Susan Perry: Okay recording in progress, all right so everyone, thank you for coming we're glad to see you, and of course the session will be recorded if there are people that couldn't make it and.
Susan Perry: We will be posting the recording and this and the slide deck and some ancillary things for you when we're done, I am Susan Perry for those I haven't met i'm going suny library services Jennifer smothers is with suny brockport.
Jennifer Smathers: i'm going to last for one day.
Susan Perry: Yes, exactly honorary honorary member.
Susan Perry: i'm going to go through the first couple of slides and talk about some things on the sls sigh and then jennifer's going to take over with.
Susan Perry: The brockport stuff all right, let me get i'm trying to move my.
Susan Perry: thing is well i've got to change my view.
Jennifer Smathers: When your computer thinks it knows what you want more than you do it can get a little frustrated.
Susan Perry: Yes, yes i'm gonna i'm oh Yvonne you will Would you mind watching chat for us if we don't see it.
Jennifer Smathers: i've got chat up that I can see.
Susan Perry: Okay perfect well Yvonne is going to help me with some links because i'm she asked and I said yes please so.
Susan Perry: This is a two part series that Jennifer and I are doing this week and same time next week, you will hear from Yvonne customer and Michelle eichelberger they will be talking about analytics.
Susan Perry: From the the analytics module we Jennifer and I are doing the kind of Dolma input so just some background.
Susan Perry: When sls was working on the training calendar for the we tend to do a quarterly We thought that we would like to focus on analytics for the summer time.
Susan Perry: And in the spring, well, we were planning for that we were able to join forces with Sunni institutional research and that soon you controllers office to brainstorm on how we could make a particular Sunni report.
Susan Perry: easier, with all of us being on all my now so that report is Lars the library acquisitions and retirement survey which.
Susan Perry: The comprehensive colleges, the state ups are required to submit this time of year after the fiscal year ends so knowing that number one, knowing that an ipads dashboard existed.
Susan Perry: That Michelle had created from an existing one last year and we knew that we could make use of a dashboard for Lars as well, and some other things were happening, which kind of helped us along.
Susan Perry: ipads change something that they were reporting, so the controller's Office could take that from ipads they didn't need the campuses to supply it.
Susan Perry: So we were able to get the larger survey just down to an essence of what they really needed so that dashboard was created.
Susan Perry: And that is something that you'll hear me make reference to in this in my part of the presentation, because we're working with it right now we're meeting with campuses.
Susan Perry: were demonstrating the dashboard and it's just it's top of mind, for me, right now, so that's why my words will be heavily around that.
Susan Perry: So this is where I say to all of you that if you have any other statistical needs or any needs that a an analytics report can address or a dashboard 10 address please reach out Please submit a ticket.
Susan Perry: There isn't there is a there's an analytics pardon me there's an analytics working group in SLC and Maggie Maggie is the is our liaison to that working groups so she is an analytics.
Susan Perry: super user and she loves a challenge, so please do send your requests or anything that you're stumbling with you may have something existing that you're using please do feel free to put in a ticket.
Susan Perry: And Maggie or you know, whichever program area is best suited to come up with that for you so that's a little bit of context on the sell side, thank you Jennifer.
Susan Perry: This is the agenda as we initially proposed it, as I was running through some things I made a little bit of a change but i'll tell you what that is we do want to show you where the dashboards are and we do want to talk about the reports a little, but i'm going to save it until the end.
Susan Perry: I want to talk about just again a couple of things from the sls slide and then I want to turn the floor over to Jennifer and then I want you all to have any questions that you want addressed, and next week, you know you'll be seeing many more demos from the actual analytics interface.
Susan Perry: When Yvonne and Michelle take over so hopefully that works for everyone, and you know we'll we'll just we'll just do with with our time what you all meet.
Susan Perry: So the basis of Jennifer and I can you go back one second.
Jennifer Smathers: Time oh.
Sorry.
Susan Perry: I wanted us to Okay, what are you writing, are you writing on your whiteboard is that what you're doing.
Jennifer Smathers: Okay, it looks different on my screen.
Susan Perry: So the reason we decided to schedule this training for now, other than the fact that it's summer.
Susan Perry: Is that we want to give you time for year and reporting, whether you do a July one rollover or Sep tember first rollover or your reports are doing the spring or reports are doing the fall we just wanted to get some things.
Susan Perry: into the conversation that you may not know or you may have forgotten or you know new people come into Sunni all the time.
Susan Perry: So we want to give you time to adjust anything that you feel like you can adjust and we're planning for next fiscal year or current fiscal year and we just want to give you some things to think about okay now i'm ready.
Jennifer Smathers: And my mouse isn't all right we'll get there.
Susan Perry: no rush.
Jennifer Smathers: Right, are you not.
Jennifer Smathers: Mr agenda.
Jennifer Smathers: Well, this is interesting well i'm still on annotate that's why.
Jennifer Smathers: All right, sorry folks that's what I get for thinking i'm being brilliant.
Susan Perry: just wanted to play.
Jennifer Smathers: back to normal.
Okay.
Susan Perry: So.
Susan Perry: You will hear us talk frequently about full acquisitions and full acquisitions, is what we say when we mean that your.
Susan Perry: orders and invoices are attached to fun number funds funds and Alma now I, I want to remind you, or maybe tell you, for the first time that.
Susan Perry: The funds and Alma are no way connected to the funds in any kind of accounting system at your campus there is not a single Sunni that we are aware of that.
