Susan Perry: For coming. It's a couple of minutes before 11. 0, it's 11 on the. and
Susan Perry: Michelle is going to go ahead and start the recording for us.
Susan Perry: thanks for joining us for Alma analytics.
Susan Perry: And this session will focus on acquisitions.
Susan Perry: Michelle, should I see the recording button.
Michelle Eichelberger: It's recording. You're all good. Okay?
Susan Perry: Perfect. Thank you. Thank you. I have not done this in a long time, you guys. So I'm a little rusty. I can't tell you the last time I presented we went from doing them like every, you know, week, month during migration, to not doing them very often. So bear with me today, I'm going to talk a lot about analytics or a lot about acquisitions and a bunch about analytics. And hopefully, I can share some information that's of help to you.
Susan Perry: Good to know
Susan Perry: doesn't want to advance. Okay, so this is the 4th session in a series that we're doing.
Susan Perry: and in the Powerpoint that you'll get. There are links to the recordings and also to the 3 upcoming sessions which you can register. For so
Susan Perry: once Michelle shares out the recording.
Susan Perry: Pardon me, you can get the links to those. And also it's in Livecal. If you have that bookmarked which hopefully, you do.
Susan Perry: Okay? Coincidentally, we have timed our sessions with the ex librous program that's going on right now. Ex librous is running. All my analytics become an expert, and they do this every couple of years, and they just happen to have started a new session on September 18.th So that's going on right now. The next session is tomorrow.
Susan Perry: the trainers, Kevin. He's very good. And again, when you get the Powerpoint you'll get the link to that, so you can go in and watch the recordings. The sessions are an hour and a half long. So they go into a lot of detail about.
Susan Perry: you know, creating reports and manipulating, and so much more detail than we're going to go into today.
Susan Perry: The other thing I wanted to share was that we do have an analytics interest group. It's open to anyone and everyone.
Susan Perry: This slide has a link to registering for the monthly meetings and also to the base camp which is open to anyone. It's an all access project. So you can.
Susan Perry: You can add yourself.
Susan Perry: The meetings don't really have an agenda, you know we meet, we. We talk about topics of interest. You know we just had one last week
Susan Perry: and
Susan Perry: one second. So that's please come the more the merrier. If you have a question about a report that you're working on, or, you know, trouble that you're running into, you can kind of
Susan Perry: give it the groupthink treatment.
Susan Perry: Okay, so this is my agenda for today, I want to start out by talking about acquisitions in general.
Susan Perry: Then we're going to go into analytics and look at some reports.
Susan Perry: I want to talk a little bit about the subject area that we mostly use for acquisitions, which is the funds expenditure, subject area.
Susan Perry: and that
Susan Perry: that's a link to the documentation.
Susan Perry: I want to talk about customizing reports, not going to spend a lot of time on creating reports.
Susan Perry: then there's a couple reports I want to to bring your attention to
Susan Perry: one is cost per use of electronic resources. And one is the different reporting agencies that we have to come up with a couple times a year.
Susan Perry: so I'll I'll show you where I can get some help with those.
Susan Perry: and after that we'll go back into Alma, and I'll show you how to use. Take advantage of analytics, objects, and widgets.
Susan Perry: Let me just see what that chat is. Oh, Marcy, thank you, my teammates are
Susan Perry: our running shot. Come for me putting in links. Thank you
Susan Perry: alright. Anyone who's ever worked with me talk to me knows how much I like analytics. I'm a acquisitions era. How much I like acquisitions, analytics. I'm not sure I like as much as acquisitions.
Susan Perry: At any rate.
Susan Perry: Obviously, if you want to work with analytics, it's only going to be as good as the data that you put in. So
Susan Perry: if you want to get started in in the acquisitions, maybe you're not there yet. Maybe you're
Susan Perry: using it a little little. There are so many levels of acquisitions you can use, so you can do full A/C with funds and ledgers and and everything.
Susan Perry: You can also do technical acquisitions which doesn't require funds and ledgers, and just simply by adding costs to your orders, you can take advantage of. You know, a bunch of reports.
Susan Perry: and the other thing I'm going to talk about is reporting codes versus funds. You can literally set up your acquisitions with one fund, and then put everything there and then
Susan Perry: parse things out more with reporting codes. So you know you don't. Anyone who's not using acquisitions. I don't want you to get, you know, overwhelmed by the idea of setting up funds and lenders, and all that.
Susan Perry: because there are simplified ways to do it
Susan Perry: slide.
