ILL Statistics

It is possible to retrieve ILL statistics and history from OutLook OnLine. As of January 25th, 2017, all statistics and reports have been moved into the Staff Dashboard > Statistics tab. The request response statistics formerly available in the ILL Admin should now be available under ILL Statistics but may need to be activated by an Administrator to display. Administrators, please check-out this FAQ: Why aren't all my statistics reports displaying? to activate additional reports.

Note: Auto-Graphics is still continuing to revise and update the Statistics module to make the reports more user-friendly, add more options and improve current issues with statistical counts. Please contact us with any questions/concerns about the new module as we are contacting A-G with feedback on the ongoing changes.

STATISTICS TAB

Under Staff Dashboard > Statistics tab > ILL Statistics the following reports are available (depending upon your account permissions).

  • Activity and Request Reports: Allows a large variety of Borrower and Lender reports to be run based on date range and displayed in HTML, PDF or Excel format. Includes the useful Request Records (Excel only) and Lender Response Records (Excel only) available to view your detailed requests information. New fields include Pickup Location and Created by to determine patron versus Staff created requests.
  • Download Participant Records: Downloads your Maintain Participant Record settings. This report is generally not used and it's recommend Administrators don't activate it for ILL Staff.
  • Borrower Statistics: A quick HTML display of your weekly or monthly Borrower statistics.
  • Borrower Record Counts: A quick HTML display of your current Borrower counts within each Request Manager section, eg. "Awaiting Approval".
  • Borrower Days to Receive Report: A quick display of your current Borrower requests received statistics by date range. Highlight and copy (Ctrl-V) the text available to save your statistics to another file.
  • Lender Statistics: A quick HTML display of your weekly or monthly Lender statistics.
  • Lender Record Counts: A quick HTML display of your current Lender counts within each Request Manager section, eg. "Pending".
  • Lender Days to Supply Report: A quick display of your current Lender requests received statistics by date range. Highlight and copy (Ctrl-V) the text available to save your statistics to another file.
  • Stayed Too Long Report: This new report helps you identify requests that may have languished for too long under a particular status such as "Not Received".

 

Under Staff Dashboard > Statistics tab > Database Statistics the following reports are available (depending upon your account permissions).

  • Database Index Stats: General data available concerning the Union Databases (ELN Media Cat, OutLook Online, ELN Serials Cat) related to Bibliographic Records.
  • Database Field Stats: General data available concerning the Union Databases (ELN Media Cat, OutLook Online, ELN Serials Cat) related to Bibliographic Records, MARC Records and Holdings.
  • System Activities: System data available related to Logins, Searches, Requests and Catalogue records.
  • Statistics Report: Reports related to Logins, Searches, Requests and Catalogue records available to view or download. For example use this report to view the Top 100 Search terms. Use the "Save report as" function to save commonly run reports.
  • Graphical Statistics Report: Graphical reports related to Logins, Searches, Requests and Catalogue records available to view or email.

For additional information, check-out the Statistics guide available for SEARCHit/SHAREit under Staff Dashboard > Documentation > User Guides > Statistics.

Note: Statistics in these reports should be counted based on the "Shipped", "Cancelled", "Will not supply" or "Received" status. Currently there are some issues with the reports where requests are organized based on "Origination Date". These inconsistencies are being investigated by Auto-Graphics and we hope to have them resolved in 2017. Summary reports run by Consortia Admin may be based on the "Complete" status instead and have been found to be more consistent. Please contact us if you'd like to request a yearly summary report of your results.

 

Activity and Request Reports

If you have the statistics reports assigned to your account, you can generate a wide variey of reports on your library's ILL request history under the Staff Dashboard > Statistics > ILL Statistics > Activity and Request Reports (formerly Reports & Download) option.

Under "Select Format" choose options to display or save, such as HTML (displays on screen), PDF (opens a PDF in your default PDF viewer), or EXCEL (automatically downloads or provides a download pop-up).

