Reports! Reports! Reports!
the easy, the annoying, and the ugly
Amelia C. VanGundy
The University of Virginia's College at Wise
[email protected]
http://people.uvawise.edu/acv6d/
Virginia SirsiDynix Libraries Users Group
Randolph-Macon College
Nov. 14, 2013
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• Counts
Types of Reports
– A single number
• Lists -- standard table style
Copy & paste into Excel
• Transactions statistics – standard table style
Copy & paste into Excel
• Lists – pipe delimited table
Copy & paste into Excel
• Lists -- XML / XSL "table"
Opens directly into Excel
• Lists -- paragraph style
Requires word processing before open/import into Excel
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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)
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Scheduling Reports
Print options
• Transaction statistics – no formatting options
• List reports formatting – standard, pipe delimited, XML
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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
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Count Reports
Book 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
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Transaction statistics – table style
Current Holds
• Purpose: number of active holds
• Result: table with column/row selections
• report: Circulation / Current hold statistics
– Selections: by patron type & by item type
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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)
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Current Holds (formatted) in Excel
• Copy from Finished report & past into Excel
• Excel places data into only one column
• Excel does have multiple rows
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Transaction statistics – table style
Current Holds
• Finished report: Results & Unformatted
• Easy to copy/paste into Excel as a table
• Hidden formatting symbols turned-on for display
(tabs, paragraph markers)
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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
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Current Holds (Excel transpose)
• Paste / Paste Special / Transpose
– (pasted below the existing data)
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Transaction statistics -- table style
Circulation statistics
• Purpose: yearly circulation statistics by call#
• Result: table with column /row selections
• Example: Admin / Transaction report
– transaction commands:
Charge Item Part B
Renew Item
Renew 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 )
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Circulation statistics
• Finished report: Results & Unformatted
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Circulation statistics & selections
• Use the Gadget to enter the call number ranges
• Save selection list as text file to reuse
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Circulation stats (unformatted) in Excel
• Copy from Finished report & pasted into Excel
– Excel makes the "wrong" assumptions about the data
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Circulation stats (unformatted) in Excel
• Copy from Finished report & past into Excel
– before pasting, column for call# range set to: Text Format
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List reports -- pipe-delimited
Video 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
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Fixed Format Manager wizard
• the Log tracks the file name (.pipe files)
• usually opens in MS Word
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List reports -- pipe-delimited
Video Pick List
• Ready to copy/paste into Excel
– Unformatted
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List reports -- pipe-delimited
Video Pick List
• Ready to sort by Call number
• Labels precede most data
• Note: the quasi-markup structure
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List reports -- XML files
Library 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
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Report Session / Properties
• View XML Reports – excel.exe
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Library Budget -- Reserve Funds
Standard Formatted report for draft review
• Extended info "Note:" displays on multiple lines
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Library Budget -- Reserve Funds
XML /XSL (stylesheet) into Excel
• Multiple "Notes:" make multiple Excel rows
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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
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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
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List reports -- paragraph style
Late 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
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List reports -- paragraph style
Late GovtDoc receipts
– Unformatted Result
line wrap
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MS Word processing
Find / 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"
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Processing steps
Phase 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
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List reports -- paragraph style
Late GovtDoc receipts
• Result: Each record is now one line long
(with tabs between most fields)
– SaveAs text file (.txt)
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Processing steps
Phase 2 -- Excel import (step 1 & 2)
• Open/Import file into Excel
• Process with the Text Import Wizard
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Processing steps
Phase 2 -- Excel import (Step 3)
• Excel makes the "wrong" assumptions about the data
Caution: bad for
numerical text
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List reports -- paragraph style
Late 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
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List reports -- paragraph style
Late GovtDoc receipts (Legacy report)
– Formatted to fit onto standard sheet of paper
page headers repeat
multi-line problem
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MS Word processing
Find / 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"
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List reports -- paragraph style
Late GovtDoc receipts (Legacy report)
• Result: Each record is now one line long
– with tabs between most fields
– includes unexpected tab in the title
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Late GovtDoc receipts (Legacy report)
• Result: Columns display mixed data
Sort & Shift columns until data "stacks" correctly
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Convert Text to Columns Wizard
• Highlight column & Convert
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Excel formulas
Subtotaling/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 formulas
Using: =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, "" ) )
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Reports! Reports! Reports!
Thank you -Amelia C. VanGundy
The University of Virginia's College at Wise
[email protected]
http://people.uvawise.edu/acv6d/
Virginia SirsiDynix Libraries Users Group
Randolph-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))
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