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Polaris Tips: Reports
9/28/2007 - Finding Patrons Whose Email Notices Have Bounced
To find your patrons with an email address whose notices have bounced.
- Patron Services Patron Records
- The Find Tool will open
- In the Object box, select Patron records
- In the By box, select Email address
- In the For box, type in *@*
- In the Limit by box, select Library assigned block
- In the drop down box, select Emails bounced – verify email address
- Search Control/Shift/A to retrieve all the results
- Sort by Library
- Highlight your patrons
- Open up the patron’s record and verify the email address
To delete the block once the email address is verified
- Circulation
- Patron Status
- General Screen
- Highlight the block
- Press the Delete Block button
8/31/2007 - Identifying Patrons with an Incorrect Patron Code
You can now use the find tool to find all your patrons that have a patron code of Young Adult or Child but according to their birth date they should now be Adults.
- From the Shortcut Bar select Patron Services, Patron Records
- In the Find Tool, in the By box, select Birth date
- For a date range, select in the From box use 1900 as the year and in the To box use 1989 as the year.
- In the Limit By, select Patron Code
- In the Values, select Young Adult and Child
- In the Options Tab, in the Results Set Limit section, increase the Retrieval Limit and the Sort Limit by adding a 0 on the end
- Select the Search button.
- Control/Shift A to retrieve all your results
- Sort by Library
- Highlight all YOUR patrons
- Right Click and Add to Record Set-New
- Now you can bulk change the patron code on all these patrons to Adult
8/17/2007 - Finding PowerPac Usage Statistics for Your Library
Curious how much PowerPac is used in your library? Check out the custom report in Reporting Services entitled PowerPac Statistics.
- In the Custom Folder, PAC
- Select AA-PowerPac Statistics
- Select your library
- Select the date range
- Select View Report
This report displays the number of Keyword, Browse, Phrase, Advanced, Boolean and Children’s Pac searches. This report also displays the number of Holds Placed, Holds Filled and Patron Renewals
8/10/2007 - Using the SQL Search Mode in the Find Tool
There is a new SQL report in the Item Record Find Tool. This SQL report will display any item record whose price field is blank. Every item record should have an accurate price in this field. When an item goes lost Polaris will automatically bill the patron the replacement cost plus any processing fee if charged. If the item record does not contain a price the patron will be billed the average replacement cost linked to the material type. This price may or may not be accurate.
- To run this report under the Cataloging Menu, select Item Records.
- Select SQL in the Search Mode section of the Find Tool
- Select the report title Item Records Without a Price
- In the section of the report labeled OwningBranchID insert your library numeric code (if you did not attend the Advanced Searching workshop, call or email me Jan or Rex and they will give you your numeric library code)
- If you would like to create a record set of these items, under the Options Tab, select “Send Results to a New Record Set” and name your record set starting with your library name.
- Select the Search button
All item records that have a blank price field will be inserted in your record set. Bring up each Item record and insert an accurate price.
8/03/2007 - Subject Searching Using the Browse Feature
Are you frustrated when searching by Subject because you don’t know
the exact subject heading to search for? Try a Bibliographic Browse
search.
A patron wants to start raising goats and has no idea where to start.
Cataloging
Bibliographic Records
Subject
Browse
General subject term “goats”
Notice how all the subject headings associated with “goats” are
listed.
Double click on a heading to see BIB records associated with that
subject heading
Double click on a title to display the Bib record
Left click on the Linked Item Records icon to view item records attached to this Bib record
7/13/2007 - The Statistical Summary Report
Are you missing the Circulation Summary Report?
That report, previously available in 3.2 gave you the number of holds
placed, filled and cancelled, plus a summary of circulation activity for
a specific time period. That report has been replaced in 3.3.
In Polaris 3.3, from the Shortcut bar, there is a report available that will give you the same information and more. It’s titled The Statistical Summary Report.
- Under the Utilities Menu Reports and Notices
- System Folder, Select Statistical Summary
- In the Report Setup Wizard window,
- select the Beginning and Ending Date
- Select your library from the drop down list
- Leave the Summary Only box as False
- Left Click on Submit
3/30/2007 - Is there a report that shows items that haven't circulated in 10 years?
A new custom report has been added to Report Manager. It is entitled: AA-Weeding Shelf List 10 Year.
This will print a list of items that have not circulated within 10 years
but excludes items that have been added in the past 10 years.
