Explanation of Reports and Statistics

Explanation of Reports and Statistics At any Circulation menu enter, "MRPT" (Menu--Reports & Notices) to see the following menu. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. MSTAT RON RPON RSN RNL RSLON RHSA RHSP RHPL RHA RPA RPD RIS Menu – STATistics Report -- Overdue Notices Report -- Previous Overdue Notices Report – Summary Notices Report -- Notice Log Report -- Shelf List Overdue Notices Report -- daily Hold Shelf Action list Report -- Hold Shelf Phone list Report -- Holds Phone List Report -- Hold Alerts Report -- Purchase Alerts Report -- Past Due items Report -- Item Status If you need reports that are not covered in this handout, please submit a detailed description of the report to the attention of Debbie Hickman at Shawnee Library System. NOTE: *Print monthly. **Print daily. Explanation of Reports—RMS December, 99 Page 2-- 1. MSTAT "Menu-STATistics" has its own menu. The reports you need to print monthly are: RMS "Report-Monthly Statistics" and RMIS "Report-Monthly Inter/Intra library loan Statistic." *RMS "Report-Monthly Statistics" prints Monthly Circulation and Circulation by Collection Type statistics. MONTHLY CIRCULATION statistics includes the following information: CHECKOUTS--Number of items checked out, including group checkouts but not renewals. Checkouts are counted by item. For example, a group checkout involving five items but one barcode number results in a count of five. RENEWALS BY PHONE--Number of items renewed by telephone. RENEWALS--Number of items renewed in person. IN HOUSE USE--Number of items that were used in your library but not checked out. CHECKINS REGULAR--Number of barcodes checked in before they became overdue. Checkins are counted by barcode number. For example, a group checkout involving five items but one barcode number results in a count of one. CHECKINS LATE--Number of barcodes that are checked in late and have overdue fines. Items that are checked in within the grace period are not considered late. Items that are checked in after the grace period but do not have fines attached are also not considered late. FINES LEVIED--Total fines levied. LOST BOOK LEVIED--Total monies levied for lost books. DAMAGES LEVIED--Total charges levied for damaged items. FEES LEVIED--Miscellaneous processing fees levied. This does not include patron card renewal fees. CARD LEVIED--Total charges levied for new library cards. FINES COLLECTED--Total fines collected. LOST BOOK COLLECTED--Money collected for lost items. OVERPAYMENT COLLECTED--Money collected for overpayments. DAMAGES COLLECTED--Money collected for damaged items. FEES COLLECTED--Miscellaneous processing fees collected. This does not include patron card renewal fees. CARD COLLECTED--Total amount collected for new library cards. FINES WAIVED--Amount of fines waived. You waive charges by entering "W" at the PURF Summary screen displayed in CKO (Checkout) for a patron who owes money to the library. LOST BOOK WAIVED--Charges waived for lost books. DAMAGES WAIVED--Charges waived for damaged items. FEES WAIVED--Miscellaneous processing fees waived. This does not include patron card renewal fees. CARD WAIVED--Total amount waived for new library cards. FINES REFUNDED--Total fines refunded. Note that this number appears as a negative number on the report. This is to indicate that the money is subtracted from library funds. You can ignore the negative character. LOST BOOK REFUNDED--Money refunded for lost books. DAMAGES REFUNDED--Money refunded for damaged items. FEES REFUNDED--Miscellaneous processing fees refunded. This does not include refunds for patron card renewal fees. LOST CLAIM REFUNDED--Money refunded for lost and claimed returned items. HOLDS FILLED--Number of holds filled because the items were picked up and checked out on time by the patrons. HOLDS PLACED--Number of holds placed. HOLDS CANCELLED--Number of holds cancelled manually or by Day End Processing when a hold was filled but not picked up on time. HOLDS EXPIRED--Number of holds that expired because the hold was not filled before the expiration date. OVERDUE ITEMS—Total number of overdue items listed on notices. Explanation of Reports—RMS December, 99 Page 3-- OVERDUE FORMS—Total number of overdue notices generated by Day End Processing. BILLING ITEMS—Total number of items billed. HOLDS ITEMS--Number of items that are being held. RECALL ITEMS--Number of items that were recalled. REMINDER ITEMS--Number of reminder items, which are overdue items whose patrons need to be reminded to return the item. BILLING NOTICES--Number of billing notices generated. HOLDS NOTICES--Number of hold notices generated. RECALL NOTICES--Number of recall notices generated. REMINDER NOTICES--Number of reminder notices generated. PATRONS REGISTERED--Number of new patrons registered (not patrons renewed). PATRONS DELETED--Number of patrons whose records have been deleted. Note that this number appears as a negative number on the report to indicate that the records are subtracted from the system. You can ignore the negative character. INVENTORIED—Total