Follett Software Company. Spectrum

Transcription

1 Follett Software Company Spectrum School libraries can access the number of books in their collection (excluding bound volumes of periodicals & textbooks) by following these steps: Depending on how your materials are cataloged in Spectrum, you can use one of two methods to determine the total number of books in your collection. If your materials are divided by material type, you can use the Number of Holdings by Type report to find the total number of book holdings or any of your material types. 2. Choose Reports from the menu that appears. 3. Choose Material Reports from the next menu. 4. Choose Number of Holdings by Type from the final menu. 5. When the Reports window opens, click on Create. 6. A report similar to the following appears. The column labeled Number of Holdings shows the total number of holdings for each of your material types. If you wish to exclude certain materials, such as non-book materials (CD, DVD, Video, Magazine, and Camera), subtract the number of holdings of these material types from the total number of holdings at the bottom of the column.

2 If your materials are not divided by material type but have been given call number prefixes to specify what they are, you can use the Call Number Statistics report to find the number of holdings for books or other materials by their call number prefixes. 2. Choose Reports from the menu that appears. 3. Choose Material Reports from the next menu. 4. Choose Call Number Statistics from the final menu. 5. When the Reports window opens, click on the Options button. 6. Make sure that Include Subgroups is unchecked and click OK. 7. Click on Create.

3 8. A report similar to the following appears. The Group column shows your current call number groups, and the # of Holdings column shows the total number of holdings for each call number group. If you wish to exclude non-book materials, subtract the number of holdings for non-book materials (CD, DVD, Video, etc.) from the total number of holdings. Notice there is no obvious call number group for materials in the Camera Material Type. Because of this, the first method is recommended for higher accuracy.

4 School libraries can access the number of periodical subscriptions by: Unfortunately, Spectrum does not track individual magazine subscriptions, so you cannot simply run a report that provides this information. However, if your magazines all share a call number prefix, you can run a report in Excel format and sort it by call number, which allows you to count the number of subscriptions. Note: These steps require you to have a program that can read Microsoft Excel file format. First, you need to set up Spectrum to open a report in Excel format. 2. Choose Setup from the menu that appears. 3. Choose Reports from the next menu. 4. Enter your password, if prompted. 5. On the Report Setup window, locate your Materials report. 6. Once you have found it, click on it to highlight it.

5 7. Next, click on the radio button next to Generate Text Format. 8. Enter the letters xls into the Extension for text file field. 9. Click OK. Now we need to run a Materials report. 10. Click on the Winnebago menu at the top of the screen. 11. Choose Reports from the menu that appears. 12. Choose Material Reports from the next menu. 13. Choose Materials from the final menu. 14. When the Material Reports window opens, click Create. The report may take a few minutes to open and will open in Microsoft Excel. The following steps assume you have a working knowledge of Microsoft Excel. If you are unsure how to perform one of the following steps, you will need to contact your local

6 tech support for assistance as Follett Software cannot provide support for the Excel program. 15. When the report opens in Excel, sort the information by the CALL NUMBER column to put all your magazines together in the report. 16. Once Excel sorts the entries, you can count the number of magazine subscriptions the library has. School libraries can access the number of video materials (i.e., VHS cassettes, DVDs) by following these steps: Depending on how your materials are cataloged in Spectrum, you can use one of two methods to determine the total number of video materials in your collection. If your materials are divided by material type, you can use the Number of Holdings by Type report to find the total number of video holdings. 2. Choose Reports from the menu that appears. 3. Choose Material Reports from the next menu. 4. Choose Number of Holdings by Type from the final menu. 5. When the Reports window opens, click on Create. 6. A report similar to the following appears. The column labeled Number of Holdings shows the total number of holdings for each of your material types. Simply add the number of holdings for the DVD and Video material types together to get your total.

7 If your materials are not divided by material type but have been given call number prefixes, you can use the Call Number Statistics report to find the number of video holdings by their call number prefixes. 2. Choose Reports from the menu that appears. 3. Choose Material Reports from the next menu. 4. Choose Call Number Statistics from the final menu. 5. When the Reports window opens, click on the Options button. 6. Make sure that Include Subgroups is unchecked and click OK. 7. Click on Create.

8 8. A report similar to the following appears. The Group column shows your current call number groups, and the # of Holdings column shows the total number of holdings for each call number group. Simply add the number of holdings for your DVD and V call number groups together.

9 School libraries can access the number of Audio materials (i.e. audio books, music on tape, CDs) by: Depending on how your materials are cataloged in Spectrum, you can use one of two methods to determine the total number of Audio materials in your collection. If your materials are divided by material type, you can use the Number of Holdings by Type report to find the total number of Audio holdings. 2. Choose Reports from the menu that appears. 3. Choose Material Reports from the next menu. 4. Choose Number of Holdings by Type from the final menu. 5. When the Reports window opens, click on Create. 6. A report similar to the following appears. The column labeled Number of Holdings shows the total number of holdings for each of your material types. Simply add the number of holdings for the CD and Paperback/Tape-CD material type.

10 If your materials are not divided by material type but have been given call number prefixes, you can use the Call Number Statistics report to find the number of audio holdings by their call number prefixes. 2. Choose Reports from the menu that appears. 3. Choose Material Reports from the next menu. 4. Choose Call Number Statistics from the final menu. 5. When the Reports window opens, click on the Options button. 6. Make sure that Include Subgroups is unchecked and click OK. 7. Click on Create.

11 8. A report similar to the following appears. The Group column shows your current call number groups, and the # of Holdings column shows the total number of holdings for each call number group. Simply locate the number of holdings for the CD call number group.

12 School libraries can determine the average copyright year for Dewey range , health and medicine, by: Spectrum does not have an existing report that generates this specific information; however, the information can be determined with a little effort. Note: These steps require you to have a program that can read Microsoft Excel file format. First, you need to set up Spectrum to open a report in Excel format. 2. Choose Setup from the menu that appears. 3. Choose Reports from the next menu. 4. Enter your password, if prompted. 5. On the Report Setup window, locate your Materials report. 6. Once you have found it, click on it to highlight it.

13 7. Next, click on the radio button next to Generate Text Format. 8. Enter the letters xls into the Extension for text file field. 9. Click OK. Now we need to run a Materials report. 10. Click on the Winnebago menu at the top of the screen. 11. Choose Reports from the menu that appears. 12. Choose Material Reports from the next menu. 13. Choose Materials from the final menu. 14. When the Material Reports window opens, click on Options and make sure Short Form Report is NOT selected. Click OK. 15. Click Create. The report may take a few minutes to open and will open in Microsoft Excel.

14 The following steps assume you have a working knowledge of Microsoft Excel. If you are unsure how to perform one of the following steps, you will need to contact your local tech support for assistance as Follett Software cannot provide support for the Excel program. 15. When the report opens in Excel, sort the information by the CALL NUMBER column to put all materials with a call number in the specified range together on the report. 16. Once Excel sorts the entries, you can use Excel computation functions to average the value in the COPYRIGHT column for those call numbers within the specified range.