Attachment_2_-_PLS_FY2014_WebPLUS_UserManual.pdf

FY 2014 Public Libraries Survey

WebPLUS User’s Guide Version 1.9

Guide For Reporting Data For The Public Libraries Survey, FY 2014 Using The Web Public Library Universe System Software

December 2014

Institute of Museum and Library Services

U.S. Census Bureau

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CONTENTS

1 Introduction

1.1 Background of the Public Libraries Survey

1.2 Reporting Data: Administrative Entities and Outlets

1.3 WebPLUS 1.9 Revisions

2 Overview

2.0 Web Instructions

2.1 WebPLUS

2.2 Other Helpful Tools

2.2.1 File Export

2.2.2 Tables

2.2.3 Help Menu Options

2.3 External Links

2.4 User Options

3 Import

3.1 Overview of Import

3.2 Upload and Import Data Files

3.3 Uploading Annotation Files

3.4 Preparing Administrative Entity and Outlet Import Files

4 Data Keying

4.1 User Options

4.1.1 Sort Order for Administrative Entities in View/Key/Update

4.1.2 Sort Order for Edit Report by Edit Number

4.1.3 Auto Save Data in View/Key/Update

4.1.4 Auto Generate Totals in View/Key/Update

4.2 View/Key/Update

4.2.1 State Characteristics

4.2.2 Administrative Entity

4.2.3 Outlets

4.3 Structure Changes

4.3.1 Administrative Entity Structure Change Options

4.3.2 Outlet Structure Change Options

5 Match Report

5.1 Match Report

5.2 Resolving Unsuccessful Records

6 Edit Report

6.1 Edit Messages and Conditions

6.1.1 Current-Year Edits

6.1.2 Historical Edits

6.1.3 Internal Edits Performed at the Census Bureau

6.2 Annotations

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7 Survey Lock

8 State Librarian Certification

Appendix A – Survey instrument (Data Entry Screens and 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

PLS INTRODUCTION

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1 INTRODUCTION

1.1 Background of the Public Libraries Survey

The Institute of Museum and Library Services has administered the Public Libraries

Survey since October 1, 2007. From its inception in 1989 through 2007, this survey was administered by the National Center for Education Statistics (NCES). It is collected under the congressional mandate under the mandate in the Museum and Library Services Act of 2010 as stated in 20 U.S.C sec. 9108 (analysis of impact of museum and library services, policy research, analysis, data collection and dissemination) in SEC 210. Current, accurate and ongoing collection of library data is an essential foundation for quality library services in the United States. The Institute is committed to the continued excellence of this program.

In 1985, the NCES and the American Library Association (ALA) conducted a pilot project in 15 states to assess the feasibility of a federal-state cooperative program for collecting public library data. The project was jointly funded by NCES and the U.S. Department of Education's former Library Programs (LP) office. 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. The NCES and the U.S. National Commission on Libraries and Information Science (NCLIS) formed a task force to carry out this mandate, and the FSCS was established in 1988.

The 1988 NCES-NCLIS task force evolved into the FSCS Steering Committee. This

Committee has been integral to the design and conduct of the survey. Its membership has included State Data Coordinators (SDCs), representatives of the Chief Officers of State Library Agencies (COSLA), the NCLIS, the ALA, the IMLS, the U.S. Census Bureau (the data collection agent), and the NCES. With the transition of the collection from NCES to IMLS the steering committee was renamed the Public Library Statistics Cooperative (PLSC). Effective December 2008, this committee became part of the new Library Statistics Working Group (LSWG).

State Data Coordinators (SDCs) (appointed by COSLA) submit data for the annual

"Public Libraries Survey" for a universe of over 9,200 public libraries in the 50 States, the District of Columbia, and the outlying areas. The IMLS will release the collection results in an annual data file (the only national database on public libraries) as well as a report based on the survey.

The data are used for planning, research, evaluation, and policymaking decisions by federal, state, and local officials, professional associations, researchers, educators, local practitioners, and other interested users.

1.2 Reporting Data: Administrative Entities and Outlets

The Public Libraries Survey collects statistics on administrative entities and outlets.

The administrative entity is the legally established agency that provides library services to the population of a local jurisdiction. An administrative entity must operate one or more direct public library service outlets. The administrative entity's offices may be located in 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 administrative entity are the combined data for all of its outlets. (See Appendix A to review the administrative entity data elements included on the Public Libraries Survey.)

