[Wactclc-alma] claims returned/missing/lost list in Alma

Fri Nov 9 15:33:35 PST 2018

I created a report this afternoon that (I believe) captures currently LOST items with their associated patrons:

/shared/Community/Reports/Consortia/WACTCLC/12 months of Circulation ( Do NOT move or modify !!!!!)/Items with current process type of LOST with associated Patron

The analysis filters on items with  process type of LOST (from the Physical Items subject area), and then finds the user currently associated with that item (using the Fulfillment subject area).

The analysis also includes the loan date, which is used for a descending order sort.

Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
http://www.wactclc.org

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Guidry, Wade
Sent: Tuesday, November 6, 2018 1:39 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] claims returned/missing/lost list in Alma

There may be a new transactions dashboard in this thread somewhere, with tabs for:

Missing
Claims returned
Lost

Within a given time frame.

I'll give it a think.

[Title: Big Bend Community College Logo]

Wade Guidry
Library Consortium Services Manager
Big Bend Community College
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

509.760.4474
www.bigbend.edu<http://www.bigbend.edu/>

Big Bend Community College * 7662 Chanute Street NE * Moses Lake, WA 98837-3299

WACTCLC Alma Instance: Alma NA02<http://status.exlibrisgroup.com/>
WACTCLC Primo Instance: Primo NA08<http://status.exlibrisgroup.com/>

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Stephanie Levesen
Sent: Tuesday, November 6, 2018 12:49 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] claims returned/missing/lost list in Alma

Thanks Kirsti.  This is helpful.  I'll play around with the information you provided to try and build my report and let you know if I run into any snags.  My brain is exploding with information - useful and not - right now trying to figure a bunch of things out.

Stephanie Levesen
Periodicals/ILLs/Circulation
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Thomas, Kirsti
Sent: Tuesday, November 6, 2018 12:19 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] claims returned/missing/lost list in Alma

Oh man.  Trying to create Analytics reports in Fulfillment or Physical Item Historical Events based on current statuses is a nightmare.

The Fulfillment subject area contains *all* transactions that have ever happened with an item, and it's amazingly difficult to tease out those things that are currently lost/missing/claimed returned. from those things that have were lost/missing/claimed returned at some point in the past.

As you mention, you can't rely on the Modification Date field to identify when something went lost/missing/claimed returned because the Modification Date just reflects the most recent time an item had something/anything done to it.  You can generally assume that if something is lost/missing/claimed returned, then the Modification Date probably reflects the date that the item was made lost/missing/claimed returned, but you can't guarantee it.

One thing I figured out that makes a big difference is making sure I include the Event ID or Request ID for Physical Item Historical Event reports, and the Item Loan ID for Fulfillment reports, even if I hide those fields from display in the Report itself.  Including those fields allows me to do a better job of filtering just those things that are *currently* Lost or Missing, rather than those things that have been Lost or Missing at some point in the past but aren't Lost or Missing anymore.

I have a vague understanding of why this works, but not enough to explain it clearly.  I'll just say-- Include Item Loan ID as a field in any Fulfillment report where you only want current status. Include Event ID or Request ID as a field in any Physical Item Historical Event reports where you only want current status.

In the Fulfillment subject area, the Process Status column reflects the status of *each* individual loan, not the Current Process Status for the item. You have to include additional fields to get to the things that are currently Lost/Claimed Returned.

A currently Lost loan will have the following:

Return Date is blank/null
Loan Status=Active
Process Status = Lost

I'm guessing you can use similar criteria for Claims Returned items, but not for Missing items.

If you want to include all 3 statuses together in one report, I think you'll have to use the Physical Item Historical Events subject area.

Remember that item information will only appear in the Fulfillment subject area if the item has been checked out since you went live on Alma.  Your Missing items may not show up in the Fulfillment tables because of this.  All 3 statuses should show up in the Physical Items Historical Events subject area.

The last time I was struggling with the Physical Items Historical Events subject area was close to a year ago, but I *think* that if you build a report using these criteria, you might get something workable:

Event End Date and Time is null
Process Type Current = Lost, Missing, Claimed Returned
Process Type = Lost, Missing, Claimed Returned
Process Type Next Status is null
Event Start Date and Time >= TIMESTAMPADD(SQL_TSI_MONTH, -1, CURRENT_DATE)

(Note: Edit the Event Start Date and Time field as needed)

Don't forget to include the Event ID/Request ID field in your report!!!

There's a discussion on the Alma-L Mailing list from December 2017 that talks about trying to create a report of items that have gone lost/missing within the last 30 days .  Subject is: TIMESTAMP parameter: Item modification date

Hope this helps.

It will be ok!

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Stephanie Levesen
Sent: Tuesday, November 06, 2018 10:02
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] claims returned/missing/lost list in Alma

Hi,

I'm trying to figure out how to create a list of all items that were either claims returned, missing or lost (billed) during our summer quarter - so between the dates 7/1-8/31.

I've tried doing it as a query in Alma as well as an analysis in Analytics.  I can't seem to figure out what date I use to filter it so I get everything just between the 7/1-8/31 time frame.  I've used modification date, but that still gives me stuff that was due back two years, and for whatever reason the item info keeps popping up because they've been updated for some reason with recent dates even though they're old.

I used the due date, but am afraid that's not capturing everything because I only have two missing items and I'm pretty sure there were more that happened in the summer quarter.

The first list I ran, that captured everything I did as a search query in Alma and I just searched for all items that had a process type of claims returned, missing or lost.  When I tried the same thing but to filter it with a date, I couldn't figure that out.

When we had Millennium, we used to run lists each quarter, for the librarians to review all the materials that were lost, claims returned, billed or missing from the previous quarter to see if there was anything they wanted to replace because it was high demand or whatever.  I'm trying to duplicate those types of lists we ran in Millennium but am not able to figure out a comprehensive way to get that information in Alma or Analytics.

Has anyone else created those lists and have shared the info somewhere or know how to create them?  I'm not sure how to go about looking in Analytics to see if anyone else has created those lists either in the consortia or the shared document.  I can't remember how to search the analysis that have been shared in Analytics.

Thanks for the help.

Stephanie

Stephanie Levesen
Periodicals/ILLs/Circulation
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659

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