Using the IMLS PLS Web Portal

Transcription

1 Using the IMLS PLS Web Portal Overview and Data Entry Examples Russell Palmer, LYRASIS

2 Introductions: LYRASIS Staff Russell Palmer, Membership Program Manager at LYRASIS We are a contract partner with AIR for: Training Support For the Public Libraries Survey

3 Introductions: American Institutes for Research Staff Lynn Bauer Primary Survey Manager Danielle Battle Survey Methodologist Patrick Stark Researcher We are here for you! AIR PLS Help Desk

4 During this session, SDCs will be presented with a review and demonstration of: Entering state data characteristics Administrative entity data Outlet data Match Reports Edit Reports Locking data Sign off procedures for State Library Agency Chief Officers

5 Before we begin: Workflow summary

6 Logging in: Initial access To access the PLS Web Portal a username and password are required The username will be your address AIR sent an to you providing a temporary link which will allow you to create a password for your account You should have received an on February 9 with your temporary link to create your password

7 Logging in: Password management Password must contain at least eight characters, one lower case letter, one upper case letter, one digit and one special character. Valid special characters %^&+=. Forget your password? Click Forgot Password on the login page This will send an to you with a temporary link to reset your password, similar to when you created your password

8 Logging in: Getting help If you have any trouble logging in to the PLS Web portal, please contact AIR

9 Login screen

10 Home Page This is a new page that includes: Survey status information Helpful documents (Instructions, User s Guide) Latest Correspondence (Updated throughout collection) File Import link Help Desk Information (Located on all pages)

11 Home Page

12 Survey Status

13 Tools

14 User Options

15 Input data State Characteristics Administrative Entity (AE) Outlets

16 Input Data: State Characteristics Screen capture here

17 Input and Review Administrative Entity (AE) Data

18 Input and Review Outlet Data (prior year data is pre-loaded) Outlet data-- Minor updates=keyed Major updates=import new file Identifies central, branches and bookmobiles Includes metropolitan status code, square footage, hours open, weeks open Remember, current year fields are populated with prior year data When you import new data, it will be overridden If you go in and manually change your data, it updates as well

19 Outlet Data: Viewing associated outlets from an AE record

20 Structure changes Administrative Entity (AE) Modified layout Structure Change: Outlet link Outlet Modified layout Structure Change: AE link

21 Structure changes

22 Data Entry: Reminders and tips The tool does not automatically save your data. Don t forget to click save! The tool does not calculate totals automatically. This feature should be available in an upcoming release Once you have saved State Characteristics data in the system, the Survey Status will update to say that you have Administrative Entity and Outlet Data before you have imported or input your new (not last year s) data

23 Run the Match Report After you import/enter data, you must run a successful match report. This step is necessary to record structure changes, (e.g., new or closed libraries), as well as official name and location changes to ensure file integrity. The match report compares your current-year records to the prior-year records on the publicly released data file using the FSCS ID information. After a successful match is run, new ID s are assigned to new libraries.

24 Match Report Errors: Don t panic!

25 Resolving Match Report errors Note: All match errors must be resolved before you can proceed to editing the data You can EITHER: 1) correct your data file(s) and re-import the revised data or-- 2) correct your problems directly in the PLS Web Portal by using the Input menu or Structure Changes menu. Most problems are correctable in the web portal A training session on resolving match and edit reports is coming! March 18 2:00-3:30 PM ET

26 Run the Edit Report The Edit Report identifies any further discrepancies in the data submission so far Example: Non response to 100% response required item The Edit Report is complete when critical edits are made/corrected Annotations are submitted to explain anomalies via an annotations report

27 The Edit Report sorted by edit number

28 Annotations Space on Edit Report: View sorted by library

29 File export

30 Lock data

31 Chief Officer Certification: Workflow

32 Help is available! Community Resources The Wiki (Formally, the Public Library Statistics Cooperative): SDC Listserv (Contact IMLS to join) Contact Kim Miller at IMLS: SDC Mentors and IMLS Contacts

33 Help is available! AIR and LYRASIS AIR PLS Help Desk Russell Palmer at LYRASIS , ext. 4916

34 Q&A /Contact Information Russell Palmer, LYRASIS LYRASIS Training Page & Post Training and Support FAQ s: Coming Soon! Phone: , x4916