1 This 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.

PLS INTRODUCTION

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

1.3 WebPLUS 1.9 Revisions

Data Element Number

Old New Data Element new 652 ‘Wireless Sessions’ delete 710 ‘Metropolitan Status Code’

Definition change: Administrative entity data element #502 Reference Transactions. The definition has been changed to:

“Reference Transactions are information consultations in which library staff recommend, interpret, evaluate, and/or use information resources to help others to meet particular information needs. A reference transaction includes information and referral service as well as unscheduled individual instruction and assistance in using information sources (including web sites and computer-assisted instruction). Count Readers Advisory questions as reference transactions.

Information sources include (a) printed and non-printed material; (b) machine-readable databases (including computer-assisted instruction); (c) the library's own catalogs and other holdings records; (d) other libraries and institutions through communication or referral; and (e) persons both inside and outside the library.

When a staff member uses information gained from previous use of information sources to answer a question, the transaction is reported as a reference transaction even if the source is not consulted again. If a contact includes both reference and directional services, it should be reported as one reference transaction. Duration should not be an element in determining whether a transaction is a reference transaction.

NOTE: It is essential that libraries do not include directional transactions in the report of reference transactions. Directional transactions include giving instruction for locating staff, library users, or physical features within the library. Examples of directional transactions include, “Where is the reference librarian? Where is Susan Smith? Where is the rest room? Where are the 600s? Can you help me make a photocopy?”

If an annual count of reference transactions is unavailable, count reference transactions during a typical week or weeks, and multiply the count to represent an annual estimate. [If the sample is done four times a year, multiply totals by 13, if done twice a year multiply by 26, if done only annually, multiply by 52.] A "typical week" is a time that is neither unusually busy nor unusually slow. Avoid holiday times, vacation periods for key staff, or days when unusual events are taking place in the community or in the library. Choose a week in which the library is open its regular hours.”

PLS OVERVIEW

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2 OVERVIEW

Web Instructions

1. The State Characteristics data must be keyed before you can proceed further.

Select View/Key/Update and State Char from the Tools menu to create a record for keying. Press the “Save” button to save your data. To print a copy of your state data press the "Print" button.

2. Import Administrative Entity data by selecting File Import/Log/Delete.

Choose the location of your AE file and import. Any import errors will be displayed on your computer screen. Review and resolve all import errors, correct your data files and reload the revised data files.

Note: Import errors must be fixed before you can continue.

OR, you can key Administrative Entity data manually by selecting View/Key/Update and AE from the Tools menu.

3. Outlet data are preloaded from last year’s file.

If there are major changes to the data, a new outlet file can be imported by selecting File Import/Log/Delete from the Tools menu. Minor changes can be made by selecting View/Key/Update and Outlets from the Tools menu.

4. Select Run Match Report from the Reports menu after all data have been imported or keyed.

The Match process will run in a pop-up window. When completed, the Match Report will be available. Census recommends saving the workbook to your hard drive in order to record your annotations during your review of the reports.

Note: All match errors must be resolved before you can proceed to editing the data.

You can EITHER: 1) correct your data file(s) and re-import the revised data, OR 2) correct your problems directly in WebPLUS by using View/Key/Update menu or Structure Changes menu. Most problems are correctable in WebPLUS.

Please reference the Restorable AE tab and the Restorable Outlet tab on the Match.

The Restorable AE and Restorable Outlet tabs provide a list of all closed, deleted, and temporary closure entities for your state. Before you open a newly created administrative entity or outlet (birth), structure code 02, the Census staff suggests that you check these tabs to make sure that the administrative entity or outlet you are trying to newly create is truly new. Meaning, the administrative entity or outlet was not previously reported and then closed, deleted, or temporarily closed.

5. Once your match report is resolved, select Run Edit Report from the Reports menu.

The Edit process runs like the Match process in a pop-up window. Review all of the Edit worksheets (in Excel format). Fix any critical edit warnings by keying corrections in WebPLUS and rerun the Edit Report.

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Annotate any non-critical edit warnings in the Excel worksheets or in a separate text file. Then import the annotations by selecting File Import/Log/Delete under the Tools menu and uploading the annotated Excel file (i.e., the workbook) or text file.

Note: Data can only be locked after all critical edits are resolved, and annotations for non-critical edits are present.