You must choose the library and the collection code. Please keep in mind
that if your library has not been automated for 10 years, this report will
not be accurate.
Here is what the report looks like
3/23/2007 - Why do some of my items still have a status of "In-Transit"?
A new custom report has been added to Report Manager. It is entitled
AA-Items with In-Transit Status
This report lists items that have a status of In-Transit and are supposed to
be in-route to your library and the status was set 15 or more days ago.
- You should verify that the items listed [From] or [To] your library are not in your library.
- If an item is found in your library you should Check-in the item and
shelve it or return it as prompted by Polaris.
This is a System-wide report. Here is what the report looks like
3/9/2007 - I never received an item from another library to fill a hold, how do I check if there are more like that out there somewhere?
A new custom report has been added to Report Manager. It can be found in the Custom/Circulation/Holds folder and is entitled AA-Items with Transferred Status.
This report is a list of items that have been shipped from one library to another to fill a hold and have held that status for 10 days or more. If the item is listed on the report it could be there for a few reasons.
- The shipping library never put it in the delivery bag.
- If the item was received at the borrowing library it was never checked in to link up the hold
So you will need to check two places for your library code.
- In the “From” column which indicates items YOU have sent to another
library to fill a hold. Check your shelves again and make sure that the
item was in fact shipped.
(if you find the item, check it in to print the transfer slip and put it in the delivery bag) - And the “To” column for items you should have received to fill a
hold. Is the item still on the hold shelf but was never checked in to
link up the hold which would change the status to “Held”?
(if found on the hold shelf, check in the item to link up the hold) - Check your shelves to see if the item was mistakenly put in your
collection
(if found there, check the item in to link it up to the hold) - Was the item given to the patron but not actually checked out to
them?
(if this is the case, then several errors in procedure occurred) - If the “To” library can’t find the item, they will need to contact
the “From” library to notify them they never received the item.
The “From” library will need to check the item in from the item record, answer “No” to transfer the hold, answer “Yes” to reactivate the hold request and then change the status in the item record to “Missing”.
2/23/2007 - Why can't I see the Custom folder using Report Manager from the Polaris Toolbar?
If you access Reports off the Utility Menu on the Polaris Shortcut Bar,
you may not see the Custom Folder, where all the custom reports are located.
If the Custom Folder does not show up on the list, you may need to left
click on the Refresh button in order for it to display.
2/16/2007 - What report can I run to check if call numbers have been assigned correctly?
A new custom report has been added to Report Manager on the Web.
It can be found in the Custom/Cataloging/Item folder and is entitled AA-Pre
- Inventory Call Number Verification.
This report can be used to identify and correct call number problems. It’s especially useful to run this report prior to conducting an inventory. When the Polaris Inventory Manger loads a call number range, it displays in shelf order. If your item records have incorrect call numbers in Polaris, this may affect how it displays in the Inventory Manager. This report is also useful for identifying items that have incorrect collection codes. If you select an Adult Fiction collection code to display and you see Non Fiction call numbers assigned, those need to be corrected.
- Select your library from the drop down list
- Select the Collection Code from the drop down list
- Click on View Report
- If any errors display, you can copy and paste the barcode into the Item Record Find Tool to search for those item records and fix them.
2/2/2007 - How do I know when I should increase my library hours or staff?
Curious as to whether you have enough staff to cover
certain days or time periods during the day?
Are you thinking about expanding your hours and want to know what your
busiest day is or when your busiest time of the day is?
Use the custom report AA-Circ Counts by the Hour.
This report is located in the Polaris folder, Custom Folder and then in the Circulation folder using Report Manager on the Web
- Select your library from the drop down menu
- Enter in the Start Date and the Start Time using the format example displayed i.e. 12/18/2006 1:30 PM
- Enter in the End Date and the End Time using the format example displayed i.e. 12/18/2006 08:00 PM
- Left Click on View Report
The report displays hour by hour the number of circulations transactions including renewals.
1/05/2007 - What reports do I need to run fro the Annual Report?
There are a few reports that you will need to run BEFORE you do
the yearly reports containing statistics for the Annual Report.
To find the number of registered borrowers in your library for the Annual
Report; it’s important that you run AA-Patrons without Stat Class by Library
BEFORE
you run AA-Patron Stat Class Count by Patron Code.
The first report will identify those patrons who do not have a stat class
assigned in their patron record.
