All right. Good morning, everyone. Thank you for joining our presentation today. We are still trying. We are recording right now. Just just let you know that this will be made available at a later date as well for those who could not make it. We are going, I'm going to go share my screen here and get up a presentation slide. Let me know if this is not viewable. Alright, we're good. Okay, so this is the MnPALS Reports Work Group. We're session on acquisition reports. Thank you for joining us today. We're going to be demonstrating some reports in the acquisitions area and also talking a little bit about what the reports group has done this past year. Our presenters today are going to be introducing themselves. Hopefully, I don't know if Karen is here yet, but she should be on shortly. Luke, do you want to introduce yourself and let us know what you do at your institution. >> Yeah. >> Hello everyone. >> My name is Luke Mosher and I work at Normandale Community College and I wear a couple of hats there. I am a reference and instruction librarian, but I also work with acquisitions. So and I I worked with Rosie Bungie there who also works in acquisitions. So it's the the two of us. >> Thanks. And Jill, do you want to give a quick introduction yourself? >> Sure. >> And this is Jill Holman, Support and Training Librarian at PALS in one of my specialties is analytics. So that is why I am here. >> Yeah, Jill has been super valuable in this process. I'm Tammy Bobrowsky and I'm from Bemidji State University. And I'm the collection development and E resources librarian there. So I've been working with a lot of the acquisitions reporting. And is Karen on yet? >> Not quite. Doesn't only. >> Okay, we'll move on to the next slide here. Alright, so this is the work that the reports work group has done over the past year. And Jenny, Do I see that you are on do you want to quickly speak to this since you are our convener. Jill, can you unmute. >> Jenny >> Okay. >> Hi, everyone. >> So I'm Jenny Lund >> I'm the convener of the Reports Work Group. the group was started last summer and we spent the year analyzing reports that are out-of-the-box, Alma reports and then also reports in the Community Zone. We surveyed the consortium. >> You might remember emails coming to MnPALS-Discuss through the course of the year where we asked people to provide feedback on their data needs so we could prioritize our work. And find reports to meet those specific data needs. >> Because the reports both out of box reports and reports in the Community Zone, it so daunting, we had to prioritize our work. So the final step after, you know, doing a survey and creating the reports was testing the reports. >> So we invited people to test >> And that was another email that was sent through MnPALS-Discuss and provide feedback. >> And we'll show you that again this week. >> And the final step before the, before our group can disband is to share out what we found. >> And we had intended to do that on workdays but with the current situation and we decided to go forth and present  on zoom. So all week there's several sessions by the function area and today is acquisitions. Tomorrow there is resourcea & collections and interlibrary loan. yesterday, circulation. all the recordings will be made available. >> So just watch for that. And then finally, what's speaking specifically to acquisitions? That survey that we mentioned that got sent out last year highlighted the areas that you thought you would like to see, thought were high priority. So as far as acquisitions are concerned, so this is kind of the summary of that survey. And hopefully the reports that you see in the shared folder speak to this high priority need that you see on this graph. That being total expenditure by fund kind of being the most high-priority type of report. And then e-resources and then expenditures by material format in that order, kinda following down the graph. So I think we've done a good job in covering these high priority areas for these reports. Okay, so now we are ready to first of all, see if Karen has checked in yet. >> She is still struggling. >> Okay, so we're going to pop into some demos now for you to see how this is all going to work. And Luke, are you ready to start? >> Yes. Okay. >> I'm gonna stop sharing here so that you can take over. >> Okay, let me just make sure I've got it it all pulled up >> Ok. >> Okay. >> So can you enable Screenshare sharing for me? how's that? yes. >> Okay. So I'm gonna do a demo of two different reports. One of them is the expenditure per reporting code slash material type. The other is orders by fund by type. And so we put all of the acquisitions reports nestled in this community reports, consortia, mnpals, and then a folder called acquisitions. So it should be all right here. So we have a bunch of reports. We're only going to show you a couple of them today. So I'll start with this one, expenditure per reporting code slash material type. And all you have to do is click open here. And so what this report does is it looks at every fiscal year and it gives you a break down for that fiscal year. What are the order totals for different types