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Available reports for WMS users

Learn about available reports for WMS users, including WorldShare, STATS, FTP, and Adobe Analytics.

Introduction

The following provides an overview of all of the reports that are available to WorldShare users, including:

  • A description of each report type
  • A list of the reports available for each type

WorldShare reports

You can access WorldShare (WS) reports in two areas in the WorldShare interface:

  • Analytics tab > Reports > Reports tab - listed under the Metadata ReportsAcquisitions ReportsCirculation Reports, and E-Resources Reports menus
  • Circulation tab > Reports area - click either the Pull List or Clear Hold Shelf buttons

If you have WorldShare Report Designer, you can access WS reports in two areas:

  • Analytics tab > Reports > Reports tab - listed under the Metadata Reports menu
  • Analytics tab > Reports > Reports Launch Pad (launches in new tab) - listed under Acquisitions ReportsCirculation Reports, and E-Resources Reports folders

Types of WS reports

Acquisitions reports - Table
Name Description Frequency
Acquisitions Dashboard

Provides an “at-a-glance” view of acquisition activity at your institution through the following graphs: Top 10 Expenditures By Fund, Top 10 Expenditures By Vendor, Top 10 Expenditures By Material Format, and Top 10 Expenditures By Classification.

Nightly
Acquisitions Data Last Refreshed Date Displays when acquisitions data was last refreshed. N/A
Fund Balance Displays a summary of fund balance activity for a specified budget period. Nightly
Open Encumbrances Report Displays a list of items ordered but not fully paid within a specified period of time. Nightly
Paid Invoice Item Detail Report Lists detailed information about a paid invoice. Nightly
Paid Invoice Summary Report Displays a summary of paid invoices within a specified period of time. Nightly
Payment Activity by Classification Report Displays a summary of payment activity by classification within a specified budget period. Nightly
Payment Activity by Fund Displays a summary of payment activity by fund within a specified budget period. Nightly
Payment Activity by Location Displays a summary of payment activity by branch and shelving location within a specified period of time. Nightly
Payment Activity by Material Format Displays a summary of payment activity by material format within a specified period of time. Nightly
Payment Activity by Processing Type Displays a summary of payment activity by processing type within a specified budget period of time. Nightly
Payment Activity by Requestor Report Displays a summary of payment activity by requestor within a specified period of time. Nightly
Payment Activity by Vendor Report Displays a summary of payment activity by vendor and material format within a specified period of time. Nightly
Receiving Activity by Location Displays a summary of receiving activity by branch and shelving location within a specified period of time. Nightly
Serials Received Summary Report Displays a summary of serials received by publication frequency within a specified period of time. Nightly
Title Copy Detail Report Lists detailed information about payment activity. Nightly
Vendor Performance Displays a summary of vendors and the average number of days to fulfill items within a specified period of time. Nightly
Cataloging/Collection reports - Table
Name Description Frequency
Branch Item Holdings by Material Format Displays item holdings quantity by branch and material format. Monthly
Branch Item Holdings by Shelving Location Displays item holdings quantity by branch and shelving location. Monthly
Cataloging Data Last Refreshed Date Displays when cataloging data was last refreshed. N/A
New Titles List Displays new titles acquired in a specified time period. Monthly
Removed Titles List Displays the list of “removed” titles for an institution in a specified time period. Monthly
Title Holdings by Material Format Displays the count of titles that an institution holds in its collection by material format. Monthly
Title Holdings by Material Format and Publish Date

Displays a heatmap providing the count of titles that an institution holds in its collection by material format and publication decade.

Monthly
Title Holdings by OCLC Subject Conspectus

Displays the count of titles that an institution holds in its collection based on the OCLC Subject Conspectus

Monthly
Circulation reports - Table
Name Description Frequency
All Checked Out Items Report Provide a detailed list of items currently checked out. Nightly
Circulation Dashboard Provides an “at-a-glance” view of circulation activity at your institution using two sets of visualizations: Historical Trends (default) and Current State. Nightly
Circulation Data Last Refreshed Date Displays when circulation data was last refreshed. N/A
Circulation Events Detail Report Lists the circulation event details within a specified date range. Nightly
Daily Payments Report Displays details about daily payments by branch and payment method with a specified date range. Nightly
Fiscal Detail Report Lists detailed fiscal transactions within a specified date range. Nightly
Fiscal Summary Report

Displays a summary of monthly billing counts and fiscal amounts by branch within a specified date range.

Nightly
High Use Circulation Titles Summary Report

Lists titles identified as high use (based on circulation activity, such as checkouts, renewals and holds) within a specified date range.

Nightly
Holds List Report Provides a list of items currently on hold. Nightly
Holds Ready for Pickup Report Provides a list of items that are currently on hold and are ready for pickup by a patron. Nightly
Hourly Average Circulation Activity Daily Chart

Displays a chart of average circulation activity by hour within a specified date range for one selected branch for one selected day.

Nightly
Hourly Average Circulation Activity Summary Report

Lists circulation activity (checkouts, renewals and holds) by hour and day of the week within a specified date range.

