search as a query. In the future all you’ve have to do is retrieve the saved query and change Value A in the last term (the due date).

  7. You can also add another term
    • Operator: And
    • Type: Item
    • Field: Hold
    • Condition: Exists.
  8. This will weed out anything that’s checked out but has an SearchOhio or OhioLink hold as well as items that have been requested long ago but were never filled.

  9. Click ‘Search.’ Be aware that the search may take awhile to compile.
  10. Once the search is complete, select your list and click on ‘Show Records.’
    • Tip: Copy and paste the list to an Excel file. This way you can have MilCirc open alongside it and delete those you’re done with as you go.


Step 2: Cleaning up the records. Follow these steps for each record:

  1. In the Search/Holds function, enter the barcode.
  2. Change the status to ‘Off-Campus’ (@).
  3. Save.
  4. Go to the Check-In function.
  5. Enter the barcode and press enter.
  6. You should get this message: “Item has status Off-Campus and has been cleared.” Click ‘OK.’
  7. You may next get this message: “F>Fines will NOT be assessed.” Click ‘OK.’ Check the item in a second time to clear up the record.
  8. When you look some items up in the Search/Holds function you’ll see the INN-Reach request info in the Message field, like this:
  9. Picturejuly26.png

  10. Just follow the same procedure listed in steps 2 through 7 above and it should go away. If not, edit the record and delete it manually.
  11. Run the list again with the same to clear up any that might have been missed.

Notes:

  1. You may have items that are long overdue to a local patron but have an old INN-Reach request. Handle these according to your local policies.
  2. Additionally, you may have old SearchOhio or OhioLINK requests in your list that just never got filled. Handle these according to your local policies.

Paged too Long

Description of Report: Allows the Library to create a list of all items that have been requested and paged, but have not changed status for more than three days.

Frequency: Twice a month.

Report Type: Paged too Long
Minimum Days: Recommended 3 days
Sort by: Item Location
Click Prepare.

The list will be displayed in item location order.

Pagedtoolong.png

To produce a list in Call Number order for checking the stacks:
Highlight the rows of items belonging to your library.
Do a <CONTROL C> to copy the list.
Open a spreadsheet and in the first cell <CONTROL V> to paste the list into the spreadsheet.
To sort the list by call number:
Select all of the cells in the spreadsheet.
Go to Data in the Top Menu.
Go to Sort.
In the dropdown menu select the Column that has the call #.
This will sort the list in call number order.
Print this list and check the stacks for these items.
If any are found they should be processed, banded, and sent out.
If you have multiple locations or branches the lists can be e-mailed for them to check and process their items.
Note: Occasionally some III test records may appear on the list. Do not delete these items.

Returned too Long

Description of report: This report creates a list of OhioLINK items requested by other libraries that have had the status Returned for more than three days. These are items that have not been checked in at the owning library

Frequency: Once a month - This includes the removal of invalid virtual items.

Report Type: Returned too Long
Minimum Days: Recommended 3 days
Sort by: Patron Home Library
Click Prepare.


Returnedtoolong.png

If you cut and paste the list from this screen it will not include the barcode. To include the barcode in the list that you send to other libraries you will have to print from this screen.

Note: As a part of the annual clean-up in June and INN-Reach overdues in December owning libraries should be checking the stacks for items more than 60 days overdue. The owning library checks the stacks and checks in any materials that are found. Materials with the status OhioLINK Returned for more than 6 months may be checked in at the owning library at any time and made missing. The owning library may put a note in the item record indicating the item status was OhioLINK Returned.

In Transit too Long

Description of report: This report shows items that have been In Transit to Your Patron for more than 3 days. It locates books that have been put on the Hold shelf without being checked in.

Frequency: Once a week -late in the week to avoid weekend transit delays.

Report Type: In Transit too Long
Minimum Days: Recommended 3 days
Sort by: Patron Home Library
Click Prepare.

Intransittoolong.png

Locate the items in the results list that are in Transit to your library. Check the Hold Shelf to see if the items are there. If the material is found on the hold shelf check it in and then return the item to the hold shelf. The patron will then get the notice that the item is ready for pickup.

Requested too Long

Description of Report: Allows the library to create a list of all items that have been requested by their patrons and have been unfilled for more than three days from the date the request was placed. This report will allow you to give excellent service to your patrons.

Frequency: Once a month or bi-monthly


Report Type: Requested too Long
Minimum Days: 3, keep in mind weekends and holidays
Sort by: Patron Home Library
Click Prepare.

Requestedtoolong.png


This list can be used to locate items that might be used to fill the patron requests. Locate the items in the OhioLINK catalog and request them from another lender.

Received too Long

Description of Report: This report lists the items with the status OhioLINK Received for more than three days. It helps to locate items that seem to be missing from the hold shelf.

Frequency: Monthly or bi-monthly


Report Type: Received too Long
Minimum Days: 3
Sort by: Patron Home
Click Prepare.

Receivedtoolong.png

Check to see that all of the items on this list are on your hold shelf. If an item is not found, contact the owning library to see if the item is there.

Offsite With Holds – Using Create Lists

Purpose: Allows the library to place an item level hold on all items that are listed as ‘offsite’ and that have at least one bib-level hold. This is used to get around the loophole that sometimes allows the borrowing patron to renew an item even when there is a hold on it at the owning location.
Frequency: Once a month.
Report Type: Create List

Generating the List in Millennium
This will generate a list of items that read as both Offsite and with at least one hold.