of materials that you bought? And so over here you can see there's AV materials, books, computer, software, copyright, EDI. These are all the possible different reporting codes. So what this is pulling from is in the purchase order line, there is a place where you can choose the reporting code. And so we don't necessarily use every single one of these, this is from Normandale. So like computer software and copyright, that kind of thing we don't use, but things like memberships, books, AV materials, we do. And so this is where you can see all that info. And so it's kind of a bird's eye view. So you can see like go, we spent this much, I'm online subscriptions, purchase services, subscriptions, supplies, and so on. So we found that this was really helpful for the IPEDS that we have to do at the end of the year getting that information. And, and then I guess one other thing to note is that these so different libraries, I expect would do it differently. And we used to have object codes that were just numerical, like this, like one through 12. And then in 2017, we switched over to the names of these. And so that was before my time. So, but some libraries may use the codes here or have their own unique codes. But if you, if you have names for them like this, you can see it. >> All right here. >> So the survey or this report, it's pretty straightforward, just a single click to get here. And that's the information. The other report that I'm going to show you is this one that's called orders by fund by type. And so let me open it. So what this does is it will eventually show you you can choose for any fiscal year, you can choose for a given fund. All of the order line types for that fund and it may not make a ton of sense just talking about it. So let me just show you. So for any given fiscal year, say like this year, you can look at a certain fund. So we have all of our funds named. There is these are previous funds that we used to do numerical names or so any, any fund, we have a name for it, like our biology building services and so on. So it kind of shows like what we order it for, so it's going to show. Okay, so, so this year we purchased a bunch of graphic novels because we have a new graphic novels, class in English that we want to support. So we did a bunch of graphic novels purchasing. And so these are all of the possible order line types that you could order from. So for graphic novels, the one that we use is print book one time. So you can select that and then you click OK. So this is kind of a bird's eye view of all of the different print books that we ordered from this fund for this year. And so you can see all the info here. It's got the title, I think. Yeah, that pulled from the PO line title. And then here's the list. We purchased a bunch this year. And then it also has the total, which is pretty helpful. So $5000 spent. So this is just for one purchase order line type. And you can also choose multiple, and it will sort those out and give the subtotal, subtotals for each. So I will also show you an example of that. So let's say we get questions a lot of time for departments. So our acquisitions department orders books for different departments to be put in the library. And a lot of times we get questions from departments about what they've purchased so far, how much money they have left, and that kind of thing. So This is a helpful report for that too. So I was going to look at communications, the communications department, they always order a bunch of different kinds of things. So they ordered this year, Let's see, electronic Title One Time, Electronic Title one time. And they ordered some print books. So print book one time and then they have some journals. So print journal one time. So we select these. press okay. And so this is kind of a breakdown of everything they ordered. And they ordered these electronic Title one time. These are all videos, streaming videos. So they ordered a number of those and then they ordered a couple, just 2 print books, it looks like so so it'll it will show you like separate out all the different types of orders you did and then give them give subtitles for those. So so yeah, that one's fairly straightforward as well. So that's what I was going to show you. So let me stop sharing the screen here. >> Are there any questions for the 2 reports >> That Luke just demonstrated? I don't see anything in chat yet. >> So we can, we will take questions later too so if you think of something later on, we'll have time at the end for that. Alright, so I will go ahead and start sharing the screen to demonstrate a couple more reports. Alright, so hopefully by now a lot of you have gone in and discovered the awesomeness of design analytics in Alma and have played around with some of the reports. But we're going to continue to show you some of the things that we have been working on. So we are I am at that same list that Luke was working off of for his reports and see here. Oh, yep. I will take questions. Jennifer. Jenny just mentioned that everybody is muted, so we'll unmute at some point and take more, take questions, but you can throw them in chat right now if you have them. I'm