number of items inventoried. CIRCULATION BY COLLECTION TYPE includes the following: Item Statistical Classes (Collection Types) Item Types (Loan Types) Call Number Tables (Call Number Table according to associated collection types) TO PRINT 1. Enter "RMS" at a Circulation system menu. A list of reports appears showing the name, start date, and next date of each report. If the dates are not correct, enter "U" (Update) followed by the number of each report you wish to update. Use commas and dashes to select multiple reports. The screen displays the START DATE and REPORT AGENCIES fields. (The NEXT DATE field will automatically be updated after printing the report.) Enter "1" to change the start date. Enter the start date and press "Return." Enter "F" to file the screen. If you selected multiple reports, a screen appears showing the START DATE and REPORT AGENCIES fields for the next report, and you can make changes as needed. A similar screen will subsequently appear for each report you selected. When you finish updating the reports, the list of reports appears. 2. At the list of reports, enter "P" to print all reports in the list. If you do not wish to print all reports, enter "S" followed by the number of each report to be printed. An asterisk appears next to the selected reports. When the correct reports have an asterisk, enter "P" to print those reports. After you enter "P", a message appears saying which reports you have selected. The command line asks if you wish to rollover the report. 3. Enter "Y" to rollover the report which will set the report to print for the next month after it has printed the current report selected. Enter "Q" if you decide not to print the reports. The command line prompts you to indicate where to send the report. Enter "A" or press to send it to the auxiliary printer. Enter "Q" to quit without printing the report. After you select an option, a message appears that says "Please wait..." The message: "The report is now being printed on the auxprinter. Press ." displays. Pressing takes you back to a menu. 4. Explanation of Reports—RMIS December, 99 Page 4-- *RMIS "Report-Monthly Inter/Intra library loan Statistics" prints the following: CURRENT STATISTICS--The number of items that agency loaned to and borrowed from other agencies during a certain month. PAST STATISTICS--The number of items the agency loaned to and borrowed from other agencies during the same month of last year. YEAR-TO-DATE STATISTICS--The number of items that agency has loaned to and borrowed from other agencies so far this fiscal year. TO PRINT 1. 2. Enter "RMIS" at a Circulation system menu. At the RMIS screen, use the command options to choose the month to be covered by the report (mmyy, This month, Last month, to use above date). The month you select appears in the center of the screen. The prompt "Is above date OK? (Y/NO):" appears. Enter "Y" to use the displayed month or enter "N" to select another month. If you enter "Y", a list of agencies and agency codes appears. At the list of agencies, enter the number that indicates your agency code. Enter "A" or to send the report to the auxprinter. 3. 4. 5. Explanation of Reports—RON December, 99 Page 5-- ** 2. RON "Report-Overdue Notices" prints notices for patrons with one or more overdue items as of the day you have chosen in your parameters for the 1st notice to be produced. There are up to five notices available depending upon the parameters set by your library. The notice includes the call number, title, barcode, due date, and the replacement cost of each overdue item. If the item is on hourly checkout, the due time also appears. The notice also lists the total number of overdue items (this notice and previous notices). RON also prepares holds, cancelled holds, expired holds, billing notices and recall notices. TO PRINT 1. Enter "RON" at a circulation system menu. The following appears, allowing you to customize the printing of notices. If all of the printing options are correct, skip to step 3. PRINTER: Enter “1” (printer) if you want to change the default printout destination. The system prompts you to choose a printout destination. Your choices are explained below: SY A SC Prints to the system printer (at Shawnee). Prints to an auxiliary printer attached to the terminal. Displays notices on the screen. NOTICE TYPE: Notice type is determined by the agency listed on line 3. Contact Shawnee if a different notice type is needed. Enter “3” (agency) if you want to change the selected agency. A window containing the possible agencies appears. Select the agencies for which you want to print notices. An asterisk appears next to the names of the agencies you select. Enter “F” to finish selecting agencies. Enter “4” (original/duplicate) if you want to determine whether or not this is the first time these notices have been printed. The system displays the following prompt: “Original, Duplicate.” Your choices are explained below: O--Count this batch as an original printing (the notices have never SELECTED AGENCIES: ORIGINAL/DUPLICATE: Explanation of Reports—RON December, 99 