Textbook Inventory Cycle

Transcription

1 Textbook Inventory Cycle How to check your progress and generate Destiny reports: Once inside Destiny, the go-to report is going to be the Lost Textbooks and Fines report. This can be found under the Reports tab, then under the Textbook Reports menu on the left side bar.

2 Once inside the report, enter the dates 5/1/2016 5/1/2017 in the boxes toward the bottom. Click Update and the numbers will refresh providing a real-time update on exactly where your school stands in the inventory process. The number of copies and replacement value reflect all copies that have not yet been scanned or checked in. Every time a book is scanned and moved from a Lost to Available status, these numbers will decrease and the Update process can be repeated. For a detailed report of exactly which books have not been scanned, after clicking update with the correct dates, click Run Report. This will generate an Excel spreadsheet available through the Back Office Job Manager (Back Office tab at the top, Job Manager menu on the left side bar at bottom). It will direct you there automatically, and once the job is complete, will prompt you with a view or save bar. The best course of action is to Save As, then select a location where the report will be easy to find, such as your desktop. It would also be prudent to name this file with the date as you may run this report again and you would not want to confuse the old data with the new.

3 Once inside the Lost Textbooks and Fines report, the first step in managing the data is to turn on Filters. To accomplish this, you must highlight all of the columns in the report. If unfamiliar with Excel, you can click on the A above the column until you see a black arrow pointing down, highlighting the column. Once you click it again, and hold it down, the arrow will turn to a white cross and then you can drag the highlighted column all the way over to the end of the data. Once all columns are highlighted, you can let go of mouse click, move up to the Sort & Filter menu, as pictured, and click Filter. Once the filters are turned on, you will notice little pulldown boxes in the column headers/names. This will vastly improve your ability sort and manage this data, as well as track the books you need to find without having to look through the entire report. The first filter we will explore is the most important for the early May timeframe this is the time before most books are turned in by students, but when storage rooms and closets are scanned. In this report,

4 there is column titled Lost (Inventory/Circulation). This column reports whether the material was lost to inventory (no obligation associated with it) or to a circulation (a patron currently has this material). This is a great way to narrow an initial and final search for books that were last seen on campus. Here we will click on the pulldown for this column and see the selections. Initially all are checked, this is our default (all records are displayed). Q: In the report above, what does column F mean? A: That was the day of the last status change for that particular item. All district books were checked out under a predetermined loan period, with a due date of 4/29. On 4/30, they were all marked overdue, then on 5/1, the district inventory ended, triggering everything to be marked Lost. For books that were not checked out, or Lost to Inventory, column F will have no data. We want to narrow the list down to only see materials that should be in storage (so no materials checked out students will be shown). Uncheck Circulation from this menu and click OK. The results will narrow to only include those materials not already checked out, as seen below.

5 At this time, you can either leave this filter in place, or return to the original pulldown menu (notice the icon has changed to denote that a filter is on in that column) and remove the filter by checking Select All. The next filter we can explore is the Found Status filter. Before we move forward, it should be noted that multiple filters can be used together. This report will always generate the number of results, but the status will continue change with each report as materials are checked in. You could leave the previous filter in place, then move right along to the next filter, filtering your results further. The Found Status filter is self-explanatory and will become increasingly beneficial as you progress through the inventory and do not want to see records of materials that have already been scanned. This process can be skipped entirely by checking the box prior to clicking Run Report, but these are the steps to filtering the full report, if that is what you prefer.

6 Much like the last filter, click the pulldown menu and you will be presented with two choices, as pictured below. Depending on what you would like to see, select the appropriate choice: If you want to see what you have already found, uncheck (Blanks) and click OK o This may help determine if a group of books has already been scanned If you want to see a list of all materials that have not been found yet, uncheck Found and click OK o The earlier in the inventory process you do this, the longer the result list will be. As you find items and run subsequent reports, the results will diminish. *Note all of the books Found in this report were turned in by patrons, as evidenced by the Lost (Inventory/Circulation) column. If another filter had been in place, such as one to filter out Lost to circulation, there would be no results to report in this screenshot. As you become more familiar with using the filters, working with the data will become easier. Remember that a filter can always be turned off by going to the top of the column, checking which pulldown menus have the different icon, and changing them all back to (Select All). If you feel that you have made a change to the spreadsheet and may have messed up the data, it s no big deal. Delete it, go back to your Back Office Job Manager and save a new copy.

7 Q: Do I need to run a report every day? A: No. You only need to run the actual Lost Textbooks and Fines report when you think your current version is severely outdated. Q: What should I do in the meantime? A: Plug the dates into the Lost Textbooks and Fines screen and click update. This will provide a way for you track progress whenever you want to check. The replacement value listed there is the number used to calculate the loss percentage. Q: How is the Lost Percentage calculated (or Percent Lost)? A: Lost Percentage (PL) is calculated by dividing your Replacement Value (RV) by your Collection Value (CV), so PL = RV / CV Q: How do I determine my Collection Value (CV)? A: We collect this data on the first day of the inventory cycle and post it for the district to use. This will be made available to all sites via the interactive Google Sheet for PL calculations. Q: What will I need to calculate my own Lost Percentage, or PL? A: The only number you will need is the updated Replacement Value, or RV, which can be obtained by entering the 5/1/2016 5/1/2017 dates in the Lost Textbooks and Fines report screen and clicking update. Q: Where do I go to check my PL? A: Visit textbooks.ocps.net for everything textbook related. On the Textbook Inventory webpage of this site, you will find a link on the right side menu that will bring you to the interactive Google Sheet with directions.