LibPAS Frequently Asked Questions
Please review these FAQs, along with the How-To Guide and the Companion Guide before using LibPAS.
Click on the question links below for more information. If there are any further questions that are not answered here or anywhere else in the documentation provided, please contact Kerry Anderson at kerry.anderson@gov.ab.ca or 780-644-5487.
Recent Questions
How can I save a copy of my Annual Report?
Is there a paper copy of the form I can fill out?
I never received my login information. How do I go about getting it?
There are numbers to the right of some of the fields. What is their significance?
Getting Started
How do I get my Username & Password?
Can I use a Mac to fill out the survey?
What web browsers are supported by the survey?
Data Input
Why can’t I enter information into a gray box?
Can I skip questions that don't pertain to me?
How do I submit the survey when I've finished entering my information?
How do I enter information into a note?
How do I get rid of an edit check?
I created a note to explain an anomalous data value, how can I recall or update what I wrote?
Results and Reports
How long does it take to get the survey results?
What do the survey results look like?
When and where will the results be posted?
General
Can library boards use LibPAS to submit their financial information?
How will this survey benefit my library?
Recent Questions
How can I save a copy of my Annual Report?
In order to save an electronic copy of your Annual Report, you use the same function as printing. Click on the “Print/Save” link at the top right hand corner of the page in the green menu bar. When the dialog box comes up, simply opt to ‘Save’ rather than ‘Print.’ It saves the document as a pdf file.
Is there a paper copy of the form that I can fill out?
If you need a “scratch” copy to work with, simply click on ‘Print’ in the upper right hand corner before you begin and you will be able to print a blank copy. However, you will still need to enter your data into the online form in order to submit your Annual Report.
Ack! I entered some data the other day and I’m sure I saved it. Now, when I log in, it is nowhere to be found! Do I have to re-enter everything?
No. Once you’ve entered data and saved it, it stays in the database. When you log in, be sure that the ‘Location’ drop-down field has your library selected (not ‘–Location—‘).
I never received my login information. How do I go about getting it?
Follow these 3 steps:
1) Check your junk email folder. The email with your login may have found its way there instead of your inbox. If it isn’t there, then…
2) Go to http://ab.countingopinions.com and click on “Password reminder.” You will be prompted to enter an email address and click “Send.” You may need to add info@countingopinions.com to your email white list, as that is where your login info will come from. Otherwise, the message may go to your junk email folder, wherein you will need to repeat step 1. If that doesn’t work, then…
3) Send an email to kerry.anderson@gov.ab.ca. It may be that your account has an incorrect or outdated email address associated with it. PLSB will need to update your account.
There are numbers to the right of some of the fields. What is their significance?
These are the figures from the most recent Annual Report entered into LibPAS (that’s the name of this online webform/database we are using). This enables you to compare with your library's previous year's activity.
Getting Started
How do I get my Username & Password?
You should have received an email from Public Library Services Branch (PLSB) with your Username & Password information. If you have misplaced your login information, contact PLSB.
What web browsers are supported by the survey?
The survey is best viewed in the most recent versions of Microsoft Internet Explorer, Firefox, Opera, Google Chrome and Safari browsers with CSS, images and Javascript options enabled. Data Input screens adhere to web accessibility guidelines.
Can I use a Mac to fill out the survey?
Yes, the survey is supported on both Mac and Windows operating systems. The Safari and Firefox browsers are supported on the Mac.
No.
Data Input
Yes, each question in the survey is linked to an online description, just click on the name of the data field for an explanation. A complete list of definitions is easily accessible by clicking the Definitions button on the Data Input screen. Specific instructions on data input are also available from the Help button on the same screen. Printable help guides are also available on the PLSB websites at http://www.albertalibraries.ca/grant-information/library-survey-and-annual-report.
You may flag any question using the check-box to the left of each question. You can check items that you would like to revisit after gathering more information or you can use the check mark to indicate questions that you have reviewed and are satisfied with. Use of the check-box is optional. It is a convenience feature for those looking to quickly locate the items requiring additional attention.
Why can’t I enter information into a gray box?
These fields typically contain data that is automatically calculated and cannot be modified.
Can I skip questions that do not pertain to my library?