Page 6-- been printed before). This batch is included on the Notice Log Report (RNL). D--Count this batch as a duplicate printing (the notices have already been printed at least once). This batch is not included on RNL. BATCH/SINGLE: Enter “5” (batch/single) if you want to determine whether to print more than one notice. The system displays the following prompt: “Batch run, Single notice.” Your choices are explained below: B S PATRON: Print notices for more than one patron. Print notices for a single patron. Enter “6” (patron) if you want to begin printing notices with a particular patron. Depending on the value entered in the BATCH/SINGLE field, the system displays one of two prompts: If you entered “Batch run” in the BATCH/SINGLE field, the system displays the prompt: “To start printing a batch of notices AFTER a specific patron, please enter the patron’s BARCODE, NAME, or .ID#.” If you enter one of these, the system prints notices for all patrons after but not including the patron you select. If you do not select a patron, the system prints notices for all patrons. If you entered “Single notice” in the BATCH/SINGLE field, the system displays the prompt: “To print notices for a specific patron, please enter the patron’s BARCODE, NAME, or .ID#.” The system prints notices only for that patron. 2. Enter “A” if you want to make sure the printer paper is aligned correctly. The system prints a sample notice. Note that you cannot run an alignment test if the Notice Type is “Custom” (see line 2 on the screen). Enter "P" to print the notices. If there are not notices ready to be printed, the message “No items present” is briefly displayed, and the system returns to the default menu. After all notices are selected and ready to print, the total number of notices to be printed appears on the screen, and the system begins printing the notices. The menu from which you accessed RON appears. 3. Explanation of Reports—RPON December, 99 Page 7-- 3. RPON "Report-Previous Overdue Notices" prints overdue notices from the previous compile. TO PRINT 1. Enter "RPON" at a circulation system menu. instructions. See "RON" for detailed printing Explanation of Reports—RSN December, 99 Page 8-- 4. RSN "Report-Summary Notices" is a comprehensive report of circulated items providing specific information on items out, overdue items, lost items, monetary PURF items, and holds. When your system is installed, pre-defined RSN notices (indicated by an *) are automatically provided and these reports may not be adjusted. However, you may duplicate these reports and make the necessary adjustments to meet the needs of your library. NOTICE OPTIONS RSN notices have six fields of information that allow you to customize the notices you wish to distribute. Each field is described below: Description. This open-text field allows you to describe the notice for easy recognition. Selection. This coded field determines which patrons will appear on the report. It can also define which items might be included on the notice such as items from a certain collection. The options for this field are listed below: PATRON SYSTEM XCOLL XPT S CITY PT ZIP HOURLY LOCAL COLL ITEMTYPE A Specific Patron All Patrons in Database—(DO NOT USE) Exclude a Specific Collection Exclude a Specific PTYPE From a Save-List of Patrons—(NOT AVAILABLE) From a Specific City From a Specific PTYPE From a Specific Zip Code Hourly Checkouts Local Patrons Only Specific Collection Specific Item Type Status. This coded field defines which statuses of items are used. The options for this field are listed below: HELD OUT ALL Items on hold Items out and items overdue Items out, overdue, and PURF (Gives all information available for the patron) LOST Lost items MONPURF Monetary PURFs only PURF Overdue and PURF PURFCOST Overdue and PURF, with replacement cost OVERDUE Overdue items only OVERCOST Overdues only, with replacement cost PURFBLOCKS PURF blocks except overdue books Holdings Info. This coded field determines the Holdings information to be displayed on the notice. The options for this field are listed below: BC NOD TC TCB Barcode and Call # Name only (No title details) Title and Call # Title, Call #, and Barcode Layout. This coded field defines the headers and footers for the entire notice. This field also defines the layout and sorting order for Patrons. Explanation of Reports—RSN December, 99 Page 9-- INDIVID ALTERNATE LLIST ZLIST FINELIST Individual notices with address Individual notices with address (alternate header) Library list by name Library list by zip by name List of patrons by name with fines balance Printer. This coded field defines where to send the report as well as the desired notice size. AUXFULL AUXHALF AUXTHIRD SCREEN SYSFULL SYSHALF SYSTHIRD Auxprint, full page Auxprint, half page Auxprint, third page Screen Sysprint, full page Sysprint, half page Sysprint, third page (DON’T USE SYSPRINT—PRINTS AT SHAWNEE) DUPLICATING REPORTS To create a report that’s similar to one of the pre-defined reports, you can copy one and make changes. 1. Enter “RSN” at any Circulation menu. A list of the pre-defined reports appears (indicated by an*). 