  1. Choose the desired Start Date and End Date for the time period you're interested in.
  2. Choose a format (PDF, HTML or EXCEL) under Select Format. Please Note: Request Records and Lender Response Records reports are only available in Excel format. Your browser may block PDF pop-ups and you may need to configure your browser settings to "Allow pop-ups for p1-bcuc-agent-auto-graphics.com".
  3. Check-off your desired report under Select Report Type (you can check-off multiple reports at the same time).
    • Borrowing Activity - this report provides detailed statistics on your library's ILL activities as a borrower. Each library that you've borrowed from is displayed in its own section. Includes the new Multi Created and Multi Requests statistics. More information available in the Multi-Copy guide.
    • Lending Activity - this report provides detailed statistics on your library's ILL activities as a lender. Each library that you've lent items to is displayed in its own section.
    • Net Activity - this report shows a summary of your library's ILL activities as both borrower and lender with each library, and provides a comparison of borrowing vs. lending activities.
    • Request Records (Excel only) - this Excel document contains a separate entry for every ILL request that was submitted by your library as a borrower, and includes information like the title, author, the lending institution, etc.

      Includes new columns such as the Material Bib Level and Pickup Location statistics so you can view Branch pick-up numbers.

      If you've activated Patron-Initiated Interlibrary Loan requesting, you can also sort your Borrower request records in your Excel spreadsheet by the "Created by" field to determine the number of requests created by Patrons versus Staff accounts.

    • Lender Response Records (Excel only) - this Excel document contains a separate entry for every ILL request that was received by your library as a lender, and also includes the borrowing institution, the request ID, the title, etc. Includes new columns such as the Material Bib Level.
  4. Decide yes or no to "Display each site even if statistics are zero?".
  5. Click Submit to generate your desired report format: HTML (displays on screen), PDF (opens a PDF in your default PDF viewer), or EXCEL (automatically downloads or provides a download pop-up).

 

Borrower Statistics, Borrower Record Counts, and Borrower Days to Receive Reports

These reports were formerly available under ILL Admin and you may need to contact your Administrator to display them. These reports allow you to quickly display a range of Borrower statistics. For additional information, check-out the Statistics guide available for SEARCHit/SHAREit under Staff Dashboard > Documentation > User Guides > Statistics or contact us for assistance.

 

Lender Statistics, Lender Record Counts, and Lender Days to Receive Reports

These reports were formerly available under ILL Admin and you may need to contact your Administrator to display them. These reports allow you to quickly display a range of Lender statistics. For additional information, check-out the Statistics guide available for SEARCHit/SHAREit under Staff Dashboard > Documentation > User Guides > Statistics or contact us for assistance.

 

Stayed Too Long Report

This new report helps you identify requests that may have languished for too long under a particular status such as "Not Received". You may need to contact your Administrator to display it.

Choose your Role (Borrower or Lender), the Status (eg. Not Received) and Number of Days you'd like displayed in the report. Don't forget to check-off your library code at the bottom of the report! Click Submit to generate a downloadable Excel spreadsheet.

For additional information, check-out the Statistics guide available for SEARCHit/SHAREit under Staff Dashboard > Documentation > User Guides > Statistics or contact us for assistance.

 

Database Statistics

These reports contain general data available concerning the Union Databases (ELN Media Cat, OutLook Online, ELN Serials Cat) related to Bibliographic Records, MARC Records and Holdings. As well as reports related to Logins, Searches, Requests and Catalogue records available to view or download. Some reports allow the option to view or download while you may also have the option to "Save report as" function for commonly run reports.

For additional information, check-out the Statistics guide available for SEARCHit/SHAREit under Staff Dashboard > Documentation > User Guides > Statistics or contact us for assistance.

 

ILL ADMIN TAB

Statistics are no longer available under the Staff Dashboard > ILL Admin tab. Instead these reports have been moved under the Staff Dashboard > Statistics tab > ILL Statistics section. They may need to be activated by an Administrator to display. Administrators, please check-out this FAQ: Why aren't all my statistics reports displaying? to activate additional reports.

Or instead choose a desired date range for the Borrowing Activity (formerly Borrower Statistics or Record Counts) and Lending Activity reports under the Staff Dashboard > Statistics tab > ILL Statistics > Activity and Request Reports (formerly Reports & Download) option. More information in the section above.

Please contact us if you have any additional questions/concerns about your Statistics or you notice any errors in this update guide!

 

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