Susan Perry: Links their Alma funds to bi or whatever external system you use banner, so you can do things in Alma that are not going to affect real life dollars so just always keep that in mind and.
Susan Perry: You know I say that, so that you will not feel intimidated to to go in and and experiment with things.
Susan Perry: So if you're using what we call full acquisitions, you need this is what you need you need a ledger you need there's one ledger open at a time, you need a ledger.
Susan Perry: You only need one allocated fund, you do not need more than one, you need a vendor because your vendor is your material supplier, and that is who the invoice comes from, that is, think of the material supplier as who's going to bill you.
Susan Perry: You need to use a purchase order lines when you're adding resources to Alma Primo.
Susan Perry: And the material types and reporting codes are somewhat built in, but they're basic enough that I put them on this slide you can do so much with reporting codes and material types that you don't need to worry about.
Susan Perry: What your fun numbers link to So these are the basics.
Susan Perry: Next slide please.
Susan Perry: And if you are a super user or your campus is you know, a larger campus university Center you are going to make use of things that are beyond the basics.
Susan Perry: you're going to have additional allocated funds you're going to have additional reporting codes, you can have from one to five.
Susan Perry: and reporting codes are not required in the order screen they're added, if you want them to be there, and you can make default reporting codes, so you don't have to worry about.
Susan Perry: Adding them every time you can make default templates when you're ordering specific formats from specific vendors to a specific funds, I mean very customizable.
Susan Perry: You would be invoicing, you would be receiving physical items and activating electronic items and you would be invoicing.
Susan Perry: and your vendors would be more than just material suppliers, they would be access providers, they would possibly be sushi vendors.
Susan Perry: And you also have vendor products available to you, you have vendor api's you have vendor products that are in development, such as right now.
Susan Perry: PepsiCo is working on eps go net all my API if you are an eps go subscription service customer their work it's in beta right now they're working on that pro quest makes re Alto available to.
Susan Perry: All the campuses and a few sunni's are working with three Alto So these are beyond the basics.
Susan Perry: Next slide please Jennifer.
Susan Perry: Oh john paul's gonna.
Susan Perry: say what an API is and.
Susan Perry: we'll get we'll get back to.
Jennifer Smathers: Language for computers to talk to each other guys.
Susan Perry: yeah I mean.
Susan Perry: If Maggie was here she would know what it stands for, and I know what it stands for i'm just blanking out at the moment and Maggie is in another meeting she'll she'll be joining us later for questions.
Susan Perry: OK, so now that i've spoken about full acquisitions advanced and basic there's yet another option that you have, which is really good for smaller Thank you Yvonne I knew, you did.
Susan Perry: me.
Susan Perry: Technical acquisitions is good for so many things it's kind of underrated undervalued, but it's good for so many things.
Susan Perry: Technical acquisitions, is when you don't want your orders to be linked to a budget per se, as far as here's my starting balance here's my ending balance, these are the charges against the fund.
Susan Perry: If you're using technical acquisitions you're going to get your resources and to oma through an order and you are going to.
Susan Perry: Hopefully, put in a price and i'll tell you why that's a good reason in a minute, you are hopefully going to make use of reporting codes.
Susan Perry: And you have the option of running an invoicing job which tells them that these orders are complete, meaning, you know receive delivered done without ever having to actually put an invoice in.
Susan Perry: And the reason i'm going to stress, adding prices is because, in the process of developing the Lars dashboard.
Susan Perry: Which is built on an assumption of full acquisitions Maggie has started developing a dashboard for technical acquisitions.
Susan Perry: analytics so she is able to pull out various things that go on the Lars report and do other things if you're not a large campus, so this is just an example of.
Susan Perry: We got feedback from campuses they told us what they were using we want to meet you where you are so we you know we get things going so once her technical acquisitions dashboard is more developed.
Susan Perry: she'll be doing training on that So if you really just want it if you're not using acquisitions at all, or in a very limited way, and you want to pump it up as we promised in our summary of this session, these are the things you can do always add prices.
Susan Perry: And that's the end of my sermon.
Susan Perry: So now, I think i'm finished and it's jennifer's turn.
Susan Perry: This would each week I just want to pause for questions, just to make sure that there isn't anything that anyone wants to ask, besides some what API.
Susan Perry: good time to ask.
Jennifer Smathers: Because an x point, we should have anticipated.
Susan Perry: Yes, yes.
Susan Perry: it's it's the it's the Downs downfall of using an acronym acronym that everyone doesn't know and that you're so used to using that you forget.
Jennifer Smathers: This is a secret of mine it's actually used outside the library world to.
Susan Perry: Sound.
Jennifer Smathers: Sound really smart when talking to some program or guys.
Jennifer Smathers: Oh it's an API for.
Jean-Paul Orgeron: You hi everyone.
Jean-Paul Orgeron: hey hey thanks Yvonne for for coming in clutch there, I appreciate it and i'm pretty new to this kind of work, so please forgive me in advance um I am I have heard i'm assuming it's an acronym but i've had, I have seen and heard the.
Jean-Paul Orgeron: sushi you know kind of thrown around here and there, and could Could someone give me just a real short.
Jean-Paul Orgeron: Press see some that just sort of what what it is.
Susan Perry: Yes, yes, yes, absolutely and we have a whole bunch of stuff on it that you can that you can.
Susan Perry: cool learn, and I think Jennifer has some slides later that have some lingering basically when you have electronic resources and you go to the.