Susan Perry: And yeah, just a little bit about reporting codes. So
Susan Perry: reporting codes are categories that you can add to your orders.
Susan Perry: And they give you 5 levels that are customizable. So there's there's some default levels that are in there right now, like, the 1st reporting code is format
Susan Perry: but basically, you can pick 5 categories, you know, format liaison librarian, you know.
Susan Perry: departmental requests. You can pick your 5 levels, and then you set up in configuration. You set up your list of
Susan Perry: of elements within those levels.
Susan Perry: And there's an endless amount of you know levels you can use. I never have run out of of levels.
Susan Perry: And it gives you a chance to get creative, you know, like
Susan Perry: reporting codes are an easy way to track some things that you might not think of.
Susan Perry: and one of my campuses had a really good idea that I wanted to share.
Susan Perry: So for the so 2 of the reporting codes
Susan Perry: we did a simple on off switch. So we want to track. Was this ordered because of an interlibrary loan request that we couldn't fulfill? And so it turned into a purchase on demand.
Susan Perry: So then we have a toggle switch like, let's just mark the ones that are Pda ill.
Susan Perry: and we'll default to no. But then we can say, you know, let's track the ones that are.
Susan Perry: and the same thing with coordinated collection development.
Susan Perry: So we can default to this order. It's not Ccde. It's just coming out of library funds.
Susan Perry: and then we can choose per orders that are that are going to Ccd, so literally, 2 elements on off can give you a wealth of information.
Susan Perry: and this is an example of what it would look like. So if I ran a report
Susan Perry: showing the reporting codes that were so. This one I filtered for
Susan Perry: Ccd, no so, or I'm sorry for Pda. Yes, so these 6 orders
Susan Perry: were placed because an interlibrary loan request couldn't, couldn't provide the the item. So
Susan Perry: so you can get really creative. And I thought this was a cool idea that this campus had.
Susan Perry: Okay, so let me get out of
Susan Perry: this
Susan Perry: and go into Oma
Susan Perry: soon as I find the window.
Susan Perry: Okay, so
Susan Perry: today, we're going to be working in the Alma environment for Suny Poly, and I'm very grateful to Rebecca and.
Michelle Eichelberger: Hey, Susan, you're we're not seeing you're on the screen.
Susan Perry: Thank you.
Michelle Eichelberger: You're welcome.
Susan Perry: I shall share.
Susan Perry: Hold on. Thanks, Michelle.
Susan Perry: Okay, good.
Michelle Eichelberger: We're getting there. Okay, we're good. Thanks.
Susan Perry: Okay, great. Thank you.
Susan Perry: Okay. So once again, Suny Poly was gracious enough to let me use their Oma and
Susan Perry: I want to start out by. Let me get to my agenda here.
Susan Perry: I want to start out by
Susan Perry: showing you how analytics navigates a little bit.
Susan Perry: all right. So here. The way I'm going to go into analytics today is through. 1st is through this, this
Susan Perry: menu item.
Susan Perry: So analytics access analytics.
Susan Perry: And then we are in.
Susan Perry: Okay. So that's the last report that I ran so generally when you go in, you're you're just at the home.
Susan Perry: You know. You might not see anything depending on where you left off.
Susan Perry: and
Susan Perry: there's a couple places you can. You can navigate for reports. So my folders would just be things that were created by me logged in as me, and these are things that are that are in there.
Susan Perry: You have the shared folders which are for
Susan Perry: your campus. So anyone anyone at Poly can look at a better report that's in this one.
Susan Perry: And then, if you want to go beyond yourself and your campus, you can go into the Alma reports which are created by and by exilevers.
Susan Perry: you can go into the community reports which are created by all of us, and we spend a lot of time in the consortia one.
Susan Perry: which is where Suny is.
Susan Perry: and I am the the reports I'm going to show you today. I have put in a training folder.
Susan Perry: So if any of these are helpful to you, you know, go ahead and and copy them onto the training folder.
Susan Perry: So
Susan Perry: here's my list of reports here. So there's a report.
Susan Perry: this this detailed expenditures. So this report was I think it was created from a
Susan Perry: an out of the box one.
Susan Perry: but the 1st time I ran it the 1st thing I noticed was that there were there isn't anything there wasn't anything to drill down to current fiscal year.
Susan Perry: So I took detailed expenditures. I created a copy and I ran it. I created one with a fiscal year prompt.
Susan Perry: So then I was able to add.
Susan Perry: so this is just going to give me a detailed expenditure, just general of everything that was ordered for this year.