2. Enter “DUP” (Duplicate). This prompt appears: “Enter key or line # to base new report on.” 3. Enter the key or line number of the report you want to copy. 4. Enter a code for the new report. This code should be short, easy to remember and unique. 5. Enter a description of the new report. The summary notice setup screen appears. 6. Use FM commands to change any of the fields. 7. When you finish, enter “F” to file the new report. CREATING NEW RSN NOTICES New reports can also be created if the majority of the fields on the existing reports need to be altered. Use the following steps to create a new report. 1. Enter “RSN” at any Circulation menu. The system displays the pre-defined reports as well as any reports you have previously created. 2. Type “N” at the command line to create a new report. The system prompts you for the code for the new report. 3. Enter the code for the new report. Be careful not to use a code that already exists, and try to use as few characters as possible. The system displays a new report record. 4. Complete each field on the record with the desired options. Remember to get the list of options for a field, you can type “aaa” and press return. 5. File the new report when you have completed the desired changes. Explanation of Reports—RSN December, 99 Page 10-- PRINTING NOTICES 1. Enter “RSN” at a Circulation system menu. A list of the pre-defined reports appears. 2. Enter “P” and the line number of the report you want to print. 3. Enter a patron name, barcode, ID#, PTYPE, zip, collection code, or ITYPE, if prompted. 4. Enter “C” to change the report options, enter “P” to change the printer, or press to print. 5. Enter “Q” to return to the menu. Explanation of Reports—RNL December, 99 Page 11-- 5. RNL "Report-Notice Log" prints a list of all the "Report-Overdue Notices" printed for a specified time period. RNL lists the secondary agency the report was printed by, the secondary agency the report was printed for, the status, the date the report was on, the time the report was printed, and either the number of notice forms or the number of patrons receiving notices. (Note: a count by notices includes all the individual notices in RON.) TO PRINT 1. Enter "RNL" at a Circulation system menu. 2. Enter "Y" to print the report with a count of notice forms. If you would like a count of the number of patrons receiving notices, enter "1". Enter "P" to change the count to "Patrons receiving notices". Enter "Y" to print the report. Explanation of Reports—RSLON December, 99 Page 12-- 6. RSLON "Report-Shelf List Overdue Notices" prints a list of all the overdue items listed on your current set of overdue notices. The report is printed in shelf list order. You can use the report to check the shelves for items on the list, before sending out overdue notices, to see if any overdue items have already been returned. RSLON lists the secondary agency, collection code, call number, copy/vol. number, title, and barcode number of each item. It also shows the name, ID number, and zip code of each patron with the overdue item. Items are sorted first by agency and then by collection within each agency. Within each collection, items are printed in shelf list order according to call number. TO PRINT 1. Enter "RSLON" at a Circulation system menu. 2. At the prompt "Is this what you wish to do?" enter "Y". If you decide not to run RSLON, enter "N", and the menu from which you accessed RSLON appears. After "Y" is entered, the system displays the print options. Enter "A" or to send the report to the auxprinter. "Please wait--selecting items on overdue notices" appears. Then the total number of selected items flashes on the screen. After the number of items is displayed, the report is printed. 3. Explanation of Reports—RHSA December, 99 Page 13-- ** 7. RHSA "Report-daily Hold Shelf Action list" lists the items on the hold shelf whose holds expired because the patrons did not pick up the items. RHSA lists the call #, title/patron item was checked out to, barcode/BIB #, and action to be taken. It is important to print RHSA daily so that you know which holds have expired and which books should be removed from the hold shelf or relabeled. Once a hold has been cancelled or expired, the system assumes the item is now available and, if no other holds have been placed, that it may be reshelved. TO PRINT 1. Select RHSA at a Circulation system menu. The RHSA screen appears. (If no holds have been cancelled, the message "All clear--nothing to report" appears instead. Press to display the menu from which you accessed RHSA.) 2. At the RHSA screen, enter the number of the sorting method you wish to use. Select how you want the list sorted. It can be sorted alphabetically by title, call number or the name of the "previous patron," which are the patrons for whom the items are being held. A prompt appears that allows you to choose where you want the list printed. Enter "A" to send the list to your auxprinter. "The report is now being printed on the system printer. Press " displays. Make sure that the printout is satisfactory. If another printout is necessary for some reason, begin with Step 1 to print the report again. After checking that the report has printed correctly, enter "1" to clear the report. You can also enter "Q" to quit RHSA without clearing the report. However, if you do not clear the report, RHSA will contain both old and new items the next time it is run. We recommend that you clear the report. Handle items on RHSA according to the action shown in the Action column on the report. For example, reshelve items, send items to another library, and so forth. 