FY 2023 PLS Users Guide_508C.pdf

FY 2023 Public Libraries Survey

PLS Web Portal User’s Guide

Guide for Using the PLS Web Portal to Report FY 2023 Data

December 2023

Institute of Museum and Library Services

American Institutes for Research

Contents

1 Introduction

1.1 Background of the Public Libraries Survey

1.2 Reporting Data: Administrative Entities and Outlets

1.3 PLS Web Portal Revisions

1.4 Data Element Changes

1.4.1 Revised Data Elements

1.4.2 Deleted Data Elements

1.4.3 Added Data Elements

2 Getting Started

2.1 Login

2.2 PLS Web Portal

2.2.1 Home

2.2.2 Survey Status

2.3 Web Instructions

2.4 Other Helpful Tools

2.4.1 Export Data

2.4.2 Tables

2.4.3 Help Menu Options

2.5 External Links

3 Import

3.1 Overview

3.2 Upload and Import Data Files

3.3 Uploading Annotation Files

3.4 Preparing Administrative Entity and Outlet Import Files

4 User Options, Input Data, and Structure Changes

4.1 User Options

4.1.1 Sort Order for Administrative Entities or Outlets in Input Data

4.1.2 Sort Order for Edit Report by Edit Number

4.1.3 Auto Save Data in Input Data

4.2 Input Data Through PLS Web Portal

4.2.1 State Characteristics

4.2.2 Administrative Entity

4.2.3 Outlets

4.3 Structure Changes

5 Match Report

5.1 Match Report Results

5.2 Resolving Unsuccessful Records

6 Edit Report

6.1 Edit Messages and Conditions

6.1.1 Critical Edits

6.1.2 Noncritical and Internal Edits

6.2 Annotations

7 Lock Data

7.1 Estimate of Burden

8 Chief Officer Certification

8.1 Chief Officer Web Instructions

Appendix A1 Survey Instrument: Data Entry Screens

Appendix A2 Survey Instrument: Data Element Definitions

Appendix B Name, Address, and Structure Changes

Appendix C Resolving the Match Report

Appendix D Import File Specifications

Appendix E PLS Contacts

Appendix F Francis Keppel Award Criteria

Appendix G Standard Abbreviations

Appendix H Summed Data Elements

PLS INTRODUCTION

1 Introduction

1.1 Background of the Public Libraries Survey

The Institute of Museum and Library Services (IMLS) has administered the Public Libraries Survey (PLS) since October 1, 2007. From its inception in 1989 until 2007, the survey was administered by the National Center for Education Statistics (NCES). PLS data are collected under the Museum and Library Services Act of 2018, as stated in 20 U.S.C sec. 9108, which authorizes IMLS’s director to conduct policy research, data collection, analysis and modeling, evaluation, and dissemination activities. Current, accurate, and ongoing collection of library data is an essential foundation for quality library services in the United States, and IMLS is committed to the continued excellence of this program.

The PLS first began to take shape in 1985, when NCES and the American Library Association conducted a pilot project in 15 states to assess the feasibility of a federal–state cooperative program for collecting public library data. NCES and the U.S. Department of Education’s former Library Programs office jointly funded this project. In 1987, the project’s final report recommended the development of a nationwide data collection system. The Hawkins-Stafford Elementary and Secondary School Improvement Amendments of 1988 (P.L. 100–297)1 charged NCES with developing a voluntary federal–state cooperative system (FSCS) for the annual collection of public library data. NCES and the U.S. National Commission on Libraries and Information Science (NCLIS) formed a task force to carry out this mandate, establishing the FSCS in 1988.

The 1988 NCES–NCLIS task force evolved into the FSCS Steering Committee, a group that was integral to the design and conduct of the survey in its early stages. Its membership has included State Data Coordinators (SDCs), representatives of the Chief Officers of State Library Agencies, NCLIS, the American Library Association, IMLS, the U.S. Census Bureau (the former data collection agent), and NCES. With the transition of the collection from NCES to IMLS, the steering committee was renamed the Public Library Statistics Cooperative. Effective December 2008, this committee became part of the new Library Statistics Working Group (LSWG).

SDCs, appointed by Chief Officers of state library administrative agencies, submit data for the annual PLS for a universe of approximately 9,200 public libraries with about 17,400 individual public library outlets in the 50 states, the District of Columbia, and the outlying territories.

IMLS releases the collection results in annual data files, which constitute the only national database on public libraries, as well as state-level statistics and other analyses based on the survey. Public officials at the federal, state, and local levels, professional associations, researchers, educators, local practitioners, and other interested parties use these data for planning, research, evaluation, and policymaking decisions.

1 This law was superseded by the National Education Statistics Act of 1994 (P.L. 103–382) and, more recently, by the Education Sciences Reform Act of 2002.

1.2 Reporting Data: Administrative Entities and Outlets

The PLS collects data on administrative entities and outlets.

The administrative entity (AE) is the legally established agency that provides library services to the population of a local jurisdiction. An AE must operate one or more direct public library service outlets. The AE’s offices may be within one of the outlets (e.g., a single-outlet central library or a branch of a decentralized multi-outlet operation) or in separate quarters (e.g., an office adjacent to an independent bookmobile’s garage). The data reported for each AE are the combined data for all its outlets. (See Appendix A2 to review the AE data elements included in the PLS.)