Susan Perry: right when you have electronic resources and you go to the to the vendor site to the to the publisher platform to get your usage statistics you're doing that manually so you're going into all your admin sites and you're you're gathering the data what sushi does is using an API.
Susan Perry: You can set up your vendors, so that Alma harvest those reports for you so sushi is a is an industry industry standard that has to be met by both vendors and.
Susan Perry: ios systems and what it does, is it harvest the usage for you on whatever basis you say so, if you've got if you want to get your J store usage every month, it would go harvest them monthly and you don't have to go to the store site to get them yourself.
Jennifer Smathers: standardized usage statistics harvesting initiative.
Susan Perry: Yes, yes.
Susan Perry: So it saves time.
Susan Perry: saves you time money aggravation as long as you can get it set up, initially, and as long as the vendor is doing everything they're supposed to do on the vendor side so.
Jean-Paul Orgeron: super Thank you so much.
Susan Perry: You are.
Jennifer Smathers: cleared yeah helpful you're also going to see a lot with things, called counter reports which are like the not quite as standardized version of harvesting of not so much harvesting but getting usage reports they're more manual in nature.
Jennifer Smathers: Any other questions Kathy said that she was hoping that with a push of a button, the largest survey would be auto generated i've promised that she won't be completely disappointed.
Jennifer Smathers: But we're we're about to go into that so keep your hats on.
Jennifer Smathers: And we've been through throwing a lot of words around, and this is one of those like where do you start because it's also interconnected, we had to use a few acronyms before we describe them.
Jennifer Smathers: So this is where I come back in and say the largest survey so libraries acquisitions and retirement survey it's a Sunni one.
Jennifer Smathers: acl the directors of state campuses are are usually going to call this just acl base URL survey it's part of a lie it's a professional.
Jennifer Smathers: thing and it actually builds into ipads for state operated campuses ipads is a federal.
Jennifer Smathers: survey of higher education, and it has an academic library survey portion.
Jennifer Smathers: And we're going to learn a little bit about each of these as we move forward, because if you can understand the context of the survey it's a little bit easier to understand why the way you put stuff into all my for acquisitions makes it easier.
Jennifer Smathers: So the larger survey it's Sunni based, and I am so excited that it was simplified this year.
Jennifer Smathers: sls and Shannon and his team lots of kudos for getting in touch with the offices that actually need this data and Sunni finding out what they needed for what they needed it for what could be sort of dropped off of the survey was no longer.
Jennifer Smathers: interested in it's now it's do usually in July late July or early August, for the immediately past closed fiscal year.
Jennifer Smathers: Community colleges, you are not asked this because you are not a state operated campus so you can just kind of sort of kick back and relax and and you know thumb your nose at the rest of us.
Jennifer Smathers: It is concerned only with the cows and the counts of physical items and perpetually owned he resources, this is the huge change the huge simplification that happened this year because it used to count more than that.
Jennifer Smathers: When there were surveys that didn't meet some of the needs for information that the system had we added some stuff and we've been able to take that back out because almost letting it do it for us.
Jennifer Smathers: The funds that lar specifically tracks are not just your state funds, but it also is interested in your college counted.
Jennifer Smathers: foundation funds, separate from your state funds your ccta Councils state funds so it's it's slices and dices the funds from the state perspective.
Jennifer Smathers: If you can think of it that way, and it also wants to know about withdrawals and gift counts and quick, you know peek under the hood.
Jennifer Smathers: Why is it interested in physical items and perpetually owned a resources some of this is an accounting ensuring thing they want to know what is the value of our collections, they want to know what the.
Jennifer Smathers: I forget what they're called but there's there's a particular type of accounting thing, where you owe it depreciating asset, and they want to know what that is so they can sort of track it.
Jennifer Smathers: If your acquisitions data isn't Alma sls can do some of the reporting work for you.
Jennifer Smathers: Depending on what acquisitions data is in it might be able to do a lot more than just some.
Jennifer Smathers: There is a part to that people may have noticed if you've ever had to fill out the lower survey before.
Jennifer Smathers: Usually this comes to directors who then filter it down to the acquisitions folks to ask for information, part two, is actually going to go more to your circulation folks.
Jennifer Smathers: it's about shelving this how many linear foot, do you have of shelving and how full is that.
Jennifer Smathers: That has now been sort of separated off and has a different due date and that information will come out but it's no longer tied specifically to.
Jennifer Smathers: This particular large survey that you can get the data out of Alma we don't have linear feet of shelving data in almost so we're not going to get it out of Allah.
Jennifer Smathers: And Susan says subscriptions were moved to ipads so institutional research can get them from there, and there was a point when.
Jennifer Smathers: ipads wasn't every year, and there was a point when a Sierra wasn't every year and we're starting to go back in time, a little bit, but these are all now annual surveys.
Jennifer Smathers: So acl this is their big go to it, starting point you're not going to get far if you don't have your institutional login.
Jennifer Smathers: But if you are, for example, a new director at a State up and haven't gotten the login if you go there you're going to find a place to ask for help, this is a broader survey.
Jennifer Smathers: shelving estimates they're going to be do later, I want to say late August ish and it's always been optional so don't don't stress over those.
Susan Perry: In Bethel be coming out.
Susan Perry: You know institutional research is going to send the large survey out as normal and the shelf inventory is normal, but we are also going to be.