Nightly
Item Status Statistics Chart

Displays a bar chart that shows the distribution of current statuses for items owned in the institution.

Nightly
Items in Transit Report Displays details about items that are currently in transit by branch within a specified date range. Nightly
Lost or Missing Items Report Lists details about items that are currently lost or missing. Nightly
Monthly Circulation Statistics Report

Displays circulation statistics by event branch, patron category, permanent shelving location, temporary shelving location or material format within a specified date range.

Nightly
Open Holds Report Displays the current detailed list of items with holds placed on them. Nightly
Outstanding Fees and Bills Report Displays the current detailed list of fees and bills that are outstanding. Nightly
Overdue Items Aging Report Displays a list of titles based on the number of days overdue. Nightly
Patron Counts Summary Report

Displays counts of patrons by branch, custom category (e.g. major, class year), patron type and postal code (zip code).

Nightly
Patron Information Detail Report Lists detailed information that includes many of the data fields in the patron record. Nightly
Recalled Items Report Displays a detailed list of recalled items by branch. Nightly
E-Resources reports - Table
Name Description Frequency
E-Resources Data Last Refreshed Date Displays when e-resources data was last refreshed. N/A
Merged COUNTER Database Usage Detail

Lists details of the COUNTER number of searches and the number of access clicks by interface for a specific provider.

Nightly
Merged COUNTER Database Usage Summary

Displays a summary of the COUNTER number of searches and the number of access clicks by interface for all providers.

Nightly
Merged COUNTER E-Journal/E-book Usage Detail

Lists details of COUNTER usage counts of licensed electronic titles by month for a specific provider.

Nightly
Merged COUNTER E-Journal/E-book Usage Summary

Displays a summary of COUNTER usage counts of licensed electronic titles by month for all providers.

Nightly
Merged COUNTER Vendor Usage Detail Displays a detailed view by vendor by month of your institution’s C4DB1 COUNTER data. Nightly
Titles with Zero Usage Detail

Displays details of the titles from C4BR1 and C4JR1 files where COUNTER Report Total (i.e., ft_total) was equal to zero for the selected time period.

Nightly
Top 100 Title Usage Lists title-level detail of collections ranked by highest usage. Nightly
WorldCat knowledge base - Collection Overlap Detail Report Displays a detailed list of titles in the overlap analysis. Monthly
WorldCat knowledge base - Collection Overlap Summary Report Displays a summary of duplicate and unique titles/coverages when comparing an electronic collection to another electronic collection(s). Monthly
WorldCat knowledge base - My Collection Overlap Detail Report Displays a detailed list of titles in the overlap analysis. Monthly
WorldCat knowledge base - My Collection Overlap Summary Report Displays a summary of duplicate and unique titles/coverages when comparing an electronic collection from the knowledge base to a library's collection(s) in the knowledge base. Monthly

STATS reports

The STATS reports are existing standard OCLC reports that cover all OCLC products. The reports are available on a monthly basis at www.stats.oclc.org and provide circulation statistical data that is collected for each transaction in WorldShare Management Services (WMS).

For reports that include monetary amounts, decimal points, and currency symbols are not displayed because libraries that use WorldShare Management Services use different currencies.

If you need to look up a Branch ID in WorldCat registry, to go http://www.worldcat.org/registry/institutions, enter WorldCat Registry ID in the Advanced Search area, and then click Search.

STATS report data is retained for five years.

Open a STATS report

  1. Log on to www.stats.oclc.org using your 9-digit authorization.
  2. In the left-hand navigation menu, click OCLC WorldShare Management Services (WMS).
  3. Click either Circulation or Acquisitions to expand the menu and display the available reports.
  4. Click the name of the report that you want to view. The report opens and lists the events for the default time period.
  5. Select the ending month from the Period drop-down menu and enter a number in the Months form field, then click Update.

You can change the Start Date and Days form fields to view additional events; however, the system will limit you to the days that the report information is available. For example, if the Start Date is 20140630, you need to adjust the date to 20140625 before the system would let you enter the value 5 in the Days form field.

Types of STATS reports

Acquisitions reports - Table
Name Description Frequency
Acquisitions Overview (by branchfundmaterial format, or vendor) Lists all events for Acquisitions.  
Copies Finished Receiving (Serials or eProducts) Lists the Serial or eProduct copies that have finished receiving. Use for troubleshooting. Monthly
Copies Received (Monographs) Lists the monographs that have been received. Use for troubleshooting. Monthly
Copies Started Receiving (Serials or eProducts) Lists the number of Serial or eProduct copies that have started receiving. Use for troubleshooting. Monthly
Funds Created Lists funds created. Use to reconcile with external financial systems. Monthly
Funds Deleted Lists funds deleted. Use to reconcile with external financial systems. Monthly
Invoices Paid Lists paid invoices. Use to reconcile with external financial systems. Monthly
Items Cancelled Lists the cancelled items. Use to reconcile items cancelled from submitted orders. Monthly
Items Deselected (Order Items Deleted) Lists the deleted order items. Used to reconcile items deleted from unsubmitted orders. Monthly
Items Invoiced (Invoice Items Created)

Lists the invoiced items that were created. Use to track items added to invoices, by material type, fund code and vendor.