An outlet is a unit (i.e., central, branch, bookmobile, books-by-mail only) of an AE that provides direct public library services. A single-outlet central library should not be confused with the AE to which it belongs. Some data are reported for each outlet of an AE, such as the outlet’s name, address, telephone number, type of outlet, and square footage. (See Appendix A2 to review the outlet data elements included in the PLS.)

1.3 PLS Web Portal Revisions

The fiscal year (FY) 2023 PLS Web Portal has retained structural revisions from FY 2022, in addition to implementing the functionality changes described below and the data element changes described in Section 1.4.

STATSTRUs 22 (Future AE/Outlet FSCS ID Request) and 23 (Temporary Closure) will be maintained on the data files until changed by an SDC. The change in behavior for these STATSTRUs is

1. Meant to allow SDCs to request FSCS IDs sooner for planned libraries and maintain the STATSTRU 22 for more than one year should funding issues or construction delays occur;

and

2. Keep temporarily closed libraries on the data file as a counted part of the PLS universe.

Recent temporary closures have lasted several years due to damage by natural disasters, but the library may still be providing some services as able.

How STATSTRUs 22 are initially added has not changed. They must be added to the data file for the first time using -3 for the FSCSKEY and/or FSCS_SEQ. A successful Match Report must be received before the FSCSKEY and/or FSCS_SEQ will be assigned. The following year, the library added with a STATSTRU 22 will maintain the 22 structure code until updated to STATSTRU 00 by the SDC.

For STATSTRU 23, the FSCSKEY and/or FSCS_SEQ will be kept on the data file. The FSCSKEY and/or FSCS_SEQ will no longer be set to -3 and the OLDID field will not require the entry of the FSCSKEY and/or FSCS_SEQ. The following year, the library with a STATSTRU 23 will maintain the 23 structure code until updated to another STATSTRU (either 00 [No Change] or 03 [Permanent Closure]) by the SDC.

Please see Appendix B for more details on how these changes have affected the implementation of STATSTRUs 22 and 23.

1.4 Data Element Changes

This section outlines changes to data elements for the FY 2023 data collection. For full details, please see the Import Specification File and the Change Memo available in the SDC Discussion Forum and under the Help menu of the PLS Web Portal.

1.4.1 Revised Data Elements

No revisions were made to any of the FY 2023 PLS data element definitions.

1.4.2 Deleted Data Elements

As of FY 2023, the PLS data collection no longer includes the following 10 data elements:

• Data Element 510, Closed Outlets Due to COVID-19 (C19CLOSE)

• Data Element 511, Public Services During COVID-19 (C19PUBSV)

• Data Element 514, Electronic Library Cards Issued During COVID-19 (C19ECRD2)

• Data Element 515, Reference Service During COVID-19 (C19REFER)

• Data Element 516, Outside Service During COVID-19 (C19OUTSD)

• Data Element 520, External WiFi Access Added During COVID-19 (C19XWIF2)

• Data Element 521, External WiFi Access Increased During COVID-19 (C19XWIF3)

• Data Element 522, Staff Re-Assigned During COVID-19 (C19STOTH)

• Data Element 715, Number of Weeks an Outlet Closed Due to COVID-19 (C19WKSCL)

• Data Element 716, Number of Weeks an Outlet Had Limited Occupancy Due to

COVID-19 (C19WKSLO)

1.4.3 Added Data Elements

There are no new data elements for the FY 2023 data collection.

PLS GETTING STARTED

2 Getting Started

The data collection process begins when you first receive an e-mail from the American Institutes for Research (AIR). For new SDCs, this e-mail will include your login credentials (username and directions to create your password). If you are a returning SDC, the e-mail will only include a link to the PLS Web Portal because your login credentials are the same as they were for the FY 2022 PLS collection. If you do not remember your password or wish to reset it, select the Forgot Password button on the login page and follow the on-screen instructions.

After you log in to the PLS Web Portal (https://submitpls.imls.gov), you must enter your State Characteristics data. After you enter your State Characteristics data, the PLS Web Portal will use your FY 2022 data to prepopulate the current-year (FY 2023) data in the AE and outlet sections of the portal. If you have minimal changes between the FY 2022 and FY 2023 collections, the prepopulation will help in updating your data. Please import or input your FY 2023 AE and outlet data to continue.

Different areas of the PLS Web Portal will become available to you as you progress through the collection process. After you input all data, perform a successful Match Report, and complete an Edit Report (i.e., no critical edits remain and all noncritical and internal edits have been annotated), you can lock your data. Your submission is complete when you lock your data. For detailed instructions on these steps, see Section 2.3.

NOTE: You must enter data on the State Characteristics page before you can access the Import Data or Input Data features.

Exhibit 2.1 shows the process for collecting the PLS data.

Exhibit 2.1. PLS Data Collection Process https://submitpls.imls.gov/

2.1 Login

To access the PLS Web Portal, you will need a username and password. Your username will be your e-mail address. On the day the portal opens, you will receive login instructions via e-mail. If you have any trouble logging in to the portal, please reach out to PLS@air.org or 1-866-744-5746 on Monday through Friday, 9 a.m. to 5 p.m. Eastern Time.

The URL for logging in to the PLS Web Portal is https://submitpls.imls.gov. See Exhibit 2.2 for a screenshot of the PLS Web Portal login page.

If you have forgotten your password, click Forgot Password on the login page or go directly to https://submitpls.imls.gov/Account/ForgotPassword. On the Forgot Password page, enter your username (e-mail address) and click Submit. This action will automatically send you an e-mail with a temporary link to reset your password. The process will be the same as when you created your initial password.

