Before 920 implementation

This covers reports for the period between the first day of Alma to the start of 920 field implementation at Houghton, July 1, 2018-January 7, 2019.

Report name: HOU Technical Services Quarterly Report

Description: All items on Houghton, Poetry, and Theatre holdings (852 $c HOU, POE, or THE) with an H09 $k that records activity for the current fiscal year (e.g., C19, A19, or T19 for FY19), excluding deleted item, holdings, and bibliographic records.

Report parameters (in Alma Analytics):

Library Code is equal to / is in HOU; POE; THE
AND Holding Local Param 02 [H09 $k] contains any C19; A19; T19 [for current fiscal year--FY19]
AND Bibliographic Lifecycle is not equal to / is not in Deleted
AND Holding Lifecycle is not equal to / is not in Deleted
AND [Item] Lifecycle is not equal to / is not in Deleted

Calculations (in Excel):

• Item count equals number of rows in filtered report.
• Holdings count equals number of unique holding IDs.
• Title count equals number of unique MMS IDs.

Accessions

Description: Items from the full Technical Services quarterly report that were accessioned in the current fiscal year but are not yet cataloged (e.g., H09 $k A19 without H09 $k C19).

Filter parameters (in Excel):

909 $k bytes 1-3 equals A19 [for current fiscal year--FY19]
909 $k bytes 4-6 does not equal C19
Q1 equals H08 $b between July 1 and September 30
Q2 equals H08 $b between October 1 and December 31

Counted for FY19:

909 $$k A19###zz

Not counted for FY19:

909 $$k A19C19zz
909 $$k A19C##zz

Cataloging

Printed materials

Description: Items from the full Technical Services quarterly report that were cataloged in the current fiscal year (e.g., 909 $k C19 without 908 $a p). Records cataloged by Rare Book Section and Acquisitions staff (by 909 $k initials) are included, with any possible manuscript records--usually music manuscripts--manually identified. Records by Manuscript Section staff are also checked for possible printed materials that should be included in this report.

Filter parameters (in Excel):

909 $k bytes 4-6 equals C19
908 $a (if present) does not equal p
909 $k bytes 7-8 equals Rare Book Section or Acquisition staff [see explanation in Description]
Q1 equals H08 $b between July 1 and September 30
Q2 equals H08 $b between October 1 and December 31

Single-item manuscripts

Description: Items from the full Technical Services quarterly report that were cataloged in the current fiscal year (e.g., H09 $k C19 and H08 $a c). Records cataloged by Manuscript staff (by 909 $k initials) are included, with any possible manuscript records by other staff--usually music manuscripts--manually identified. Currently, there is no reliable way to separate single-item manuscripts from manuscript collections based on available Alma Analytics data.

Filter parameters (in Excel):

909 $k bytes 4-6 equals C19
908 $a (if present) does not equal p
909 $k bytes 7-8 equals Manuscript Section staff [see explanation in Description]
Q1 equals H08 $b between July 1 and September 30
Q2 equals H08 $b between October 1 and December 31

Uncounted materials

Transfers (H09 $k T##) are not counted in the Accessions and Cataloging reports. Manuscript collections should also not be counted, but there is not currently a way to reliably and easily identify these records in either Alma Analytics or Excel.

Materials accessioned and cataloged in the same quarter are not included in the accessions count. Older accessions (e.g., an FY18 gift that is not entered and cataloged until FY19 and is recorded as H09 $k A18C19) will also not be accounted for in these accession reports. These older accessions are only counted in the cataloging reports.

After 920 implementation

This covers reports for the period after the start of 920 field implementation at Houghton, January 7, 2019 onward. A few 920 fields appear before earlier in January 2019.

Report name: HOU Technical Services 920 Statistics

Report parameters (in Alma Analytics):

Holdings Local Param 03 [920 Field] contains all HO
AND Library Code is equal to / is in HOU; POE; THE; NET
AND Bibliographic Lifecycle is not equal to / is not in Deleted
AND Holding Lifecycle is not equal to / is not in Deleted

This report is on hold until Ex Libris distributes fix in Alma Analytics to index and return multiple fields in local parameters, including 920 (see Outstanding Issues).

Outstanding issues

1. Repeating 920 fields not correctly indexed in Alma Analytics and only the first field is returned.
   • LTS support ticket submitted January 8, 2019. Ex Libris has a planned fix for spring or summer 2019. The field cannot be used in Analytics reporting until then.
2. Add quarter filters based on H08 $b date. This is currently being done in Excel.
   • Need to learn how to convert text string to date in OBIEE.
3. Add ability to filter and automatically sort results into Accessions, Cataloging (Printed), Cataloging (single-item manuscripts) reports. This is currently being done in Excel and mostly one-by-one.
   • Need to identify parameters in Alma Analytics that can be reliably used to separate records for printed materials from manuscript materials and records for single-item manuscripts from manuscript collections.
4. Add pivot table with item, holding, and bib record counts.