State Report: VERSO

State Report: VERSO Report Maps

You will need:

• The previous year's notes and State Report
• Any handwritten or digital records you have been keeping. You may already have the answers
• Plenty of blank paper and pencils to record subtotals and final totals
• A calculator
• A folder on your computer to save the Excel reports, entitled: 2020 State Report

How to View Reports:

• Staff Dashboard -> Circ Reports -> View Reports
  • When the report is complete, it will appear under the "File Name" column underlined in BLUE. Click on the report, and it will open in Excel.
  • If you cannot locate the report once it is complete, check your computer's "downloads" folder.
  • To refresh the screen, click the black the arrow on the far-right side and click the refresh button in the middle.
• Hints: Some reports will take longer to run than others. Speed on the amount of simultaneous VERSO traffic. Instead of viewing the reports immediately, you can choose to delay. After clicking Submit the first time, the next window will ask you when you want to run the report. If you change nothing on that screen and click Submit again, the report will run immediately. However, you can tell VERSO to run the report at a later time. In fact, Auto-Graphics recommends running reports after the library closes, to reduce the amount of day-time traffic. Then, when you arrive at the library the next morning, all of your reports are complete and ready to be viewed.

Location in the State Report	VERSO Map
Before you begin...	Is the library's calendar correct? Staff Dashboard -> Circ Admin -> Circulation Parameters -> Circulation Options: 2nd Line from the top = First Month of fiscal Year for Reports. Current Value = 1 January(If this month is selected, click the black circle with an X to close and move on with your reports.) Academic Libraries have a different fiscal year.
2.2a - Number of Registered Users	Staff Dashboard -> Circ Reports -> Run Reports -> Patron Reports -> Patron Listing: Patron category: all. Limit by Group: patron. Select creation date. Limit by: (leave blank). Include password column: (leave box unchecked).
8.4a - Expenditures on books	Staff Dashboard -> Circ Reports -> Run Reports -> Item Reports -> New Item Activity: Choose the location to calculate all of your book purchases. If your books are assigned different locations, you will have to run this report for each location, and add all of the subtotals together to calculate a total. This includes regular print, large print, and all children's books. Sort by: Choose the option you prefer. Enter Start Date: 01/01/2020. Enter Stop Date: 12/31/2020. Click submit twice, and the report will run now. Open the Excel sheet and save it to your computer. If you need help using Excel to calculate this expenditure, go to the appendix at the end of the document for directions.
8.4b - Expenditures on periodicals	Using a similar report as in 8.4a, calculate the total of periodical expenditures.
8.6a – Other Materials Expenditures	Using a similar report as in 8.4a, calculate the total of expenditures for all other material types that circulate in the library. You may find it helpful to keep this report will be handy to complete part 9.5.
9.1a – Books Owned at the Beginning of 2020	This answer is prefilled with information from last year’s State Report, part 9.1d. However, this information is not frozen, and you can change it, if necessary.
9.1b – Books Added During the Calendar Year	Staff Dashboard -> Circ Reports -> Run Reports -> Item Reports -> New Item Activity: Choose the location to calculate the number of books purchased. If your books are spread out in different locations, you will have to run this report for each location, and add all of the subtotals together to calculate a total. This includes regular print, large print, and all children’s books Sort by: Choose the option you prefer. Enter Start Date: 01/01/2020. Enter Stop Date: 12/31/2020. Click submit twice, and the report will run now. Hint: When the Excel spreadsheet opens, note that titles begin after row two. Scroll all the way down to find the last row. Take this subtotal and subtract two to calculate a total.
9.1c - Books Withdrawn During the Calendar Year	Staff Dashboard -> Statistics -> Circulation Statistics -> Item Activity: Select a Library: Choose yours. Run Statistics: By Year Report Format - View Report: PDF. Select a Date: 2020 Hint: When the .pdf opens, you will notice results for the whole system are included. Scroll to your library, and find the section labeled “regular bib items” and the “deleted” column; the total is there for you to copy. Do not count “brief bib items”, “ILL items”, or “acquisitions-bib items”.