In order to gather statistics based on your chartered service area this
statistical information must be filled in.
Both of these reports can be found in Report Manager on the Web, Polaris,
Custom Folder, Public Services, and Patron Services.
To find the number of items added by collection code; it’s important to run
the custom report AA-Items without a Collection Code and AA-Items without a
Statistical Code BEFORE you run AA-Count of Items Added by Collection
and Library.
In order to gather statistics based on collection codes and statistical
class this information must be filled in in the Item record.
These reports give you the number of items added and, when using the default
dates, it gives you the number of items owned.
Remember that ALL custom reports, that is, those that begin with AA, are now
located in the Custom Folder and then under the Circulation, Cataloging or
Public Services folders.
- Open up Internet Explorer
- In the address bar type in: http://catalog.flls.org/reports
- Left Click on the Polaris Folder
• Left click on the Custom folder to open it
Item Circulation By Collection which gives you circulation statistics is
located in Report Manager on the Web, Polaris, and the Circulation folder.
Because it is NOT a custom report it will NOT be in the Custom Folder.
10/13/2006 - What is the Patron Circulation Stat Class Patron Code Statistics Report?
A new report has been added in Report Manager on the Web.
This report displays circulation counts by patrons in your Library by
statistical code and then by patron code.
This report can be found in the Custom folder, Circulation folder and is entitled AA-Patron
Circulation Stat Class Patron Code Statistics
Select your library from the drop down menu and enter in the Begin Date and
End Date.
The report displays
The report will list the number of circulations by patron statistical
class.
To see those stat classes broken down by Patron Code, simply click on the
plus sign + next to the stat class
This stat class is now broken down by Patron Code.
* Note in this case, there are figures under the Class Code of “None”.
This means that at the time of circulation no statistical code was assigned
to these patrons.
This report does export into Excel with the drill down menu options, however exporting into Adobe Reader as a .pdf file does not.
9/29/2006 - How do I get my circ counts by library by Material Type?
A new custom report has been added. It can be found in the Custom folder,
Circulation folder and is entitled AA-Circ counts by
library by material type by collection by statistical code. This report will
give you circ counts for your library within a period of time broken down by
material type and then collection and then statistical code.
Click on the "+" to drill down and display the additional information within
each category
Select your library and the Starting and Ending date.
Left Click on View Report
The total use count of all items with a material type of “Book” is
displayed on the far right
Notice the plus sign next to “Book” Left Clicking on the plus sign opens up
a display which breaks down “Book” by collection code
This display gives you use counts by Collection Code
Left clicking on the plus sign next to the Collection Code breaks it down
even farther by Statistical Class
This display gives you use counts by Statistical Class
This report does export into Excel with the drill down menu options, however
exporting into Adobe Reader as a .pdf file does not.
9/8/06 - How do I add lost items to a record set?
A new custom report has been added. It is entitled AA-Lost Items List by Record Set Number. This report will list items in an Item Record Set sorted by Collection code, Barcode, Call Number, Author, Title, Date Added, Number of Lifetime Circs, Date item went Lost, Patron Name and Patron Agency. You will need to create the record set of lost items BEFORE you run this report.
Under the New icon, select Record Set, select OK
Select Item, select OK
Name your record Set and Save it
Left Click on the Add by Searching icon, see arrow above
This brings up the Find Tool
Left click on the Branches tab
Left click on the Unselect All button and place a checkmark next to your
library
Left Click on the General tab
In the By box, select Circulation Status
In the For box type in Lost
Left click on the Search button
All items belonging to your library with a status of Lost are displayed
Retrieve all the records using the Control Shift A command
Highlight all the records by left clicking on the first one, holding down
the shift key and left clicking on the last one
Press Enter
The selected records are now in your record set
Save the Record Set
Write the number of the Record Set down
Now you’re ready to run this report
Log into Report Manager and access the Polaris folder, the Custom folder,
the Cataloging
folder, the Item folder
Left click on the AA-Lost Items by Record Set number
Enter in the Record Set number you wrote down and then left click on the View Report button
The report displays, sorted by collection code and includes the barcode,
call number, the author, the title, the date added, total number of times
the item circulated, the date it was set to lost, the patron’s name it was
lost to and their registered library.
Now you have all the information necessary to decide if you want to discard
this item or contact the circulating library for possible replacement cost
billing.
5/5/2006 - Could you please explain circulation statistics?
