Ytdcirc

Department: 

Circulation (as of 2018, Sam Simpson is responsible for running this annually)

Purpose:

At the end of the fiscal year, the item record values in the YTDCIRC field need to be transferred to the 2YDCIRC field. The YTDCIRC field is zeroed out so that data for the new fiscal year can be reflected.

Overview:

The YTDCIRC field is a running count of how many times the item has circulated in the current fiscal year. The 2YRCIRC field represents how many times the item has circulated the previous fiscal year. At the beginning of each fiscal year the YTDCIRC data must be transferred to the 2YRCIRC field. Note: We rely on the TOT CHKOUT field to tell us the total number of checkouts since the field was added to our system (about 1993).

The procedure involves making a list of item records, making a subset of the list for each library, running statistical reports against the list, and saving the reports to an Excel spreadsheet on the S drive.

The statistical reports are run against the SCAT table for collection development purposes. The results show how many unique items have circulated at least once in each call number range. Note: this is not the same as our total checkout count.**

Required Knowledge/Skills:

Sierra Create Lists, Sierra Statistics, MS-Excel, Rapid update in Telnet Galileo.

Equipment/Supplies:

PC with access to Sirra, access to S drive

Procedure

IMPORTANT: This procedure must be done toward the end of the day on June 30 or early in the day on July 1, or on the nearest working day to either of those days.

1. Perform this function at the end of the day on the last day we are open for the fiscal year, or early in the day on the first day we are open for the new fiscal year.

Create the lists.

2. Using Sierra Create Lists, make a list of item records, YTDCIRC >=1 or 2YRCCIRC >=1. There is a query saved for this purpose called "YTDCIRC annual rollover."

3. Change the stop field at the top right corner of the query to i* to include all records.

Run statistical reports for each list.

4. Go to Sierra Statistics. Edit the query "Call no analysis of titles used last year" so that it analyzes the current list. Save the query before using it in case you want to rerun it on the same list.

5. For Christopher Center, export the Call number report to S:\CCLS\Statistics\Collection Development\Usage Statistics\ZZZ_Item use reports. Name the file SCAT Items Used [year]. Delete the price column from the report because it is meaningless. Export the Itype similarly. (In future the status report may be of interest to Circulation.)

Do the roll-over.

6. Once the reports are exported and saved, open up telnet access to Galileo. From the main menu, select:

Completion

7. Once rollover has been completed, return to Sierra Create lists and delete the three review files.

8. Send an email to collection development, circulation and technical services staff, so they will know why so many item records have the same updated date.

drr Updated 7/17/2015