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Circulation Reports

1.  Circulation – user activity, location activity

  1. A list of all circulation transactions alphabetically by user surname. The parameters for this report are name range, user barcode, category and location. (US001 in Jasper and OLIB Web under Users Reports.)  Can be used for a single user barcode.  Appears to supply last 3 years of data only.
  2. Non-home users with home overdue items (for use in conjunction with emailed overdues) (Available in OLIB Web only.  Report number 579 under Circulation Reports “MASTER Non home users with overdue home copies” or location specific copies available.)
  3. Location activity by date and time (Available in OLIB Web only.  Report number 578 under Circulation Reports “MASTER Location activity with date and time”).  A list of user transactions at a particular location over a date range.  Only suitable for short date ranges.
  4. List of loans from a particular library to other libraries during a particular date range (Available in OLIB Web only.  Report numbers 631-634 under Circulation Reports “MASTER Copies issued to…”).  Note that the Excel versions allow data to be copied and pasted straight from an email into an Excel spreadsheet; however they only handle a small number of records – after a certain number the data is scrambled.

2. Circulation – transaction totals

Note that it is not currently possible to obtain circulation statistics specifically for copies on a particular shelf or in a particular collection.

  1. A monthly count of circulation transactions per location. Separate counts are given for each transaction type per month for each location, with an annual total for each transaction type for each location. The parameters for this report are year, location, department (employing authority) and user category. (CI001 in Jasper and OLIB Web under Circulation Reports.).  The report can be run to give overall figures, or broken down by user category or department (employing authority).   Before selecting all values for a particular parameter, see the ‘using’ section of the FAQ on Jasper.
    In OLIB Web, to specify a breakdown on the basis of either user category or department (employing authority), update the value in runtime parameter 6 with U for user category or D for department (employing authority). Reports based on either U or D may take a few minutes each to run. Leave runtime parameter 5 as L. Runtime parameter 3 & 4 are if you only want to report on a specific user category or department (employing authority). You then need to input the relevant ‘key ID’, i.e. the short unique code. You can find out the key ID by looking up the user category or department (employing authority) in reference data. Statistics for a blank user category are explained by the fact that the user records have since been deleted.
  2. A count of circulation transactions per location between the dates specified. Separate counts are given for each transaction type for each location, with a total for each location. The parameters are start date, end date and location. (CI002 in Jasper and OLIB Web under Circulation Reports.)
  3. A count of circulation transactions per location between the dates specified. (CI004 in Jasper and OLIB Web under Circulation Reports.) There are versions for User Category (CI004a), Department (Employing Authority – CI004b), User Type (CI004c), and Occupation (CI004d). 
    Note that CI004c and CI004d are only available in Jasper, not in OLIB Web.
    Note there is a bug in the OLIB Web version with the date parameters such that the end date entered should be the date AFTER the end date required, e.g. a required date range of 01/01/12 to 31/01/12 should be entered as 01/01/12 to 01/02/12. 
  4. Monthly count of circulation transactions broken down by User Type. Parameters are year and location.  (Available in OLIB Web only.  Report number 583 under Circulation Reports “MASTER Monthly Circulation Statistics by User Type”)
  5. Count of students by Academic Institution with loan items belonging to a particular location and count of those loan items.  (Available in OLIB Web.  Report Number 584 under Circulation Reports “MASTER Count of students by Academic Institution with loan items belonging to a particular location and count of those loan items”)  There is also CI019 report in Jasper but it lacks the count of students.  Addition of the count of students is on OCLC’s list of future reporting enhancements.  
  6. Circulation statistics by media type and sub-type grouped by the copy location (CI010 in Jasper only.  Under Circulation Reports)
  7. Circulation statistics by date and time. To give a pattern of issues during the day. Includes graphical outputs. (CI011 in Jasper only.   Under Circulation Reports). Note that this report always reports on Monday to Sunday. For ease of use it is best to use a Monday start date and a Sunday end date. If you use different start and end dates to this, please see the OCLC ‘How To’ guide for an explanation of the date range which will be included in the report.
  8. Analysis of self-renewals.  Count of renewals by interface and type (seen/unseen) in a particular time period. Location is user location.  (CI008 in Jasper only.   Under Circulation Reports)
  9. Counts of In Transit transactions.  (CI009a, CI009b, CI009c, in Jasper only. Under Circulation Reports).
  10. Count of transactions over a particular time period at one or more locations, of stock created over another particular time period.  The idea of this is to see how much recently added stock is being used.  (CI016 in Jasper only. Under Circulation Reports).
  11. Count of transactions to members of one or more institutions at one or more locations over a particular time period.  (CI021 in Jasper only. Under Circulation Reports).
  12. Count of transactions at one or more locations over a particular time period grouped variously by Institution, Occupation, Department, copy Ownership.  (CI022, CI023, CI024, CI025 in Jasper only.  Under Circulation Reports).  CI024 is based on CI004b.
  13. Count of daily transactions at a single location by month.  (CI028 in Jasper.  Under Circulation Reports.)
  14. Count of days overdue.  Not so useful as it has no location parameter.  (CI029 in Jasper. Under Circulation Reports.)
  15. Users grouped by address and related circulation statistics.  (US010 in Jasper only. Under Users Reports).