6. Once you are satisfied with your data, select Lock Data from the Tools menu.

7. After you have locked your PLS submission, you will not be allowed to change any data.

If you need to make revisions, please contact us at govs.pls@census.gov or 800-451- 6235 and we will unlock your data submission.

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2.1 WebPLUS

The URL for logging into WebPLUS is https://harvester.census.gov/imls/plscollect/. You will enter data directly into a database that is stored on a server at the Census Bureau for the IMLS. You will be provided a temporary password that you will change to access the web site. If you need assistance, please contact the PLS staff on 800-451-6235.

The first time you successfully enter WebPLUS, you will see a brief step-by-step set of instructions. You can access these again at any time from the Help menu at the top right of the screen.

The menu choices available to you are dependent on a progression of steps to guide you through the collection process. Please note: You must enter data on the state characteristics screen before you can access the Import or Data Keying features. Once you complete entering the state characteristics information, you can proceed. You can refer to the Survey Status page for a look at how your submission stands at any time and the next step in the submission process.

After you input all of your data, perform a successful match, and complete your edit review, (i.e., no critical edits remain and you have annotated your report), you can lock your data.

Your submission is considered complete when you lock your data.

2.2 Other Helpful Tools

2.2.1 File Export

The File Export feature is located under the Tools menu. Current-year and prior-year data are available for administrative entities, outlets, and state characteristics. Administrative entity and outlet records that were previously deleted, i.e., closed or removed as an incorrect record, are also available from the file export should any of these need to be restored to the survey.

• New option: To export and reimport a file click on Data-Ready to Reimport under File

Export. This version of the export file removes FSCSID assignments for reimport.

This will allow you to export your file with changes you made in WebPLUS, make further revisions in the file, and reimport.

To obtain the files:

• Go to the Tools menu and click on File Export.

• Click on the file format you would like to download.

O The Excel workbook contains all current, prior, and restore records on separate worksheets.

O If you choose the fixed length or comma-delimited options you must select the files you want to save or view individually.

• If you want to save the files to a local drive O Right-click on the links in the window, select “Save Target As” or “Save Link As”.

O Navigate to where you want to save it and click “Save”.

• If you wish to view the data file right-click “Open”.

• If you want to save the file and open it right away the “Close this dialog box when download completes” must be unchecked. If it is checked and you want to clear it:

O Go to the Tools menu for your browser (i.e., not the WebPLUS tools menu).

O Select “Internet Options”.

O Go to the “Advanced” tab.

O Scroll down to find “Notify when downloads are complete” and check the box.

• Click the “Close Window” button to exit and return to the survey status page.

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2.2.2 Tables

The Tables feature is located under the Reports menu and creates an Excel workbook that contains 18 tables. The user will be able to save them to their hard drive. There are two summary tables and 16 individual library tables. The two summary tables are a 2-year comparison on the state totals and a 2-year comparison of the item response rates for the state.

The individual library tables list out each library in the state and some tables calculate per capitas or percentages. The two summary tables allow the respondent to perform a macro review of their whole state. The individual library tables will allow a micro review of the libraries.

To run and save your tables:

Click on Run Tables under the Reports menu.

Right-click on the “Tables Report” button in the window, select “Save Target As” or

“Save Link As”.

Navigate to where you want to save it and click “Save” You can also choose to click “Open” to view the data file Click the “Close Window” button to exit and return to the survey status page

2.2.3 Help Menu Options

The help menu provides access to all of the appendices in the user’s guide.

Web Instructions The web instructions (also found at the beginning of this section) are a one-page list of the necessary steps to complete the submission process for the survey. This page is also displayed the first time you log into the application.

Data Element Definitions

Data element definitions (part of Appendix A) are all the items collected on the survey with the official definitions and item numbers.

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 chapter 5.

Import Specifications

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

PLS Contacts PLS Contacts (Appendix E) is a list of the Census and IMLS contact information including telephone numbers and e-mail addresses. This is also located on the main survey page before you log in.

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

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Standard abbreviations (Appendix G) should be used in this survey when the data exceed the field length.

Edit Messages and Conditions (this will be 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 at Census during the edit follow-up.

2.3 External Links

Some external links have been provided to the user that might be helpful in preparing for their FY2011 data submission.