NOTE: Your password must contain at least eight characters, including one lowercase letter, one uppercase letter, one digit, and one special character. Valid special characters are @ ! #

Use the following space to write your username and password:

Username (e-mail address):

Password:

mailto:PLS@air.org

Exhibit 2.2 PLS Web Portal Login Page

2.2 PLS Web Portal

The first time you successfully enter the PLS Web Portal (https://submitpls.imls.gov), you will see step-by-step instructions for entering your data, which are the same as the Web Instructions in Section 2.3. You can access these instructions again, at any time, from the portal’s Help menu at the top right of the page.

2.2.1 Home

The Home page (Exhibit 2.3) is the first page you will go to after you log in and after you close out the Web Instructions on your first login. This is a landing page where you can quickly view your survey status, access important documents, and view any important correspondence. This page includes the following tools and resources:

• Survey Information: This table provides an update of the status and next processing steps for your survey and is an abbreviated version of the Survey Status table (Exhibit 2.4). You can view the full table by clicking Survey Status in the dark green navigation bar at the top of the page.

• Import a New File: This link takes you directly to the Import Data page so that you can import additional files. You also can access Import Data from the Tools drop-down menu in the dark green navigation bar.

• Helpful Links: This section provides easy access to documents that will be useful during data collection, including the Web Instructions (see Section 2.3), this User’s Guide, and the Match and Edit Report Terminology reference guide. These links will open in separate browser windows.

• Latest Correspondence: This section includes any updates we may need to convey to you during the data collection process or reminders of important deadlines.

• Navigation Bar: The dark green navigation bar at the top of the page provides links and drop-down menus to different pages of the survey. This navigation bar will be present throughout the survey.

• Help Desk Information: The contact information for the Help Desk is located at the bottom of every page.

Exhibit 2.3 PLS Web Portal Home Page

2.2.2 Survey Status

In addition to the Survey Information table on the Home page, you can refer to the Survey Status page (Exhibit 2.4) at any time to see where your submission stands and what your next steps are in the data submission process.

NOTE: Once you have saved your State Characteristics data in the system, the Survey Status table will automatically indicate that you have data for your Administrative Entities and outlets.

This process will happen before you upload your AE or outlet data. The status reflects that your current-year data have been prepopulated with your prior-year data. You will still need to import or input your current-year AE and outlet data. The Survey Status will update to let you know when to run a Match or Edit report and if you need to make any changes to the data.

Exhibit 2.4 PLS Web Portal Survey Status Page

2.3 Web Instructions

The following step-by-step instructions for SDCs are displayed when you first log in to the PLS Web Portal. After your initial login, these instructions are available under the Help menu.

Instructions for Chief Officers are available in Section 8.1 of this User’s Guide.

STEP 1: You must enter your State Characteristics data before you can input or import AE or outlet data.

• Select Tools then Input Data: State Char.

o Enter data into the fields and press the Save button.

o Press the Print Page button to print a copy of your state’s data.

STEP 2: Import or manually enter Administrative Entity (AE) data.

• Option 1—Import Data Files:

o Select Tools then Import Data o Select the Browse button to find your AE file.

o Once you have selected your AE file, click the Upload and Import File button.

o Select the Administrative Entity file type option in the pop-up window, and click the

Yes, Import File button.

o Once the file is uploaded, you will see a pop-up window indicating whether your upload was successful or had errors.

If you receive an import error, click the Download Errors link in the pop-up window to open or save the Parser Errors file. This file contains your import errors and should be downloaded and saved for further review.

o Review all import errors, revise, and re-import the data files.

o NOTE: You must correct all import errors before you can continue.

• Option 2—Manually Enter Data:

o You can enter AE data manually by selecting Tools then Input Data: AE.

o The top horizontal section, labeled Administrative Entity, allows you to navigate between AEs. Use the innermost arrows to navigate to the previous or next AE on the list. Use the outermost arrows (with a line) to navigate to the first or last AE. You can use the drop-down menu to navigate to a specific AE.

o The left vertical menu, labeled Section Navigation, allows you to navigate to specific sections of questions for the AE and outlet data collection.

STEP 3: Outlet data are preloaded from the prior year’s file.

• Option 1—Import Data Files: If there are major changes to the data, we suggest importing a new outlet file by selecting Tools then Import Data.

o You can make minor changes by selecting Associated Outlet(s) under Selection Navigation in Input Data: AE from the Tools menu.

• Option 2—Manually Enter Data: You can update outlet data manually by selecting Tools then Input Data: Outlet.

STEP 4: Select Reports then Run Match Report after all data have been imported or entered.

• The match process will run in the background. When the Match process is completed, select the Download Match Report button. AIR recommends saving the Excel workbook to your hard drive and using it as a reference when correcting any errors found in your AE and/or outlet files.

• All match errors must be resolved before you can run your Edit Report (Step 5).

o We suggest that you correct your data file(s) and re-import the revised data. You can change only PARENTID, LINKID, and OLDID using this method.

o You can manually correct the data using the Input Data or Structure Changes menus

(under Tools). However, you can revise PARENTID, LINKID, and OLDID only by correcting and re-importing your data file.

• Check the Restorable AE and Restorable Outlet tabs on your Match Report.

o These tabs provide a list of all closed, deleted, and temporarily closed entities for your state. We suggest checking these tabs to make sure that any AEs or outlets you are trying to open (02 – Birth) are truly new.

