How do I retrieve data for my LARS annual report?
Answer
About LARS:
LARS stands for "SUNY Library Acquisition and Retirement (LAR) Survey."
Each year, SUNY System Administration requests State-operated campuses to provide detailed information concerning library acquisitions and retirements (weeded/withdrawn items) made during the previous fiscal year. This information is required to complete SUNY's annual financial statement. The information is not available from any other source and therefore must be collected via completing LARS.
During 2020-2021 fiscal year, LARS was modified to collect printed material and one-time (perpetual/non-subscription) electronic materials only to better reflect the data SUNY System Administration requires. Prior to the 2020-2021 fiscal year, LARS collected all electronic resources' costs. LARS also collects data for gifts received and items withdrawn (retirements) during the previous fiscal year.
NYS spending (State, IFR, CCDA) should only be reported using LARS. All other spending should be omitted.
The SLS created the following dashboards to meet SUNY needs based on the level of acquisitions being used at SUNY institutions:
IMPORTANT: All Dashboards can be run directly from the paths provided for each dashboard. DO NOT edit or copy the dashboards, reports, or prompts from Shared Folders>Community>Reports>Consortia>SUNY>Statistics>LARS_2. Contact the SLS at info@sunyolis.libanswers.com if you would like a dashboards created in your institution's analytics path.
Full Acquisitions LARS Dashboard:
The full acquisitions LARS Dashboard is used for SUNY institutions that are using full acquisitions in Alma. Full acquisitions in Alma is defined as institutions that create POLs with allocated funds and create invoices in Alma.
Data under the INTERNET and/or other ELECTRONIC Materials and PRINT and Other PHYSICAL Materials tabs are based on the fiscal year in which the POL is created.
Data gathered under the Gifts tab is based on how the institution creates their POLs for gifts. SUNY best practice is to use a Gift vendor and Acquisitions Method of Gift. Not all SUNY institutions use this method, and as result, two reports are available under the Gifts tab. The institution's Gift acquisitions workflow will determine which of the two Gift reports will be used to pull their Gift data:
- Gift vendor and Gift Acquisitions Method
- Gift vendor and Fiscal Year the item was created
Data under the Weeded Items tab is based on items withdrawn during the previous fiscal year. SUNY best practice is to add wdn to Statistics Note 1 prior to withdrawing (MSP-50). Not all SUNY institutions use this method, as a result, two reports are available under the Weeded Items tab. The institution's withdrawing items workflow will determine which of the two Weeded Items reports will be used to pull their data:
- Weeded Items Using wdn per MSP-50
- Weeded Items without Using wdn
Full Acquisitions Dashboard Path:
Shared Folders>Community>Reports>Consortia>SUNY>Statistics>LARS_2>LARS Dashboard - Full Acq
Acquisitions without Invoices LARS Dashboard:
The Acquisitions without Invoices LARS Dashboard is used for SUNY institutions that are creating POLs with allocated funds, but they are not creating invoices in Alma.
Data under the ELECTRONIC MATERIALS tab is based in the fiscal year in which the POL is created.
Data under the PRINT and Other PHYSICAL Materials tabs is based on the fiscal year in which the POL is created.
Data gathered under the Gifts tab is based on how the institution creates their POLs for gifts. SUNY best practice is to use a Gift vendor and Acquisitions Method of Gift. Not all SUNY institutions use this method, and as result, two reports are available under the Gifts tab. The institution's Gift acquisitions workflow will determine which of the two Gift reports will be used to pull their Gift data:
- Gift vendor and Gift Acquisitions Method
- Gift vendor and Fiscal Year the item was created
Data under the Weeded Items tab is based on items withdrawn during the previous fiscal year. SUNY best practice is to add wdn to Statistics Note 1 prior to withdrawing (MSP-50). Not all SUNY institutions use this method, as a result, two reports are available under the Weeded Items tab. The institution's withdrawing items workflow will determine which of the two Weeded Items reports will be used to pull their data:
- Weeded Items Using wdn per MSP-50
- Weeded Items without Using wdn
Acquisitions Without Invoices Dashboard Path:
Shared Folders>Community>Reports>Consortia>SUNY>Statistics>LARS_2>LARS Dashboard - Acq w/o Invoices
Technical Acquisitions with List Price:
The Acquisitions without Invoices LARS Dashboard is used for SUNY institutions that are creating using Technical Acquisitions in Alma with a list price.
Data under the ELECTRONIC MATERIALS tab is based in the PO Line Creation Fiscal Period date.
Data under the PRINT and Other PHYSICAL Materials tabs is based on the PO Line creation date for Print Monograph, on the POL status of Waiting for Renewal for Print Serials, and on the PO Line creation date for Non-Print Physical.
Data gathered under the Gifts tab is based on how the institution creates their POLs for gifts. SUNY best practice is to use a Gift vendor and Acquisitions Method of Gift. Not all SUNY institutions use this method, and as result, two reports are available under the Gifts tab. The institution's Gift acquisitions workflow will determine which of the two Gift reports will be used to pull their Gift data:
- Gift vendor and Gift Acquisitions Method
- Gift vendor and Fiscal Year the item was created
Data under the Weeded Items tab is based on items withdrawn during the previous fiscal year. SUNY best practice is to add wdn to Statistics Note 1 prior to withdrawing (MSP-50). Not all SUNY institutions use this method, as a result, two reports are available under the Weeded Items tab. The institution's withdrawing items workflow will determine which of the two Weeded Items reports will be used to pull their data:
- Weeded Items Using wdn per MSP-50
- Weeded Items without Using wdn
Acquisitions Without Invoices Dashboard Path:
Shared Folders>Community>Reports>Consortia>SUNY>Statistics>LARS_2>LARs Dashboard - Tech Acq w/ List Price
LARS data can be gathered by the reporting institution or the SLS. In 2021, the SLS worked with the SUNY reporting institutions to determine if the institution will self-report or the SLS will report the data for the institution. The SLS will continue to pull data for institutions that have request the SLS to do so.
The SLS is unable to pull LARS data for institutions not using acquisitions in Alma, not adding a list price to POLs when using the Technical Acquisitions Method, or using a variety of acquisitions in Alma. These institutions will need to gather their LARS data and submit it via the LARS survey to the SLS.
Please contact the SLS at info@sunyolis.libanswers.com if you are not sure if the SLS is pulling your institution's data or if a previously self-reporting institution would like to have the SLS pull and report their data moving forward.
The LARS survey link with be sent out to SUNY institutions in June of each year to the [contact] at each institution. The surveys should be completed by the institution (self-reporting) or the SLS (reporting for the institution) by the end of July each year.
The LARS Shelf Space Survey will be sent out separately to the primary resource sharing contact at each institution.