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Acquisitions Department

REPORTS AND STATISTICS PROCEDURES

INTRODUCTION

The Acquisitions Department had for many years an interest in automating its statistical reporting procedures. The Acquisitions Statistical forms, hereafter referred to as ACQSTAT, were developed first in PC-CAL, then Lotus 1-2-3, and now in Excel to record and track the statistics generated by the Acquisitions Department of The University of Memphis Libraries.

Using ACQSTAT

  1. MONTHLY
    1. Original calculator tapes are prepared for Duplicate (B6DUP) and Out-of-print (B90P) requests (number & dollar amount)
      1. Request slips are arranged by fund code
      2. Produce calculator tape of departmental totals
        1. Single requests: enter number using <M+> <FEED> <FEED> <FEED> <FEED>
        2. Multiple requests: enter number with <+>, after all entries for fund code are entered press <*>[total key] and M+> <FEED> <FEED> <FEED> <FEED>
      3. At end of all fund codes, push <*M> [memory total key]
      4. Take calculator tape off machine and pencil in fund code beside appropriate totals
      5. Add number of items and pencil in at end of tape "T. COUNT" and below this the number of items
      6. Below this pencil in "DUPS [Month/Year]" OR "UNAVAIL [MONTH/YEAR]"
    2. Original calculator tapes are prepared from Log Book Change forms [Green Slips] (dollar amount & number)
      1. Green Slips are arranged by fund code
      2. Produce calculator tape of departmental total (dollar amount & number)
      3. Remove from calculator and staple to back of green slip by fund code
      4. From Green Slips enter dollar amount logged in on Dolreqentries form.
      5. From Green Slips enter dollar amount of price adjustments on Dolreqentries form.
      6. From Green Slips enter number of titles on Titles Requested Monthly form.
    3. Enter dollar amount of Duplicate and Unavailable request on Dolreqentries form.
    4. Prepare Dollar Value of Requests (DOLREQ) & print one copy
    5. From Fund Code Nesting Report (DRA) prepare Obligations (OBLIGA) and print two copies of the report [A9] <File> <Print><(Mon)>
      1. Enter only 8511 funds
      2. Rollover funds [if any occur]
        1. Subtract current allocation from rollover allocation total Expended amount
        2. Each month subtract these amounts from amounts shown on Fund Nesting Report
      3. Adjust Fund Nesting Report [must match Obligations Report]
        1. Subtract any amounts that are NOT 8511 funds [i.e., 8550]
        2. Subtract any amounts that have been rolled-over from a previous year [See b. above]
        3. Subtract any amounts for funds: Dyer & Jackson
    6. Using DOLREQ and OBLIGA compare columns Y-T-D REQ. REC. to CUM. OBLIG.
      1. When YTD REQ. REC. Is less then CUM. OBLIG. fill out green form to increase requests to equal obligations.
      2. Print two copies of DOLREQ <File> <Print> <(M0N)> & one copy each of YTD Totals <File> <Print> <Totals> & Month <File> <Print> <Month>[B3 & B5]
    7. Prepare C10SOR

      8. Do the above steps before printing D7CROS

    8. Print D7CROS
      Cumulative Requests . . . Obligations . . . Number of SO Titles . . .
      (D7CROS COMBINES: DOLREQ; OBLIGA; C10SOR)
      1. Select month or annual summary, using <F5>(GOTO)
      2. Print: <File> <Print><selection><Copies: usually seven>
    9. From Titles Requested Monthly form prepare Number of Requests (NOREQ) [B2] & print two copies, following which print [B1] (monthly summary).
    10. ADMINISTRATION REPORT [Excel]
      1. Requests Received number from Number of Requests (NOREQ)
      2. Bibliographic Searches from reports
      3. Purchase Orders issued number from log
      4. Lines Items issued number from log
    11. Duplication and Out-of-Print statistics are from original calculator tapes. Other statistics are prepared from Acquisitions staff worksheets
      1. B6DUP & B7DUP [Each entered & both printed]
      2. B90P [Entered]
      3. C1REC thru C4REC [Each entered]
      4. D2BACK [Entered]
      5. D1OMSS [Entered & printed]