3. 4. 5. 6. Explanation of Reports—RHSP December, 99 Page 14-- 8. RHSP "Report-Hold Shelf Phone list" lists the items that should be on the hold shelf. You can use this list to verify which items should be on the hold shelf, and to notify your patrons (by phone) that their holds are filled and are ready to be picked up. The report shows the item's title and call number, the name and phone number of the patron for whom the item is being held, the date the item was placed on the hold shelf, and whether the item was previously listed on RHSP. If a patron appeared on a previous RHSP report, an asterisk appears beside the patron's phone number to help you avoid repeating a call to them. The report can be sorted by call number, title, patron name, or hold date. TO PRINT 1. Enter "RHSP" at a Circulation system menu. 2. At the first RHSP screen, enter the number of the first sorting method you wish to use for the report. At the second RHSP screen, enter the number of the second sorting method. The command line displays the first and second sorting criteria you selected and asks you to verify that these are correct. If the sorting criteria are correct, enter "Y". If they are not correct, enter "N" and reselect the criteria. If you enter "Y", the printer options appear. to select the auxprinter. "The report is now being printed on the auxprinter. Press " displays. Press . 3. 4. 5. Explanation of Reports—RHPL December, 99 Page 15-- 9. RHPL "Report-Holds Phone List" prints a list of patrons whose holds are filled and whose notification method is by phone. You can use RHPL to inform each patron that their holds are ready to be picked up. The date of the report appears in the heading. Any hold that was filled on this date appears on the report, as long as the patron has selected phone notification and his or her pickup location was selected for the report. The report has four columns of information: patron phone number, patron name, "pickup by" date, and title. When calling patrons, you should tell them the pickup date so they know by when they must pick up their item. After this date, the item will no longer be on hold for this patron. The patrons are listed numerically by phone number so you can see if more than one patron has the same phone number. TO PRINT 1. Enter "RHPL" at a Circulation system menu. The prompt "Enter report date (dd mmm yyyy) :" appears. 2. Enter the date when the holds (to be included on the report) were filled (checked in). For example, if you wish to print a list of patrons whose holds were filled yesterday, enter yesterday's date. If you wish to use today's date, press . After you enter a date, a list of agency codes and names is displayed. Enter the number that appears next to your agency. The command line prompts you to decide where the report will be sent. Enter "A" or press to send it to the auxiliary printer. Everything you print will go to the AUX printer, which is the printer connected to your terminal. After you select an option, the message "Please wait--selecting items for hold phone list" appears while the information is collected for the report. 3. 4. Explanation of Reports—RHA December, 99 Page 16-- ** 10. RHA "Report-Hold Alert" lists items that are currently on the shelf and that are needed to fill holds placed at other agencies/branches on the Dynix System. The RHA report is sorted by shelf order (collection, call number, and copy). The collection, call number, title, author, BIB number, and barcode number are listed for each item. A dash in the BIB#/barcode column indicates an "any copy" hold, which is the most common type. When you select RHA, a screen appears with three options: 1. Print RHA, 2. Reconcile RHA, & 3. Quit. PRINTING THE REPORT 1. Enter "RHA" at any Circulation system menu. 2. At the list of options, enter "1" to print RHA. If there are items to be shipped to other agencies/branches to fill holds, a message like "The list contains 3 item(s)" appears to inform you of how many items will be on the report. In addition, you are prompted to indicate where to send the report. Enter "A" to send the report to your auxiliary printer. (You can also enter "Q" to quit without printing the report.) "The report is now being printed on the auxprinter. Press " appears. Press . Enter "3" to quit. 3. 4. PULLING THE BOOKS 1. Use the report to locate and pull items from the shelf. Be sure to pull the correct item if a barcode is listed. HANDLING MISSING ITEMS Items that are not located need to have their status changed to "Missing" to prevent other holds from being placed and to allow the hold to either be moved on to other owning libraries or canceled when passed. 