Viewing Collection Development Reports

These reports are dependent on payments in order records. If your organization does not use invoices and does not have any payments in its order records, Collection Development reports will be unavailable.

To view these reports, you must be authorized for function 14 (Web Collection Development reports). See Permissions Used by Sierra for more information.

The Collection Development report displays statistics on Cataloging and Circulation activity over a selected time period, grouped by SCAT (Statistical CATegories) range. Because the averages that the report displays require a large amount of data to provide meaningful statistics, Collection Development reports are designed to serve as annual reports.

To view the Collection Development reports:

Choose Coll Dev from the reports menu.
Choose Collection Development from the reports menu and choose Submit.
You can calculate and save reports on the system, and retrieve them at any time. To view an existing report, choose the report from the drop-down list of Available Reports, and then choose View.
- You can view the list of available reports by location or date by using the following sort options:
  - To view the list of available reports in order of location by descending order, choose Reverse.
  - To view the list of available reports in order of location by ascending order, choose Sort by locations.
  - To view the list of available reports in reverse chronological order, choose Sort by start date.
  - To view the list of available reports in chronological order, choose Sort by end date.
- You can view the actual report in a particular order by using one of the following options:
  - To view the report in reverse chronological order, choose the Starting date radio button.
  - To view the report in chronological order, choose the Ending date radio button.
To create a new report, choose a location from the drop-down lists of Locations Served and specify if you want to Sort by locations or Reverse the location sort order by choosing the appropriate option.
- Specify a date range for the report by choosing a Beginning month and year and Ending month and year from the drop-down lists.
- Choose a Scat table to use.
- Choose Recalculate.

Creating Collection Reports

To create a new report, the system examines every bibliographic record in the database, which can take several hours. You can create only one Collection Development or Age of Collection report at a time. You cannot create a Collection Development report and an Age of Collection report simultaneously. Completed reports are saved to the system. To view a completed report, select it from the list of Available Reports.

How the System Counts Call Numbers

The system counts call numbers differently depending on the existence of the AGENCY field. The AGENCY field is set up only on sites with the Consortium Management Extensions.

For sites without the AGENCY field:

If no Locations Served is specified, the report checks all item records attached to the bibliographic record for a call number before looking to the bibliographic record for a call number.
If a Locations Served is specified, the report looks for the first item record with a call number. If the first item record with a call number does not match the specified Locations Served, or if there is no item record that both matches the Locations Served and has a call number, the report uses the bibliographic record call number.
The report counts all attached items per specified Scat table even if only some of the items fall into that statistical category.

For sites with the AGENCY field:

If there is no item record matching the AGENCY field, the report uses the call number (if present) from the bibliographic record.
The AGENCY field overrides the Locations Served setting.
The report uses the call number found in the first item record that matches the selected AGENCY field. If the first matching item record found does not have a call number, the report uses the bibliographic record call number.
Order records are not analyzed by any report incorporating the AGENCY field.

To delete a report, choose the report from the dropdown list of Available Reports and choose Remove.

The Collection Development report displays the following information:

Size of Collection: Items — Number of total items in the SCAT range
Items Added — New items with CREATE date in the time range specified
Bibs Cataloged — Bibliographic records with a CATDATE in the time range specified
# of Orders Received — Order records with RDATE in the specified range
Orders with Payment — Number of orders with PAID field PAID DATE in specified date range
$ Amount of Orders — Dollar amount of PAID fields with PAID DATE in specified date range
# of Check Outs — Number of circulation check-outs in date range
Average $ per Order — Dollar amount of orders divided by orders with payment
Average Circulations — Number of check-outs divided by items added
Avg $ per Bib Cataloged — Dollar amount of orders divided by bibs cataloged
Average $ per Circulation — Dollar amount of orders divided by number of check-outs

The Collection Development Report is calculated with items coded as withdrawn or suppressed included. Deleted items are not included in the calculations.

The Number of circulation check-outs cannot be limited to items added within the specified date range. To view circulation data for items in a date range, create a review file using item record CREATE date fields. Then use Statistics to view the year-to-date circulation (YTDCIRC) and last year circulation (LYCIRC) fields for the records in the review file.