Scheduled Tasks

As needed

Google picklists
Google refiles complete
Work orders cleanup — when Google retrievals are complete
Item Policy cleanup — Hold off on this!!!

Monthly

Transit cleanup — start next morning

Yearly

Multiple Oak Retrievals to Transfer to Stacks — January

CMS Annual Report Stats — July

 

 

As needed

Google picklists

Windows Explorer

G:\OakStreet\Google Project\Google 2023\Text Files for Jobs\Ready for BA

notice if there are clusters of files with the same Date modified

Notepad++

  1. open a new Notepad++
  2. paste contents of all WO files with the same Date modified
  3. save as barcodes.txt
  4. close all WO files

Google db

  1. import barcodes.txt as a text file
  2. run picklist from barcodes – add date

Windows Explorer

move WO files to Updated by BA folder after you complete them

 

Google refiles complete

Google database

  1. in the dbo_Shipments table, change the StatusID to 4
  2. run “barcodes on shipment”
  3. copy results (including header) into barcodes.txt

Alma analytics

  1. Catalog –> monthly tasks
  2. open “zz google refiles cleanup” and replace barcodes from text file
  3. Results

Alma

  1. search requests in Alma for each barcode
  2. if the item currently has Special Project request
    • remove the barcode from text file
    • Cancel CMS request, if any
  3. if there is no request that needs protecting, move on

Manage Sets:

  • delete: 1 clear work orders
  • Create Itemized Set
  • Set name: 1 clear work orders
  • Set content type: Physical Items
  • File: barcodes
  • Save

wait for email confirmation

Run a Job –> Change Physical Items information:

  • check In Process Type, leave blank

 

Work orders cleanup — when Google retrievals are complete

Alma analytics

  1. Catalog –> monthly tasks
  2. export “zz work orders cleanup” as CSV on desktop

Caia

  1. reporting –> Item Reports –> Item Status Report
  2. Item Status by File
  3. check Skip Display
  4. upload cleanup file
  5. wait for completion email, download file

excel

  1. open new spreadsheet
  2. Get Data From Text
  3. limit Item Status to “Item In at Rest”
  4. copy and paste barcodes into new notepad file: barcodes
  5. add header line: Barcode
  6. close spreadsheet without saving

Alma

Manage Sets:

  • delete: 1 clear work orders
  • Create Itemized Set
  • Set name: 1 clear work orders
  • Set content type: Physical Items
  • File: barcodes
  • Save

wait for email confirmation

Run a Job –> Change Physical Items information: check the following

  • check In Process Type, leave blank
  • Clear temporary library and location

 

Item policy cleanup — Hold off on this!!!

Alma analytics

  1. Catalog –> monthly tasks
  2. export “z policy cleanup” as excel on desktop

Alma

Manage Sets:

  • delete: 1 clear item policy
  • Create Itemized Set
  • Set name: 1 clear item policy
  • Set content type: Physical Items
  • File: z policy cleanup
  • Save

wait for email confirmation

Run a Job –> Change Physical Items: check the following

  • Item policy

 

 

Monthly

All files you’ll need for these can be found in:

G:\OakStreet\04 Statistics\Operator stats

determine if there have been any staffing changes in the last month

 

Alma & SPR Operator Stats

Alma analytics

  1. Catalog –> monthly tasks
  2. update operators filter in each analysis if any staffing changes
  3. export all analyses through SPR as tab delimited files to the desktop
  4. close analytics

sandbox database

  1. Import Text File for each analytics file
    • for SPR analyses: Holdings field as Short Text; No Primary Key
  2. export Alma operator stats to:
    G:\OakStreet\04 Statistics\Operator stats\Alma Operator Stats FY24
  3. run stats 3 – append SPR holdings to created
  4. export SPR operator stats to:
    G:\OakStreet\04 Statistics\Operator stats\SPR Operator Stats FY24
  5. delete stats tables ONLY
  6. compact, then close, sandbox

excel

  1. open Alma Operator Stats
  2. format as needed
  3. copy totals to summary tab
  4. open SPR Operator Stats
  5. format as needed

 

Google Operator Stats

Google Operator Stats.xlsx

Google database:

Run the following query, using the first day of last month and the first day of this month as the dates:

  • Operator Stats

Check to see if there are any operators listed in the report that need to be added to the spreadsheet.

Enter the results for each operator in the spreadsheet, in the appropriate column.