Susan Perry: and it's all just kind of in a you know. It's in a
Susan Perry: it's in just one general report. So that was just an example of
Susan Perry: I found a report. It had good, you know, starting, but I needed to add a prompt for
Susan Perry: the fiscal year.
Susan Perry: and I will tell you I was very intimidated about getting prompts like I didn't really get them. I like made myself learn prompts. So I'm gonna show you how easy they are.
Susan Perry: So let me go back to
Susan Perry: the catalog.
Susan Perry: Okay? So again, you have a report. You find you you you open it. You're like, oh, you know it. Kind of.
Susan Perry: Oh, that is not the one I want.
Susan Perry: Sorry about that. All right, I mean, I am going to show you prompts. But let me just move on to the other one. Okay. So then, once I had my detailed expenditures. Fiscal year prompt, I thought, Well, what other things can I do with it? So I decided to add a vendor prompt so I could track just different
Susan Perry: vendors
Susan Perry: individually. So like you could have a sample question of like, oh, how much did I spend on Amazon for the last 3 years?
Susan Perry: So I'm going to run the
Susan Perry: vendor prompt, which was based on the fiscal year one. So it it has the the prompts already in there.
Susan Perry: So I'm going to do
Susan Perry: fiscal year
Susan Perry: past 3 years.
Susan Perry: Say, check on those, and then I'm going to limit it just to Amazon.
Susan Perry: So that report showed me what I've spent in Amazon on the past 3 years.
Susan Perry: So that was just an example of, you know, a basic report that was
Susan Perry: not as useful because it was too broad.
Susan Perry: So we added the prompt.
Susan Perry: the and I like this one, because, like when I'm when I'm working in Alma
Susan Perry: very often, I'll want to get some detail about a particular vendor. So I'm in Alma, and I'm going to vendors, and I'm finding Amazon.
Susan Perry: and I'm getting all the Po lines that were done through Amazon, for you know all time.
Susan Perry: and you know you've got your facets, but you know they're not. They're not necessarily that helpful. So
Susan Perry: I really like that acquisitions report which you know lets me. It's it's a quicker way to drill down like I could take
Susan Perry: all these closed orders, export them to excel, and then just sort by the current year. But it's just so much easier to go into analytics and get the
Susan Perry: detailed vendor report that way. Now, granted, you have to wait a day to get analytics update. But you know, it's it's worth it.
Susan Perry: Okay, just one second.
Susan Perry: all right. Another report I created recently was
Susan Perry: based on the reason I I thought of it was there's a new Plugin for Amazon. So if you want to add
Susan Perry: the Amazon, order it plug in to your browser. You can have Amazon, you know. You can have the the bibliographic details
Susan Perry: created into an order. So I thought, oh, let's let's do a report that tracks
Susan Perry: how many orders were created using the Amazon Api.
Susan Perry: So this one I did create from scratch.
Susan Perry: And it's the Api orders again. I'm in the training folder, so you can grab any of these that you want.
Susan Perry: So the Api orders.
Susan Perry: So I'm prompting by fiscal year again, which will be the current one.
Susan Perry: I'm prompting by the vendor.
Susan Perry: and the source type is where the Api is listed. So let's just run it without a prompt and see what we get.
Susan Perry: And I don't know. I know. Yeah. So
Susan Perry: so Poly is all set up to use the the Amazon plugin. So there's a new new order, Api, that I set up, and then you just have to add the the browser Plugin
Susan Perry: to your to the same browser that you're using Alma for.
Susan Perry: So it doesn't look like Allison has actually done any orders, because they would say, Api is the source type.
Susan Perry: So
Susan Perry: But you can do the same thing like if I were to not prompt, I can run it and see.
Susan Perry: Oh, show me all the all the
Susan Perry: Api orders so that would include Gobi and oasis.
Susan Perry: so we'll keep the fiscal period.
Susan Perry: and we won't.
Susan Perry: we won't select by vendor, but we'll select by Api.
Susan Perry: and let's just see
Susan Perry: so it can give you an idea of oh, how many you know how. What's the volume of orders that we're placing via the Api.
Susan Perry: and I mean Apis, are such a time saver? You know that they they
Susan Perry: They automate your processes. So it's a really nice thing when you can compare
Susan Perry: your Api orders to your to your non Api orders.
Susan Perry: and that one I did set up from scratch, and I can show you really quickly. I don't spend a lot of time creating order, creating reports, because
Susan Perry: there are so many out there between the out of the box reports and the ex labor support. You know the ex labors, reports, and the Consortia reports. There are so many. So I don't spend a lot of time creating my own reports, but I'll show you this one.