IMLS Public Libraries Survey

This external link will take you to IMLS public libraries survey page. Things that can be found on this page are:

o The public release data files and publications for the previous years of the Public Libraries Survey o The Compare Public Libraries tool that will compare individual libraries to their peers.

o The Search for Public Libraries tool that will search for public libraries by Library System, Central Library, Branch Library, Bookmobiles, and Books-by- Mail.

o Other general information about the Public Libraries Survey.

Public Library Statistics Cooperative (PLSC) Wiki This is the external link to the PLSC Wiki for SDCs to find information about PLS data elements, history of the Public Libraries Survey, SDC conference information, PLS contact information, news and discussion, and other information.

2.4 User Options

You can show how WebPLUS displays your state’s information for the following operations. The selected options are defaults.

Please note: The “Would you like the Totals to be recalculated when Detail changes?” feature will only generate a total if all of the detail items are reported.

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PLS IMPORT

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3 IMPORT

3.1 Overview

After entering the state characteristics data, you can import data for administrative entities, outlets, and annotation files into WebPLUS. The Administrative Entity Import File Specifications, Outlet Import File Specifications, and Annotation Import File Specifications are provided in Appendix D.

Please note:

You can import Administrative Entity data, Outlet data, and the Annotation file in Excel (.xls), comma delimited text (.csv), or fixed length text formats (.txt). The Excel import files must be saved as an .xls (Excel 97-2003) file, and not as an .xlsx (Excel 2007-2010) file.

Each import file must contain only records of the same record types. For example, the administrative entity file can contain only administrative entity records; outlet records must be removed.

New option: To export and reimport a file click on Data-Ready to Reimport under File

Export. This version of the export file removes FSCSID assignments for reimport.

This will allow you to export your file with changes you made in WebPLUS, make further revisions in the file, and reimport.

3.2 Upload and Import Data Files

Once you have prepared your files (see section 3.4), you need to copy them from your local drive to the Census Bureau (for IMLS) server to import them into the WebPLUS database.

After you log onto the web site, go to the Tools menu and select “File Import/Log/Delete”.

Click on the ‘Browse’ button to find the file you need from your computer. Click on ‘Upload and Import Data File’ once you have located your file.

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Several checks are performed while your file is being imported. If you have any problems that prevent a successful import, a message box will prompt you with the record affected. Please note, however, that this will only find one error at a time. If other problems exist, the import will continue to fail until all problems are resolved.

The software can identify the type of file you are importing. When you import a file again the previous one is deleted. A “Files Previously Deleted” log is maintained so you can track the files you have used.

Please note:

The files will not import successfully if any of the fields are blank. Refer to the sections below for instructions on preparing files for import.

Imported data must be valid (see below):

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 below.

-1 “-1” means that the appropriate figure is unavailable.

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

Square Footage of Outlet (use only for

Bookmobiles and Books-by-Mail Only outlets) Alphanumeric Data Elements:

Alphabetic and/or numeric data for alphanumeric data elements

Enter the appropriate alphabetic and/or numeric data.

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

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

Phone (use only if library has no phone) Structure, Name, and Address Changes:

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

LINKID, OLDID, and PARENTID

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3.3 Uploading Annotation Files

You can import a file that contains annotations prior to running your first edit report. You must include the FSCSKEY and Edit ID# in order 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 (see Appendix C: Resolving the Match Report) and review the results. See Appendix D for the import file record layout.

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3.4 Preparing Administrative Entity and Outlet Import Files

Each year your current records are compared to the prior-year information. Any variance in the name, address, or organizational structure from the prior-year to the current must be explained by status codes defining the change.

The FSCS ID# is the link between each year and you must account for each record as it exists on the final FSCS prior-year data file. You can obtain the prior-year information through the File Export option on the Tools menu. Alternatively, you can contact the Census staff to receive a file with the FSCS identification, name, and address information to use in constructing your import files.

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 in WebPLUS (please see details in Chapter 4) or you can include the information on your data files and import again.

In order to process structure, name, and location changes from your import file, the following information must be included. Please see Appendix D for technical information on 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 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 24 – Reopen a Temporarily Closed Administrative Entity/Outlet

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

06 – Official Name Change 14 – Preferred Spelling for Library Name

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

07 – Move to a New Location 15 – Preferred Street Address

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LINKID: This is an identifier defined by the respondent 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 merge requires at least three import records with the same LINKID. (See Appendix B, structure change 05 – Merge Two or More Administrative Entities to Form a New Administrative Entity (Marriage).