Susan Perry: Distributing web links for those so you, we have not sls has not yet rolled out the shelving inventory it's to follow we're working on the other, the acquisitions piece first so it will be coming.
Susan Perry: yeah.
Jennifer Smathers: And i'm like lower with that going a little bit beyond acquisitions.
Jennifer Smathers: acl goes way beyond acquisitions when it comes to expenses, it wants you to actually calculate how much you spend to get interlibrary loan.
Jennifer Smathers: And i'm talking it wants to know how much you spend on the tools for interlibrary loan how much you spend on.
Jennifer Smathers: Buying interlibrary loan, what do you spend on delivery for interlibrary loan, what are your postage costs for interlibrary loan all of those are part of a zero.
Jennifer Smathers: So all my acquisitions isn't going to help with everything it can help with part of it can help with the acquisitions in terms of your your firm spending your subscription spending all of that goes in day Sarah.
Jennifer Smathers: For the parts that aren't an acl again if you're a new director new to this this Sunni business intelligence so Sunni bi is what you'll hear it called that has.
Jennifer Smathers: Funds in it that track all library expenditures, including staffing you'll need to get in touch with your folks on your campus again, this is a state operated deal.
Jennifer Smathers: Where they can get you access to it and there will be links, later on, to give you hints but I didn't want anybody getting lost in Sunni bi bi right now it's really tangential to what we're dealing with.
Jennifer Smathers: html splices the indices, the data differently than large does on, there is a lot of overlap, so if you've run your reports and you're pretty happy with the data.
Jennifer Smathers: At least on the acquisition side you're going to be pretty happy with your acl data as well, it comes out in October, they open it up for the past fiscal year in October.
Jennifer Smathers: it's doing march you don't actually have to wait till March I like to kind of do these bang bang bang when I was doing it, so I would do.
Jennifer Smathers: wire would be up first, and I do everything to make sure lar was right, and then I could pretty quickly move into getting a cell done in October and then ipads kind of can come right out of a circle.
Jennifer Smathers: If you're not too picky so that's how I did it and again it's all working with the previous fiscal years data, which is a change from way back when it's now an annual survey, just like the rest of them.
Jennifer Smathers: Questions and a serial.
Okay.
Jennifer Smathers: And i'm sorry I keep looking to the right i'm not being creepy i'm checking my chat on another screen.
Jennifer Smathers: Alright, so ipads is the academic library survey from ncs bs, which is the federal education statistics folks this I love the fact that the ideas 42.
Jennifer Smathers: Being the answer to life the universe, and everything for those of you who may be science fiction fans.
Jennifer Smathers: I always get a kick whenever libraries are associated with that number, so our ID for our survey is the answer to life the universe, and everything.
Jennifer Smathers: which also is part of a larger integrated post secondary education data system survey sent to your institution.
Jennifer Smathers: This one differs from the other two, and that you the library director actually never get a login to go like login to this thing and and look at it, if you're at a State OPS campus.
Jennifer Smathers: Your institutional research folks and honestly, this can also apply to Community colleges that's The next point i'll get there in a second.
Jennifer Smathers: Your institutional research folks are going to be the ones who get this, this is a big deal survey why it's required for institutions who have over.
Jennifer Smathers: 99,999 dot 99 cents library expenses, so if you have $100,000 or more of library expenses in any given year, you are required to fill out this portion.
Jennifer Smathers: Of the iPad survey ipads is required for any institution that gets federal financial aid for students, whether it's work, study or or other federal financial aid.
Jennifer Smathers: um that's a good point Elizabeth will have to look at at the course you're ready when it comes out and see what we can shoehorn into that.
Jennifer Smathers: Elizabeth sisters, a new survey from acl this year it's the acl core academic library facility survey oh thanks Elizabeth I guess i've been heads down ipads Lars and.
Jennifer Smathers: A Sarah library, so if this doesn't get done your institution can get in trouble when it comes to federal student aid and nobody wants that.
Jennifer Smathers: Usually, what will happen is at some point, your institutional research folks will reach out to the library and say I need this information for ipads and it's doing the spring to end CES.
Jennifer Smathers: April, actually, but because you you're working with your institutional research folks they may give you a wildly different deadline, they may need it in March, which is pretty common or they may ask for it in January because it's for the previous fiscal year.
Jennifer Smathers: so that you know your mileage may vary depending on where you are.
Jennifer Smathers: The great news for those of you who are college OPS if you've done the html survey there's literally like this button that you click and it generates a text file with information necessary to submit to ipads for libraries.
Jennifer Smathers: When I did it in the past, I would click the button I get a text file, I was doing this, and again I tried to do it in that October November timeframe.
Jennifer Smathers: And I would just send it to the ir folks with a note, I know you haven't asked for this yet, but here it is and that did two things one it got it, you know I could check something off of my list and scribble it out.
Jennifer Smathers: But I could also know that the information i'm sorry institutional research folks knew who in the library was responsible for the data, so they could get back to me this time it's diane fulkerson library director at brockport who's responsible, so we will be working with her on that.
Jennifer Smathers: But yeah I love that file, because it means ipads is is really not a huge deal, I am aware there's that at least one campus that.
Jennifer Smathers: likes to tweak it and not just send the file, but they want to tweak it a little bit more, or at least they did in the past and that may have changed, but I think the vast majority of us will be happy with just hitting the button submitting the information.
Jennifer Smathers: questions on that.
Jennifer Smathers: Because these are sort of the.