• NOTE: You must re-import your outlet file each time you import an AE file. If you do not re-import your outlet file, your outlet data will revert to the prior year’s data.

STEP 5: Once your Match Report is resolved, select Reports then Run Edit Report.

• NOTE: All match errors must be resolved before you can run your Edit Report.

• The Edit Report process runs in the background and can take several minutes, depending on the amount of data. When the Edit Report process is completed, select the Download Edit Report button. Review all the Edit Report worksheets contained within the downloaded Excel file. AIR recommends saving the workbook to your hard drive in order to record your annotations during your review of the reports.

• All critical edits must be resolved, and noncritical edits annotated before you can lock your data (Step 6).

o Address Critical Edits. We suggest that you correct your data file(s) and re-import the revised data. You also can manually correct the data using the Input Data menu (under Tools).

o Annotate Noncritical Edits. You can annotate noncritical edits in the Edit Report Excel worksheets or as a separate Annotation File. Once all noncritical edits are annotated, you will import the annotations by selecting Tools then Import Data and uploading the annotated Edit Report Excel file (file type: Edit Report) or separate Annotation Excel file (file type: Annotation).

o Rerun Match and Edit Reports. Once you have addressed the critical edits, rerun your Match Report, correct any issues found, and then rerun the Edit Report.

STEP 6: Once you are satisfied with your data, select Tools then Lock Data.

• NOTE: After you have locked your PLS survey submission, you will not be allowed to change any data.

• If you need to make revisions, please contact us at PLS@air.org or 1-866-744-5746, and we will assist you in correcting your data submission.

• When you lock your data, you will be asked to estimate the number of hours it took for you to complete the survey.

• After your data are locked, you will receive an automated e-mail from the PLS Web Portal notifying you that the data are locked, and that AIR will conduct a post-lock data review.

AIR may send you questions requesting clarification of your submission.

• Once the post-lock data review is completed, an e-mail with be sent to your Chief Officer requesting that they certify the data. You will be copied on the certification request e-mail.

2.4 Other Helpful Tools

2.4.1 Export Data

The Export Data page (Exhibit 2.5) is located under the Tools menu. Current-year and prior-year data are available for AEs, outlets, and state characteristics in either individual files or one collective file. AE and outlet records deleted in the prior-year data (i.e., closed or removed as an incorrect record) are available from the Export Data page should any of them need to be restored to the survey. AE and outlet records deleted in the current-year data are available only from the Match Report’s restorable tabs. To export and re-import a file downloaded from the PLS Web Portal, select Data ready to re-import under Select File Format(s). This file format keeps the FSCS ID assignments for re-import. It also allows you to export your file with the changes you made in the PLS Web Portal, make further revisions, and re-import the file.

To obtain the files:

1. Click Tools then Export Data.

2. Select the file format you would like to download.

a. For a file structured for import back into the PLS Web Portal (i.e., after editing the data), select Excel file formatted for import.

b. For a complete file, including auto-summed element #500 (HRS_OPEN), select Excel file includes summed element(s) for AEs (cannot be used as import file). Be aware that if you try to import this file type, you will receive an error message.

3. Select the dataset you would like to export.

4. Click Generate File Export.

5. Access the file according to your Web browser settings.

mailto:PLS@air.org

NOTE: How you access downloaded files depends on your Web browser settings. The file may download and save to a specific folder automatically, it may remain in your browser downloads until you click on it, or you may be asked where you would like to save the file.

To export all current-year and prior-year data in one Excel file, you can click Export All Datasets in 1 Excel File. This file will include all datasets, including HRS_OPEN in the AE sets, plus the restorable AE and outlets.

Exhibit 2.5 PLS Web Portal Export Data Page

2.4.2 Tables

The Run Tables feature is located under the Reports menu and creates an Excel workbook that contains 20 tables. You will be able to save the Tables Report to your hard drive. There are two summary tables and 18 individual library tables. The two summary tables are a 2-year comparison of the state totals for each survey item and a 2-year comparison of the item response rates for the state. The individual library tables list each library in the state, and some tables report the per capita and percent distributions for those individual libraries.

The two summary tables provide a macro view of the state’s library data. The individual library tables provide a micro view of the individual libraries.

To run and save your tables:

1. Click Reports then Run Tables.

2. Click the Download Tables Report button.

3. Access the file according to your Web browser settings.

NOTE: The time stamp on the Reports table is in Eastern Time. You may use the following chart to convert the time:

Time Zone Time Difference from Eastern Time

Time in Time Zone (if time in Eastern Time is 12 p.m.

Monday)

Atlantic + 1 hour 1 p.m. Monday Eastern 0 hour 12 p.m. Monday Central -1 hour 11 a.m. Monday Mountain -2 hours 10 a.m. Monday Pacific -3 hours 9 a.m. Monday Alaska -4 hours 8 a.m. Monday Hawaii–Aleutian -5 hours 7 a.m. Monday Samoa -6 hours 6 a.m. Monday Chamorro +15 hours 3 a.m. Tuesday

2.4.3 Help Menu Options

The following are links available in the portal’s Help menu. They provide access to this User’s Guide, all its appendices, and abbreviated Edit Messages and Conditions. These links will open in separate browser windows.

Web Instructions

The Web Instructions, found at the beginning of Section 2.3, list the necessary to complete the submission process for the survey. The Web Instructions are also displayed the first time you log in to the PLS Web Portal.

