Reports! Reports! Reports! the easy, the annoying, and the ugly Amelia C. VanGundy The University of Virginia's College at Wise Virginia SirsiDynix Libraries Users Group Randolph-Macon College Nov. 14,

Types of Reports Counts – 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 2

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 Reports Print 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 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 6

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 7

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) 8

Current Holds (formatted) in Excel Copy from Finished report & past into Excel Excel places data into only one column Excel does have multiple rows 9

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) 10

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 11

Current Holds (Excel transpose) Paste / Paste Special / Transpose – (pasted below the existing data) 12

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 ) 13

Circulation statistics Finished report: Results & Unformatted 14

Circulation statistics & selections Use the Gadget to enter the call number ranges Save selection list as text file to reuse 15

Circulation stats (unformatted) in Excel Copy from Finished report & pasted into Excel – Excel makes the "wrong" assumptions about the data 16

Circulation stats (unformatted) in Excel Copy from Finished report & past into Excel – before pasting, column for call# range set to: Text Format 17

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 18

Fixed Format Manager wizard the Log tracks the file name (.pipe files) usually opens in MS Word 19

List reports -- pipe-delimited Video Pick List Ready to copy/paste into Excel – Unformatted 20

List reports -- pipe-delimited Video Pick List Ready to sort by Call number Labels precede most data Note: the quasi-markup structure 21

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 22

Report Session / Properties View XML Reports – excel.exe 23

Library Budget -- Reserve Funds Standard Formatted report for draft review Extended info "Note:" displays on multiple lines 24

Library Budget -- Reserve Funds XML /XSL (stylesheet) into Excel Multiple "Notes:" make multiple Excel rows 25

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 26

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 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 28

List reports -- paragraph style Late GovtDoc receipts – Unformatted Result line wrap 29

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" 30

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 31

List reports -- paragraph style Late GovtDoc receipts Result: Each record is now one line long (with tabs between most fields) – SaveAs text file (.txt) 32

Processing steps Phase 2 -- Excel import (step 1 & 2) Open/Import file into Excel Process with the Text Import Wizard 33

Processing steps Phase 2 -- Excel import (Step 3) Excel makes the "wrong" assumptions about the data Caution: bad for numerical text 34

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 35

List reports -- paragraph style Late GovtDoc receipts (Legacy report) – Formatted to fit onto standard sheet of paper multi-line problem page headers repeat 36

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" 37

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 38

Result: Columns display mixed data Late GovtDoc receipts (Legacy report) Sort & Shift columns until data "stacks" correctly 39

Convert Text to Columns Wizard Highlight column & Convert 40

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, "" ) ) 42

Reports! Reports! Reports! Thank you -- Amelia C. VanGundy The University of Virginia's College at Wise Virginia SirsiDynix Libraries Users Group Randolph-Macon College Nov. 14,

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