Jennifer Smathers: high up overview of of what it is we're working with what we're juggling.
Jennifer Smathers: Right.
Jennifer Smathers: So the moral of our story some short term advanced planning can equal some long term time savings, and this is where.
Jennifer Smathers: acquisitions our technical acquisitions, possibly might be more work than you're doing now, or a little more work than you're doing now.
Jennifer Smathers: But it should be able to result in long term time savings in terms of almost being able to help generate the reports and sls being able to help you with the reports.
Jennifer Smathers: There are some pitfalls to watch out for and I like to start with these because.
Jennifer Smathers: we're really great at what is the worst case scenario where like worst case scenario, throw it out there, here are some of the worst case scenarios, you could come up with.
Jennifer Smathers: You could have the wrong PO line types in your recurring orders which means further on down you didn't select the right item type that could mean that your numbers are going to be off when you rent it.
Jennifer Smathers: You could have selected the wrong fund, which is really only important if you're talking about the where that fun came from, is it actually state funds.
Jennifer Smathers: Is it, for, is it grant funds from your foundation is it CC da does it belong in this survey with grant funds or does it belong in this survey with your state funds.
Jennifer Smathers: That goes back and forth, if you get the right fund selected then it's easier to work with that and you're courting kids can also play a part.
Jennifer Smathers: One of the biggest ones that I think will see is that it could be that your withdrawal process, since we move to Alma was not correct, or maybe was very inconsistent.
Jennifer Smathers: we're all human we've all been learning the system we've got links to talk about it, towards the end where you can go to find some of you know.
Jennifer Smathers: Look, for this problem and also correct it if you've got duplication if you've put in multiple orders, while you were frustratingly trying to figure out the system back in the spring.
Jennifer Smathers: of last year, and you never cleaned up that old one that can cause some misinformation.
Jennifer Smathers: Improper accounting or accounting of gifts and this is one that brockport had a lot of turnover right after migration, we had a really solid migration and there was a lot of change and turnover after that.
Jennifer Smathers: So an example is we brought part used foundation funds to pay for.
Jennifer Smathers: canopy for a few things this year, and they they got put in under gifts, because the new person who hadn't been trained properly yet thought that, because it was a foundation, it was a gift.
Jennifer Smathers: So that has to be cleaned up a little bit for everything to come out right if you have unfinished orders things that you got most of the way through.
Jennifer Smathers: But maybe didn't finish the invoicing on it or, especially on incomplete invoices if you're using full acquisitions that can cause some errors, things will want to roll over into the next fiscal year.
Jennifer Smathers: But the good news is is there are some built in safeguards some life preservers we have and that year and roll over procedure is one of my favorite.
Jennifer Smathers: They can help you identify problems, you need to resolve.
Jennifer Smathers: And we'll go into just a little more detail on this later, but we're really looking at an overall view of places where you can go to find help and to clean up some of these issues.
Jennifer Smathers: likely everybody has one or two of these hanging out somewhere some sort of issue I want to remind everyone, there is a workplace group where sls communicates with us it's the.
Jennifer Smathers: sls llp headquarters on workplace it's also a great place to contact colleagues and say hey i'm seeing this What would you do reach out for some help.
Jennifer Smathers: there's a chat function there we're going to talk in a little bit susan's going to talk about sls consultations that are available for Lars specifically.
Jennifer Smathers: And then remember there as well as recorded webinars on almost everything at this point.
Jennifer Smathers: there's acquisitions their analytics Maggie did a great one on the fiscal year rollover recently how to properly withdraw stuff all of that is actually consolidated at this one like.
Jennifer Smathers: So if you're ever like I you know I really would like to refresh my mind of some training and I, and I think I remember how to do this, but I want to just quick review, this is a place to go to start finding them on your own.
Jennifer Smathers: This is helpful points in the process of fiscal year roll over to do data checks and cleanups.
Jennifer Smathers: So make it will tell you if you go watch her training about the year and roll over that you should always start by rolling over ledger's and draft mode, you know look for things that look wrong.
Jennifer Smathers: And then, when you go to appeal lines you know you also get a draft Ishmael this report mode where you can look through it and see like is it trying to rule over a firm order that you know, has been has been completed.
Jennifer Smathers: Maybe it's invoiced and get to the fully paid status, so these three points here, you know look for things that aren't fully invoiced if you're doing technical invoicing, make sure you run this report that's what.
Jennifer Smathers: Susan was alluding to earlier in our presentation and then this reporting mode, you can oftentimes see a lot of things that, for example on you might see something with a fund code that you know doesn't match the material type if you've got a more extensive acquisitions implementation.
Jennifer Smathers: Okay.
Jennifer Smathers: So I just planning ahead for the surveys look like at one comprehensive college and.
Jennifer Smathers: This haven't had to say band garden, while at brockport was a vanguard institution, and as such it was able to.
Jennifer Smathers: Really pull apart Alma ahead of time and think about how best to use the system ahead of time and Susan was still working for brockport at the time we had a really great team can we respond ski.
Jennifer Smathers: Aaron char well was part of it as well, so we use that time wisely to really pull it up, and this is going to sound silly but I really thought that the shift looked little up like are concrete senior libraries, at least from the outside.
Jennifer Smathers: were our first setup that we did was reporting codes, because we used to have.
Jennifer Smathers: boatloads of funds sliced and diced different ways every fund would also have a media fund, and would also have a journal find in would also have a book fund.
