Milstats 102:
Beyond the Basics with Milstats
Innovative Users Group
2008 Annual Conference
Washington, D.C.
Corey Seeman
Kresge Business Administration Library
University of Michigan
http://mblog.lib.umich.edu/~cseeman
Milstats 101 - IUG 2008
Milstats 101 Program Overview
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Statistical Universe of Millennium
Using Milstats
Milstat General Hints
Some Basic Searches
View slides on IUG 2008 site or via blog
Milstats 101 - IUG 2008
Milstats 102 Program Overview
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Basic Overview of Milstats
Running Scheduled Reports
Working with Periodic Reports
Fun with Order Records - Projecting
Budget Reports
• Differing Record Types - More Fun
• Fun with SCAT Tables
Milstats 101 - IUG 2008
Statistical Universe of Millennium
Major Types of Library Statistics
• Transaction Based
– Circulation / WEBPAC / WAM
• Financially Based
– Financial Reports in MilAcq
• These both require something to have
happened
Milstats 101 - IUG 2008
Statistical Universe of Millennium
Major Types of Library Statistics
• Compilation Based
– Vendor Stats
– Milstats (*YOU ARE HERE*)
• This requires records to be in the system.
Milstats 101 - IUG 2008
Using Milstats
• Milstats Rule of Three:
– Name it! (what you will call the result set)
– Grab it! (what records will be used)
– Filter it! (how it will be treated)
• When it is finished running - View it!
Milstats 101 - IUG 2008
Using Milstats - Name it!
Milstats Opening Screen - Saved Queries &
New Query Option
Milstats 101 - IUG 2008
Using Milstats - Name it!
Name it!
Milstats 101 - IUG 2008
Using Milstats - Grab it!
Grab it!
Milstats 101 - IUG 2008
Using Milstats - Filter it!
Filter it!
Milstats 101 - IUG 2008
Using Milstats - View it!
Result Files Screen
Milstats 101 - IUG 2008
Using Milstats - View it!
Rename a
Result File
Delete a
Result File
Milstats 101 - IUG 2008
Using Milstats - View it!
Result Files
Milstats 101 - IUG 2008
Using Milstats - View it!
Use Hide Row/Col
feature to remove
data not needed
Export will only
transfer visible rows
and columns
Unformat will return
to original view
Milstats 101 - IUG 2008
Milstat General Hints
• Use Fixed Fields for Stats when possible – Provides
excellent consistency between reports
• You can rename and reuse most fixed fields to your
needs.
• Keep records clean -- remove blank or redundant codes
(space or – for base value)
• Rely on the system to serve as a central repository. Try
to avoid spreadsheets on someone’s PC or hash marks.
• Stats are like ingredients…good ingredients lead to good
dishes!
• Statistics (from Milstats) are driven by records in the
system. They can be run and run again and again and
again….
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
Basic Assumptions:
• System retains reports
• You can schedule reports to be run
• Saved reports use the full range
• If you get snapshots every month, you can
see the records created and then figure
out the ones deleted.
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
• Milstats is record driven - No record, no
count
• Milstats has a memory and can remember
things
• Milstats can remember how it finds things
and they can be scheduled
• It actually can do more than we think!
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
• Get total/sumation reports every month
or year.
• Leave these in the system
• Create new reports. Compare with
what was created Last Year (second
Report)
• These are snapshots at various times of
the year.
• Make sure this is information that you
need/want!
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
• Click View Query to
see what you are
searching.
• If this works, extract
the query, save it
and run the
scheduled job.
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
• Hit the down arrow to copy the name.
• Once it is saved, you can schedule and
run the query
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
Milstats 101 - IUG 2008
Running Scheduled Reports - Deleted Records
• You are given the option of using the full range
of records - critical for these types of searches if you are using a range (all records)
• Schedule the query. You can do one at a time.
Milstats 101 - IUG 2008
Working with Periodic Reports
• Question - How much and how frequently
have we ordered from Amazon.com
• Step 1 - Create Review File of all orders
(2286 records)
• In Milstats - Run Periodic Reports - On a
yearly basis (Calendar Year) five years
since 2004
Milstats 101 - IUG 2008
Working with Periodic Reports
Milstats 101 - IUG 2008
Working with Periodic Reports
Problem with
results
Only 549
within range
Start Over
with Extract
Query
Milstats 101 - IUG 2008
Working with Periodic Reports
Better - Only
161 outside of
range.
