© 2015 Ex Libris | Confidential & Proprietary Yoel Kortick| Senior Librarian How to use the output of one Alma Analytics report as the input for a subsequent Alma Analytics report

© 2015 Ex Libris | Confidential & Proprietary Agenda 2 1 Introduction 2 3 How is it done? Using the data

© 2015 Ex Libris | Confidential & Proprietary Introduction Often it is useful to take the output of one report and use it as input in a subsequent report For example a report in one subject area may be used as input for a report in a different subject area Thus in essence this provides a means of combining the dimensions of various subject areas together in one report. 3

© 2015 Ex Libris | Confidential & Proprietary Introduction For example … In the ‘Physical Items’ subject area we can get a list of items and the number of loans per item for several criteria, such as arrival date and vendor But … the ‘Physical Items’ subject area does not have a field ‘Fund’, so we can not get a list of loans by fund from which the item was ordered. A report of this nature could be useful in determining how ‘effective’ the fund is (are items ordered from the fund being ‘used’?) 4

© 2015 Ex Libris | Confidential & Proprietary Introduction On the other hand… In the ‘Funds Expenditures’ subject area we do have a field ‘fund’ but we do not have a field ‘Number of loans’. So … we can first make a report of PO Line reference (Purchase order line number) using the ‘Funds Expenditures’ subject area Then we can use that report as input using the ‘Physical Items’ subject area. This is done using filter ‘is based on results of another analysis’ 5

© 2015 Ex Libris | Confidential & Proprietary Agenda 6 1 Introduction 2 3 How is it done? Using the data

© 2015 Ex Libris | Confidential & Proprietary How is it done? First we make the report which will be the ‘input’. Our input report will be called ‘PO Line Reference Fund Library and Information Science Sent Last Year’ This report makes a list of ‘PO Line Reference’ numbers for orders 1.With fund ‘Library and Information Science’ 2.Sent within the last year 3.Receiving status ‘Yes’ 7

© 2015 Ex Libris | Confidential & Proprietary How is it done? Here is the criteria of the report 8

© 2015 Ex Libris | Confidential & Proprietary How is it done? Here are the results of the report 9

© 2015 Ex Libris | Confidential & Proprietary How is it done? Now we make the ‘Main report’ in the ‘Physical items’ subject area and choose PO Line Reference and filter by ‘is based on results of another analysis’ 10

© 2015 Ex Libris | Confidential & Proprietary How is it done? By choosing the report we already made in the ‘Funds Expenditure’ subject area we are essentially filtering by ‘PO Line Reference Number’ based on the Fund 11 This is the report we made in the ‘Funds Expenditures’ subject area The PO Line Reference in the ‘Physical Items’ subject area will be equal to the PO Line Reference in the ‘Funds Expenditures’ subject area

© 2015 Ex Libris | Confidential & Proprietary How is it done? So now we have the number of loans for each PO Line Reference based on the Fund of the PO Line Reference even though this field is not in the Physical items subject area 12

© 2015 Ex Libris | Confidential & Proprietary How is it done? Results 13 This is from the ‘Physical Items’ subject area but was originally filtered by fund in the ‘Funds Expenditures’ subject area

© 2015 Ex Libris | Confidential & Proprietary Agenda 14 1 Introduction 2 3 How is it done? Using the data

© 2015 Ex Libris | Confidential & Proprietary Using the data Now we do not just want a list of the PO Line Reference Numbers and an indication of how many times items from that PO Line were loaned We want, for example, an indication of how many total items were ordered from that fund for the given time period. Then we will see how many of those items were ever loaned. If the number is relatively ‘small’ then perhaps we can conclude that this fund is not being used effectively. On the other hand if there is a high number of loans for items from this fund then we perhaps can determine that this fund is being used effectively. 15

© 2015 Ex Libris | Confidential & Proprietary Using the data This is the criteria tab for the basic report 16

© 2015 Ex Libris | Confidential & Proprietary Using the data We will now remove the ‘PO Line Reference’ field and add the ‘Num of Loans’ two more times so that we have three fields We can actually have any three fields because they will just be ‘placeholders’ for a change we will make via ‘edit formula’ Leave the filter as it is 17

© 2015 Ex Libris | Confidential & Proprietary Using the data Via ‘Edit Formula’ we will change the column header and formula of each field as follows: Column Header: Items Not Loaned Formula: FILTER("Physical Item Details"."Num of Items" USING ("Physical Item Details"."Last Loan Date" IS NULL)) Column Header: Items Loaned Formula: FILTER("Physical Item Details"."Num of Items" USING ("Physical Item Details"."Last Loan Date" IS NOT NULL)) Column Header: Total Items Formula: "Physical Item Details"."Num of Items" 18

© 2015 Ex Libris | Confidential & Proprietary Using the data 19

© 2015 Ex Libris | Confidential & Proprietary Using the data Now we have this: 20

© 2015 Ex Libris | Confidential & Proprietary Using the data Let’s add a Bar Graph 21

© 2015 Ex Libris | Confidential & Proprietary Using the data Now we have this. It is clear that this fund is not very effective. Only 4 out of a total of 51 items ordered in the last year have been loaned. 22

© 2015 Ex Libris | Confidential & Proprietary Using the data We can also get the total percentage of items loaned out of all the items ordered. We can divide the total amount of items loaned by the total amount of items ordered and them multiply by 100: (FILTER("Physical Item Details"."Num of Items" USING ("Physical Item Details"."Last Loan Date" IS NOT NULL)) / "Physical Item Details"."Num of Items") *

© 2015 Ex Libris | Confidential & Proprietary Using the data 24

© 2015 Ex Libris | Confidential & Proprietary Using the data And now we have this: 25

© 2015 Ex Libris | Confidential & Proprietary THANK YOU