Reports! Reports! Reports!the easy, the annoying, and the ugly

Amelia C. VanGundyThe University of Virginia's College at Wise

acv6d@uvawise.eduhttp://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

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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

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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 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)

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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 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 )

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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-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

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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-delimitedVideo Pick List

• Ready to copy/paste into Excel– Unformatted

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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

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Report Session / Properties

• View XML Reports – excel.exe

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Library Budget -- Reserve FundsStandard Formatted report for draft review

• Extended info "Note:" displays on multiple lines

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Library Budget -- Reserve FundsXML /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

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

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List reports -- paragraph styleLate GovtDoc receipts

– Unformatted Result

line wrap

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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

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List reports -- paragraph styleLate GovtDoc receipts

• Result: Each record is now one line long(with tabs between most fields)

– SaveAs text file (.txt)

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Processing stepsPhase 2 -- Excel import (step 1 & 2)

• Open/Import file into Excel• Process with the Text Import Wizard

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Processing stepsPhase 2 -- Excel import (Step 3)

• Excel makes the "wrong" assumptions about the data

Caution: bad fornumerical text

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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

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Convert Text to Columns Wizard• Highlight column & Convert

40

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, "" ) )

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Reports! Reports! Reports!Thank you --

Amelia C. VanGundyThe University of Virginia's College at Wiseacv6d@uvawise.eduhttp://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