9.2 – Audio—Physical Units	Staff Dashboard -> Circ Reports -> Run Reports -> Item Reports -> Location Holdings: Select Location: Choose your (entire) library. This way, the report will count across material types and age groups. Location: Permanent. Material Type: Select the first audio material type in the drop-down menu. If you have multiple audio material types, such as audiobook player, cd audiobook, PlayAway, WonderBook, etc., these will also need to be counted. Reports for each material type will have to be run separately. Sort By: Your choice. Start Title or Call Number: (leave blank). End Title or Call Number: (leave blank). Click Submit twice, and the report will run now. Hint: When the Excel spreadsheet opens, it will display all of the audio for that material type. Scroll down and look through the report, taking note of column L; the material type should be the same in each row. Note that titles begin in after row two. Scroll all the way to find the last row. Subtract two to calculate a subtotal. Add all audio subtotals together to calculate a total.
9.3 – Video—Physical Units	Staff Dashboard -> Circ Reports -> Run Reports -> Item Reports -> Location Holdings: Select Location: Choose your (entire) library. This way, the report will count across locations and age groups. Location: Permanent. Material Type: Select the first video material type in the drop-down menu. If you have multiple video material types, such as DVD, Blu-ray, DVD series, LaunchPad, etc., these will also need to be counted and added to the total. Reports for each material type will have to be run separately. Sort By: Your choice. Start Title or Call Number: (leave blank). Click Submit twice, and the report will run now. Hint: When the Excel spreadsheet opens, it will display all of the video for that material type. Note that titles begin after row two. Scroll all the way to find the last row. Take this number, subtract two, and calculate your subtotal. Add all video subtotals together to calculate a total.
9.3b – Total DVDs (subset of 9.3)	Using the same reports in 9.3, count number of DVDs + Blu-ray = total DVDs.
9.5 – Number of all Other Materials	Using the same report procedure in 9.3, count number of other material types in your library, such as cake pans, book club kits, video games, fishing rods, etc. Run reports for each of these material types, and add all subtotals together to calculate a total. You may find it helpful to refer to the report used to answer 8.6a.
9.7 – Current Print Subscriptions	Unlike the reports in 9.1 - 9.5, you do not need to calculate a total number of items. Instead, count the number of subscriptions. Staff Dashboard – Circ Reports – Run Reports – Item Reports – Location Holdings: Select Location: Choose your (entire) library. This way, the report will pick up print subscriptions across all age groups. Location: Permanent. Material Type: Magazine or periodical, depending on the library. If your library also has newspapers, yearbooks, etc., those reports will have to be run separately. Sort By: Title. Start Title or Call Number: (leave blank). End Title or Call Number: (leave blank). Click Submit twice, and the report will run now. Hint: When the Excel spreadsheet opens, it will display ALL print subscription items in your library. Scroll down, and count each title. Add this number to the other print subscription subtotals to calculate a total.
11.1 – Circulation of Adult Materials	Count only “checkout” and “renewal” numbers. Do not count “checkin” or “shelved”. Staff Dashboard -> Statistics -> Circulation Statistics -> Item Location Detail: Option 1: Count by hand Select your library. Run Statistics: By Year View Report: PDF Select a Date: 2020 Hint: When the .pdf opens, all of your locations and circ activity will appear. Count all of your adult items in the first two columns: "checkout" and "renewal". Option 2: Count using Microsoft Excel Select your library. Run Statistics: By Year View Report: Excel Select a Date: 2020 If you are a proficient Excel user, you can customize this spreadsheet a great deal. Ask Kelly or Jody for assistance.
11.2 – Circulation of Children’s Materials	Calculate the circulation of materials intended for patrons 18 or younger. Count only “checkout” and “renewal” numbers. Do not count “checkin” or “shelved”. Use the same report as in 11.1.

Appendix

Use these directions to calculate totals for parts 8.4a, 8.4b, and 8.6a

1. Open Excel Document >> Click Enable Editing
   
2. Click column "I"
   
3. Click the tab >> Data >> Click >> Text to Columns
   
4. Click Next
   
5. Click Next
   
6. Click Finish
   
7. This is how it should look, Column "I" numbers' should be aligned to right of column.
   
8. Scroll down to the end of document, pick an empty cell.
   
9. Click >> Home >> AutoSum
   
10. Hit Enter
    
11. Your total has been calculated. Add it to the correct part of the report.