Reports were
done on Bib
Record
(Language,
MAT TYPE,
Location)
Milstats 101 - IUG 2008
Working with Periodic Reports
Now showing
Order
Information
Amazon orders
by Fund Code
Milstats 101 - IUG 2008
Working with Periodic Reports
• Make sure your date range is big enough
• Look at the status box to see if it left out
any records
• Go back and re-work the search
• Every record was CREATED and
UPDATED. But not every record has date
fields (ODATE, CATDATE, etc.)
• Trust your gut - do the numbers look right?
Milstats 101 - IUG 2008
Working with Periodic Reports
• Fiscal year Hints
• Setup via helpdesk - default is calendar
• Year chosen for FY is FIRST year:
– FY July - June
– 2006  July 2006- June 2007
– 2007  July 2007 - June 2008
Milstats 101 - IUG 2008
Fun with Order Records
• Using Budget Planning and Collection
Development Reports
• Additional options when you create a
report for order records
• NOTE: These reports will not take into
consideration lump expenditures (Adjust
fund balances) - typically no record
• Question - What have we spent each of
the last two years and can it show us a
budget projection for next year?
Milstats 101 - IUG 2008
Fun with Order Records - Budget Planning
• Using Fiscal Year
• Note - Have not fully paid
2007
Milstats 101 - IUG 2008
Fun with Order Records - Budget Planning
• Shows FY 2006 and 2007
(PAID DATES)
• Can see trends on any
acquisition fixed field
Milstats 101 - IUG 2008
Fun with Order Records - Budget Planning
• Budget Planning Feature
• See users manual Page # 105590
• Allows you to project future budget needs
Milstats 101 - IUG 2008
Fun with Order Records - Budget Planning
• Column on far right shows calculated copy
comparing columns 1 and 2
• If the amount decreases - then the
calculated rate decreases as well!
Milstats 101 - IUG 2008
Differing Record Types - More Fun
• What if I wanted to know how recent
purchases were circulating?
• Good question - but tricky - you cannot
use order records as a set of records and
get out circulation information (item
record)
• Bib records are the common link
Milstats 101 - IUG 2008
Differing Record Types - More Fun
• Create a review file of bib records based
on order record criteria
Milstats 101 - IUG 2008
Differing Record Types - More Fun
Bib Record
searches
can report
on any
attached
record
Choosing
Periodic
Reports
Milstats 101 - IUG 2008
Differing Record Types - More Fun
Milstats 101 - IUG 2008
Differing Record Types - More Fun
Milstats 101 - IUG 2008
Fun with SCAT Tables
• Call Number pulls from all available SCAT
Tables
• If you have multiple SCAT tables, each will
display
• Many records do not have call numbers so there will be many that fall “off the
table”
• If there are no entries in a SCAT category it does not display in the report
Milstats 101 - IUG 2008
Fun with SCAT Tables
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Innovative Resources for SCAT Tables
See the Users Manual Page # 101831
Csdirect.iii.com
FAQ: http://csdirect.iii.com/faq/scats.shtml
Also:
http://csdirect.iii.com/documentation/cir/scat.shtml
Milstats 101 - IUG 2008
Milstat Settings (Millennium)
Showing
Totals Only
can lead to
weird
displays!
Follow the
menu from
Admin Settings
Milstats 101 - IUG 2008
Milstat Settings (Millennium)
Milstats 101 - IUG 2008
Statistics - Resources
• Innovative Interfaces (Milstats) Resources
– Users Manual - Page # 105586
– Users Manual - Page # 105588
• (Creating and Editing Queries)
• IUG Presentations (including this one)
• Open Milstat and PLAY!!!!!!!!
Milstats 101 - IUG 2008
Questions?
Corey Seeman
Kresge Business Administration Library
The University of Michigan
cseeman@umich.edu
Milstats 101 - IUG 2008