Data Element Definitions

Data Element Definitions (Appendix A2) are the official definitions and item numbers of all the items collected in the survey.

Name, Address, and Structure Changes

Name, Address, and Structure Changes (Appendix B) provide descriptions and diagrams of the correct format of records for administrative entities and outlets.

Resolving the Match Report

Resolving the Match Report (Appendix C) is a more detailed list of suggestions than is available in Section 5.

Import Specifications

The import files must conform exactly to the specifications provided (Appendix D).

PLS Contacts

The PLS Contacts list AIR (Appendix E) and IMLS contact information, including the Help Desk telephone number and e-mail address. The Help Desk contact information is also located at the bottom of every page of the PLS Web Portal.

Francis Keppel Award Criteria

The Francis Keppel Award for timely and accurate submission of data is based on a point system (Appendix F) covering important aspects of the original-submission and post-submission processing.

Standard Abbreviations

Standard Abbreviations (Appendix G) are used in this survey when the data exceed the field length.

Edit Messages and Conditions (available online but not in print)

Edit Messages and Conditions is a list of all checks performed by the Edit Report routine as well as a list of internal checks executed by AIR during the post-lock edit follow-up.

Summed Data Elements

Summed Data Elements (Appendix H) show the relationships between elements that should equal the sum of two or more other data elements: TOTSTAFF (253), TOTINCM (304), STAFFEXP

(352), TOTEXPCO (356), TOTOPEXP (358), CAP_REV (404), TOTPHYS (461), ELECCOLL

(458), TOTCIR (550), ELCONT (555), TOTCOLL (556), TOTPRO (600) and TOTATTEN (610).

SDC Discussion Forum

A place to post about questions or issues, an event calendar, and a document repository to better organize and archive resources and references. Conversations from the old SDC listserv have been imported into the forum; SDCs can search for topics, tags, or authors and make updates to older conversations. Currently accessible through the PLS Web Portal, you can adjust the level of notifications you receive to real time, daily summary, weekly digest, or none.

SDC Training Videos

SDC training videos cover the five following topics:

1. How to Get Started for New or Interim SDCs

2. How to Import Data Files https://www.imls.gov/research-evaluation/surveys-data/public-libraries-survey/report-your-pls-data/sdc-training

3. An Overview of Status Structure Changes

4. An Overview of the Match Report

5. An Overview of the Edit Report and Annotation Process

2.5 External Links

The following external links may be helpful in preparing for the FY 2023 data submission. These links will open in separate browser windows.

• IMLS Data Catalog (https://www.imls.gov/research-tools/data-collection)

This external link will take you to the IMLS Data Catalog page. The items found on this page include the following:

o Historical PLS data files o Recent publications utilizing PLS data o Library Search and Compare Tool, which allows users to search for public libraries by number of branches, population size served, legal basis, circulation, revenue, number of staff, visits, and programs. Library detail pages include a toggle to view data as reported totals or calculated per person numbers. Users can also review 10 years’ worth of data for each library and produce PDFs with library-level infographics.

o PLS Benchmarking Tables, which highlight key indicators of public library use; financial health; staffing; and resources at the national, state, and library service area levels. Users can sort the tables and view trends across multiple years.

• SDC Discussion Forum: The forum includes a place to post about questions or issues, an event calendar, and a document repository to better organize and archive resources and references. Conversations from the old listserv have been imported into the forum; SDCs can search for topics, tags, or authors and make updates to older conversations.

There are now two ways to log into the SDC Discussion Forum. The first is through the PLS Web Portal. The link can be found under Helpful Links on the Home page, or by clicking on the Help menu > click SDC Discussion Forum. Both will take you to IMLS.gov where you should click on “PLS SDC Discussion Forum.” The second is by creating an IMLS account and logging into the SDC Discussion Forum directly. For complete instruction on how to set up an IMLS account, please see the instructions provided here, https://www.imls.gov/node/592790.

https://www.imls.gov/research-tools/data-collection https://www.imls.gov/imls-groups https://www.imls.gov/node/592790

PLS IMPORT

3 Import

3.1 Overview

After entering State Characteristics data, you can import data for AEs, outlets, and any Annotation Files into the PLS Web Portal. The Administrative Entity Import File Specifications, Outlet Import File Specifications, and Annotation Import File Specifications are in Appendix D.

• You can import AE data, outlet data, an Annotation File, and an Annotated Edit Report in Excel (.xls or .xlsx), comma delimited text (.csv), or fixed-length text formats (.txt).

• Each import file can only contain records of the same type. For example, the AE file can only contain AE records; outlet records cannot be included in the same import file.

• To export and re-import a file, choose the Excel file formatted for import file format found on the Export Data page. This file format keeps the FSCS ID assignments for re-import. It also allows you to export your file with the changes you made in the PLS Web Portal, make further revisions, and re-import the file. Please keep in mind that this file type will not include summed data elements, such as item #500 (HRS_OPEN).

3.2 Upload and Import Data Files

Once you have prepared your files (see Section 3.4), you need to import the files into the PLS Web Portal.

After you log in at the website, go to Tools then Import Data. Click the Browse button to find the file you wish to import from your computer. After you have located your file, click Upload and Import File (Exhibit 3.1).

Exhibit 3.1 PLS Web Portal Import Data Page

Once you click Upload and Import File, the system will prompt you to choose what type of file you are importing (Administrative Entity, Outlet, Annotation, or Edit Report).