PARENTID: This identifier is on the outlet import file and is used to associate the outlet to the proper parent. The value for this field should be the same as the LIBID of the parent administrative entity.

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 on the current-year file.

PLS DATA KEYING

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4 DATA KEYING

The Tools menu contains selections that allow you to directly enter data into WebPLUS:

User Options allows you to choose the sort order you want for retrieving administrative entity and outlet records and viewing the Edit Report. You can choose to automatically save changes and generate totals. These options are available from every View/Key/Update screen.

View/Key/Update is the only means of entering state characteristics data. It also provides access to current administrative entity and outlet records.

Structure Changes allows you to add, delete, merge, or restore. If you imported your file, you can use the structure change menu to resolve any prior-year records you may be missing from your current-year file. You can 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. Further details are provided in section 4.3.

4.1 User Options

The selected options are the default settings.

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4.1.1 Sort Order for Administrative Entities and/or Outlets in View/Key/Update

You determine how to retrieve your administrative entity records for viewing and update as well as making structure changes.

FSCS ID

LIBID

NAME – the administrative entity name is the default setting

CITY

4.1.2 Sort Order for Edit Report by Edit Number

You can sort your Edit Report by Edit Number with these options. (When you retrieve your edit report, you also have an option to save a version sorted by FSCS ID by Edit number.)

Edit number by FSCSID– this is the default setting.

Edit number by Annotation Status by FSCS ID

4.1.3 Auto Save Data in View/Key/Update

You can set this option to:

Yes No – this is the default setting. If you change data and do not ‘Save’ you will receive a pop-up message when you attempt to leave the page. You can either cancel or accept the change at that time.

4.1.4 Auto Generate Totals in View/Key/Update

Yes – generates a total only if all details are reported.

No – this is the default setting.

4.2 View/Key/Update

Select State Char, AE, or Outlet to navigate to the appropriate screen you wish to update.

Buttons that allow you to ‘Save’, ‘Reset’, and ‘Print Page’ appear at the bottom of every page.

Use your Tab key to move from field to field or use your mouse.

If you did not choose to automatically save your corrections, be sure to click on ‘Save’ before leaving the page. To exit any of these screens, select Survey Status from the menu bar to return to the main WebPLUS page.

4.2.1 State Characteristics

This screen consists of four data items. There is no link from this page to any other page except the Survey Status, User Options, and the Data Element Definitions, or you can choose to Logout. Once you have completed your updates you must return to the Survey Status if you want to continue with further actions.

4.2.2 Administrative Entity

Data for administrative entity records is collected in nine screens. An additional screen for the associated outlets is available to access outlet data for that administrative entity. The names of each screen are provided as links on the left side of the screen. You can use your mouse to click on any of the links to go to the page you wish to correct. You can also scroll through the pages using the “Previous Page” and “Next Page” buttons located below the page links.

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You can go to another administrative entity record by selecting one from the drop down menu at the top of the page. The records are listed by NAME by default. You can choose another sort order under User Options. “First”, “Previous”, “Next”, and “Last” buttons are available at the top of the screen if you want to scroll through the records.

If you make a change to name and address information for an administrative entity, you must also 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 screen. You have two options to view your outlet records:

You can access an outlet record from the parent administrative entity record. Only those outlets associated with the administrative entity are available to view this way.

You can access all outlet records from the Tools menu. You can navigate through all of the outlet records from this option by using the drop down menu or the ‘Next’ button if you choose to scroll.

If you make a change to name and address information for an outlet, you must also 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, remove, change, or reset records through the Structure Changes menus.

You can also resolve any missing prior-year records. Under the Tools menu, 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 administrative entity or outlet record.

Please note: When you complete all of your structure changes, you must complete a successful Match Report before you can continue processing your submission

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4.3.1 Administrative Entity Structure Change Options

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4.3.2 Outlet Structure Change Options

PLS MATCH REPORT

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5 MATCH REPORT

After you import/enter data, you must run a successful match report. This step is necessary to record structure changes, (e.g., new or closed libraries), as well as official name and location changes to ensure file integrity. The match report compares your current-year records to the prior-year records on the publicly released data file using the FSCS ID information. After a successful match is run, new ID’s are assigned to new libraries.