going to show a few different reports. I there's a couple that I had planned and since Karen is not on yet, I'm going to show a couple more expenditure related ones because the ones I wanted to look at a little bit more Collection Development types, but - Karen has finally made it! Karen's here! Okay, I'm gonna stop sharing. Karen, are you ready to present or do you want me to continue. I can I can continue. Okay. I'll go ahead and do mine. I'm sorry. And then Karen can can go after me. So to give you a few more minutes to prepare. Okay. So the two that I'm going to talk about are, deal a little bit more with the collection development side. And the ones I want to show quickly are the expenditures per subject by fiscal year. It's pretty self-explanatory and I'm just going to open it up. You would select your library. And that's of course if some of you have multiple libraries at your institution. And then you can also select a fiscal year that you would like to view. So expenditures per subject by fiscal year, you can pick more than one. It's all going to lump it into just one table though. So if I wanted to look at this year's, I can select that and hit OK. And I have just a very quick snapshot of the expenditures that I made in this fiscal year, but it's broken down by classification code and then subject. So it's giving me a really nice snapshot of what I did and didn't buy. You'll notice there's no a's. There's not a lot of we don't really purchase a lot of those anymore. So if it's something that you haven't purchased, yeah, you're not going to in a certain classification, you're just not going to see those on there. So you've got the classification code, you've got the subject area, and then you have that transaction amount that you spent in that particular subject. Like I said, I think it's really nice to provide a snapshot of what is going on in your entire collection in a given fiscal year or multiple years. One thing to note about this report is that there is this section down here called Unknown. And we've been looking at this and we believe it's where all your databases, things that are not obviously subject cataloged lump into this particular section. And Pals is actually Jill has actually been working on a report to pull all those up in a similar fashion so that you can see what that big chunk of money is spent there. So that will work in tandem with this report to, to find out exactly what is unknown. So that is just a really quick, easy way of seeing what you bought your collection as far as how it spreads out across the classification system. Okay, alright, so I, it's so easy. I think I'm gonna move on to the next report that I'd like to show. This next one really breaks it down in a more granular fashion so you can really get to see some really interesting things out of your collection. And it's called the physical items. Oops, can't highlighted physical item purchases by a library classification and fiscal year. So it's very similar except that you can do a lot of drilling down to specific subject classifications. So for instance, I can again, go in and select multiple years are just individual years. And then I am going to select my library. And then I'm going to look at the classification code. The default is to select the entire classification system. And I'll go ahead and do that for this, for this demonstration. So what I should have here is a list of physical items that I've purchased for the fiscal year 2020, and it's broken down by classification, LC classification, obviously, if your library doesn't use LC, this isn't going to be very helpful for you, but I think a good majority of libraries do use LC. So it is organized by the classification code alphabetically. Title. It's gotta be alphabetical by the title. You've got a subject. your subject area Which is kind of helpful, I think as far as just knowing exactly what's going to be in this collection or in this title. And then you've got your acquisitions information, your pricing vendor PO number. I haven't really found a reason why this is super useful, but I haven't. But it's not to say that that's not going to be useful for somebody else. The price is the price you paid on your invoice rounded up to the next dollar. So I kind of verified that because I know in Aleph we had a lot of problems with is it list price or price paid. And, and so that's nice that you actually see the actual price that you've paid. So one thing that I noticed here is that a lot of our periodicals are showing up, which is weird because we don't use Library of Congress classification for periodicals. So I'm not sure why that's doing that, but otherwise, it's really good to see the list of books we purchased as far as how it where it falls in the classification system. So that's how that would work. But I'd like to actually show you how you can get a much powerful search out of this. And I'm gonna go back to my catalog and I'm gonna open up this report again. And this time I'm going to select, let's see. So let's select multiple years. And then I'm going to set my library again. So the default again is all of the classification system. But if you select