  2. Annually
    1. The following statistics have automatically generated annual reports:
      1. A4FOOM
      2. B6DUP [+B7 & B8]
      3. B9UNA
      4. B12DRAPO
      5. C1REC [+C2 THRU C5]
      6. C10SOR
      7. C13GIFT
      8. C14GIFTCLOSED
      9. D7CROS
      10. D8TPPG
      11. D10MSS [D9 & D10ASS ONLY]
      12. CUMALLREQ
      13. DOLREQ [+B3 & B5]
      14. DOLREQENTRIES
      15. NOREQ [B1 & B3 ONLY]
      16. OBLIGA [A2 & A3 ONLY]

  3. NOTES:
    1. All statistics have an Annual Report or Annual Summary which will be printed at the end of the year.
    2. Some statistics are printed annually only.
    3. Some statistics are prepared and printed monthly.
    4. Allocation is entered only in the ALLOCAT file.
    5. 1 copy of D-10 & seven copies of D-7 will be printed each month
    6. OBLIGA; NOREQ [includes B-1 & B-2; DOLREQ [includes B3 & B5]
      (Two copies will be printed: one set each for Head of Dept. & Departmental copy)

PRINT

  1. MATERIAL BUDGET
    1. +A-2 Firm Order Allocations and Obligations by Fund Code(OBLIGA)
    2. +A-3 Firm Order Allocations and Obligations by College (OBLIGA)
      [enter three letters MONTH or "ANN"] (BOTH REPORTS PRINTED)
    3. +A4 Firm Order Obligations, Monthly (Annual)
    4. A-9 Firm Order Obligations, Cumulative (OBLIGA) (Monthly ONLY)
  2. ORDER PROCESSES
    1. B-1 Firm Orders: Number of Titles Requested, Monthly (NOREQ)
    2. B-2 Firm Orders: Number of Titles Requested, By . . . Form (NOREQ)
      [enter three letter MONTH or "ANN"] (BOTH PRINTED)
    3. B-3 Firm Orders: Gross Dollar Value of Requests (DOLREQ)
    4. B-5 Firm Orders: Dollar Value of Requests, Cumulative (DOLREQ)
      [enter three letter MONTH or "ANN"]
    5. B-6 Firm Orders: Duplications Discovered, Monthly (B6B8DUP)
    6. B-7 Firm Orders: Duplications Discovered, Dollar Value (B6B8DUP)
      [enter three letter MONTH or "ANN"] (BOTH PRINTED)
    7. +B-8 Firm Orders: Duplications Discovered, By Percentages (B6B8DUP)
    8. +B-9 Firm Orders: Unavailable Discovered, Dollar Value (B90P)
    9. +B-11Purchase Orders Issued: Combined Totals of All Accounts (B12DRAPO)
    10. +B-12Purchase Orders Issued: Comparative (B12DRAPO) (BOTH PRINTED)
  3. RECEIVING PROCESSES
    1. +C-1 Titles and Volumes Received: Firm Order (C1REC)
    2. +C-2 Titles and Volumes Received: Firm Order Continuations (C1REC)
    3. +C-3 Titles and Volumes Received: Standing Orders (C1REC)
    4. +C-4 Titles and Volumes Received: Gifts (C1REC)
    5. +C-5 Titles and Volumes Received: Combined Total of All Sources(C1)
      [enter three letter MONTH or "ANN"] (ALL PRINTED)
    6. +C-10 Standing Orders: Number of Titles Currently Received (C10SOR)
      [enter three letter MONTH or "SUMMARY"] (BOTH PRINTED)
    7. +C-11Gifts: Titles and volumes Received and Retained
  4. MISCELLANEOUS
    1. +D-3 Out-of-Print Searches
    2. *D-7 Cumulative Requests . . . Obligations . . . Number of SO Titles . . .
      (COMBINED: DOLREQ; OBLIGA; C10SOR) (Monthly & Annual)
    3. +D-9 Comparative Statistical Summary (D10MSS)
    4. D-10Monthly Statistical Summary (D10MSS) (Monthly ONLY)
    5. +D-10Annual Statistical Summary (D10MSS)

Send questions/comments/suggestions to Foster Bunday

Acquisitions Department | The University of Memphis | University Libraries
126 Ned R. McWherter Library | Memphis, TN 38152-3250

Phone: (901) 678-2203 | Fax: (901) 678-8218

 
The University of Memphis
Last Updated:
Comments:Library Web Team
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Copyright 2008