Jennifer Smathers: so that we could keep track of those things, and all of you don't have to do that and Alma so we use the first reporting code to sort of suss out some additional sort of item.
Jennifer Smathers: what's the word i'm looking for.
Jennifer Smathers: There, as I said, there's sliced and diced in different journals are naturals different surveys slice and dice differently, and so, for us it made a difference whether something was a streaming resources, etc.
Jennifer Smathers: oops sorry guys I accidentally clicked.
Jennifer Smathers: There is one survey that puts aggregators and databases and one, but he journals including packages goes and another and ebooks goes and he had another.
Jennifer Smathers: That might have actually been large and that's that may have changed, so your mileage will vary, if you want to use some of these reporting codes.
Jennifer Smathers: i'm actually going to when the recording is done share out next cell that has these reporting codes, so that if you want to take a look at putting them into your online access to me, you can do that, but down here we actually put postage and contract postage in it as well.
Jennifer Smathers: Up to you, whether or not you want to do that.
Jennifer Smathers: And then, our reporting code to and this isn't not exactly survey related, but this is like my number my number two maybe pump up act.
Jennifer Smathers: sort of hack which is, if you do a reporting code for all of your departments that you sometimes have to report out on for those accreditation reports.
Jennifer Smathers: How much did you spend on social work last year, you can use this reporting code to get all of that data, instead of having a social work fund.
Jennifer Smathers: So we went down to very few funds compared to 30 to be over 64 funds, I think, or that might be the number of libraries i'm starting to lose track of the numbers at this point because we've consolidated it's made life so much easier.
Jennifer Smathers: I highly recommend that you banished department specific funds and move to reporting codes.
Jennifer Smathers: It really does make your life easier.
Jennifer Smathers: I promise.
Jennifer Smathers: And I may have forced this on a library, when I was working with us a list as well, hopefully they're getting use out of it.
Jennifer Smathers: And then the third reporting code i've had i've had in the names of my colleagues to protect the innocent.
Jennifer Smathers: But what we decided to do with the third reporting code was to put in the lease on names, so that if somebody wanted to report of the orders in their liaison area that they had made.
Jennifer Smathers: versus like all of the books that were added various other other things you could do with us, we added that here.
Jennifer Smathers: questions on these reporting codes.
Jennifer Smathers: So, four and five are newly available to be analyzed via analytics and I think for was an existence five might be new but we just couldn't think of anything else helpful or necessary to add at brockport.
Jennifer Smathers: Maybe you do have something you need I don't know donor or something i'm not sure, but we couldn't come up with one.
Jennifer Smathers: But there, they are options and the nice thing about them being newly added to analytics is that there is a link we're going to share I think it's in a later slide from X leavers doing a quick overview of how to add and modify reporting codes.
Jennifer Smathers: And, and unlike many ex leber's things that was short and it was to the point so don't be afraid of watching it all right, this, this is my number one like acquisitions hack cheat code start here and your life will be as but not buddy says more fun or.
Jennifer Smathers: If you go to this actually acquisitions working group policy, and this is just an excerpt this isn't all of it, it tells you the POs type.
Jennifer Smathers: And then, what it's used for and then a little more information about it, so if you have a weird thing like at brockport recently because of the canopy mix up, we had to create.
Jennifer Smathers: A whole new order for canopy because it had been initially created way back when probably and all of as a physical.
Jennifer Smathers: thing that we just sort of hid behind the scenes, and nobody had to see it or retract the expenditures.
Jennifer Smathers: We had to go through this and think okay well we're just canopy actually belong because it's not something we're going to perpetually own.
Jennifer Smathers: So that means it's going to get counted differently, I eat not at all for lar, but it will get counted for a sterile etc, so we were able to go through this and we ended up doing.
Jennifer Smathers: I think it was there was an electronic access standing order or something like that that talked about it specifically access service continuous This is where your database and platforms Vigo.
Jennifer Smathers: This is one that if you use it it'll make your life easier when you're talking to someone who wants to know.
Jennifer Smathers: Why you're paying $400 every year for this J store title.
Jennifer Smathers: And then you can point back to the differences between okay well when we actually bought it one time it cost us $48,000 but this $400 we page here to get access to it.
Jennifer Smathers: So if you are in acquisitions at all I highly recommend pulling this particular PDF up bookmarking it going back to it i'm Kathy mentioned says in our codes, we did not have a code in the PL as specifically ebooks so I have been using.
Jennifer Smathers: wait to see what she's been been using but i'm here, for example, is China quick standing order monographs general yeah so Kathy that's a great example of something that.
Jennifer Smathers: If you are willing to change your practices, you might want to go in and change those practices for future reference, now the bummer part about changing POs types.
Jennifer Smathers: Is you can't do that with the existing order you have to close the old order open a new order with the right PL type.
Jennifer Smathers: And if you open a help desk ticket i'm sure sls would be able to help you through sussing out which which way is correct to move forward, but there's also again links at this at the end of this presentation that i'll talk about.
Jennifer Smathers: Oh geez.
Jennifer Smathers: All right, thank you yeah.
Jennifer Smathers: so helpful survey links and, yes, this is an atari lynx I went and dug through old atari things i'm not quite sure why it just.
Jennifer Smathers: that's that's what helped me create this particular go round so remind you that the law is not relevant for Community colleges you guys get to get out of jail free card for this one.
Jennifer Smathers: But there's a recording that was done recently of lawyers do data gathering update it really goes into detail about Lars and.
