Welcome to Getting Started with Your Annual Report

1
Welcome to Getting Started with Your Annual
Report

• For the January 30 webinar
• We are using Voice over IP audio today (listening
  through your headset).
• Below your names, look for icons
• If you can hear, click the Yes button the
  check
• If you cant hear, click the No button the x
• If you need audio help, use the chat at the
  bottom left and let us know.
• Notes for Ellen
• Reminder winter fun poll.
• Please save questions until the end. Write the
  slide (bottom right) in the chat window or
  click the hand button.

2
Bibliostat Collect Tutorial 2009Getting Started

• Notes
• Start Archive now
• Annual Report poll

3
Overview of the Annual Report

• Federal Requirement
• Two sections
• Fiscal year information, which will be used for
  the federal report and for the public library
  statistics report.
• Current information, which will be used for
  directory and salary information.
• Valuable tool in assessing the strengths and
  weaknesses in the library community

4
Browser Requirements

• Your normal browser should work fine with this
  new Bibliostat Collect (also called Collect)
  version.
• If you have problems opening Collect, check what
  version your browser is.
• Contact Jenny Melvin at NMLD if you need help
  with browser issues.

5
Bibliostat Collect Login
http//collect.btol.com

• Lost User Name or Password?
• Contact your consultant or MSL by phone or email.
• CMLD - Stephanie Zurinski, Cheryl RamsayNMLD -
  Valerie Osborne, Jenny Melvin, State Data
  Coordinator
• SMLD - Shirley Helfrich, Elaine Bissonnette
• Link for Forgot User Name/Password goes to
  Bibilostat support we prefer you contact your
  district consultant.
• Contact Info last slide

6
Librarys Home Screen after Login
The next few slides cover the links on this page
in detail. Tip Tab color blue-grey indicates
where you are
7
Frequent Questions

• Top navigation tab links to a page of Frequently
  Asked Questions (FAQs)
• FAQs on Getting Started, Survey, Status and
  Printing

8
Getting Started FAQs

• Can I use a MAC to fill out the survey? Yes,
  Collect is supported on both MAC and Windows
  operating systems.
• Is there a timeout period?Yes, 30 minutes.
• If my session times out, is my information saved?
  Yes!

9
Need Assistance Link

• Technical related to Bibliostat Collect, contact
  Product Support at 1-866-785-9935.
• We prefer you contact Jenny or Ellen for
  technical help. This way we know if many people
  are having the some problem.
• For Data questions about the annual report survey
  or about definitions, please contact your
  consultant or Jenny Melvin, your survey
  administrator/state data coordinator.

10
Accessing Your Survey

• Click the green button to Start /Continue the
  current Survey.
• Check data from past years under Other Surveys.

11
Printing Tab
12
Add Notes to Your Working Copy

• Where or how you obtained your data
• Why certain figures
• Something for others to work off
• Keep in a folder with other information for a
  transition, illness, disaster

13
To Obtain a Working Copy of Survey

• Choose Printing on the top navigation bar.
• Print a working copy with last year's data.
• Set the Print Preferences for "Print Entire
  Survey", "General information", and the radio
  button, "With Current Year and Last Year's Data".
• Choose to show the report as a Web or PDF report.

14
Instructions Tab with Data Definitions
15
How to Access the Data Definitions

• Click the Instructions tab, definitions are below
  the State Data Coordinators letter.
• Linked from each numbered section to popup box,
  called Help for Question not all sections
  have definitions.
• Other copies of the definitions (HTML or PDF) at
• www.maine.gov/msl/libs/statistics/annual/definitio
  ns.htm

16
Survey Navigation to Sections
17
Show Last Years Data

• New! You now may choose to Hide or Show last
  year's data.
• We recommend that you show last years data as a
  way to help you gather this years numbers.

18
Ease of Navigating and Saving

• Move around sections easily
• Can do the survey in any order you wish
• When you move from one screen to another, your
  data is automatically saved. 
• To save and stay on the same page, click the
  Save button.

19
Flag Notes
20
Flags and Notes

• Flag and note icons To the right of each data
  field
• Flag The flag button is for your benefit (only a
  reminder, you cant put info. here).
• Note If you need to annotate an edit check,
  click on the note icon.
• A note helps "pass" an edit check if a number is
  out of range or very different than the year
  before.

21
Status Tab to Finalize Your Report
22
Status Tab Review before Submitting

• Clear Edit Checks.
• All edits (in red) must be annotated (turns
  green) by using the note option.
• Check Unanswered Questions.
• All fields have to be filled in. 
• If you do not have data for some of the fields,
  please type in N/A.
• Review Flags.
• Your consultant is available to review your
  report.

23
Edit Checks
Button to submit corrections at bottom of page -
24
Submit Survey Reminders

• Step 1. Verify all questions have been
  answered.
• Step 2. Review any questions that might have been
  flagged.
• Step 3. All of the questions must pass their edit
  checks before a survey can be submitted.
• Step 4. Print Save a copy of the survey and
  annotations.
• Step 5. Submit Survey to State.

25
After You Submit Your Survey

• Once submitted, your survey is locked.
• You cannot access the survey directly yourself
  now.
• If you need to make changes, you will need to
  contact Jenny Melvin.
• Jenny is your state data coordinator and survey
  administrator.
• See Jennys contact info on last slide.

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Resources

• Bibliostat Collect Login http//collect.btol.com
• Annual Report Informationwww.maine.gov/msl/libs/
  statistics/annual/
• Data Definitions www.maine.gov/msl/libs/statistic
  s/annual/definitions.htm

Reminder Stop archive.
27
Email or Call your District Consultant Office

• CMLD - Stephanie Zurinski, Cheryl RamsayEmail
  stephanie.zurinski_at_maine.govcheryl.ramsay_at_maine.
  govTel 287-5620, 1-800-322-8899
• NMLD - Valerie Osborne, Jenny Melvin, State Data
  Coordinator (SDC)Email valerie.osborne_at_bpl.lib.m
  e.us jennym_at_bpl.lib.me.usTel 947-8336,
  1-800-427-8336
• SMLD - Shirley Helfrich, Elaine BissonnetteTel
  [phone]Email helfrich_at_portland.lib.me.us
  bissonnette_at_portland.lib.me.us
• Technical Ellen Wood, 287-5620,
  ellen.wood_at_maine.gov