Did the Ogden Branch Do · 2019. 7. 3. · moves to another picklist –something happens to hold at picklist branch/item marked missing or ask me later –something happens to hold

Did the Ogden Branch Do

Their Picklist Yesterday?

Paul Keith

[email protected]

Who are you?

Are CPL locations…

• checking in new material in a timely

manner?

• searching for all items on their picklist

(pending hold requests) daily ?

• searching for missing, claimed, and “lost in

transit” material monthly?

81

locations

Are CPL locations…

• checking in new material in a timely

manner?

• searching for all items on their picklist

(pending hold requests) daily ?

• searching for missing, claimed, and “lost in

transit” material monthly?

Will this be

on the test?

flickr ucdaviscoe CC BY 2.0

Have you wondered if…

• People at my library are…

– checking in new material in a timely manner?

– searching for all items on their picklist

(pending hold requests) daily ?

– searching for missing, claimed, and “lost in

transit” material on a regular basis?

Are locations checking

in new (shelf ready)

material in a timely

manner?

Issue: Lost Circulations

3.53 days *

82 copies =

289.46 days

289.46 days /

90 days =

3.22 add’l copies

81

locations

but

purchasing

for 84?

Trapping Preference

• prefer first in queue

• prefer holds at assigned branch

• prefer holds at return branch

Can we measure this?

Getting people to look at the

report.• Calling outliers.

• Emailing district chiefs about outliers.

• Meet with district chiefs.

• Include district chiefs on monthly reports.

• Meet with branch managers.

• Include outliers on monthly reports.

• Include all branch managers on monthly

reports.

3.53

1

2.67

1

0

0.5

1

1.5

2

2.5

3

3.5

4

Average Median

Days to Check in Shelf Ready Material

February 2018 April 2019

24% ↓

What’s a 24% difference worth?

• 6,000 circs per year

• 1,385 fewer copies per year

• $35,000 saved per year

Are locations

searching for items on

their picklist daily?

Sulzer’s copy

checked in at

Albany Park.

Sorter

Can we measure this?

Identifying what happens to

pending items• look for holds that become pending (6010)

between

– 4 pm day before

– 7 am day of

Identifying what happens to

pending items• what next happens to them?

– between 4 pm the day before and 5:30 am the

day after

– nothing (no transaction) or Polaris (userid = 1)

moves to another picklist

– something happens to hold at picklist

branch/item marked missing or ask me later

– something happens to hold elsewhere

Is there a better way

to speed up

transaction file

queries?

April 2019

24 – no

28 – partial

polaris.dbo.picklistsummary

Getting people to look

at the report.

Conversations

19

14

810

4 43

20

0

2

4

6

8

10

12

14

16

18

20

Sep18

Oct18

Nov18

Dec18

Jan19

Feb19

Mar19

Apr19

May19

Number of Locations Doing Less Than Half Their Picklist at

Least 25% of the Time

3033

30

19

24

1922

27

15

0

5

10

15

20

25

30

35

Sep18

Oct18

Nov18

Dec18

Jan19

Feb19

Mar19

Apr19

May19

Number of Locations Doing Less Than Half Their Picklist at

Least 2 Days in the Month

Are locations

searching for missing,

claimed, and “lost in

transit” material

monthly?

Collection Maintenance Reports

• missing, claimed, in transit more than 30

days

• how to indicate that location has looked for

the item if not found?

• introduced February 2018

• reminder July 2018

Can we measure this?

Report on Collection

Maintenance Reports • “When Locations Last Did Their Collection

Maintenance Lists”

• date last worked on or “Never”

• Number of items currently on list

• number of items on list with active holds

• first distributed in early April 2019

Surprises/Learnings

• People don’t follow instructions.

– Don’t add their branch abbreviation to items

not found. (Added these to report in April.)

– Add a made up branch abbreviation.

• SHERMA SHP

• Small branches (3) with more than 1000

items lost in transit.

Getting people to look

at the report.

Impact of the

collection

maintenance reports

themselves.

Oops!

48 46

36

0

10

20

30

40

50

60

Apr 1, 19 May 1, 19 Jun 1, 19

Locations with Over 100 Items on at Least One Collection

Maintenance List

Next Steps

• central library

• automate more of the process

Using These Reports Yourself

• Number of Days Before Items are

Received…

– must use the Check In Shelf Ready Materials

dialog in EDI services

– change cataloging branch and you’re likely

good to go (CPL’s is 85)

Using These Reports Yourself

• Picklist Report

• Picklist Report for Subscription by Email

– alter first line if running at a time other than

5:30 am

• stored procedure to populate “picklist

summary” table

– assumes table already exists

(polaris.dbo.picklistsummary)

– Report Date (date), Branch (int), Outcome

(varchar(max))

Using These Reports Yourself

• Collection Maintenance Reports

– case statements in select statement

– code to sort LC call numbers

– ItemStatusDate > some date

– add branch abbreviation to non public note

• When Locations Last Did Their Collection

Maintenance Reports

– some CPL specific stuff throughout

Lessons Learned

• The data in your ILS can often “measure”

problems that you only know about

anecdotally.

• Expect surprises in the data.

• People care about what you measure.

• Beware of shifting goals?

Questions?

Paul Keith

[email protected]

Slides and SQL/RDL files:

https://www.chipublib.org/wiliugspring2019