1. 2. 3. Enter “S” to search at any Circulation menu. Search for the item by the Dynix Bib Number (fastest way—located on the report). At the copy status screen, enter the hidden status command "ST" and “Return”. You are prompted to enter the line number of the item and then your password. On the Status screen, enter "CS" to change the status. A list of status codes appears. Enter the number associated with the status "Missing" and “Return”. The status is changed. Repeat for all items not found. 4. 5. RECONCILING THE REPORT 1. Enter "RHA" at any Circulation menu. 2. 3. At the list of options, enter "2" to reconcile the RHA. At the Reconcile Hold Alert screen, enter "F" to fill the books you have located on the shelf. Scan the barcode in one of the books, read the screen to see which agency to send the item to, fill out and insert a pink "Route Label", and enter "T" to send the book in transit. Repeat this process for each book found on the shelf. NOTE: Items 4. Explanation of Reports—RHA December, 99 Page 17-- do not have to be filled in the order they appear on the RHA. Enter “.Q” to get back to the RHA list. 5. Enter "P" to pass the remaining items (with a status of missing) to the next library. At the “Send out hold alerts for the unresolved requests? (Y/N)” prompt enter “Y”. When you finish reconciling the report, enter "Q" to Quit. Place the items in your Shawnee delivery bag. 6. 7. RHA is automatically kept up-to-date throughout the day, which means you can print a current report at any time. Be sure to reconcile RHA each time it is printed. If RHA is not reconciled, the same report will be generated the next time RHA is printed. The RHA report is used to identify materials that have had an item specific or a first available copy hold placed against them, and the status is shelf or shelving cart. When you go in to reconcile your RHA report by filling the hold the system may display a message that there is no hold for this item. There are several possible reasons for this: * The hold has already been filled by another copy elsewhere, in which case “passing” will remove the item from your report . You should always search for the item and enter “HOLDS” on the bib screen to be sure that there are no holds for the title before passing. The older the report, the more likely it is that the hold has already been filled by another copy. * The title you have in hand is attached to a different Dynix BIB# than was listed on the RHA. You can go into RHA Reconcile and do a substitute from one Dynix BIB to another Dynix BIB. * The hold listed on the RHA was item (barcode) specific, and the title that you have in hand is a different barcode. Go into the review or modify hold queue, choose the hold with the item specific barcode number that was on your RHA report, and do a "make any copy." Then go to checkin and do a checkin on the copy you have in hand to fill the request. “Pass” the item listed on your RHA. * The hold was canceled. To make the best use of the report, you should run it as often as is practical--at least daily. Explanation of Reports—RPA December, 99 Page 18-- 11. RPA "Report-Purchase Alerts" creates a list of items in "high demand." That means there is a high number of holds for the number of available copies per primary agency. If you wish, you can purchase additional copies of items listed on the report. The following information is shown for the primary agency listed on the report: item's title and call number, Dynix BIB number, holds ratio, total number of copies per primary agency, number of eligible copies per primary agency, number of holds system-wide. Note that holds placed on specific copies are ignored in the holds ratio calculation. TO PRINT 1. Enter "RPA" at a Circulation system menu. The displayed screen shows the date when the purchase alert data was collected by DEP (Day End Processing). The screen also displays the name of the primary agency for which the report will be run. All purchase alerts for this agency will be on the same report. All public libraries fall within SHW primary agency. The schools and academics fall within their individual primary agencies. 2. Enter "Y" to continue printing the report for the displayed agency. Enter "N" if you do not wish to continue. If you enter "Y", the message "Send report to the Screen or Printer? (S/P/Q)" displays. Enter "P" to send the report to your auxiliary printer. The report begins printing as soon as the data is collected. 