PINES Report Sharing Session
May 11, 2010
Collection Analysis by Dewey Hundreds and Shelving Location
Row Labels
0
100
200
300
400
500
600
700
800
900
Grand Total
Row Labels
0
Age
% of
% Of
Sum of # of Sum of
Sum of
Total
Total
items
Use Count Circs/Item
Coll
Use
3137
7632
2.4
11.59% 9.28%
709
3507
4.9
2.62% 4.26%
1345
9035
6.7
4.97% 10.98%
3832
13252
3.5
14.15% 16.11%
274
1112
4.1
1.01% 1.35%
1205
3425
2.8
4.45% 4.16%
3797
20374
5.4
14.03% 24.76%
3043
9904
3.3
11.24% 12.04%
4314
5032
1.2
15.93% 6.12%
5417
9010
1.7
20.01% 10.95%
27073
82283
3.0
100.00% 100.00%
Age
Sum of # of Sum of
Sum of
items
Use Count Circs/Item
% of
Total
Coll
% Of
Total
Use
1. less than 5 yrs. old
2. 9-5 yrs. old
3. 10-19 yrs.old
4. >= 20 yrs.old
n.d
178
435
710
1805
9
3137
1904
1537
1947
2238
6
7632
10.7
3.5
2.7
1.2
0.7
2.4
0.66%
1.61%
2.62%
6.67%
0.03%
11.59%
2.31%
1.87%
2.37%
2.72%
0.01%
9.28%
1. less than 5 yrs. old
2. 9-5 yrs. old
96
114
807
961
8.4
8.4
0.35%
0.42%
0.98%
1.17%
0 Total
100
Evergreen Report Template
Template Source:
Classic Item List
Displayed Fields:
Classic Item List  Dewey Hundreds
Classic Item List  Pubdate
Classic Item List  Copy ID (Field Transform = Count Distinct)
Classic Item List  Use Count (Field Transform = Sum)
Base Filters:
Classic Item List  Deleted
Classic Item List  Shelving Location Name
Classic Item List  Owning Lib -> Org Unit ID
Classic Item Lists  Status  ID
Cristina Hernandez Trotter, [email protected]
[EQUALS]
“false”
[IN LIST]
[IN LIST]
[NOT IN LIST]
Page 1
PINES Report Sharing Session
May 11, 2010
In Excel
1. Delete any fields without a Dewey number (found at the bottom of the report).
2. Clean up publication date field.
a. Use find and replace to clear extra characters in front of the publication date:
i.
ii.
iii.
iv.
c
[
(
r
v. {
vi. <
vii. ,
b. Sort column B to identify odd publication dates to clean-up.
3. Decide how to treat incomplete dates:
a. Round down to the nearest decade?, or
b. Replace w/ “n.d.”?
4. To simplify multiple dates,
a. Give column E the header “Basic Pubdate.”
b. Enter the following formula into E2:
=LEFT(B2,4)
c. Copy E2 and paste throughout column E.
5. Troubleshoot remaining odd dates:
a. Sort column E from smallest to largest
b. Look at the bottom of the list, just above the “n.d”entries
c. Fix dates as appropriate
6. To determine age of items,
a. Give column F the header “Age”
b. Enter the following formula into F2
=IF(SUM(2010-E2)>=20,"4. >= 20 yrs.old",IF(AND(2010-E2<=19,2010-E2>=10),"3. 10-19
yrs.old",IF(AND(2010-E2<=9,2010-E2>=5),"2. 9-5 yrs. old","1. less than 5 yrs. old")))
c. Copy F2 and paste throughout column F
d. Fix all fields where the pubdate is “n.d”, by entering “n.d”instead of the formula.
Insert Pivot Table:
1.
2.
3.
4.
5.
6.
7.
8.