Susan Perry: And oh.
Susan Perry: Susan says easier is in the eye of the beholder. That's very true.
Susan Perry: And Jill,
Susan Perry: you're saying is the prompt for fiscal year. July, June. I don't understand the question.
Susan Perry: Did you wanna
Susan Perry: clarify anything for that.
Susan Perry: Okay? So I'm not sure what which I was asking. Let me see, chat.
Susan Davis (UB): Yeah, actually sorry to interrupt. But I'm assuming that you it's based on how you've set up.
Susan Davis (UB): You know your your fun year, your fiscal year.
Susan Perry: Right.
Susan Davis (UB): In the settings, so.
Susan Perry: Everybody's right. Everybody's is different. So like when you're in Alma in configuration, you can name your fiscal years differently from like some are.
Susan Perry: I think I think actually, I think Alma defaults to the date
Susan Perry: July to June, and then you can change it. You can make it be fiscal. Year 25, or fiscal year 24, if that's how your your campus does it. So yeah, so it all depends on how your fiscal periods are configured. Yeah.
Susan Davis (UB): There's a few, don't a few have a September one.
Susan Perry: Community colleges. Yeah, they do. Yeah, they're not. Yeah. If you're if you're not state.
Susan Davis (UB): So right. It's based on your own, your own configuration. What? What the specific time period is.
Susan Perry: And Polly, yeah. So Polly has the the June to July, same as maritime. You know that that Joe was saying.
Susan Perry: okay, so let me
Susan Perry: see where I left off. So the way I created this report. And again.
Susan Perry: I don't do this a lot, but I think I should show you because it's part of the session. So I'm going to go to create analysis.
Susan Perry: And as I said, most things for acquisitions are not most things. A lot of things are in the funds expenditure, subject heading. So that's what I'm looking for.
Susan Perry: So create analysis, subject heading
Susan Perry: fund expenditure. And then the ones that I'm looking for
Susan Perry: are I happen to know that they're in the Po line. So I want
Susan Perry: I I want the source type.
Susan Perry: which is where the Api is going to be captured.
Susan Perry: So it's here somewhere. Okay? So I'm gonna grab the source type.
Susan Perry: I'm gonna grab the
Susan Perry: po line creation date
Susan Perry: which monitored in his calendar.
Susan Perry: Okay, I'm gonna grab a fiscal period description
Susan Perry: which is in the fiscal period.
Susan Perry: I'm gonna grab the vendor name which is back on the Po line. Sorry I did this out of order
Susan Perry: not to confuse you
Susan Perry: under name
Susan Perry: and Po line reference, which gives us the actual po line number.
Susan Perry: Okay, so this is just a simple report. I want to see orders that were created this year using an Api. So those are the elements that I grabbed.
Susan Perry: So I'm going to save it.
Susan Perry: And this just duplicates ones that i 1 that I already did in the training folder. So I'm just gonna stick it in mine.
Susan Perry: So this is Demo
Susan Perry: Api report.
Susan Perry: and I'm the only one who can see it. So
Susan Perry: okay.
Susan Perry: so
Susan Perry: I want this. If I were to run this report right now, I would just get everything that's in there.
Susan Perry: So I want to prompt by the fiscal period.
Susan Perry: So the way you do that there's a couple different ways. You can do it, but I'm going to go to prompts.
Susan Perry: and then I'm going to go go to column prompt, and I'm going to add
Susan Perry: a prompt, and I'm going to use
Susan Perry: fiscal period description.
Susan Perry: So once this opens
Susan Perry: under operator, I'm going to say
Susan Perry: prompt for that.
Susan Perry: and I'm going to let the input be from A from a list. So you hit. Ok.
Susan Perry: Now, prompt. The tricky thing with prompts is that you set them up
Susan Perry: under edit, but then you
Susan Perry: execute them by running, which took me a while to get this through my head. So I've done the prompt. I'm going to save it.
Susan Perry: And then I'm going to go back to the catalog, and I'm going to run it from where it lives, which is in my folders.
Susan Perry: So it's this one. So as soon as I open it.
Susan Perry: it's going to prompt me for the fiscal year
Susan Perry: which I will supply.
Susan Perry: and then
Susan Perry: and then this show. This. This one doesn't have the vendor
Susan Perry: prompt. So it's just giving me all of them. It's just giving me any order that was created this year
Susan Perry: with
Susan Perry: any source. So I got Api sources and I got manual entry. And this is nice. This is like a good you're like, Oh, okay. So I've had, you know, 40 orders, and I was able to do all but 6 of them, you know, through an Api. So it just, you know, it's it's an illustration of what
Susan Perry: what time save what automation saves you time? Wise.
