Reporting needs

Use this page to record specific reporting needs–both the data required and the intended use.

List the reports by name or type, with all data needs, then list the data needs separately in the data matrix.

Priority will follow this order: mandatory (data you must supply), necessary (data for ordinary and expected workflows), and desirable (data for various projects; data not yet available but in development). Given current time and resource constraints, reports utilizing data that is not yet available through Alma, and not on the development roadmap, will not be considered at this time.

Mandatory Reports
Report	Data
ACRL	Number of titles held (all formats) Number of volumes held (print + electronic) Basis of print volume count: Physical or Bibliographic? Number of Electronic books (included in question 2) One-time resource purchases Ongoing resource purchases (e.g., subscriptions, annual license fees) Collection support Consortia/Networks/Bibliographic Utilities Expenditures from External Sources Number of initial circulations (excluding reserves) Number of successful full-text article requests (journals) Number of regular searches (databases) Number of federated searches (databases) Total number of filled requests PROVIDED TO other libraries Total number of filled requests RECEIVED FROM other library or providers Please review file to see if I improperly excluded items.
ACRL (CSU tab)	Total number of serial titles (print and electronic) Total number of reference transactions at levels 3 and 4 in a typical week
IPEDS (formerly NCES)	Due Feb. 20 IPEDS 2015-16 Data Collection Survey Material Form and Instructions Books: Physical & Digital Databases: Physical & Digital Media: Physical & Digital Circulation: Physical & Digital Number of branch libraries Cost of one-time materials purchases Cost of on-going commitments to subscriptions Cost of other materials/services (including short-term PDA loans) All other materials/service cost Preservation services All other operations and maintenance expenditures Total interlibrary loans and documents provided to other libraries Total interlibrary loans and documents received
GAAP	Capital Assets for Library Book additions, disposals, gifts and depreciation Book and ebook expenditures by vendor, format, and PeopleSoft account string (deptID and account at Cal Poly SLO) Book and ebook volume count: print books purchased in FY print book gifts added to collection in FY print books withdrawn in FY perpetual access ebooks added in FY total purchased by individual title or collection from Cal Poly Fiscal Services: "Electronic Library books (annual renewals) are normally expensed and not capitalized but Electronic Library books with a perpetual license will be separately identified by Library staff and reviewed by General Accounting to determine if capitalized." Average price per ebook by collection and overall
Accreditation
Journal Holdings (e.g. RapidILL)	Title, ISSN/ISBN, holdings data (print titles)/access or entitlement data (electronic titles)

Necessary Reports
Report	Data
Fiscal Close	Line-item report of all FY financial activity: fund code, fund name, voucher or payment ID, payment record ID, title, amount (appropriation, encumbrance, or expenditure). (If possible: electronic/physical, format (book/journal/video, etc.), 1 time/continuing, single/collection, external fund)

Desirable Reports
Report	Data

Data for Reports
Category	Type	Report
Acquisitions	Fiscal year expenditures, filtered by one-time vs ongoing vs other	ACRL, CSU-ACRL, IPEDS
Acquisitions	FY expenditures, filtered by format or fund, to verify PeopleSoft dashboard report	GAAP Audit
Bibliographic (or item-level?)	Number of titles held in each format; total number of titles held in any format	ACRL, CSU-ACRL, College Rating Surveys, etc.
Bibliographic (or item-level?)	Number of volumes/pieces held in each format (i.e. filtered by format); total number of volumes held in any format	ACRL, CSU-ACRL, IPEDS, College Rating Surveys, etc.
Bibliographic	Number of titles (in any format) available in a given set of subjects; should be deduplicated.	Accreditation
Bibliographic (or item-level?)	Volumes added and withdrawn; payment/gift status possible?	GAAP Audit
Bibliographic	Marc Holdings Data	Holdings Report
Electronic Resources	Number of titles in an ebook package; date activated possible?	GAAP Audit
Electronic Resources	Access, entitlement, or holdings data	Holdings Report
Usage Data	JR1 covering fiscal year, all subscribed e-journals; DB1 covering FY, all subscribed databases	ACRL, CSU-ACRL
Usage Data	BR1, MR1 covering FY, all licensed e-books (including purchased DDA) and streaming media; BR2, MR2 may be used instead	IPEDS
Circulation Data	Initial checkouts for library materials during FY; excludes renewals, ILL, and devices	IPEDS