Activity and Request Reports

Activity and Request Reports provide detailed statistics related to the ILL activities for a selected library or group of libraries. You can specify the report period start and end dates, and can choose to exclude reports for sites with no ILL activity during the specified report period.

You may choose to generate reports for a library's borrowing activities, lending activities and/or net ILL activity (borrowing activity versus lending activity). Statistics are provided for both borrow and copy requests. You can also generate records of requests submitted as a borrower and/or responses provided to requests received as a lender for a selected library or group of libraries.

Depending on the specific report, you can view the report on-screen, view and download the report in PDF format, or download the report in Microsoft Excel format.

To generate Activity and Request Reports:

From the Statistics menu (see The Statistics Menu for details), select ILL Statistics – Activity and Request Reports.
- The Activity and Request Reports screen displays.

Enter the starting date for the report period in the Start Date text box; enter the ending date for the report period in the End Date text box.
- Enter the Start Date and End Date using the format “MM/DD/YYYY”, i.e., “03/10/2006.”
  NOTE: Be sure to include the slashes “/” when entering the Start Date and End Date. Do not include alphabetic characters when entering the Start Date and End Date.
  - You may also click the Date Entry Calendar icon next to the Start Date or End Date text box to select a date using the Date Entry Calendar (see the System Basics User Guide for details).
Select the desired format for the report(s) from the Select Format menu:
- HTML – Reports are displayed on-screen in HTML format (see Viewing Reports “On Screen” for details).
- PDF – Reports are downloaded to a local workstation in PDF format (see Downloading Reports and Records for details).
- EXCEL – Reports are downloaded to a local workstation in Microsoft Excel format (see Downloading Reports and Records for details).
Indicate the reports you wish to generate by selecting the appropriate Select Report Type checkboxes, as follows:
- You may select to generate one or more reports simultaneously.
  - A checkmark indicates the associated report is selected.
  - An empty checkbox indicates the associated report is not selected.
  - Clicking a checkbox repeatedly will toggle it on and off.
- Borrowing Activity - Provides activity statistics for the selected sites as borrowers.
- Lending Activity - Provides activity statistics for the selected sites as lenders.
- Net Activity - Provides a summary comparison of borrowing versus lending activity for the selected sites.
- Request Records (Excel only) - Provides a list of records for all requests submitted by the selected sites as borrowers.
- Lender Response Records (Excel only) - Provides a list of records for all responses to requests received by the selected sites as lenders.
Use the Select Libraries options to select the libraries for which you wish to generate reports.
- To generate reports for your library (the library under which you logged in) only, select the Current Library radio button. The Current Library text box shows the name of the library under which you logged in.
- To generate reports for all libraries in your consortium or collective, select the All Libraries radio button.
  NOTE: When the All Libraries option is selected, reports are generated for all libraries in your consortium, regardless of the libraries shown in the Current Library or Selected Libraries fields.
- To generate reports for a specific library (or multiple libraries), select the Selected Libraries radio button. Click the Change Selection button to select the libraries for which reports will be generated.
  - The Set Library Selection screen displays in an additional browser window.

NOTE: Depending on the arrangement of your consortium or collective, the Set Library Selection screen may include a combination of radio buttons, list boxes (Region or City, for example) and/or text boxes (Library Name Contains, for example) for specifying selection criteria. Make the desired selection(s) from the appropriate list boxes and radio buttons, and enter text in the appropriate text boxes.

To select all libraries from the Preferred Lender list in your library's Participant Record, select the Select All Libraries From My Preferred Lender List radio button.

To select a specific library, or a group of libraries, click the Select Libraries Where radio button, and enter the appropriate selection criteria using the fields provided.

When the desired selections have been made, click the Submit button to submit your selections. (Click the Reset button to return the Set Library Selection screen to its initial conditions if you wish to make changes to your selection criteria. Click the Close button to cancel the selection of libraries and return to the Activity and Request Reports screen.)

The message “Activity Report Site Selection Successfully Completed” displays. Click the Close button to close the message and return to the Activity and Request Reports screen. The Selected Libraries text box refreshes to display the list of libraries for which reports will be generated.
NOTE: If there are no matches to your selection criteria, the message “There were no matches to your selection criteria. Please verify your choices and reenter.” displays. Click Go Back to return to the Set Library Selection screen and revise your selection criteria.

To clear the content of the Selected Libraries text box, click the Clear Selection button.

Indicate whether or not a report should be generated for sites with no ILL activity during the report period by selecting the appropriate Display each site even if statistics are zero radio buttons, as follows:
- yes - Reports will be generated for sites with no ILL activity.
- no - Reports will not be generated for sites with no ILL activity.
When all appropriate report criteria have been entered, click the Submit button to submit your report request (see Viewing Reports “On Screen” and Downloading Reports and Records to view and download reports).

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Chapter 7

Generating Borrower Reports