Susan Perry: Okay, so let me check my report list so I can see where I left off of what I wanted to show you.
Susan Perry: yeah. So let's talk a little bit more about reporting codes. So
Susan Perry: the report, the the in the slide earlier, where I grabbed the reporting codes with
Susan Perry: Pda and Ccd. That was from a campus that does not use funds and ledgers. So they're literally just you know, they're entering their orders. They're applying. They're supplying reporting codes.
Susan Perry: and you know none of their orders hit a fund and ledger. So it's just a very simple setup. But you're putting in orders you're putting in metadata about the orders, and it's going to help you get, you know.
Susan Perry: more information out of analytics.
Susan Perry: So here's 1 that I can use in polys because they
Susan Perry: they have this reporting level that I want to show. So going back to
Susan Perry: Ccd money like you know. Let let's get an idea of what orders were placed using campus funds versus which were with coordinated collection development funds.
Susan Perry: So I ran. I created a report
Susan Perry: should be in the training folder.
Susan Perry: and I know there's an easy way to get back to where I need to be, but I don't know how to do it.
Susan Perry: Yeah.
Susan Perry: And the moral for my presentation today is, if I can learn analytics, anyone can learn
Susan Perry: learn analytics.
Susan Perry: so don't be afraid of it. The data is all you're using data that was that was scraped from Alma. So you can't hurt anything. You can't. You can't change anything. So just
Susan Perry: just dive in.
Susan Perry: Okay, so report expenditure by reporting code is the one that I want, and I'm going to open it.
Susan Perry: And again, every report that I do. I make sure now that I know how to do prompts
Susan Perry: and fiscal period prompt to everything
Susan Perry: because it's just so helpful.
Susan Perry: and you can select one year multiple years. Okay.
Susan Perry: so this is a, this is a report that shows me,
Susan Perry: you know, orders placed this year. And I can get information on
Susan Perry: which ones were were placed through the Ccd money, and I can do that because I have created a reporting code for Ccd. Money in lieu of a fund for Ccd, so it just, you know, you want to try acquisitions. You want to use acquisitions. You don't want to get involved with funds and ledgers and budgets. Just do reporting codes. And you can use technical act with prices, which is what this campus does. And so it lets you get data that you know
Susan Perry: without having to use a fund structure.
Susan Perry: Alright. So those are some.
Susan Davis (UB): Negative number in the
Susan Davis (UB): reporting code column mean.
Susan Perry: Oh, sorry! Let me see!
Susan Davis (UB): Just look kinda odd. Sorry.
Susan Perry: Douglas, I agree with you.
Susan Perry: Let me find it.
Susan Davis (UB): Maybe they turn yes and no into a numeral.
Susan Perry: No, that was a different campus.
Susan Davis (UB): Okay. Oh.
Susan Perry: That's not.
Susan Perry: I think it had to do with an odd
Susan Perry: fiscal year.
Susan Perry: Recreate what I did, oops.
Susan Perry: Oh, it's because this campus doesn't have, like the the campus that I showed you in the slide. They had a 4th and 5th reporting code. But this campus doesn't. They only have.
Susan Davis (UB): Oh, okay.
Susan Perry: So it's like a nil result. So I could have filtered out
Susan Perry: to show like greater than one. Yeah, so you can. You can edit, so that you don't get those results. But.
Susan Davis (UB): Thanks.
Susan Perry: I did not do that. But yeah, that that's something you could do. But yeah, no thanks for asking, Susan. When we 1st migrated we only had 3 levels of reporting codes. They added 2 more in one of the later releases. So
Susan Perry: you know, if you set it up during migration, you might not have realized that you could use 2 more.
Susan Perry: Okay, let me see where we are in our agenda. I want to show you a couple things that are in out of the box and consortia reports.
Susan Perry: and one of them is
Susan Perry: cost per use. Now.
Susan Perry: In a later session this month Michelle and Rebecca are going to talk about e-resources, and so they are going to talk about sushi
Susan Perry: and how to harvest your counter reports. So I'm not going to get into all that. But what I do want to say is
Susan Perry: a counter report can be just straight data, just straight usage per per resource.
Susan Perry: But if you're using orders at the same time with with dollars attached, then you can. You know you can extrapolate the cost per use. So this. So I just wanted to point that out to you. So this cost per use. It's a very long title cost per use via counter reports e inventory and act. That is a
Susan Perry: an ex-livers report. You'll did a whole session on it, you know, when they 1st started working on it. Nac. Which was a couple years ago.