that top box, you clear the selection choices. And the one I'd like to select is actually not quite on this list yet. So I'm going to click on More and search. And that's going to bring up a second screen because that was too populated for us uh not that one, I want to see more here. Ok, so it just continues on with the classification code. And I'm going to look at one of my favorite call numbers because that's where cookbooks live, some picking TX and hitting Ok. So what I've done here is asked it to look at the last five fiscal years for Bemidji State University and the classification code TX. Let's see what comes up. Alright. So this is a list of the books we purchased for our library that fall under the classification code TX for the last five fiscal years. And it's just really interesting to see what it is we purchased. So, so the, the way that I see this being useful as far as our library is to it's more of a collection development tool than anything else. We get to see what we've purchased in a given call number, we we can see how much we paid. I don't know if that's that relevant, but I can see as this report being really helpful for our subject liaison librarians, because it's really fast to get into, you can make these really granular choices and just really put a specific call number area under a microscope. You can see where there are gaps. You can see where you maybe you've purchased too much of a specific call number area. So I think it's going to be really helpful for, for collection development, maybe weeding and also just evaluating your collection overall. So I'm kind of excited about finding some more uses for this report. Okay. And of course, I think I'm not sure if Luke mentioned this, but at the end of most of these reports, you can just quickly export it to a power, excuse me, to excel. If you don't like what quite what you're seeing on the screen. You can export it and then play around with the columns and whatnot to make that a little more palatable for, for whatever need that you have with it. It's a lot of ways for the output section of these reports. >> Okay. Sorry. >> So any questions before I pass this off to Karen? Any questions about these? I don't see anything in chat yet on these last two reports I did. But if you think of something again, throw any questions over into chat and then we'll open up to more questions at the end. >> Alright, okay, Karen, are you ready? I am not seeing share screen on my on my screen. >> I don't know what happened. Firefox, I've never had a problem. >> I think Karen is a panelist now. >> You have to unmute yourself again. >> Karen, sorry. All right. >> So am I muted again wait. >> You're good. >> You can hear me? Yep. >> Okay. So yes, I did. I'm not doing this live. I made a powerpoint. And now just because the technical weirdness, I just have with Firefox, I'm pretty glad that I did that. So I had to make everything fancy. So I am Karen Kohoutek from Minnesota  State University, Moorhead, I am the acquisitions government documents technician. So I looked at reports basically from the acquisition technician point of view, I picked a report that is the most useful. So the kind of out-of-the-box acquisition Report that was the most obviously useful to me in my job, which is the acquisition state of allocated funds report. And this is the description for each fund in a selected fiscal year shows allocation, encumbrance, expenditure, and amount available. So I do the actual ordering of the physical firm order items. And we have right now there are nine librarians who are operating as liaison librarians. And this is our first year doing this where All of these nine librarians are selecting items in their subject areas with utilizing different fund codes to do that. So throughout the year, I have to at various points, I keep a running track of where all the different funds that I am in charge of or that I order from where they're at, as far as what's been allocated, what's been spent out, how much is left? So if certain of them because some things end up getting spent out right away big chunk, and then other things. There aren't any physical items and they may at the end of the fiscal year, we gotta try and make sure everything is spent out. So I that's sort of thing that is very, very useful to me. So this is where we're at in catalog. We're in the MNPALS I'm kind of guessing you already looked at this. So under acquisitions is the one at the very bottom there, the RWG state of allocated funds Report. And I just did a little thing showing the criteria for the report. Of course, I believe pretty much all of this is customizable, but this is just the way that it shows up. And a lot of these things could be tweakable, but they're kinda good enough for my purposes. I haven't really looked into fixing it because it it works. It certainly had a good enough level for me and I haven't it's low-hanging. You know, it's not a it's not a high priority to get these fixed, but over time we make use of that. So these aren't things it's pulling from the fund ledger subject area, the information library. A librarian is the label in the report for what my institution