NOTE: When you import a file with the same file name as a previous file, the previous file is deleted. When you click Delete All, all current-year imports are deleted from the PLS Web Portal.

If you click Delete All AE Data, all the associated outlet data are deleted.

Several checks are performed while your file is being imported:

• If your AE or outlet file is successfully imported, a message box will display the number of records in the successfully imported file and the number of existing records from the prior year. If the number of imported records is less than the number of prior-year records, the following message will be displayed:

WARNING: Imported file may be missing records that existed in the prior year.

Please verify by comparing imported file with data export of prior-year data.

Removal of records (e.g., library closure) must be accomplished using structure status codes; otherwise, prior-year data will persist into current year for those records.

• Even if the number of imported and prior-year records matches, we recommend checking the export of your current-year data to confirm that all expected records are present before proceeding with the Match Report.

• If you have any problems that prevent a successful import, a message box will alert you to the record(s) affected. This message box will provide a downloadable report that shows all errors preventing the file from importing. Once these errors are resolved, the file should import correctly. Refer to the following sections for instructions about preparing files for import. Imported data must be valid for the import to be successful (see the following table):

Numeric Data Elements Any positive number for numeric data elements

Enter the appropriate numeric data.

0 Zero for numeric data means the library has none of that item (e.g., the library does not maintain a video collection). Do not use zero when the value is not known (e.g., the city pays benefits but does not provide the figure). Use -1, described next.

-1 -1 means the appropriate figure is unavailable.

-3 -3 means Not Applicable and is used for these items:

• Square Footage of Outlet (use only for Bookmobiles and Books-by-Mail Only outlets)

• Website Visits (library does not have a website) Alphanumeric Data Elements Alphabetic or numeric data for alphanumeric data elements

Enter the appropriate alphabetic or numeric data. Some items require the selection of codes for data (e.g., Interlibrary Relationship Code = HQ, ME, or NO). See Appendix A2.

M M means the appropriate figure is unavailable.

• Overdue Fine Policy (use in place of -1 due to character limit)

-3 -3 means Not Applicable and is used for this item:

• Phone (use only if library has no phone)

Structure, Name, and Address Changes -3 -3 means Not Applicable and is used for these items:

• FSCSKEY, FSCS_SEQ, LINKID, OLDID, and PARENTID

3.3 Uploading Annotation Files

You can import a file that contains annotations at any point in the data submission process.

Annotations are required to lock submitted data. You must include the FSCSKEY and Edit ID# for the explanation to be applied to the correct edit record. After successfully importing the Annotation File, you can run the Edit Report after you have successfully run the Match Report and reviewed the results. See Appendix D for the Import File Specifications.

3.4 Preparing Administrative Entity and Outlet Import Files

Each year, your current-year records are compared to your prior-year information. Any variances in name, address, or organizational structure between years must be explained by a status code defining the change.

The FSCS ID links each year’s data. You must account for each record as it exists in the final FSCS ID data file for the prior year. You can obtain the prior-year information through the Export Data option in the Tools menu.

If you are unsure what changes may have occurred since the last submission, import your file, run the match, and use the report to see what you need to resolve. You can then decide whether to process the changes within the PLS Web Portal (please see details in Section 4) or include the information in your data file and import it again.

To process structure, name, and location changes from your import file, the following information must be included. Please see Appendix D for technical information about formatting your import records.

• STATSTRU: This code indicates the structure status of the record.

00 – No Change 01 – Existing Administrative Entity/Outlet Absorbs Another (Adoption) 02 – Newly Created Administrative Entity/Outlet 03 – Closed Administrative Entity/Outlet (Death) 04 – Move Outlet to Newly Created Administrative Entity (Divorce) 05 – Merge Two or More Administrative Entities/Outlets to Form a New Administrative Entity/Outlet (Marriage) 08 – Restore (Reopen) a Previously Closed Administrative Entity/Outlet 09 – Restore (Undo) a Previously Deleted Administrative Entity/Outlet 10 – Delete an Incorrect Record (includes Out of Scope/Errors or for Planned but Never Opened)2 11 – Outlet Moves to Different Previously Existing Administrative Entity 13 – Add an Existing Administrative Entity/Outlet Not Previously Reported 22 – Future Administrative Entity/Outlet FSCS ID Request 23 – Temporary Closure

2 STATSTRU 10 is only for removing data entry errors and AEs that never opened. If a library exists but did not submit data for the current year, report it as a Survey Nonrespondent (STATSTRU 25) and insert -1 into data fields from item #250 (MASTER) through item #653 (WEBVISIT) for AEs and item #711 (SQ_FEET) through item #714 (WKS_OPEN) for outlets. See Appendix B for more instructions about structure changes. Contact the PLS Help Desk (PLS@air.org) if you have questions.

24 – Reopen a Temporarily Closed Administrative Entity/Outlet 25 – Nonrespondent Administrative Entity/Outlet

• STATNAME: This code indicates the status of the library name.

00 – No Change 06 – Official Name Change 14 – Preferred Spelling for Library Name

• STATADDR: This code indicates the status of the physical location.

00 – No Change 07 – Move to a New Location 15 – Preferred Street Address

• LINKID: This is an identifier defined by the SDC and is used to associate two or more records that are involved in an adoption or marriage structure change. The LINKID must be unique for each set of records. For example, a merger requires at least three import records with the same LINKID. (See Appendix B, Administrative Entity Structure Change 05 – Merge Two or More Administrative Entities to Form a New Library [Marriage]).