Susan Perry: but it's very helpful.
Susan Perry: So once you go through the work of
Susan Perry: creating your counter reports, getting your sushi sushi data set up, then you can take advantage of, you know, out of the box reports like this.
Susan Perry: and
Susan Perry: this dashboard that they've created is very detailed. Oops. I meant to open it. I did not mean to expand it.
Susan Perry: Okay, so this is a very detailed report that they've created.
Susan Perry: And I'm gonna change my fiscal year.
Susan Perry: And the one that gives you
Susan Perry: actual cost per use is this last one here, this last tab usage by title per electronic collection.
Susan Perry: So that's the one that shows, you, you know, because the the Taylor and Francis ebooks
Susan Perry: package had a price.
Susan Perry: and the the Upsco, you know, because there were prices in these orders, and there were counter reports in Alma. It was able to come up with this cost per use. So I'm just showing you this to point out that you know, under E resources. Usage by counter statistics is is a 1 report. But then the next step would be figuring out your cost per use, based on
Susan Perry: how much things cost.
Susan Perry: So that's an out of the box. Report
Susan Perry: the other report I wanted to show you, which I'm sure most people are familiar with. But I just always like to remind you
Susan Perry: that that Sls has built dashboards for our different reporting agencies for Acrl and ipads and Lars
Susan Perry: and I wanted to show you how to find those.
Susan Perry: So again, they are in the suny folder.
Susan Perry: Yeah.
Susan Perry: Show
Susan Perry: navigate down to that
Susan Perry: consortium.
Susan Perry: CE.
Susan Perry: And they're not
Susan Perry: you know the Suny folders are obviously shared by all of us, so they get a little wacky sometimes, so we try to organize them as best we can without, you know, destroying anybody else's work.
Susan Perry: But if you're looking for Acrl ipads or Lars, you want to go to the Suny statistics folder. That's where those are found.
Susan Perry: So that would be here. And then, you know, the Acr ipads one is here, Lars. 2 is the one that we use now, that's that's the most updated one. So
Susan Perry: so those are just examples of out of the box reports that that you are provided with, and then some Suny ones.
Susan Perry: So back on the topic of Suny.
Susan Perry: if you have a report that you've created that you think is really cool, and you want to share with people, and you think that it would be, you know, helpful.
Susan Perry: you know. Go ahead and copy.
Susan Perry: avert, you know. Save it as a copy into the the suny folder
Susan Perry: and I want to show you one that I stole from another campus.
Susan Perry: and this is one that a campus uses every month.
Susan Perry: and I stuck it in the training folder.
Susan Perry: I did not create this report. I can't take any credit for it.
Susan Perry: and it is this one here acquisitions, report
Susan Perry: commitments and expenditures. So if you open it.
Susan Perry: it's gonna show you your
Susan Perry: encumbrance. So in classic Alma fashion, if you're in Alma, they are encumbrances. But if you're in analytics, they're commitments. So basically, this is showing you, you know, you've
Susan Perry: there are $11,000 worth of orders, encumbrances the year to date. Expenditures are ones that were invoiced, so that totals 23, and then
Susan Perry: this just gives you a little snapshot for the year, and if you look at the criteria.
Susan Perry: This one didn't require a prompt
Susan Perry: because it was set up to filter by
Susan Perry: current fiscal year.
Susan Perry: So the filters current fiscal year, which is now.
Susan Perry: and so a prompt wasn't required. So that's that's pretty slick the way that was
Susan Perry: and I also wanted to show you this. So this is a lot of money.
Susan Perry: $350,000. You don't necessarily have to. When you're allocating money you can put in whatever figure you want. You know it. We aren't linked. We aren't tied to financial systems, you know. It's kind of done separately, so
Susan Perry: you can put in whatever amount you want, just to be able to get orders to run. So you know, if it's the beginning of the fiscal year, and you know you don't have your exact budgets just put in any amount so that you can start ordering in July.
Susan Perry: So and then you can always change it later if necessary. But really, all we care about are the encumbrances and expenditures. In some cases you don't necessarily care about the beginning balance.
Susan Perry: Okay, so that's another. That's an example of a report that was
Susan Perry: You know that you could share to the
Susan Perry: the world at large. If you put it in the suny consortia one.
Susan Perry: let me just take a quick look at the chat.
Susan Perry: Yes.