calls the fund type that shows if it's irregular, special, various classifications. I don't know. >> This is one of those things. >> Maybe we'd fix it later, but right now it's fine. So we have then we have the fund transactions, which again, this is pretty straightforward. And then the fiscal period. And then it also has a filter showing that the fund type is in an allocated fund. And my safety tip This certainly was mentioned yesterday in the circulation reports, but the reason I know it is because it was mentioned multiple, multiple times. So it is when we were in the Working Group. So now it's just second nature to anytime you're looking at a shared folder, you're looking at other consortiums, or you're playing around with things, always copy and paste the report into your own folder before you use it. And you just always do that even if you think there's no chance you're going to edit it, it's always better safe than sorry. So when you select the state of allocated funds, report to this in sort of the landing page The fiscal period, start date and end date, and then the various functions underneath. This is the earliest report listed that we have is for 1988. And if you look at these, there's almost nothing in them for obvious reasons. The fiscal period start date has a dropdown menu and there is a fiscal period end date period, but you don't really put anything in there. It kinda looks like you can, but it doesn't really work. That will auto-fill with your fiscal period start date. That was one of those little oddities that confused me at first. Oh, yeah. So there is no Enter or submit function here. There's nothing to click on to do this. Generally, you select something in the drop down and it just automatically enters it and it pulls up the report. Sometimes it can be wonky, and if it doesn't do that, you can click Refresh and then that will open the report. I've never had it not work when you click on the refresh. So again, this is one of those oddity and maybe it's possible to fix it, but I haven't really worried about it too much. So this pulls up. I here, I selected the previous fiscal year from my sample so 20180701 No one from the fiscal period, sorry, that pulls up the And then auto fills the end date of 20190630. And you can see over on the left, most of these are regular funds. There is a special fund in there. You got the fund code, the fund name, the parent fund. All of these, of course, will be unique to you. And then we have the allocation amount encumbrance expenditure available and percent used. The allocation is, of course, what's been designated for it for the previous fiscal year, most of these encumbrances are going to be 0. Although if you're looking at the current fiscal year, then that becomes important. And so this report subtracts both encumbrances which have not been paid out plus expenditures that are finalized. Subtraction both for the allocation to give you how much money you realistically have left and what percent of it you have used. I since I'm working at home and I'm not seeing people, it just occurred to me this morning that I don't know any reason why anyone wouldn't want me to show the actual dollar amounts, but with no one there to just like quick go, hey, that's fine. Right. I just was like OK. And just in case I never know what's going on, I'm not really in charge of that stuff though. Oh, the way the report is configured, you can't see it here, but it does go to two decimal points to an expenditure for just picked $497.25. And I'm assuming it's possible to round that off. But again, I haven't looked at it personally. I don't mind it this way. So I'm right now, I'm just kind of using it as an out-of-the-box. So this report includes all of our fund codes that we have set up in the funds and ledgers in the acquisitions configuration. So we have firm orders, standing orders, periodicals, we also have some special funds. For example, if we've had university departments that wanted to order books for a special project. Those are set up with special numbers and have a usually are just for a single year. And it also includes like the parent funds in there that these other funds live Underneath. And the default display order is by expenditure ascending from smallest to largest dollar amounts. So that's what just happens right off the bat. And you can rearrange that using any, Using the values in any of the columns. So all you need to do is you hover your mouse over the title of the column. The field will have a little, those arrows will pop up. So it highlights and those arrows pop up. And then you can use that to sort your report by those attributes. So most of the time I personally look at with the fund code, but you could also look at it by what percent has been used if you wanted to see, these are the ones that are the closest has spent though these ones have the most if you wanted to find all of the regular or special funds, if you wanted to look at parent funds, any of those things, you can use those arrows. So that's just with this for posterity. And so after I clicked on the up arrow on the fund code, then the whole report, resorts special funds with