• PARENTID: This identifier is in the outlet import file and is used to associate an outlet to its parent AE. The value for this field should be the same as the LIBID of the parent AE.

• OLDID: This identifier is reserved for structure changes where it is necessary to track the prior-year FSCSKEY information for records that will not be in the current-year file.

PLS USER OPTIONS, INPUT DATA, AND STRUCTURE CHANGES

4 User Options, Input Data, and Structure Changes

The Tools menu contains selections that allow you to enter data directly into the PLS Web Portal:

• User Options allows you to choose the sort order for retrieving AE and outlet records and viewing the Edit Report. You can also choose to save changes automatically (default option).

These options are available on every Input Data page. For further details, see Section 4.1.

• Input Data is the only means of entering State Characteristics data. It also provides access to current AE and outlet records. For further details, see Section 4.2.

• Structure Changes allows you to add, close, modify, or restore AEs or outlets. You also reset a record previously coded or marked for a structure change. Choose AE or Outlet, as appropriate, for the change you want to make. For further details, see Section 4.3.

4.1 User Options

The User Options selected in Exhibit 4.1 are the default settings.

Exhibit 4.1 PLS Web Portal User Options Page

4.1.1 Sort Order for Administrative Entities or Outlets in Input Data

You determine how your AE records display. Sorting can be by:

• FSCS ID (default setting)

• LIBID

• NAME

• CITY

4.1.2 Sort Order for Edit Report by Edit Number

You can sort your Edit Report by Edit Number with these options:

• Edit number by FSCS ID (default setting)

• Edit number by Annotation Status by FSCS ID

4.1.3 Auto Save Data in Input Data

You can set this option to:

• Yes (default setting; the system automatically saves your data whenever values are updated)

• No

NOTE: The Auto Generate Totals option has been removed. The PLS Web Portal automatically generates totals for data input through the Input Data pages. It is not possible to turn off automatic totaling.

4.2 Input Data Through PLS Web Portal

Select Tools then State Char, AE, or Outlet to navigate to the page you wish to update. Buttons that allow you to Save and Print Page appear at the bottom of every page. Use the tab key to move from field to field or use your mouse by clicking on the section you wish to go to under Section Navigation.

By default, the User Options are set to save your corrections automatically. If you choose not to save your corrections automatically, be sure to click Save before leaving the page. To exit any of these pages, select Home from the navigation bar to return to the main PLS Web Portal page.

4.2.1 State Characteristics

This page consists of four data items for you to fill out (see the State Characteristics Page screenshot in Appendix A1). Once you have completed your updates and saved your data, you can return to the Home page or Survey Status page to check for further actions.

4.2.2 Administrative Entity

Data for AE records are collected in nine sections, or pages. There is an additional section where you can access outlet data for that AE. The name of each section is provided as a link on the left side of the page. You can use your mouse to click on any of the links to go to the section you wish to correct or review.

You can go to another AE record by selecting the record from the drop-down menu at the top of the page. By default, records are listed by FSCS ID. You can choose another sort order under User Options. The arrow buttons available at the top of the page next to the AE name navigate you to the next or previous AE. The arrows with the line will navigate you to the first or last AE in the list.

If you make a change to name and/or address information for an AE, you also must select the appropriate status code (the name/address status codes and their values are included in Appendix B) to identify whether the change is an official name change or whether the address change indicates an actual location change.

NOTE: Any changes to the name or address fields will require you to run the Match Report before you can proceed with any further processing of your submission.

4.2.3 Outlets

Outlet records require only one section and can be accessed through the parent AE record.

You can access all outlet records from the Tools menu. From there, you can navigate through all the outlet records by using the drop-down menu or the arrow buttons.

If you make a change to the name and address information for an outlet, you also must select the appropriate status code (the name/address status codes and their values are included in Appendix B) to identify whether the change is an official name change or whether the address change indicates an actual location change.

NOTE: Any changes to the name or address fields will require you to run the Match Report before you can proceed with any further processing of your submission.

4.3 Structure Changes

You can add, close, modify, restore, or reset records through the Structure Changes menu. Under Tools, select Structure Changes and then AE or Outlet depending on the record you need to change. Currently, you are restricted to one structure change per AE or outlet record (Exhibits 4.2 and 4.3). See Appendix B for detailed instructions on reporting structure changes via the AE and outlet import files.

NOTE: If an AE or outlet was closed for any part of a fiscal year but there is data to report for the it, do not report it as closed this reporting cycle. Wait until the next reporting cycle, when you have no data to report for the AE or outlet, and then report it as closed. If the entity was temporarily closed and reopened during the next fiscal year, such that you have some data to report in consecutive fiscal years, do not report any structure change. Records with structure changes indicating closure will be ignored, and any data reported with those records will be excluded from analysis in the annual PLS report, the supplementary tables, and the state profiles.

NOTE: When you complete all structure changes, you must complete a successful Match Report before you can continue processing your submission.

Exhibit 4.2 PLS Web Portal Structure Change: AE Page

Exhibit 4.3 PLS Web Portal Structure Change: Outlet Page

PLS MATCH REPORT

5 Match Report

After you import or enter data, you must run a successful Match Report. This step ensures file integrity by recording structure changes (e.g., new or closed libraries) as well as official name and location changes. The Match Report compares your current-year and prior-year records in the publicly released data file using FSCS ID information. After a successful Match Report has run, new IDs are assigned to new libraries.