Jennifer Smathers: Quite frankly, how much time sls and Sunni central have saved us by simplifying it one of the things that they are going to do is they're having Lars consultations.
Jennifer Smathers: And oh you do need to okay great friend, thank you, I will update the slot whoops I will definitely update the slide that it is relevant I wasn't sure if.
Jennifer Smathers: All Community colleges needed to do it or not, so i'm sorry that's on me.
Jennifer Smathers: One of these days I need to work at a Community college so i'll know all that stuff.
Jennifer Smathers: So this is how you open a help desk ticket and fill it SLC ny line answers COM if there aren't spaces for the consultation that fit or, if you have some other requests related to what we've talked about today.
Jennifer Smathers: So acl again that's the same one here's Brock ports bi help page, this is not the be all and end all it's just what i'm familiar with, so I shared it and.
Jennifer Smathers: You can go there and it links to some Sunni training it'll give you a better idea of what you're looking for help with.
Jennifer Smathers: But you're really going to need to ask the right people on your campus for help with that logins access to the appropriate funds things of that nature and you may already have it, and just not realize that's what it's called.
Jennifer Smathers: And then for ipads and again there's that fast facts there sort of an faq there's an information about someone had how they use the acl button to file to get their work done.
Jennifer Smathers: And then there was a recent April 1 presentation by Michelle on the new shared ipads dashboard so if you're not using a CRM and spitting out ipads you might want to especially take a look at that.
Jennifer Smathers: Because there's ipads data that can be gotten out of Alma as well.
Jennifer Smathers: And I have to say i'm so super excited about all of this, because for years, those of you that have known me for more than five years.
Jennifer Smathers: And i've been promoting the concept of if we're all sharing one system than we can do some things that we're all doing, and we can save some time and it's finally starting to really come to fruition.
Jennifer Smathers: It might not be that push button and everything spits out but we're getting closer to that that's really exciting to me.
Jennifer Smathers: so helpful procedural links, and this is that video that I talked about how to see and configure reporting codes by X libra it's not long they talk a little bit about the new update and they go right into reporting codes they've got some great examples there.
Jennifer Smathers: How did you eat and withdraw items, this is a big sort of failure point that a lot of us probably have fallen into so you want to review that.
Jennifer Smathers: maggie's fiscal year rollover for those of us with June 30 end dates was fantastic I watched it live not memorex and then.
Jennifer Smathers: Some more on setup of electronic resources usage statistics here's the recent while I guess.
Jennifer Smathers: october's recent right advanced acquisitions New Order api's and then just a general link to acquisition systems librarian and administrator facts so.
Jennifer Smathers: A lot of what we've talked about here, your average acquisitions clerk is going to be choosing these from a drop down menu, like the reporting kids.
Jennifer Smathers: But someone with sort of systems librarian or acquisitions administrator information will need to set up those reporting codes for you.
Jennifer Smathers: And the first place, and if you have other questions, this is another great place to just go right there to sort of faqs and take a look at some of the other stuff people have asked.
Jennifer Smathers: Which brings us to official questions or discussion.
Jennifer Smathers: Susan did you want to.
Susan Perry: yeah.
Susan Perry: i've been.
Susan Perry: i've been crazily dropping links in the chat so Jennifer mentioned that Maggie did a rollover session for June 30 and the fiscal year.
Susan Perry: If the end of your fiscal year is August 31 you will want to attend her session on nine one rollover and I just put that link in the chat the live event is August 10 So if you go to the live kale.
Susan Perry: scheduled events for training you're only going to see this session next week session, and the one I just did an August that's because we haven't finished publishing our full training schedule for summer so stand by there is more to follow.
Susan Perry: And I wanted to say that if you don't have a large consult scheduled, because you don't have to file the Lars that's fine just put in a ticket.
Susan Perry: And we will meet with you about acquisitions in general, if you have, if you have questions that you want to talk to us about that have nothing to do with any of the reports that we talked about today, or any of the reports that will be demoed next week.
Susan Perry: just send a ticket along and with that i'm going to share my screen, so I can show you the path for the reports that are already developed hold on one second there was something else I was going to say to can't remember at the moment.
Jennifer Smathers: when questions are welcome.
Jennifer Smathers: And thank you Brenda for that note about a Sarah I will make sure to correct that.
Susan Perry: yeah because we had that discussion, and one of our meetings I said well what's the.
Susan Perry: Community college equivalent and Jennifer and I didn't know and we ran out of time to ask what if you guys, so thank you Brenda.
Susanna - TCC: Susan maybe while you're doing that I will provide some background music have a question or two.
Susan Perry: Thank you.
Susanna - TCC: i'll try to sing my question um so we so i'm at tompkins portland Community college we use acquisitions modestly, at best, but we kind of intrigued by this idea about reporting codes versus fun codes and.
Susanna - TCC: And I guess two things connected to that I am always looking for ways to short in my my workflows and i'm not sure that reporting code stick if you try to make a template.
Susan Perry: yeah.
Susanna - TCC: They do.
Susan Perry: They do okay good.
Susanna - TCC: And then My other question is we just recently set up the gobi API and in the process of setting that up we said what funds, the.
Susanna - TCC: orders should map to and I don't know if we could have said nope map them to reporting codes instead.
Susanna - TCC: And, or if that is a possibility with the Alto or the other api's that are out there.
Susanna - TCC: And I know those are all new so it's a little unfair to ask.