We encourage survey respondents to answer all questions that pertain to them. If one of the questions does not apply to your library then either leave the questions blank or, where available, check the N/A box.
How do I submit the survey when I've finished entering my information?
After you complete and save the survey, print a draft copy to present to your board. The print copy will have a "DRAFT" watermark across it. Once the report has been approved by the board, entered the date in the apppropriate field and select the Approve button. After the survey is approved, the data can no longer be modified by your library. If you need to reopen the survey after the data is submitted and approved, contact PLSB to make any final changes on your behalf.
If there are any outstanding edit checks, you will not be able to submit your data. You must then answer all required questions, correct any data errors and/or provide explanatory notes about why the data is acceptable (see below for more details).
How do I enter information into a note?
You may add two types of notes: Indicator notes (notes about the performance indicator) and Performance Indicator (PI) Value notes (notes about the data entered). You can enter notes about an indicator by clicking the name of the indicator, then enter notes in the Notes box. If you want to provide explanation about the data that are considered anomalous or abnormal, e.g. edit check prompts, click on the Notes icon next to the data entry box and enter notes in the Notes box.
Edit checks have been developed to ensure data accuracy, it was added to selected questions to alert you when the responses may be questionable or outside typical normal value ranges. Edit check prompts appear after you enter a value that is outside of the specified range for that data field, it allows you to see the criteria and explain your data before it gets submitted.
How do I get rid of an edit check?
The reason for each edit check failure will appear in the dialog box prompt on the screen. Each edit check can be resolved by simply correcting a typo in the value previously provided or providing an annotation about the data in the Notes box, when the data you entered is correct and yet falls outside of the specified range for the field. If there was a note of explanation previously provided for that data item, you have the option to re-select the same explanation for the current edit check, as appropriate.
All edit checks need to be resolved before the data can be saved.
I created a note to explain an anomalous data value, how can I recall or update what I wrote?
When you provide a note about the data entered, the Notes icon will change color and a number indicating the total number of notes will appear next to the edit check icon, you can click the Notes icon to review existing notes and add additional ones as necessary.
Notes that are no longer applicable can be deleted by clicking the X displayed with the notes. These notes are available for optional inclusion in summary reports, if applicable.
Results and Reports
Yes, simply click on “Print” in the top right hand corner of the page. Your library’s report will print in the same format as previous years’ reports. However, it will print with a “Draft” watermark. This watermark will be removed once your report has been submitted and approved. Therefore, you should print a final copy of your report for your records after it has been approved in LibPAS.
How long does it take to get the survey results?
The survey results will be available once the survey submission is closed and all submitted data have been verified. An email will be sent to all survey participants whose accounts will then be updated with report access.
What do the survey results look like?
The survey results can be made available in many different formats: summary tables, graphic presentation, year-to-year comparisons, etc. You can create many different reports with the data.
Your submitted survey can be viewed and printed at any time. Additional information on the report function is forthcoming once data collection is completed.
When and where will the results be posted?
The survey results will be available after all the data have been submitted and verified. You will receive an email notice when the report function is activated. The final survey results will be available on this website under a new tab called Reports. Results in the form of the Alberta Public Library Statistics document as well as other topical reports will also be posted to http://www.albertalibraries.ca/statistics/
General
The survey measures public library’s inputs, outputs, and service levels, including staffing levels, registered users, collections, circulation, reference transactions, hours, visits, and other user activities.
Can library boards use LibPAS to submit their financial information (i.e., Statements of Receipts and Disbursements; Budgets; etc.)?
Not yet. Currently, LibPAS will only be used to gather Survey and Annual Report data. PLSB hopes to use LibPAS in the future for financial data as well. For 2011/12, please use the financial forms provided at http://www.albertalibraries.ca/grant-information/financial-reporting-forms/.
How will this survey benefit my library?
The survey will benefit your library by providing a tool to compare yourselves to other libraries across the province. The reports provide insight into each library’s resources and how they might impact its performance. Detailed comparison and analysis of data made possible by this web-based survey will provide the framework for a powerful benchmarking tool for effective performance evaluation, trends analysis and service planning.
Full access to the survey results and extensive reporting features are available to participating libraries only.