  1. Click Create Lists
  2. Click on an empty file of +500 and click Search Records.
  3. Name your file for the month and search type ex: Oct Offsite.
  4. Enter the following information in the appropriate fields. Double click on each field in order to bring up the selection choices. Click ‘Append Line’ to add a new line.

  5. Offsite1.png
  6. Click Search when all the fields are entered. Click yes to begin the search. The status of the search will read ‘In Progress’ while searching and ‘Complete’ when it is compiled.
  7. When it is complete, double click on the file to bring it up. Click and drag to select all the results and hit Ctrl + C to copy.
  8. Open an Excel file and paste the information. Remove all columns except for the Record # and the title.
  9. Save the file as ‘’Month’ Offsite'.

  10. Using the file to place Holds

    1. Open Millennium and the Excel file. Tip: You can resize both screens to show them side by side for quick navigation.
    2. To search a file: In MilCirc, click Search/Holds (F3) and choose Record # (.). Paste the b# from the Excel file and hit enter.
    3. Once the record is brought up, make sure of these things:
      • The item is offsite
      • There is at least 1 bib-level hold</l>
      • There is not already an item-level holds
    4. If all of these things are true, then place an item level hold on that item only using a utility card (Westerville has a card specifically for and named SearchOhio/OhioLink).
    5. If the item is no longer offsite, there is already an item level hold, or does not have a bib-level hold, you do not have to place a hold.
    6. In either case, delete the item line from the Excel sheet and save.
    7. Repeat this action for each item until the list is completely deleted.

    Weekly Upkeep As items get returned they will go on the bib-level hold at the owning library. If that hold has already been fulfilled or the patron cancelled their hold, the item will come up as a hold under the utility card. Those should be cancelled. These tasks should be done weekly on the utility card in which the holds were placed:

    • Cancel any holds that say ‘2 of 2’. This means that they are back in-house.
    • Cancel any that read ‘Ready for Pick-up’. Warning: Check the reserve shelves for any that might have gotten shelved.
    • Scroll down the holds list, clicking on each one and see who has the item checked out. This information will appear on the very bottom of the MilCirc screen. Cancel any that just have a name and a due date. These are checked out to your patrons. All others will name the offsite patron and their location.


    Report instructions provided by Lila Anderson, OSU Pcirc Contact

    Clearing 'Cancelled' Messages - Using Create Lists

    Description of Report:INNReach request cancellations will sometimes appear in item records and need to be removed periodically.
    Message.png
    These appear when checking an item in and always produce a slip.
    Frequency: Up to the institution. Recommended bi-weekly.

    1. Search item records for messages containing ‘cancelled’
    2. Canceled messages milcirc.png


    3. Export list by item barcode.
    4. Update item record by deleting ‘cancelled’ msg and save.



    Finding INNReach Paids - Using Fines Paid

    Description of Report:Items paid in full or partially paid by your patrons should be reported to the owning location within 60 days of payment. This notifies the library that the item won’t be returning and prevents negative balances occurring on the patron record if the book is returned.

    1. Limit the Fines Paid for the fines collected/waived between 30-60 days (ie, month previous to last), all locations.
    2. Fines paid.png

    3. Export file to open in Excel to sort by Charge Type for ‘Replacement’ and delete all other lines in the file.
    4. Sort again by Payment Status and delete all waived status, then review list for Ohiolink items only.
    5. Any remaining balance for partial payments is added as manual charges to the patron’s account. Partial payments can equal a full payment, remaining replacement fees in fines list.
    6. Notify the PCirc contact with the item information, stating the item has been paid by the patron and will not be returning to the collection, then delete the virtual barcode.

    Report instructions provided by Lila Anderson, OSU Pcirc Contact

    Institutional Overdue Reports

    Description of Report: These reports are created twice a year to check shelves for materials that may have been returned, but not checked in. The clean-up guidelines are used once a year to clear items from patron records. The report can be run as often as time permits at the owning library. Reports are shared with other libraries only twice a year.

    Frequency: Twice yearly. (December & June)

    Report Type: Institutional Overdues Minimum Days: 60
    Maximum: 9999
    Sort by: Item Location & Call Number
    Click Prepare.
    Location: All.

    Generate institutional overdues report for main library and branches for all items more than 60 days overdue. Select Sort by item location and call number. Search the stacks of the main library and all branches for all items on the list. Check in any items that are found.

    Institutionaloverdues2.png


    Generate the report again with the sort in order of patron home library. Copy and paste the information about each schools' items into and e-mail to the p-circ contact at the patrons' institution. Or mail a paper copy of the the appropriate portion to the pcirc contact at each institution.

    Institutionaloverdues3.png


    While you are doing these lists, other institutions will be preparing lists of items that are overdue from your patrons. When you receive these lists, check the patron records and current status of each item on any lists you receive. Return the lists with any notes you have about the status of the book to the p-circ contact at the owning library.

    Note. Any items on patron records that are more than 700 days overdue with the following status codes (Received, Returned, In Transit, Lost & Billed, Cancelled) should be cleared after the June Institutional Overdues are reviewed. The report can be run with 700 as the minimun number of days. Individual institutions may decide that 700 days overdue may be too long before marking items missing. This process can be done earlier. The 700 day mark was set-up by OhioLINK.

    Viewing the Details of Transactions including Patron Name

    By Right Clicking on the row that contains the item of interest you can View the Details of that transaction and easily locate the Patron Information.

    Transactiondetails.png

    Warning: If you look at this detailed report there is a chance that it will cause a problem when you try to search. If you use this function it is a good idea to do it on a terminal that is not used for daily Circulation functions. Once the session has been closed the problem with searching goes away. It is a recognized problem by III and will be fixed in the 2007 update.