Select columns A-F
Click Insert  Pivot Table
Click OK in pop-up window to accept default setting
Insert Row Labels
a. Dewey Hundreds
b. Age
Insert Values
a. # of Items
b. Use Count
Change “Field Settings” for each value to Sum
Re-insert the 2 value fields listed in step 5
a. Change Field Settings to Sum, then “Show Value As” to “% of Total”
b. Rename fields to reflect “% of Total Coll”
Insert calculated field “Circs/Item”
Cristina Hernandez Trotter, [email protected]
Page 2
PINES Report Sharing Session
May 11, 2010
Taking it a step further…
These steps will not be necessary in Excel 2010
1. Insert additional columns:
With formulas shown:
Dewy
# of Use
Hundeds Pubdate items Count Basic Pubdate Age
0
1875
1
0
=LEFT(B2,4)
0
1884
1
0
=LEFT(B3,4)
Dewey & Age
Total Items in Dewey #
% of Items
in Dewey
Area
Total Use in Dewey #
% of Use
in Dewey
Area
=IF(SUM(2010-E2)>=20,"4.
=A2&"'s
>= 20 yrs.old",IF(AND(2010-E2<=19,2010-E2>=10),"3.
@ " &F2
=SUMIF(A:A,A:A,C:C) =SUMIF(A:A,A:A,D:D)
10-19 yrs.old",IF(AND(2010-E2<=9,2010-E2>=5),"2
=C2/H2
=D2/I2
=D3/I3
=IF(SUM(2010-E3)>=20,"4.
=A3&"'s
>= 20 yrs.old",IF(AND(2010-E3<=19,2010-E3>=10),"3.
@ " &F3
=SUMIF(A:A,A:A,C:C) =SUMIF(A:A,A:A,D:D)
10-19 yrs.old",IF(AND(2010-E3<=9,2010-E3>=5),"2
=C3/H3
Resulting Data:
Dewy
# of
Use
Basic
Hundeds Pubdate items Count Pubdate
0
1875
1
0
1875
0
1884
1
0
1884
Age
Dewey & Age
4. >= 20 yrs.old 0's @ 4. >= 20 yrs.old
4. >= 20 yrs.old 0's @ 4. >= 20 yrs.old
Total Items Total Use in
in Dewey #
Dewey #
% of Items
in Dewey
Area
% of
Use in
Dewey
Area
3137
7632 0.000318776
0
3137
7632 0.000318776
0
2. Create PivotTable:
Row Labels
Dewey & Age
1. less than 5 yrs. old
0's @ 1. less than 5 yrs. old
100's @ 1. less than 5 yrs. old
200's @ 1. less than 5 yrs. old
Sum of
% of
Sum of # of
Sum of
Use
Total
items
Count Circs/Item
Coll
2961
21245
7.2
11.01%
178
1904
10.7
0.66%
96
807
8.4
0.36%
224
2095
9.4
0.83%
% of
Sum of % of Sum of % of
Total
Use in
Items in
Use
Dewey Area Dewey Area
25.91%
232.3%
111.6%
2.32%
24.9%
5.7%
0.98%
23.0%
13.5%
2.55%
23.2%
16.7%
Tip: Hide “n.d.” data using the filter on Row Labels
3. Copy PivotTable data and paste into separate spreadsheet so as to sort, highlight data
Dewey & Age
800's @ 4. >= 20 yrs.old
900's @ 4. >= 20 yrs.old
0's @ 4. >= 20 yrs.old
700's @ 4. >= 20 yrs.old
300's @ 3. 10-19 yrs.old
Sum of
# of
items
3339
3237
1805
1414
1247
Sum of
Use
Count
2407
2367
2238
2464
3912
Sum of
Circs/Item
0.7
0.7
1.2
1.7
3.1
Cristina Hernandez Trotter, [email protected]
Sum of % of Use
in Dewey Area
47.83%
26.27%
29.32%
24.88%
29.52%
Sum of %
of Items in
Dewey Area
77.40%
59.76%
57.54%
46.47%
32.54%
% of
Total
Use
2.93%
2.89%
2.73%
3.00%
4.77%
% of
Total
Items
12.42%
12.04%
6.71%
5.26%
4.64%
Page 3