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Presentation made in Sept. 2012 at the IGeLU Conference in Zurich, Switzerland. Before the 2000's, PUCRS libraries generated different statistical on-demand reports by running several separate queries which consumed much time to be composed and executed, one at a time, through SQL clients. To optimize this work, the library developed a method to run a batch of SQL queries during the night (simply using Linux shell scripts and native sqlplus) that feeds a large array of results in a MS-Excel file which contains different spreadsheets. Each spreadsheet sums and gathers statistical data according to the information needs of University academic departments and government agencies. Thus, two statistical reports are monthly generated based on the information recorded in the Aleph database: (1) General Collection Data (687 SQL queries) and (2) General Circulation Data (106 SQL queries). Both reports can generate: (a) numerical tables and also (b) charts (pie, line...). It is an economical and optimized solution which uses only Linux shell scripts, sqlplus and MS-Office Excel.
Citation preview
1
Michelângelo Mazzardo Marques VianaPontifical Catholic University of Rio Grande do Sul
Porto Alegre - Rio Grande do Sul - Brazil
Optimized creation of statistical reports for items and circulation transactions in Aleph500 (version 20)
2
Roberto Bertolo Moura Senior System Librarian at PUCRS
Main author of this development
3Source: Google Maps
4Source: Google Maps
5Source: Google Maps
6Source: Google Maps
7Source: Google Maps
8PUCRS Main Campus is located in the capital city of Porto Alegre, Brazil. Source: Google Maps
The Pontifical Catholic University of Rio Grande do Sul (1948)
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Research areas
Accounting Aeronautical Sciences Applied Social Sciences Architecture and Urbanism Bioethics Biomedical Research Biosciences Brain Studies Chemistry Computer Science Dentistry Earth Sciences Economics
Education Energy Engineering Environment Geriatrics and Gerontology Human Sciences Law Letters Management Mathematics Medicine Natural Sciences Nursing
Nutrition Pharmacy Philosophy Physical Education and
Sports Science Physics Physioterapy Psychology Social Communication Social Services Theology Toxicology
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Information needs
Brazil’s Ministry of Education
Library Administration
University’s Higher
Administration
Collection Data
Circulation Data
Accesses Data
Analytical Data
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Information need #1 Parameters SQL
queries Output Format Deliver
Before: different flows
Information need #2 Parameters SQL
queries Output Format Deliver
Information need #3 Parameters SQL
queries Output Format Deliver
Information need #n Parameters SQL
queries Output Format Deliver
Initial and permanent settings.Modified only when there are changes.
On a desired frequency.
Today: integrated flow for all reports
Specify all information
needsDefine global
parametersDefine which primary data
to collect
Group, Link and
Combine primary
dataDefine SQL statements
Schedule SQL
automatic execution Get collect
data and paste them
into the Spreadsheets
Design the Excel
Spreadsheets
12
13
Specify all information
needs
Define global parameters
Define which primary data to
collect
Group, Link and Combine primary data
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Design the Excel
Spreadsheets
Step by step execution…
14
Specify all information
needs
Define global parameters
Define which primary data to
collect
Group, Link and Combine primary data
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Design the Excel
Spreadsheets
Specify all information needs
Collection Circulation Accesses Simultaneous access and so on
15
Specify all information
needs
Define which primary data to
collect
Group, Link and Combine primary data
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Design the Excel
Spreadsheets
Define global parameters
Item status codes Collections codes User status codes MARC contents for filter Item material codes What data must be grouped
Define global parameters
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Specify all information
needs
Group, Link and Combine primary data
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Design the Excel
Spreadsheets
Define which primary data to collect
About collection: Number of current foreign printed periodicals Number of licensed e-books of Human Sciences Number of audiovisual documents added into the
collection in the last month Number of books acquired by purchase for
Biological Sciences
Define global parameters
Define which primary data to
collect
17
Specify all information
needs
Group, Link and Combine primary data
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Design the Excel
Spreadsheets
Define which primary data to collect
About circulation: Number of book loans made by each selfcheck-out
machine Number of book returns made by each selfcheck-in
machine Number of notebook loans by floor Simultaneous use of notebook on each floor Simultaneous use of study rooms on each floor
Define global parameters
Define which primary data to
collect
18
Specify all information
needs
Group, Link and Combine primary data
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Design the Excel
Spreadsheets
Define which primary data to collect
About accesses: Access made by visitors Access made by PUCRS users on study floor Median of Number of daily accesses to the Library Median of simultaneous users inside the Library at
same time by time range Average number of hours that user stays in the
Library
Define global parameters
Define which primary data to
collect
19
Specify all information
needs
Group, Link and Combine primary data
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Design the Excel Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
20
Specify all information
needs
Group, Link and Combine primary data
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Design the Excel Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
21
Specify all information
needs
Group, Link and Combine primary data
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Design the Excel Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
22
Specify all information
needs
Group, Link and Combine primary data
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Design the Excel Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
23
Specify all information
needs
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Group, Link and Combine primary data
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Group: Join similar data in different TABs:
24
Specify all information
needs
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Group, Link and Combine primary data
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Link: Associate each cells with its
respective cell of the MATRIX tab:
25
Specify all information
needs
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Group, Link and Combine primary data
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Link: Associate each cells with its
respective cell of the MATRIX tab:
26
Specify all information
needs
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Group, Link and Combine primary data
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
27
Specify all information
needs
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Group, Link and Combine primary data
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
28
Specify all information
needs
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Group, Link and Combine primary data
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Specify all information
needs
Define SQL statements
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Group, Link and Combine primary data
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Combine: Use SUM functions to calculate the totals:
29
30
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Define SQL statements
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
SQL statements for collection: 687 queries
SQL statements for circulation and accesses: 105 queries
Define SQL statements
31
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Define SQL statements
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
32
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Define SQL statements
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
33
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Define SQL statements
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
34
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Define SQL statements
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
35
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Define the schedule in JOB DAEMON
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Create a SHELL SCRIPT to execute the SQL
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
.SQL file location36
37
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them
into the Spreadsheets
Store all queries inside a .SQL file
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
38
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them into the Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
Get collect data and paste them
into the Spreadsheets
Select * fromPUCRS.RESULTS
order byDADO1, DADO2, DADO3
39
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them into the Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
Get collect data and paste them
into the Spreadsheets
40
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them into the Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
Get collect data and paste them
into the Spreadsheets
41
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them into the Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
Get collect data and paste them
into the Spreadsheets
42
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them into the Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
Get collect data and paste them
into the Spreadsheets
43
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them into the Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
Get collect data and paste them
into the Spreadsheets
44
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them into the Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
Get collect data and paste them
into the Spreadsheets
45
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them into the Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
Get collect data and paste them
into the Spreadsheets
46
Specify all information
needs
Schedule SQL automatic execution
Get collect data and paste them into the Spreadsheets
Define global parameters
Define which primary data to
collect
Design the Excel
Spreadsheets
Group, Link and Combine primary data
Define SQL statements
Get collect data and paste them
into the Spreadsheets
when the data is collected and organized in the spreadsheet, you can create all graphics
needed.
47
Before Different reports = different SQL queries Too much work and too much time Manual work
Today Only one step to collect all data Only one step to create all reports Automated and fast work
Before and Today
Initial and permanent settings.Modified only when there are changes.
On a desired frequency.
Today: integrated flow for all reports
Specify all information
needsDefine global
parametersDefine which primary data
to collect
Group, Link and
Combine primary
dataDefine SQL statements
Schedule SQL
automatic execution Get collect
data and paste them
into the Spreadsheets
Design the Excel
Spreadsheets
48
