Manipulating Use Data: PivotTables and XML

Tansy MatthewsVirtual Library of Virginia (VIVA)ICOLC Conference, MontrealApril 2007

What are PivotTables?

Excel Tool Translates columnar data into a table that

can be sorted on any of the column headings.

Raw data

Institution Product Requests Date Inst_ type Data_type Vendor FYJetson Space Institute Cyborg Growth & Design 3 Sep-06 Private Full-Text Superhero Journals Press FY07Jetson Space Institute Cyborg Growth & Design 1 Nov-06 Private Full-Text Superhero Journals Press FY07Jetson Space Institute Cyborg Growth & Design 1 Feb-07 Private Full-Text Superhero Journals Press FY07John Q. Public College Cyborg Growth & Design 9 Jul-06 Public 2-YearFull-Text Superhero Journals Press FY07Oscar Mayer U Cyborg Growth & Design 9 Jul-06 Public 4-YearFull-Text Superhero Journals Press FY07Oscar Mayer U Cyborg Growth & Design 6 Nov-06 Public 4-YearFull-Text Superhero Journals Press FY07Oscar Mayer U Cyborg Growth & Design 4 Jan-07 Public 4-YearFull-Text Superhero Journals Press FY07Oscar Mayer U Cyborg Growth & Design 2 Feb-07 Public 4-YearFull-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 12 Jul-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 20 Aug-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 6 Sep-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 29 Oct-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 24 Nov-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 22 Dec-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 9 Jan-07 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 41 Feb-07 Doctoral Full-Text Superhero Journals Press FY07Jetson Space Institute Cyborg Growth & Design 1 Oct-06 Private Full-Text Superhero Journals Press FY07Jetson Space Institute Cyborg Growth & Design 31 Nov-06 Private Full-Text Superhero Journals Press FY07Jetson Space Institute Cyborg Growth & Design 3 Jan-07 Private Full-Text Superhero Journals Press FY07John Q. Public College Cyborg Growth & Design 8 Jul-06 Public 2-YearFull-Text Superhero Journals Press FY07John Q. Public College Cyborg Growth & Design 2 Aug-06 Public 2-YearFull-Text Superhero Journals Press FY07John Q. Public College Cyborg Growth & Design 2 Sep-06 Public 2-YearFull-Text Superhero Journals Press FY07John Q. Public College Journal of Cartoon Physics 1 Feb-07 Public 2-YearFull-Text Superhero Journals Press FY07Oscar Mayer U Journal of Cartoon Physics 5 Jul-06 Public 4-YearFull-Text Superhero Journals Press FY07

PivotTable

Journals Press Full Text FY 07 Institution Inst_typeJetson Space Institute John Q. Public College Oscar Mayer U Whatsamatta U Grand Total

Product Date Private Public 2-Year Public 4-Year DoctoralCyborg Growth & Design Jul-06 17 9 12 38

Aug-06 2 20 22Sep-06 3 2 6 11Oct-06 1 29 30Nov-06 32 6 24 62Dec-06 22 22Jan-07 3 4 9 16Feb-07 1 2 41 44

Cyborg Growth & Design Total 40 21 21 163 245Journal of Cartoon Physics Jul-06 2 1 5 66 74

Aug-06 1 49 50Sep-06 1 1 13 15Oct-06 4 10 14Nov-06 7 3 10 20Dec-06 1 3 5 9Jan-07 1 1 13 15Feb-07 1 1 4 12 18

Journal of Cartoon Physics Total 17 2 18 178 215Mad Scientist Weekly Jul-06 26 12 21 75 134

Aug-06 8 1 2 124 135Sep-06 116 6 194 316Oct-06 12 10 187 209

Manipulating the PivotTable

Changing the Data Fields

Data Collection Over Time

Consistent format allows data to be easily concatenated.

Charts can be generated directly from PivotTables.

Example: extended_report.xls

Creating a PivotTable

Excel Data>PivotTable and PivotChart Report Choose source of data & data range

Select a static range Import

Place data headings Example file:

journals_example_sourcedata.xls

Why XML?

XML facilitates the importation of data into Excel.

Allows the user to determine where the data “lands” when it’s imported – imperative for maintaining a consistent data format over time.

What is XML?

Extensible Markup Language similar to HTML XML data tags label the structure (not the

appearance) of the document Human-readable markup language XML documents must be translated by a

separate program or application (e.g. Excel) - otherwise, they’ll appear as marked up text.

What does it look like?

Example file: sjp_07.xml

How do I get it into Excel?

Open Excel Select Data>XML>Import Example: import sjp_07.xml into Excel

Using XML in Excel

Select data to be imported Assign data positions (map elements) Change field names

Adding new data

Data>XML>XML Map Properties For example:

Overwrite (http://www.vivalib.org/stats_training/sjp_07_march.xml)

Append (http://www.vivalib.org/stats_training/dup_07.xml)

Who provides XML?

From http://www.projectcounter.org/articles.html

Annual Reviews Blackwell Publishing CSA Lawrence Erlbaum Associates Mary Ann Liebert MIT Press Monash University ePress

Morgan & Claypool Publishers Optimal iQ ProQuest Information and Learning Scitation - AIP Publishing Services Symposium Journals University of California Press

Others

OVID Project Muse

Help!

Some resources: lib-stats listserv: "Lib-Stats hosts information useful for the

analysis of usage statistics in academic (and other) libraries. Current issues are debated on the lib-stats mailing list." To sign up for the mailing list, send an email to lib-stats-request@ncl.ac.uk.

microsoft.public.excel: From Google groups. A general discussion group for Excel users. More specialized groups are also listed in Google groups. A good source for VBA macros.

OzGrid Forum: A good source for Excel tips and VBA macros.

Additional Information

http://www.vivalib.org/stats_training/stats_resources.html Stats resources Example files PivotTable Tutorial

Questions?

www.vivalib.org

viva@gmu.edu