WorldCat Local Lists for Serials Reporting

Presented by Darinlee Needham

MASTER PLAN

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.

OCLC Usage Statistics: Copies Started Receiving

April 2013 May 2013

Not the same OCLC #s each month

OCLC #

Use OCLC # as point of connection in excel spreadsheet

WorldCat Local List OCLC Usage Statistics

HOW?

Serial Control in WorkFlows: click the red book icon

Insert that number into “Accession number” search index

Click “Add to list”

Click list name

Click “Edit Note” button

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

To get spreadsheet, click Export to CSV

Can go up to

100 per page

Questions?

HOW TO GET PRICE INFORMATION

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

Paste into blank sheet in WorldCat Local spreadsheet

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

Remember (or change) name of table.

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.

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

Use VLOOKUP function in the new blank column, choose the OCLC

number as the “lookup_value”

Type the usage statistics table name in “table_array” section

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.

For “[range_lookup]” type or select “FALSE”, then close parentheses

and hit “Enter” key on keyboard.

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.

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.

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.

Insert new column, copy column C information

Click “Paste” and choose “Paste Special”, and then choose “Values”

bubble to paste just the numbers (not the functions) into column B.

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

number.

Questions?