Susan Perry: yes, thank you, Rebecca.
Susan Perry: Okay.
Susan Perry: so Susan says. Personally, I'd be wary making a big change outside the fiscal year. Rollover.
Susan Perry: Oh, yes, that's yes, Sue.
Susan Perry: Sue started the comment. If we're using fund codes and want to switch over.
Susan Perry: does that screw up the rollover? Yeah, you don't want to do it mid year. You would want to do it. At the at the fiscal year. Rollover and Sue. If you want to set up a a chance with me, or you know
Susan Perry: an appoint, you know, a meeting with me. We can talk about it at the end of the fiscal year. Yeah, I've had campuses go one way or to the other. They've gone from
Susan Perry: complicated to simple. And then from, you know, simple to more detail. So yeah, we can, I can help you work on that. No problem.
Susan Perry: Okay? So
Susan Perry: the other thing I want to show you is back on. Okay. So when I had the
Susan Perry: the agenda up and I was talking about the subject area being funds expenditure.
Susan Perry: I just want to go to that real quick, because
Susan Perry: this is the exilevers documentation, and they give you all the details about what the fund is. Expenditure. Subject heading pulls from so as you could see when I went in there. There's, you know, there's
Susan Perry: a huge list of of elements that can go into report a report. So
Susan Perry: this is just a ready reference, so you can see what some of those are like. I used it when I wanted to figure out how to track the Api. I went in to find out which was the where the Api came from.
Susan Perry: So that is a handy
Susan Perry: reference.
Susan Perry: I was surprised when I read one of the notes. So in their notes they have a line that says, when po lines, etc, are deleted. And Alma, they're no longer available in analytics, and I thought that was interesting, and I just wanted to mention it because
Susan Perry: when it comes to retention, I mean, we've got po line. We've got po lines in Alma that were migrated. So there are campuses that have, you know, historical data going back to whatever you know, olive or pre aleph!
Susan Perry: And many times we do delete the orders
Susan Perry: because we don't need them anymore. You know. Maybe the item's been weeded because it's just been in the collection that long, and it gets weeded.
Susan Perry: And then you're like, Oh, what do I do with this order that's hanging out?
Susan Perry: So I do have a workaround. If if you have an order that you think you want to keep in Alma because you might need it for analytics.
Susan Perry: There's a way to attach that order to like a holding record that retains the order, but lets the bib go. So if anyone is concerned about.
Susan Perry: I'm going to be writing up an FAQ. About this because it came up in our Smsp meeting recently. But if you're worried about deleting an order because you're worried, it won't be in analytics. Just shoot me a ticket, and I'll and I'll show you the workaround for that.
Susan Perry: So that just kind of surprised me, because
Susan Perry: normally, when we talk about analytics, we always say, you know.
Susan Perry: once it's in there, the data is captured, and it's, you know, there for reports. But in this case it isn't so.
Susan Perry: I just wanted to deflect that for you.
Susan Perry: Okay.
Susan Davis (UB): Yeah, thanks. Thanks for pointing that out, Susan, because we're we're very wary of create deleting any pos that had any like invoices posted, or anything like that.
Susan Perry: Yeah, yeah, I mean, most of the time, you know, like your campus retention period is, you know, 7 years or whatever. And so you should be safe
Susan Perry: then.
Susan Perry: But if you're like just, for instance, say you want to do like a historical vendor.
Susan Perry: I know. Are you laughing about the retention. The campus I was at was very.
Susan Davis (UB): I mean, it's true, but sometimes, especially when you're trying to verify perpetual access, or what you know, like proquest renames all their archival collections over years. What did you actually buy?
Susan Davis (UB): So those older and invoices or orders are are really important to prove, quote, prove
Susan Davis (UB): what you have. So so yeah, I mean, sometimes it's not a problem, because, you know, you still have, like a active collection or portfolio, or something to to attend.
Susan Perry: You too.
Susan Davis (UB): But we do have some oldies.
Susan Perry: Problem when you've got like when you're weeding items. And you, you know, you have to get rid of the order, or at least unlink it, because otherwise it's going to create ghost records in Primo. And there's
Susan Perry: this whole thing with, you know, orders hanging out there so.
Susan Davis (UB): We have some local.
Susan Davis (UB): We have some local port. Sometimes we just keep a local portfolio. With that, you know, dead order. Just so it's not completely lost. So yeah, I'll be interested to see what your
Susan Perry: That is.
Susan Davis (UB): Your FAQ is, yeah.