3. Circulation – fines

  1. Payments made for transactions which have cleared the outstanding amounts. Parameters date range, location, whether to group by user location, copy location or payment location, transaction type and user category. (CI003 in Jasper and OLIB Web.  Under Circulation Reports.  The OLIB Web version probably does not allow for grouping by copy or payment location
    ‘Group data by … Charge or Payment Location’ seems to be the most reliable.
    Bugs with the Jasper version of CI003 – all awaiting a fix from OCLC
    ‘Group data by … Copy Location’ doesn’t currently give the correct totals so is bugged. 
    ‘Group data by … User Location’ retrieves on the user’s location at the time the report is run rather than at the time of the transaction (if different). 
    If the ‘Group data by’ parameter is left blank, all transactions in the date range for the locations AND payment types selected will be returned – however they will be in transaction date/time order, irrespective of user or payment location.  
  2. Analysis of time taken for fines to be paid. (CI032 in Jasper).  See the OCLC Jasper guide for how this report is constructed.

4. Circulation – copy and title activity

  1. Most loaned titles – a list of the titles that have been loaned more than once during the month specified, sorted by the number of loans of each title. Parameters are month/year and location. (CI006 in Jasper and OLIB Web. Under Circulation Reports.)
  2. Title activity statistics – a list of the titles that have been loaned more than once between the dates specified, sorted by the number of loans of each title. Parameters are start and end date and location. (CI005 in Jasper and OLIB Web.  Under Circulation Reports.There are currently three bugs with CI005: it doesn’t count unseen renewals (all interfaces); if a location parameter has been applied the ‘No. Copies’ column should only count the copies at that location or locations (all interfaces); it includes deleted copies (Jasper only) – this is manifested by entries of ‘un unexpected error has occurred’.  Fixed in Service Pack 11.
  3. Transactions by classmark.  Parameters are date range and location. (CI031 in Jasper).
  4. Level of use of a specific title.  Note that this doesn’t have a location parameter.  Title number can be ascertained from the Control sheet in OLIB Web.  See also CI006.  (CI014 in Jasper only. Under Circulation Reports).
  5. Non-loan returns during a particular date range at a particular location.  (CI034 in Jasper.  A version is also available in OLIB Web only. Report Number 228 under Circulation Reports “MASTER Non loan return title list”).  Parameters are date range and shelfmark.  In Jasper the shelfmark parameters are mandatory.  The Jasper version shows title, barcode and count, and is sorted by shelfmark. Non-loan return is a circulation transaction type which is used at some SWIMS libraries to record items which are used in the library but not borrowed.  
  6. Items returned during a particular date range at a particular location, showing barcode, title and shelfmark.  (Available in OLIB Web only. Report number 585 under Circulation Reports “MASTER Items returned at location”)