Susan Perry: yeah no no that's that's fine i'm Maggie is actually the one who sets up all the api's.
Susan Perry: I know that you so when you link.
Susan Perry: And I think this is in forget if it's go be racist, but in one case, if you link your.
Susan Perry: Your fun code to an order there's like a default reporting code so say it's box.
Susan Perry: You can switch it back and forth from books ebooks you'd actually have to have a different path so that's definitely a mega question, and if you submit a ticket with that question in there Susanna she will give you the.
Susan Perry: Whole rundown.
Susanna - TCC: yeah thanks I think we're okay with our it's just using our fun codes, as they are now.
Susan Perry: Okay yeah it's a really good question, though.
Susan Perry: And I am now reality is different because we.
Susan Perry: Also lives in Alma so that just you know you're shopping right within.
Susan Perry: Within almost so it's it's different but.
Jennifer Smathers: It was such a good question, then it allowed me to remember like Susan wanted to tell us earlier and forgot.
Susan Perry: What is it.
Jennifer Smathers: Is that you can run reports after the fact, to add reporting codes to.
Susan Perry: The yeah yes, yes, yes, thank you, thank you, so if you have been doing orders, happily, and then you realize Oh, I have these reporting codes that I would love.
Susan Perry: You can because they live at the order level, you can create a set run a job and it's just a data point in the order that you can have to have run so yeah Thank you Jennifer that was.
Jennifer Smathers: don't know Susanna gets all the credit for us right question.
Susanna - TCC: Thank you, but i'm flattered but still i'm puzzled me so it's a matter of how to set up the search to create the proper set to begin with.
Susan Perry: yeah like, if you want right, I mean if you wanted to pull all your you know if you've got ebooks or books and you want to pull by a vendor or buy a you know I don't even know what else I mean they're there it's it's limitless.
Jennifer Smathers: let's say for this.
Jennifer Smathers: For this year, for example, you're not going to collapse, a bunch of fun codes down for the end of fiscal year you're going to want to make that change in the new.
Susan Perry: office correct.
Susan Perry: Correct oh.
Jennifer Smathers: You could say, well, we want to use these reporting kids going forward to you could run all of the orders from that fun code and attach the reporting code, which is the code, you want to use in the future.
Jennifer Smathers: And then, when you've simplified your budget after the year and roll over which is actually talked about a little bit and maggie's presentation on fiscal year rollover that's the point at which you would then just be selecting the reporting code at the beginning and moving forward.
Jennifer Smathers: Did that help or have I just confused things.
Susanna - TCC: I generally think we're pretty happy with our fun codes.
Susan Perry: So good good so.
Susan Perry: Yes, if.
Susan Perry: you're fine if it's got.
Susan Perry: mega ones and they're just not you know meeting your needs.
Susanna - TCC: I know we've got five so we're.
Susan Perry: On.
Susan Perry: Alright, before we run out of time, I will show you where to find the reports and again you'll get much more detail on this next week, we will post the recording the slides jennifer's files and links and we'll get you all you need to.
Susan Perry: refer back to this session Okay, so I am in a campus which happens to be brockport and I am going to lunch analytics and.
Susan Perry: If you don't have rights to analytics your.
Susan Perry: Your person in charge will have to give them to you if us if you navigate over to the catalog, you will see shared folders and in the shared folders, you will see community.
Susan Perry: And you will see reports is really your only choice, and then you will see consortia.
Susan Perry: And scroll down to find us in Sunni.
Susan Perry: And this is where you want to this is new michelle's been reorganizing the folders so go all the way down to statistics.
Susan Perry: And then you will see the dashboards and the reports, so the ipads.
Susan Perry: dashboard is there.
Susan Perry: There are a couple of them and the Lars is, I think it was up at the top, but what you want to remember is.
Susan Perry: dashboards are not copy Abul you cannot copy a dashboard and you will see that message if you go in there, so here's the one that we're doing right now.
Susan Perry: And you will see this big thing don't edit the dashboard don't copy the dashboard you have to just run it from where it lives, you can copy the underlying reports, but not the dashboard itself, it will break everything, so please don't.
Susan Perry: So that is how you navigate to.
Susan Perry: The dashboards that we've created that was going to go back so I could show you the string right there so there's your string of where it's located.
Susan Perry: So you can book market but and that's probably not even the right word, but any of the reports can be copied to your your instance and that takes us to the end of our session so.
Jennifer Smathers: I hope it says, if you use the underlying reports be sure to check for prompts because they do not work on individual reports, so another version in favor of use the dashboard in place.
Susan Perry: Oh, that I had my chat box underneath my.
Jennifer Smathers: Okay that's why I.
Susan Perry: want to thank you.
Susan Perry: Thank you, thank you, thank you.
Susan Perry: Okay, now I see that people have chit chatted about.
Susan Perry: yeah Kathy you do create your own reporting codes.
Susan Perry: When we say five we mean you have five categories, but once you get into your reporting code setup, which is in configuration, you can have as many as you want.
Susan Perry: So you get five different fields five different categories, but within the category the menu is I don't think there's a limit, I think I tried to find it once and I didn't find it so.
Susan Perry: it's Okay, it was a really good question, so thank you well, we really appreciate everyone coming we love all the questions they help us make things better for everyone and.
Susan Perry: and stay tuned for more training and enjoy your summer.
Jennifer Smathers: Yes, and see you next week for the real wizards.
Yes.
Susan Perry: Take care everybody.
bye bye.