Susan Perry: That's basically what my workaround is. Yeah, just creating like a just an in, it's almost like a stand, a holding record for a standing.
Susan Davis (UB): Yeah, it's a
Susan Davis (UB): messy, but.
Susan Perry: Yeah.
Susan Perry: Acquisition.
Susan Davis (UB): Is an art and a science.
Susan Perry: The last thing that I wanted to show you is back in Alma
Susan Perry: and so I showed you how to go to analytics through this, you know, through the the analytics menu
Susan Perry: but there, there are a couple of things you can do to to bookmark things for yourself. So one of them is the analytics objects list.
Susan Perry: and in this campus we have 42 of them. But if you want to isolate the ones that are, you know that you're working with for analytics? You can filter by.
Susan Perry: Let me get into the right.
Susan Perry: There we go. I want to filter by subject area
Susan Perry: fund expenditure.
Susan Perry: I don't know why they can't just call it acquisitions, but they don't. So then that takes us down to 10. So so the the analytics objects list is just a handy way to to have ones that you use frequently right there for you.
Susan Perry: and within each report you can also create widgets or
Susan Perry: send your, you know. Send a report to to mail yourself every month. So
Susan Perry: here's 1 that I want. I wanted to show you how to do this, but I also wanted to show you a handy report that I found while I was while I was putting this together, so
Susan Perry: if I were to look at new order. Api Pol. Physical titles here, this number 3.
Susan Perry: If I look at it.
Susan Perry: I want to. So this is this is my login. But say, I want to share it with other users. I can add users to share it with. I can add anyone with an acquisitions role. I can share it with.
Susan Perry: If you schedule the report, it'll run monthly for you and email it to you.
Susan Perry: and then, if you want to add it as a widget. You click this box.
Susan Perry: and those are all just done. Live, you know. You don't have to to save them or anything.
Susan Perry: So the so once you have an object, and you want to create a widget for it. You just hit the plus.
Susan Perry: and then it would show up in your
Susan Perry: this one's a duplicate, because there it's already there. So you just click it, and then it creates a widget for that one.
Susan Perry: So again, it makes things that you use frequently, just handy for you, and then, if you want to
Susan Perry: look at the report, you can open it in a new window.
Susan Perry: And this report is this is the
Susan Perry: the new order Api po lines. This happens to be physical, but there's also an electronic one.
Susan Perry: So this one is, I'm going to put in the fiscal year dates. And I'm looking for any orders that were created
Susan Perry: with the Api.
Susan Perry: And the key data here is
Susan Perry: so I'm gonna go from July to current date
Susan Perry: and linked to the Nz. I'm looking for. No, because I want to find
Susan Perry: anything
Susan Perry: that has been ordered, but is on a brief bib and needs to be linked to the Nz. So this is a really easy way to find it. So this is a very slick report.
Susan Perry: So right now I've got 2 orders.
Susan Perry: 1, 5, 3, 1 and 1, 5, 5, 6. You can tell. They're brief bibs because of all caps here. So these 2 records need to be linked to the Nz. So it's a very handy report.
Susan Perry: and if you.
Susan Perry: if you didn't put the prompt in.
Susan Perry: if you didn't put the prompt in. You could just see all of them
Susan Perry: 4. Z,
Susan Perry: let's do this.
Susan Perry: And I'm just gonna I'm not gonna put in the prompt. I just want to see all of them.
Susan Perry: So then you can see, yeah, these are all linked to that and see, they all got. You know, they all got linked up. Okay.
Susan Perry: but it's just a really easy way to find ones that need to still be cataloged.
Susan Perry: which I know. That comes up a lot when when we're working with campuses that that are using.
Susan Perry: either the A you know any of the Apis go be oasis or Rialto. You know you have the issue of the brief bibs that are
Susan Perry: that are unlinked to the Nz.
Susan Perry: okay?
Susan Perry: So that basically, is everything that I wanted to show you today. I really appreciate all the
Susan Perry: questions and feedback and
Susan Perry: thanks for your attention. And as I said, moral of the story, if I can learn analytics, you can. And
Susan Perry: If you are interested in having a discussion about, you know changing your act, or you know I can give you some tutorials on how to run some of these reports, you know. Please don't hesitate
Susan Perry: to reach out, put in a ticket.
Susan Perry: I am more than happy to help.
Susan Perry: so I'm going.
Susan Davis (UB): Thanks, Susan, you give you give us hope.
Susan Perry: Well, thank you.
Susan Perry: I appreciate that
Susan Perry: house.
Susan Davis (UB): Because.
Susan Perry: We all need that.