From the Reports menu, select Run Match Report to generate an Excel workbook that will detail the results of the match. If the program does not encounter any problems, any new administrative entities and outlets will be 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 letting you know what is causing a problem.

You must resolve all discrepancies in the match report. You can fix your original file and re-import, or you may be able to resolve problems through the Structure Change options under the Tools menu. If you need the prior-year FSCS ID information, you can use the File Export facility under the Tools menu. Appendix C provides additional guidance in sorting out the match report messages.

Please note: Any time you import a data file or make any structure, name, or address changes to either an outlet or administrative entity record from the data keying screens, you must rerun the match report.

5.1 Match Report

All results of the match are displayed in an Excel workbook with multiple worksheets.

While you can view the report from the browser window, the implementation of Excel can be incomplete and we recommend saving the report by choosing “Save Target As” or “Save Link As” to your computer. If you wish to simply view the report, right-click on “Open”.

The report is not linked to the database. You must make any corrections by either importing a new file or through the WebPLUS screens, i.e., structure change menu and the name and address status code fields.

Note: Sometimes one error will produce more than one error message on the match report.

The Excel workbook has the following worksheets:

Summary – provides an overview and count of match errors. Specific errors can be found on the subsequent worksheets.

If you do not have any match problems, you will see the message: “Match has completed successfully. Check 'New ID' Sheet.” New FSCS ID’s will be assigned to any new administrative entity/outlets.

Otherwise, you will see which of the following conditions that failed, with a count of match errors per AE/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’)

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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 on the AE file PARENTID is not on the AE file STATNAME and LIBNAME are inconsistent with the PY file STATADDR and ADDRESS are inconsistent with the PY file

New ID - provides the list of any new FSCS ID numbers that were generated. No resolution is required for these records because the software does not assign new identification numbers until the match is successful.

Admin Single – displays problems with structure changes involving only one administrative entity record:

INVALID Status Code This AE was not on the PY file This AE was reported last year, but is missing on the CY file FSCSKEY cannot be -3 for STATUS (“00”, “08”, “09”, or “24”) Records FSCSKEY must be -3 for STATUS (“02”, “03”, “04”, “05”, “10”, “13”, “22”, or “23”) 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”, or “24”) Records OLDID cannot be -3 for STATUS (“03”, “10”, or “23”) Records OLDID must be -3 for STATUS (“00”, “02”, “04”, “08”, “09”, “13”, “22”, or “24”) Records Cannot restore AE, there is no old AE with STATUS (“03”, “10”, or “23”) Admin record does not have any outlets

Admin Multi – displays problems with structure changes involving multiple administrative entity 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 – displays problems with structure changes involving only one outlet record:

INVALID Status Code

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This Outlet was not on the PY file This Outlet was reported last year, but is missing on the CY file FSCSKEY cannot be -3 for STATUS (“00”, “08”, “09”, or “24”) Records FSCSKEY must be -3 for STATUS (“02”, “03”, “04”, “05”, “10”, “11”, “13”, “22”, or “23”) Records FSCS_SEQ cannot be -3 for STATUS (“00”, “08”, “09”, or “24”) Records FSCS_SEQ must be -3 for STATUS (“02”, “03”, “04”, “05”, “10”, “11”, “13”, “22”, or “23”) 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”, or “24”) Records OLDID cannot be -3 for STATUS (“03”, “04”, “10”, “11”, or “23”) Records OLDID must be -3 for STATUS (“00”, “02”, “08”, “09”, “13”, “22”, or “24”) Records PARENTID cannot be -3 for STATUS (“02”, “04”, “11”, “13”, or “22”) Records PARENTID must be -3 for STATUS (“00”, “01”, “03”, “08”, “09”,”10”, “23”, or “24”) Records Cannot restore Outlet, there is no old AE with STATUS (“03”, “10”, or “23”) Outlet Record is not on the AE File PARENTID is not on the AE File

Outlet Multi – 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 – displays records with name change problems

STATNAME Invalid STATNAME 00 and Name Change STATNAME 07 and no name change STATNAME 15 and no name change

Address Changes – displays records with address change problems

STATADDR Invalid STATADDR 00 and Address Change STATADDR 07 and no name change STATADDR 15 and no name change

Restorable AE – provides a list of all closed, deleted, and temporary closure entities for the state used as a reference

Restorable Outlet – provides a list of all closed, deleted, and temporary closure for the state used as a reference

5.2 Resolving Unsuccessful Records

Please see Appendix C – Resolving the Match Report, for specific instructions and examples for how to resolve each individual match error.