To run the Match Report, select Run Match Report from the Reports menu. This generates an Excel workbook that will detail the results of the match. If the program does not encounter a problem, any new AEs and outlets are assigned FSCS IDs, and you will see a message to proceed with the Edit Report. If the program cannot resolve the information you provide, you will see messages in the report that identify any problems.

You must resolve all discrepancies in the Match Report. You can fix your original file and re-import it, or you may be able to resolve problems through the Structure Change options under the Tools menu. If you need your prior-year FSCS ID information, you can use the Export Data function under the Tools menu. Appendix C provides additional guidance for understanding the Match Report messages.

NOTE: Any time you import a data file or make any structure, name, or address changes to either an outlet or AE record from the data input pages, you must rerun the Match Report.

5.1 Match Report Results

The results of the Match Report are displayed in an Excel workbook across multiple worksheets.

The report is not linked to the database (PLS Web Portal). You must make any corrections by either importing a new file or manually inputting data into the PLS Web Portal pages (i.e., Structure Change menu and the name and address status code fields).

NOTE: Sometimes one type of error will produce more than one error message for the Match Report.

The Excel workbook has 10 worksheets, as follows:

• Summary: This worksheet provides an overview and count of errors found in the Match Report. Specific errors can be found on the subsequent worksheets.

If you do not have any Match Report problems, you will see the following message:

“Match has completed successfully. Check ‘New ID’ Sheet.”

New FSCS IDs are assigned to new AEs and outlets and are listed on the New ID worksheet.

Otherwise, you will see which of the following conditions failed, with a count of match errors per AE or outlet.

Invalid Status Code (STATSTRU) Record found current year but not prior year Record found prior year but not current year All FSCSKEYs and OLDIDs must be unique (unless -3) All LIBIDs must be unique for AE records FSCS ID information must equal -3 FSCS ID information cannot equal -3 LINKID must equal -3 LINKID cannot equal -3 PARENTID must equal -3 PARENTID cannot equal -3 OLDID must equal -3 OLDID cannot equal -3 These records do not comply with the rules for Adoption These records do not comply with the rules of Marriage Cannot restore Record, there is no old AE Administrative Entity does not have any Outlets Outlet record is not in the AE file PARENTID is not in the AE file STATNAME and LIBNAME are inconsistent with the prior-year file STATADDR and ADDRESS are inconsistent with the prior-year file

• New ID: This worksheet provides the list of new FSCS IDs generated. No resolution is required for these records because the software does not assign new identification numbers until the match is successful.

• Admin Single: This worksheet displays problems with structure changes involving only one AE record.

INVALID Status Code This AE was not in the prior-year file This AE was reported last year but is missing in the current-year file FSCSKEY cannot be -3 for STATUS (00, 08, 09, 22 [second year+], 23, 24, or 25) Records FSCSKEY must be -3 for STATUS (02, 03, 04, 05, 10, 13, and 22 [first year]) Records LINKID cannot be -3 for STATUS (01 or 05) Records LINKID must be -3 for STATUS (00, 02, 03, 04, 08, 09, 10, 13, 22, 23, 24, or 25) Records

INVALID Status Code OLDID cannot be -3 for STATUS (03 or 10) Records OLDID must be -3 for STATUS (00, 02, 04, 08, 09, 13, 22, 23, 24, or 25) Records Cannot restore AE, there is no old AE with STATUS (03, 10, or 23) Admin record does not have any outlets

• Admin Multi: This worksheet displays problems with structure changes involving multiple AE records.

All FSCSKEYs and OLDIDs must be Unique (unless -3) All LIBIDs must be unique for AE records These records do not comply with the rules of Adoption These records do not comply with the rules of Marriage

• Outlet Single: This worksheet displays problems with structure changes involving only one outlet record.

INVALID Status Code This Outlet was not in the prior-year file This Outlet was reported last year, but is missing in the current-year file FSCSKEY cannot be -3 for STATUS (00, 08, 09, 22 [second year+], 23, 24, or 25) Records FSCSKEY must be -3 for STATUS (02, 03, 04, 05, 10, 11, 13, and 22 [first year]) Records FSCS_SEQ cannot be -3 for STATUS (00, 08, 09, 22 [second year+], 23, 24, or 25) Records FSCS_SEQ must be -3 for STATUS (02, 03, 04, 05, 10, 11, 13, and 22 [first year]) Records LINKID cannot be -3 for STATUS (01 or 05) Records LINKID must be -3 for STATUS (00, 02, 03, 04, 08, 09, 10, 13, 22, 23, 24, or 25) Records OLDID cannot be -3 for STATUS (03, 04, 10, or 11) Records OLDID must be -3 for STATUS (00, 02, 08, 09, 13, 22, 23, 24, or 25) Records PARENTID cannot be -3 for STATUS (02, 04, 11, 13, or 22 [first year]) Records PARENTID must be -3 for STATUS (00, 01, 03, 08, 09, 10, 22 [second year +]23, 24, or 25) Cannot restore Outlet, there is no old AE with STATUS (03, 10, or 23) Outlet Record is not in the AE File PARENTID is not in the AE File

• Outlet Multi: This worksheet displays problems with structure changes involving multiple outlet records.

All FSCSKEYs and OLDIDs must be unique (unless -3) These records do not comply with the rules of Adoption These records do not comply with the rules of Marriage

• Name Changes: This worksheet displays records with name change problems.

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