I am still struggling to understand the numbers generated by various Polaris monthly circulation reports and why they vary from report to report. I will attempt to explain 4 circulation reports, how their numbers are generated and what they mean. I will be using Poplar Ridge as an example.
- The Circulation By Items Loaning Branch report gives the number of items circulated at Poplar Ridge that are owned by any library. This report should be run the first week of the month for the most accurate results.
- Notice the total number under the Loaning Branch: Poplar Ridge (864). These would be items owned by POP and circulated at POP.
- The Grand Total under the Items column is a total of all items circulated at Poplar Ridge regardless of who owns the item (1321)
- The Grand Total under the Circulation column is the total number of checkouts and renewals (1537)
- The Circulation By Items Assigned Branch report gives the number of items owned by Poplar Ridge that have circulated throughout the system.
- This report should be run the first week of the month for the most accurate results.
- Notice the total number under the Loaning Branch: Poplar Ridge (864).
- This matches the number from the previous report and it should.
- This number in both reports reflects the number of Poplar Ridge owned items that circulated at Poplar Ridge.
- The Grand Total under the Items column is a total of all items circulated throughout the system owned by Poplar Ridge (932).
- This is distinct item records, therefore if the same item was checked out more than once or renewed, it is only counted once in the total item count
- The total number under Circulations (1113) in the total number of times these items circulated throughout the system.
So if you subtract 864 from 932 you have the number of Poplar Ridge unique items that circulated throughout the system (68)
The Circulation Summary Statistics
- This report displays the total number of Checkouts and Renewals of all items loaned by Poplar Ridge
- The total number of Checkouts is 1348 and the total number of Renewals is 189.
- The sum of these two figures gives you total circulation 1537.
- This number matches the Grand Total circulation figure in Circulation by Items Loaning Branch Report
- The Items Circulation by Collection Report displays the number of items, checkouts, and renewals of all items loaned by Poplar Ridge by collection code. Total items = 1321.
- This matches the total items figure in the Circulation by Items Loaning Branch Report.
- Total Checkouts = 1348. This matches the total number of Checkouts in the Circulation Summary Statistics report.
- When you add checkouts (1348) and Renewals (189), you get 1537 which matches the Grand Total under the Circulation column in the Circulation By Items Loaning Branch report.
- So to find out how many items you have circulated in a given time period, use either the total number displayed under the Items column in the Circulation By Items Loaning Branch report
- OR Use the Grand Total under the Items column in the Item Circulation by Collection Report.
- To find out your total circulation statistics, including renewals, use the Grand Total Circulation under the Circulation column in the Circulation By Items Loaning Branch report
- OR use the Grand Total figure in the Renewals and Checkouts column in the Item Circulation by Collection Report.
1/13/2006 - How do I produce a Dusty Book Report?
Need a dusty book report? A custom report has been designed that allows you to select the specific collection code and then produces a report of items that have not circulated in the past year. This report excludes items added in the last year. The report includes the call number, barcode, title, publication date, year to date circulations, total circulations, the date the item was added and the items current status. This report is available in Report Manager on the web and is located in the Custom folder, the Cataloging folder, Item folder. Then select the report entitled AA-Weeding Shelf List.
1/5/2006 - How do I produce a report of items added?
Curious about how many items you have added this month?
Check out the custom report available in Report Manager on the web. Once you have logged into Report Manager, open up the Polaris folder. Open up the Custom folder, and then the Cataloging folder, open the Item folder.
Select the report entitled "AA-Count of Items Added by Collection and Library." Select your library and a beginning and ending date range. This will give you a count of items added with a specified date range. The report includes the collection code and counts of those collection codes added.
12/30/2005 - What is the Count of Patrons by Statistical Class report?
One of the questions the Annual Report has asked for is the number of patrons in your chartered service area.
The Patron statistical class in the patron record tracks this information. There are two custom reports available in Report Manger on the web that will help you determine this information.
Open the Polaris folder, the Custom folder, the Public Services folder and then open the Patron Services folder. The report is entitled "AA-Patron Statistical Count by Library."
This report produces a count of your registered patrons by statistical class.
The second report entitled "AA-Patrons Without Stat Class by Library" produces a list of patrons who do NOT have a statistical class assigned in their patron record. This report includes the patron ID number, the Patrons barcode, the patron’s name, and the date the patron was registered. This report should be used to correct this missing information.