the numeric departments are up at the top. And then we have our firm order codes, which are mostly what I order under the firm-order codes in alphabetical order. We'd have our periodical codes in alphabetical order and then our standing order codes in alphabetical order. So for me, I like looking at the codes in alphabetical order and then looking up the percentages from there. >> But I can see other cases. >> I might like switch it and use the percentages to sort the report. And since this is a previous year, some of them I can see wow those really went over, but it all kind of came out in the end. So once you open the report, you can select and open a new fiscal period right there through the same fiscal period start drop-down menu on it. >> As you can see, I'm going to go back. >> That fans up at the top of the screen the whole time you're looking at this report, this one was wonkier. I had a hard time getting it to change. I thought it didn't work at first, but then I realized that refresh button actually works fine. So you can toggle from last year's fiscal year to the current fiscal year to five years ago, just by using that drop-down menu and then clicking the refresh key, which is handy. This is the same area where you can also export the reports. This is something that I do, explored a lot of these reports and put them in Excel so then I can do other things with them. So you have these various options, PDF, Excel, PowerPoint, a web archive, and data I have not done anything with. So I'm like I need to play with those. And from inside the report, you can also click the exit from the Edit, to which it will take you back to this edit screen to see more information about the criteria and whatnot. Some of you may know a lot more about SQL coding. And so you might be able to go in and do some of your own customization, but that's still kind of a mystery to me. And that's pretty much my basic information about this report. If you have questions or need customization, the PALS help ticket is always your friend. I don't know how to stop sharing my screen. Oh, no, there it is. >> Great. Thanks, Karen. >> So that one report, but as much of a deep dive is I could that was great. >> So those were our demonstrations and we can unmute, I think we can unmute everybody now and see if any of you have any questions about any of the reports that you saw? There is one in chat and I'm not sure what this is referring to though. The why doesn't the spreadsheet export from the basic funds and ledgers lists satisfy this need? I'm not sure what need that was. I don't know if you want to Oh, I've lost my it was for Karen. That was earlier. How presentational? >> Honestly, I'm going to say I am not an expert on the analytics and I've not ever exported a list out of funds and ledgers. So I honestly, I will have to play with that because I the way we have our funds and ledger list, I guess I wasn't aware that if it's out there, I haven't seen it and now having so yeah, I will I will look into that. But yeah, I mean, there are a lot of ways to do a lot of things like the circulation session yesterday, they talked about using analytics versus just using advanced search. I personally use the advanced search functions for pretty much most of the things that they were doing analytics for, but they're just different ways of doing things and yeah, we may need to do an update later. >> Okay. Other questions? Everyone should be unmuted if you want to. I think if you want to speak your question otherwise, use the chat box. >> Thank you all for sharing these great reports it was really helpful to see. >> I don't have any questions. I just wanted to provide feedback. Yeah, thanks. Jill, did I unmute everyone right. I'll thank you for yeah. So while we're waiting for the usual trail of questions that might trickle in. Jill did put in chat the survey that you can fill out to help us to help Pals continue to evaluate the reports and I can you can actually just go ahead and click on that yourselves and take a look at it. And it lists the reports that are in that shared folder that we all worked out of. And you can take a look at those and let them know what you think. If you have issues, make sure you do submit a Pals ticket. They've been super helpful, I know, for us with trying to navigate through how these reports work. And if it doesn't work for your institution, they can kind of help you figure that out. All right. Any other questions? You can raise your hand too if you aren't able to un-mute. >> Alright? >> So I think if you do think it's something that you can certainly let Pals know And or check out this recording again to see if there's something you missed. And Jenny just put in chat that we there are other sessions for those of you who are also working in other areas. There's the resources and collections on May 21st, which is tomorrow. And tomorrow is also the day we're you'll see the resource sharing reports presentation as well. So we've got lots more reports, reports reporting for you guys, and hopefully this has been helpful. If there are no questions, I think we'll wrap it up and thank you, everybody and thanks for attending!