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The match report runs assuming that the status structure code is the intended value and checks that the format of the record is consistent with the code. For example, if you wanted to close a library and used the correct STATSTRU = ‘03’ but did not make the appropriate entries for the FSCSKEY and OLDID fields, the software will generate an error message.

The report displays information about the record, status code, and the error message.

The error messages refer to problems with the format of a record based on the status structure change code you provide. If the status code is incorrect, you simply have to change it to the correct code. Otherwise, you must adjust the AE or Outlet information to match the status code.

You can correct fields on your data file and import the revised file. Or, for most problems, you can use the Structure Change menu option under the Tools menu. The “Resolve Records Listed on Prior Year Not Included on Current Year” option is the only way to resolve records that were on the prior-year but missing on the current year. However, you must fix problems with duplicate FSCS ID or OLDID information directly in the data file and import again.

The Restorable AE tab and the Restorable Outlet tab are provided for your reference.

The Restorable AE tab provides a list of all closed, deleted, and temporary closure entities for your state. Before you open a newly created administrative entity (birth), structure code 02, you should check this tab to make sure that the administrative entity you are trying to newly create is truly new. Meaning, the administrative entity was not previously reported and then closed, deleted, or temporarily closed. This preserves the historical and longitudinal record for your state.

This also applies for the Restorable Outlet tab.

HINT: Name and address changes can generate the largest number of error messages.

You can run the match report and then decide how best to make corrections. For example, if you find that you are getting messages because all of the current-year address fields are incorrect you might want to copy the prior-year addresses to the current year and import the revised file.

However, if you only need to change the status code for a few records, you can simply use the View/Key/Update screens.

PLS EDIT REPORT

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6 EDIT REPORT

Once you have completed a successful match you must run the Edit Report by selecting

Edit Report from the Reports menu.

The report is displayed in an Excel workbook with multiple worksheets and is not linked to the database. You must make changes to your data through the data keying options or through an updated import file. (Please note that if you import a corrected file you will have to run the match again.)

While you can view the report from the browser window, the implementation of Excel can be incomplete. We recommend saving the report by right-clicking on “Save Target As” or “Save Link As” and browsing to a location on your computer. Right-click on “Open” if you choose to simply view the report.

Please note: You cannot annotate an edit report through the browser window.

You must save the edit report, record and save your annotation(s) in the workbook, and import the revised version into WebPLUS.

You can select one of two sort orders for the edit report from the browser window: Sort by edit number by FSCS ID, or FSCS ID by edit number. (You can sort the Edit Number by FSCS ID report by annotation status from the User Options menu).

Annotations to accompany your Edit Report are an essential part of your submission.

These provide verification and explanations for data that flag edit conditions but are correct. You must have at least one non-critical edit annotated before you can complete your submission. If you make data changes or add annotations, you must rerun the edit report before you can lock your submission.

6.1 Edit Messages and Conditions

A full list of edits and conditions are included under the WebPLUS Help menu options and are also published online on the IMLS website. In addition to the current-year and historical edits, the conditions for internal checks conducted by the Census Bureau during edit follow-up are included. The types of edits are listed below:

6.1.1 Current-Year Edits

Critical edits must be resolved before you can lock your submission.

o Any –2 value o Zero or –1 in any population data element o The state population is less than the unduplicated population o Non-response to 100% response items o Discrepancies between the number of outlets reported on the administrative entity record and its outlet records o A subset item is greater than the total (e.g., “Total Circulation” is less than

“Circulation of Children’s Materials”) o Any occurrence where fully reported detail data do not equal the reported total

Other current-year edits o Reporting patterns for data elements with detail items where not all items are reported (e.g., “Total Librarians” and “Total Staff” are reported as equal but “Other Paid Employees” is –1) o Inter-item comparison ratios (e.g., “Total Circulation” to “Annual Visits”) o Logical (e.g., an individual administrative entity’s report period start date is before the state’s report period start date) o Magnitude (e.g., “Databases” is greater than 1,000)

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6.1.2 Historical Edits

Historical edits compare current-year to prior-year data as follows:

