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Reports! Reports! Reports!the easy, the annoying, and the ugly
Amelia C. VanGundyThe University of Virginia's College at Wise
[email protected]://people.uvawise.edu/acv6d/
Virginia SirsiDynix Libraries Users GroupRandolph-Macon College
Nov. 14, 20131
Types of Reports• Counts – A single number
• Lists -- standard table styleCopy & paste into Excel
• Transactions statistics – standard table styleCopy & paste into Excel
• Lists – pipe delimited tableCopy & paste into Excel
• Lists -- XML / XSL "table"Opens directly into Excel
• Lists -- paragraph styleRequires word processing before open/import into
Excel2
What do you need?Why do you need it?
• Snapshot vs Activity• Grand total vs Categorized• Template vs On-the-fly
• Selection options vs Print options– Know what you want In (report data) – Know what you want Out (Excel data)
3
Scheduling ReportsPrint options
• Transaction statistics – no formatting options
• List reports formatting – standard, pipe delimited, XML
4
Finished report options
• View: Log and/or Result• Format: Formatted (checked) or Unformatted (unchecked)
Note: view XML output by selecting the .xsl stylesheet
– For standard formatted reports:• Change the "size" of the page to view a table on "one" page
5
Count ReportsBook count
• Purpose: count of book vols. in Archive Coll.• Result: a single number -- part of the report Log
• report: Bibliographic / Count item numbers– Selections: by itemtype & by home location
• Report Log – 1365 item record(s) selected
6
Transaction statistics – table styleCurrent Holds
• Purpose: number of active holds • Result: table with column/row selections
• report: Circulation / Current hold statistics– Selections: by patron type & by item type
7
Current Holds -- formatted• Finished report: Results & Formatted • Can not easily copy/paste into Excel as a table• Hidden formatting symbols turned-on for display
(blank spaces, paragraph markers)
8
Current Holds (formatted) in Excel
• Copy from Finished report & past into Excel• Excel places data into only one column• Excel does have multiple rows
9
Transaction statistics – table styleCurrent Holds
• Finished report: Results & Unformatted • Easy to copy/paste into Excel as a table• Hidden formatting symbols turned-on for display
(tabs, paragraph markers)
10
Current Holds (unformatted) in Excel
• Copy from Finished report & past into Excel• Excel has multiple columns / rows • Column / row headers often need to be relabeled
11
Current Holds (Excel transpose)• Paste / Paste Special / Transpose
– (pasted below the existing data)
12
Transaction statistics -- table styleCirculation statistics
• Purpose: yearly circulation statistics by call#• Result: table with column /row selections
• Example: Admin / Transaction report– transaction commands: Charge Item Part B
Renew ItemRenew User Part B
– Selections: by call# range & by patron type
( Note: Make a copy of the report template and change the ownership from ADMIN to CIRC )
13
Circulation statistics & selections• Use the Gadget to enter the call number ranges• Save selection list as text file to reuse
15
Circulation stats (unformatted) in Excel • Copy from Finished report & pasted into Excel
– Excel makes the "wrong" assumptions about the data
16
Circulation stats (unformatted) in Excel • Copy from Finished report & past into Excel
– before pasting, column for call# range set to: Text Format
17
List reports -- pipe-delimitedVideo Pick List
• Purpose: Video pick list• Result: List with bibliographical data as fields
• Print option: pipe delimited• View unformatted & Copy / paste into Excel• Results also available thru Fixed Format Manager wizard
the Log tracks the file name
• Example: Bibliographic / Inventory by Item– Selections: by Item1 category & date cataloged
18
Fixed Format Manager wizard
• the Log tracks the file name (.pipe files)
• usually opens in MS Word
19
List reports -- pipe-delimitedVideo Pick List
• Ready to sort by Call number• Labels precede most data • Note: the quasi-markup structure
21
List reports -- XML filesLibrary Budget -- Reserve Funds
• Purpose: Fund account info -- Reserve funds• Result: Table with Fund info
• Displays XML / XSL tags• Print option : XSL (stylesheet) • Results do not "display" with the Log
• Session / Properties: View XML Reports -- excel.exe
• Example: Acquisitions / List Funds report– Selections: by FY & by Fund Levels
22
Library Budget -- Reserve FundsStandard Formatted report for draft review
• Extended info "Note:" displays on multiple lines
24
Library Budget -- Reserve FundsXML /XSL (stylesheet) into Excel