3. Please note that purchase alerts can tie up the terminal and printer for some time. If you are not ready to print the report, enter "Q" to Quit. Explanation of Reports—RPD December, 99 Page 19-- 12. RPD "Report-Past Due items" prints a list of items that are due or past due. You can print the report for items due on a specific date or items due between two dates (past, present, or future). The most common use of RPD is to list items for a range of dates in the fairly distant past, such as between 6 months and one year ago. Such a list can assist you in two important ways: 1) You can follow up on any items long past due, to determine if the items are, in fact, still out. You can contact patrons and search the library shelves to see if any items have been returned but inadvertently not checked in on the system, and 2) Items not found can be declared lost and patrons can be billed, allowing you to clear up long-standing problems and essentially start with a clean slate. The due date, agency code, collection, call number, title, barcode, patron name and patron ID number appear for each title. The titles are listed in call number order. Make sure to use the Data Products 9040 printer or equivalent, which is the AUX printer according to your configurations. The report will tie up a terminal until it has completed printing. TO PRINT FOR A SINGLE DATE 1. Enter "RPD" at a Circulation system menu. The RPD screen appears. 2. Enter "1" to select items due on a specific date. The prompt "ENTER THE DESIRED DATE" appears. Enter the date for the report or press to use today's date. For example, enter "5 JAN 98" to select items due on January 5, 1998. The screen displays the date you selected. If this date is correct, press . If it is not correct, enter "R" (Reenter). The RPD screen reappears, and you can begin again with Step 2. If the displayed date is correct press to continue printing the report. The message "The report is now being prepared" appears, and the report is printed at the auxiliary printer. If no items are due on the selected date, the message "No items present" appears, followed by the screen from which you accessed RPD. 3. 4. TO PRINT FOR A RANGE OF DATES 1. Enter "RPD" at a Circulation system menu. The RPD screen appears. 2. Enter "2" to select items due between two specific dates. The prompt "Enter the first date" appears. Enter the beginning date for the report or press to use today's date. For example, enter "5 JAN 98" to select items that are due on or after January 5, 1998. The prompt "Enter the second date" appears. Enter the ending date for the report or press to use today's date. For example, enter "5 AUG 98" to select items that are due on or before August 5, 1998. Only items that are due between this date and the beginning date are selected for the report. The ending date must be the same or after the beginning date. If it is not, an "invalid date" prompt appears. Press and re-enter the ending date. After you enter the ending date, the screen displays the beginning and ending dates you selected. If one or both of the dates is not correct, enter "R" (Re-enter). The RPD screen reappears, and you can begin again with Step 2. 5. If the displayed dates are correct, press to continue printing the report. The message "The report is now being prepared" appears, and the report starts printing at the auxiliary printer. If no items are due between the selected dates, the message "No items present" appears, followed by the screen from which you accessed RPD. 3. 4. Explanation of Reports—RIS December, 99 Page 20-- 13. RIS "Report-Item Status" prints specialized reports set up for your library. Please select the number of the report associated with your library's 3-letter code (i.e. BML BINDERY). RIS is most often used to manage items with problem statuses such as lost, claimed returned, or missing. The report shows each item's collection, call number, author, title, item status, date when the displayed status was assigned to the item, and the item's barcode number. TO PRINT 1. Enter "RIS" at a Circulation or Cataloging system menu. 2. At the Report Summary screen, enter "P" (Print) followed by the number of the report to be printed. The selected report is highlighted on the screen. Be sure you have selected the report designed for your library. Your library's code will appear at the beginning of the report name. a message like "Select Items that changed status after 15 JAN 1998" appears at the command line. This prompt shows the "on or after" date currently specified for the report, if any. If an "on or after" date is not specified for the report, the message "Select Items that changed status after no specific date" appears. 3. If the displayed "on or after" date is correct, press . If you wish to enter a different "on or after" date, enter the date at the prompt. A message like "Select Items that changed status before 15 APR 1998" appears at the command line. This prompt shows the "on or before" date currently specified for the report, if any. If an "on or after" date is not specified for the report, the message "Select Items that changed status before no specific date" appears. If the displayed "on or before" date is correct, press . If you wish to enter a different "on or before" date, enter the date at the prompt. The command line prompts you to decide where to send the report. Enter "A" or press to send the report to the auxiliary printer. Note: This report will tie up your terminal for awhile. 4. 5. NOTE: Contact Traci at Shawnee Library System for additional RIS Reports.