 

Caia Operator Stats

Caia Operator Stats FY24.xlsx

Caia Reporting –> Export Data –> Jobs

  • use the first day and last day of last month
  • check: Include Audit Scans

In Caia Operator Stats: copy last month to new tab; rename and delete data

In Jobs report: use pivot tables to generate the data, enter in Caia Operator Stats

 

Vault Space Estimation

Vault Space Estimation FY24.xlsx

Caia

Address Vacant Footprints -> pivot table ->  Empty Footprint

Average Item Count by Container Type -> Avg Items Per Container

  • Estimated Space from Empty Footprints -> =B2*C2

Container Counts & Space Remaining -> Total Space Remaining in Trays

Item Count By Aisle -> pivot table -> Current Items

  • Aisles: 20-22
  • Accessioned From: /2000

 

 

Caia Stats Email

Caia stats.oft

Address Capacity % from Caia Home, enter in email

Monthly: run appropriate reports for previous month, enter in email

Collection Metrics: run from 2000 forward

  • calculate SPR items and enter in email
  • save and close

attach Collection Metrics and Vault Space Estimation spreadsheets

 

Caia UAS cleanup

copy the barcodes from the No Collection Assigned tab of the Collection Metrics report into barcodes.txt

Caia

  1. API Activity Dashboard
  2. Alma Data Refresh and Scan In
  3. ALMA Refresh Info Call
  4. Choose file: barcodes.txt
  5. Send Multiple via File

 

Fulfillment Stats

Fulfillment Stats spreadsheet on box; open to edit

Alma analytics

  1. Catalog –> monthly tasks
  2. open “x Circulation Counts by Circulation Desk”
  3. enter this months numbers in the spreadsheet

Medusa

  1. open tracking database; log in; remove “public_show” from url
  2. export as csv to desktop

excel

  1. open items.csv (should open excel)
  2. delete all columns after Batch
  3. copy Batch field to first empty column
  4. Text to Columns
    • Delimited, Next
    • Other, _, Finish
  5. rename columns:
    • Workflow
    • Year
    • Month
    • Day
  6. clean up as needed
  7. filter and delete lines except current month
  8. PivotTable
    • Rows: Workflow
    • Values: Batch
  9. enter values in the Fulfillment Stats spreadsheet:
    • CDLS and RAD -> Approved to be digitized
    • REJ and NA, Hold -> Not approved to be digitized
    • ReR -> Repeat request

 

Temp loc cleanup

Alma analytics

  1. Catalog –> monthly tasks
  2. export “z tloc cleanup” as CSV on desktop

Caia

  1. reporting –> Item Reports –> Item Status Report
  2. Item Status by File
  3. check Skip Display
  4. upload tloc cleanup file
  5. wait for completion email, download file

excel

  1. open new spreadsheet
  2. Get Data From Text
  3. limit Item Status to “Item In at Rest”
  4. copy and paste barcodes into new notepad file: barcodes
  5. add header line: Barcode
  6. close spreadsheet without saving

Alma

Manage Sets:

  • delete: 1 clear temp loc
  • Create Itemized Set
  • Set name: 1 clear temp loc
  • Set content type: Physical Items
  • File: barcodes
  • Save

wait for email confirmation

Run a Job –> Change Physical Items information: check the following

  • Set item temporary indication to: No
  • Clear temporary library and location

delete all cleanup files

 

Monthly SPR Titles Completed Report

G:\OakStreet\02 Projects\SPR 2\MaryJenny\documentation\SPR Titles Completed Report – documentation.docx

 

Transit cleanup

Transit cleanup day 1

Start the next morning

Alma analytics

  1. Catalog –> monthly tasks
  2. export “z1 Transit cleanup” as CSV on desktop

Caia

  1. reporting –> Item Reports –> Item Status Report
  2. Item Status by File
  3. check Skip Display
  4. upload transit cleanup file
  5. wait for completion email, download file

excel

  1. open new spreadsheet
  2. Get Data From Text
  3. limit Item Status to “Item In at Rest”
  4. copy and paste barcodes into new notepad file: barcodes
  5. close spreadsheet without saving

Caia

  1. API Activity Dashboard
  2. Alma Check In/Out
  3. Choose file: barcodes.txt
  4. Send Multiple via File

Alma analytics

  1. Catalog –> monthly tasks
  2. open “z2 Transit cleanup” and replace barcodes from barcodes.txt

 

Transit cleanup day 1.5

check before the end of the day

Alma

  1. Monitor Requests and Item Processes
  2. Workflow Step: Waiting for Remote Storage
  3. Request/Process Type != Patron physical item request
  4. copy barcode

Caia

  1. Storage Mgmt
  2. Item by Barcode
  3. should be Status = IN
  4. check Circulation Records to see if this request has previously been filled

Alma

  1. If previously filled, click Cancel

 