Prior-year was –1 and current-year is zero Prior-year was –1 and current-year is 1 Prior-year was greater than a calculated value and current-year is zero Current-year is greater than a calculated value and prior-year is zero Current-year and prior-year have the same value Current-year to prior-year ratio is outside a specified range

6.1.3 Internal Edits Performed at the Census Bureau

State level o Over 65% of a data element was –1 in the prior-year and is reported zero for the current-year o Sum of any numeric variable is zero Other edits o A special summation check for operating expenditures o More than 85% non-response for an administrative entity o Street address checks o Discrepancies in address information between administrative entity and outlet records o State abbreviations in the address or city fields o Testing inter-item ratios

6.2 Annotations

Annotations are stored in the WebPLUS database and are applied to the edits when you run the edit report.

You can upload your annotation file into WebPLUS through the Import option under the

Tools menu in the following formats:

A comma delimited text file (see Annotation Import File Specifications in Appendix D) Fixed length text file (see Annotation Import File Specifications in Appendix D) Excel file (see Annotation Import File Specifications in Appendix D)

After you have uploaded your annotations and if you need to make more, you can upload them through the edit report. Save the Excel file generated by running the edit report, record your annotations, and re-upload the revised version.

Please note that only annotations associated with individual edits will display in the edit report. If you have a general explanation that applies to several libraries, you must copy that explanation into the annotations column for each record that applies.

Please remember to review the Tables under the Reports option to check for any large state-wide discrepancies before locking.

PLS SURVEY LOCK

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7 SURVEY LOCK

The Survey Lock is located under the Tools menu. The user must verify that they want to lock their data.

The following conditions must be met to lock your data:

No critical edits are found when the edits are run. (Note: Critical edits are identified on the

Edit Report in red. Also, “Critical Edit” is displayed in the edit message.)

If there are non-critical edits flagged, then at least one annotation is present.

The respondent can perform the following actions after locking:

View Survey Status Export data View blank survey form Run tables View help documents Access External Links Logout

After survey lock, the application does not allow the respondent to change any data, import files, perform the match routine, or run the Edit Report.

8 STATE LIBRARIAN CERTIFICATION

After the survey is locked, submit your paper certification by fax or scan and email.

PLS

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PLS STATE CHARACTERISTICS DATA ENTRY SCREEN

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Appendix A – Survey Instrument (Data Entry Screens and Data Element Definitions)

State Characteristics Page

PLS ADMINISTRATIVE ENTITY DATA ENTRY SCREEN

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Administrative Entity – Name/Addresses

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Administrative Entity – Other Identification

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Administrative Entity – Pop/Outlets/Staff

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Administrative Entity – Operating Revenue

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Administrative Entity – Operating Expenditures

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Administrative Entity – Capital

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Administrative Entity – Library Collections

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Administrative Entity – Service Measures

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Administrative Entity – Programs/Other Electronic

PLS OUTLET DATA ENTRY SCREEN

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Outlet Page

PLS STATE CHARACTERISTICS DATA ELEMENT DEFINITIONS

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State Characteristics Data Element Definitions

Note: The items below are answered by the state library agency.

# Data Element

Name Data Element Definition

100 Reporting Period Starting Date

This is the earliest date (month and year) for a 12-month period that applies to the state's data being submitted to IMLS.

Note: Reporting period means data for the fiscal year that ended in the previous calendar year. If data are collected for different local reporting periods, provide the earliest starting date.

101 Reporting Period Ending Date

This is the latest date (month and year) for a 12-month period that applies to the state's data being submitted to IMLS.

Note: Reporting period means data for the fiscal year that ended in the previous calendar year. If data are collected for different local reporting periods, provide the latest ending date.

102 State Total Population Estimate

This is the most recent total population figure for your state that matches the local population figures that you are submitting to IMLS. The State Data Coordinator should obtain this figure annually from the State Data Center or other state sources.

103 Total Unduplicated Population of Legal Service Areas

This is the total unduplicated population of those areas in your state that receive library services. The population of unserved areas is not included in this figure.

Note: A state’s actual total population of legal service areas may be different from the total population of legal service areas as calculated by WebPLUS. This happens in states where there are overlaps in population of legal service areas served by individual libraries, resulting in the same population being counted twice in the WebPLUS calculation. For states that have no overlapping jurisdic-tions, this number will be identical to your state’s total population of legal service areas as calculated by WebPLUS.