UPDATED NOTE Nov 2013: this method of storing information is no longer recommended by the creator of this presentation in light of new data... We migrated to WorldShare Management systems in June 2013, and this presentation is to show how our library is using WorldCat Local lists to create reports on current serials subscriptions because our system currently does not have the reporting ability we need to do our work.

1. WorldCat Local Lists for
Serials Reporting
Presented by Darinlee Needham

2. MASTER PLAN

3. Things we need in a report for active serials subscriptions:
1) Journal title
2) Price we paid last year
3) Format of subscription
4) Academic department code associated with journal (for
knowing which library liaison to consult for subscription
decisions)
5) Any important notes, such as if a journal comes with a
membership or comes with a subscription to another
journal, etc.

8. OCLC Usage Statistics: Copies
Started Receiving
April 2013 May 2013
Not the same OCLC #s each month

13. OCLC #

14. Use OCLC # as point of connection
in excel spreadsheet
WorldCat Local List OCLC Usage Statistics

15. HOW?

16. Serial Control in WorkFlows: click the red book icon

17. Insert that number into “Accession number” search index

19. Click “Add to list”

20. Click list name

21. Click “Edit Note” button

22. Add dept. code and notes, then click “Save Note” button.

23. To get spreadsheet, click Export to CSV
Can go up to
100 per page

25. Questions?

26. HOW TO GET PRICE
INFORMATION

27. Copy entire spreadsheet for “Items Paid (Invoice Items Paid)”

28. Paste into blank sheet in WorldCat Local spreadsheet

29. Select all information in spreadsheet, and click “Format as Table”

30. Remember (or change) name of table.

31. Look to see how many columns to the right the information you need
is. In this example, we want price information, and that is 9 columns
to the right.

32. Go back to WorldCat Local sheet, and insert a new column

33. Use VLOOKUP function in the new blank column, choose the OCLC
number as the “lookup_value”

34. Type the usage statistics table name in “table_array” section

35. For this example, type “9” for the “col_index_num” because that is
how many columns to the right the info we want is in the usage
statistics table we created.

36. For “[range_lookup]” type or select “FALSE”, then close parentheses
and hit “Enter” key on keyboard.

37. As long as there is a matching OCLC number in the usage statistics
table, the price info from column 9 will appear in this box.

38. Hover mouse pointer over bottom right corner of box, and drag it down
through the entire column. Doing this will copy the function into every
box and excel will automatically change the “A2” to an “A3” for row 3 or
“A4” for row 4, etc.

39. If the usage statistics table does not have a corresponding OCLC
number, then “#N/A” will appear in the column instead of (for this
example) the info from column 9.

40. Insert new column, copy column C information

41. Click “Paste” and choose “Paste Special”, and then choose “Values”
bubble to paste just the numbers (not the functions) into column B.

42. Then you can format column B to look like currency instead of just a
number.

43. Questions?