Monthly
Items Ordered (Order Items Submitted)

Lists the submitted order items. Use to track the number and dollar amount of items ordered (submitted to vendor), by material type and vendor.

Monthly
Items Paid (Invoice Items Created)

Lists the created invoiced items that were paid. Use to track items paid, by material type, fund code and vendor.

Monthly
Items Selected (Order Items Created)

Lists the order items that were created and selected. Use to track items added to purchase order, by material type and vendor.

Monthly
Items Uninvoiced (Invoice Items Deleted) Lists the unvoiced items that were deleted. Use to reconcile items delete from invoices. Monthly
Orders Created Lists the created orders. Use to reconcile with external financial systems. Monthly
Orders Deleted Lists the deleted orders. Use to reconcile with external financial systems. Monthly
Orders Placed (Submitted)

Lists the orders that were placed and submitted. Use to track items paid, by material type, fund code and vendor.

Monthly

FTP reports

The File Transfer Protocol (FTP) reports are existing OCLC reports that are accessed on a secure FTP site such as scp.oclc.org or ftp2.oclc.org. Contact your institution's IT department for help with accessing FTP reports. Your IT department may have specific FTP access method that they want you to use, such as using one of these methods:

  • Microsoft Windows
  • Web browser
  • FTP software

FTP reports are generated on either a daily or weekly basis and remain on the OCLC server for 90 days.

Open an FTP report

  1. Log on to the secure FTP site.
  2. Browse to the correct folder. For example, click wms/, then reports to access the circulation reports. The reports are listed in this folder.

Types of FTP reports

See Reconciliation FTP reports.

Adobe Analytics reports

Adobe® Analytics® is a cloud-based application that enables you to view custom, real-time reports on how patrons and staff members are using WorldCat Local at your institution. Using this information you can customize library instruction development and reference.

Open an Adobe Analytics report

  1. Go to Adobe Reports & Analytics.
  2. Fill out these form fields to sign in:
    • Company - WorldCat
    • Username - Your OCLC-provided username
    • Password - Your OCLC-provided password
    • Version - Version 15
  3. Click Sign In. The Reports & Analytics landing page for your institution opens.
     Note: If it is your first time logging in, you will first be asked to agree to the terms of use agreement before going to the landing page.
  4. In the left-hand navigation menu, click Custom Traffic.
  5. Click Custom Traffic 1-10 or Custom Traffic 11-20 to expand the menu and view the available reports.
  6. Click the name of the report. The corresponding report appears in the right-hand panel.
  7. Click the Calendar button to open the panel to enter the starting and ending dates for the date range you want to view.
  8. Click Run Report. The report regenerates and displays the information for the date range you entered.

Type of Adobe Analytics reports

Adobe Analytics reports - Table
Name Description Frequency
Custom Traffic 1-10 > Internal Search Terms

Lists all search queries sent to the search engines from anywhere on the site. This includes subject and author links.

Daily
Custom Traffic 1-10 > Number of Search Results Lists the number of search results returned for each search. Daily
Custom Traffic 1-10 > Search Type Lists the number of searches from various sources throughout WorldCat.org. Daily
Custom Traffic 1-10 > Refined Search Criteria Lists the usage of facet categories (Author, Year, and so on). Daily
Custom Traffic 1-10 > Language Lists the number of pages viewed with different languages set in the user’s browser. Daily
Custom Traffic 1-10 > User Status

Lists the number of pages viewed by users in different authentication states including: Unauthenticated, IP authenticated against a WorldCat Discovery participating institution, and both IP-authenticated and logged in.

Daily
Custom Traffic 1-10 > User Status Activity

Combines the User Status report with a more granular view of the specific pages the users are viewing in their given states.

Daily
Custom Traffic 1-10 > Number of Registrations Lists the number of Registration Confirmation page views. Daily
Custom Traffic 1-10 > Detailed View Landing Method Lists the number of pages from which users have lined to detailed records. Daily
Custom Traffic 1-10 > Number of Detailed Views Lists the number of detailed record page views. Daily
Custom Traffic 1-10 > Refined Search Value Lists the number of specific elements selected out of the Refine Your Search facets in the left column of the search results page, Advance Search refinement selections, and sorting options chosen. Daily
Custom Traffic 11-20 > Selected Book Lists the number of views of specific detailed records. Daily
Custom Traffic 11-20 > New/Repeat Customer Lists the number of page views generated by new versus repeat users for the given time frame. Daily
Custom Traffic 11-20 > Visit Number Lists the number of page views generated by visit count. For example, shows all the page views generated by users who were visiting the site for the fifth time. Daily
Custom Traffic 11-20 > Scope Selected Lists whether, on a given search, a user did or did not change their scope (for example, a switch from all of WorldCat to the local institution). If both scopes are the same, the scope did not change for that search. Daily

For more information...

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If you have questions or need further information, contact OCLC Customer Support.

 

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