• Multiple "Notes:" make multiple Excel rows
25
Library Budget -- Reserve Funds XML /XSL (stylesheet) into Excel
– Better output (does not print "Note" info): no multiple lines– The "labels" correctly display as column headers
26
Library Budget -- Reserve Funds XML /XSL (stylesheet) into Excel
• More formatting in Excel– Hide unwanted columns – Format fund amount columns to display as Currency– Ready to Total
27
List reports -- paragraph styleLate GovtDoc receipts
• Purpose: GovtDoc serials with late predictions• Result: List with bibliographical data as fields
• Print option: none available(Prefer using reports that have XML/XSL output)
• View unformatted & open in MS Word• Process/save in MS Word (as text) & import into Excel
• Session / Properties: View Reports -- winword.exe
• Example: Serial / Prediction as Late• Selections: by category1 & by date
28
MS Word processingFind / Replace
• Symbols^p (paragraph mark: ¶)^t (tab: )^l (new line: )
• Rules of thumb (unformatted results)– Page header only at the beginning of the "page"
• Manually delete page header– One paragraph mark at the end of a line– Two paragraph marks between records– Dollar sign & Less than sign before the "label"– Colon & number/letter & Greater than sign
between "label" &"data"30
Processing stepsPhase 1 -- MS Word
o Convert all paragraph marks to new line marks– FindAll: ^p → Replace: ^l
o Restore the paragraph mark between records– FindAll: ^l^l → Replace: ^p
o Convert the new line marks to tabs– FindAll: ^l → Replace: ^t
Convert the "beginning of label" marks to tabs– FindAll: $< → Replace: ^t
Convert the "ending of label" marks to tabs– FindAll: :3> → Replace: ^t
31
List reports -- paragraph styleLate GovtDoc receipts
• Result: Each record is now one line long(with tabs between most fields)
– SaveAs text file (.txt)
32
Processing stepsPhase 2 -- Excel import (step 1 & 2)
• Open/Import file into Excel• Process with the Text Import Wizard
33
Processing stepsPhase 2 -- Excel import (Step 3)
• Excel makes the "wrong" assumptions about the data
Caution: bad fornumerical text
34
List reports -- paragraph styleLate GovtDoc receipts
• More formatting in Excel– Create column headers (labels preceded most data)– Determine if columns with combined “labels”/”data”
need to be separated (Text-to-columns)– Hide unwanted columns– Save as Excel file ( .xls / .xlsx )– Ready to Print
35
List reports -- paragraph styleLate GovtDoc receipts (Legacy report)
– Formatted to fit onto standard sheet of paper
multi-line problem
page headers repeat
36
MS Word processingFind / Replace
• Symbols^p (paragraph mark: ¶)^t (tab: )^l (new line: )
• Rules of thumb (formatted results)– Page header repeated at the beginning of a "page"
– Usually easier to manually delete additional page headers
– One paragraph mark at the end of a line– Two paragraph marks between records– Colon between "label" and "data"
37
List reports -- paragraph styleLate GovtDoc receipts (Legacy report)
• Result: Each record is now one line long– with tabs between most fields– includes unexpected tab in the title
38
• Result: Columns display mixed data
Late GovtDoc receipts (Legacy report)
Sort & Shift columns until data "stacks" correctly
39
Excel formulasSubtotaling/Summing -- Circulation stats
– Sum icon • Highlight columns and click AutoSum icon
– Sum function: =SUM(D15:E15)• Highlight adjacent cells (left-click & drag)
– Sum function: =SUM(C15, F15)• Highlight specific cells (ctrl-left-click each cell)
Advanced Excel formulasUsing: =IF(“true”, then, else)
• Summing FACULTY and FACULTYADJ (AutoSum Icon)• Summing CVCSTAFF and LIBRSTAFF (use "fill handle")
=IF( ISNUMBER(D15)=TRUE, SUM(D15,H15), "" )• Combining Call# ranges (use "fill handle")
=IF( LEFT(A16,1)="-", CONCATENATE(A15,A16),IF( ISBLANK(A16)=TRUE, A15, "" ) )
42
Reports! Reports! Reports!Thank you --
Amelia C. VanGundyThe University of Virginia's College at [email protected]://people.uvawise.edu/acv6d/
Virginia SirsiDynix Libraries Users GroupRandolph-Macon College
Nov. 14, 2013
43
Reports! Reports! Reports! Presentation revisions
Originally presented Nov. 14, 2013• New slides:– Slide 23) Report Session / View properties – Slide 40) Convert Text to Columns wizard
• Revised slides– Slide 28) List reports -- paragraph style / Late GovtDoc receipts[1]
Added line: (Prefer using reports that have XML/XSL output)– Slide 41) Excel formulas
Formula corrected: Sum function: =SUM(D15:E15)Minor correction: Sum function: =SUM(D15:E15) --
Highlight adjacent cells (left-click & drag)Minor correction: Sum function: =SUM(C15, F15) --
Highlight specific cells (ctrl-left-click each cell))44