Transit cleanup day 2

Alma analytics

  1. Catalog –> monthly tasks
  2. export “z2 Transit cleanup” as excel to desktop

Excel

Open spreadsheet and copy barcode column (including header) into barcodes.txt

Alma

Manage Sets:

  • Create Itemized Set
  • Set name: 1 transit cleanup
  • Set content type: Physical Items
  • File: barcodes.txt
  • Save

wait for email confirmation

Run a Job –> Change Physical Items information: check the following

  • Set item temporary indication to:
    • check box
    • Yes
  • Temporary Location:
    • check box
    • osproj
    • Unconditionally

wait for email confirmation

Notepad

remove header row in barcodes.txt

Caia

  1. API Activity Dashboard
  2. Alma Data Refresh & Scan In
  3. Alma Scan in Call
  4. Choose file: barcodes.txt
  5. Send Multiple via File

delete all cleanup files

 

Transit cleanup day 3

Alma analytics

  1. rerun “z2 Transit cleanup”
  2. manually resolve any problems

Alma

Run a Job –> Change Physical Items information

choose set: 1 transit cleanup

check the following:

  • Set item temporary indication to: No
  • Clear temporary library and location

 

 

Yearly

 

Multiple Oak Retrievals to Transfer to Stacks — January

 

CMS Annual Report Stats — July

open G:\OakStreet\04 Statistics\Annual stats\CMS Annual Report Stats.docx

update year in the title, then save with FY in filename

when creating/copying tables:

  • autofit to contents, no borders
  • rows should be 0.21″ exactly
  • numbers should be right aligned, commas if more than 3 digits
  • add total rows where appropriate, in bold

when complete, email to ops team

 

CMS Stats database prep steps

CPanel

export all tables except employees and vault* as Tabbed files on desktop, renaming the files by table name

for each of the log tables,

  1. open excel
  2. Get data as text, as usual
  3. name file
  4. filter and delete all lines that aren’t from the fiscal year that just ended
  5. save and close

import all but scan log as tables into the sandbox Access database

 

Cataloging

G:\OakStreet\04 Statistics\Operator stats\Alma Operator Stats FY??.xlsx

pull totals from summary tab

 

Gifts

G:\OakStreet\Gifts\Gifts Stats\Gift Books FY??.xlsx

pull totals from Donations section of summary tab

when entering each line, enter both the count and the percent of items searched in the category

 

Google

open the  google database

export “stats – shipped” as: G:\OakStreet\04 Statistics\Google Project stats\Google stats FY??.xlsx

Mimic the pivot tables from the previous year, then copy the pivot tables into the Word doc

 

Patrons

in sandbox, create a new query:

join id from patron_activity to activity from patron_log

results fields:

  • group from patron activity
  • activity from patron_activity
  • amount from patron_log — Sum

run, paste, format as needed, add total row

 

Preservation

in sandbox, create a new query:

Join id from pres_activity to activity from pres_log

results fields:

  • activity from pres_activity
  • amount from pres_log — Sum 

run, paste, format as needed, add total row

 

Scanning

in scan_log, sum all columns

Requests Scanned

Number of Pages

create separate table for: Requests Rejected (delete lines with 0 count)

 

Transfers

G:\OakStreet\04 Statistics\DeptLibTransfers stats\DeptLibTransfers-STOS.FY??.xlsx

enter data in summary tab

create separate tables for:

Sending Library

Processing

 

Truck

in sandbox, create a new query:

include the department table twice, one labeled Source and one Destination, then projects, truck_contents, and truck_log

join id field from each of the other tables to the appropriate field in the Truck_log table

results fields:

  • contents from Truck_contents
  • amount from Truck_log
  • department from Source
  • department from Destination
  • project from Projects
  • notes from Truck_log

export as excel

create a pivot table for trips

  • Rows: Source_department
  • Columns: Destination_department
  • Values: project

label the first cell Trips, then Destination, and Source in the next row

create a pivot table for projects

  • Rows: project
  • Columns: contents
  • Values: sum of amount

label the first column Project (don’t copy the top row into the stats doc)

 

Oak Street High Density Storage

Activity by Collection (run caia reports, enter in excel, add totals, then paste into Word doc)

use these column headings, reorder to match this

Accessions

Deaccessions

Reaccessions

Retrievals – Circulation

Retrievals – Scanning

Retrievals – Projects

Refiles

Retrievals for Special Workflows (from circulation report, by Stop tab)

  • Campus Mail
  • ILL
  • I-Share
  • Preservation

Retrievals for Projects

  • Google
  • Shared Print Repository (from deaccessions report, by Stop tab)