1. Florida Center for Library Automation (FCLA) Getting the Most Out of Your Data: Creating Customized Reports Presented by: Ellen Bishop and Wendy Ellis

2. AGENDA What is FCLA? Staff. Our Customers. Types of Reports needed Use of Data Warehouse DW Process Reporting Tool History Report Demos

3. FCLA – Florida Center for Library Automation Library Services Digital Library Systems Support Administration

4. Libraries of the Eleven State Universities

5. Why Data Warehouse (DW) Controlled environment – customize tables, ex. exclude data that could link back to patron, only include needed info Aleph “Configuration” tables – map code with description, ex. Patron status 20 = Faculty Easier to create reports across multiple institutions. FL Aleph Implementation = Multiple Bibs, ADMs & Oracle Add SFX data – MySQL limited space – Stats over time COUNTER use Stats

6. Why DW - Continued Easier for staff w/ little programming experience to write reports – ALEPH Where z35_rec_key = substr(z30_rec_key,1,9) and z35_item_sequence = to_number(substr(z30_rec_key,10,6))) DW Where al_events.adm_doc_num = al_items.adm_doc_num and al_events.seq = al_items.seq Formatting = Dates, Numbers: ex. Changed Aleph Number format Date to Oracle Date format Table Specs

7. DW Process Process ETL (Extract Transform & Load) runs nightly Timing: Process begins at 4am – generally completed by 7am 2 Type of Processes Run ⁻ Recreate New Tables ⁻ Update existing tables with changes

8. Reporting Tool History Reporting Tools – Net.data – HTML & SQL & Scripting Net.data – Eclipse BIRT (Business Intelligence Reporting Tool) – Client Based Eclipse BIRT Current Tool – APEX – Oracle Application Express – Web based

9. Back

10. %DEFINE { HTML_TITLE = "Circ Events" TITLE = "CIRCULATION EVENT COUNTS" HR_SIZE = "2" FORM_DB = " Select Institution: AM CF FA FI F S GC NC NF SF UF WF " %} %FUNCTION(DTW_ODBC) EVNTSUB () { SELECT Z35_SUB_LIBRARY AS "SUBLIBRARY", Z35_EVENT_TYPE AS "EVENT TYPE", Count(*)AS "NUMBER OF EVENTS" FROM $(SCHOOL)U50.Z35 WHERE (Z35_EVENT_DATE BETWEEN $(SDATE) AND $(EDATE)) AND (Z35_EVENT_TYPE In ('50','51','52','53','54','56','80','62','63','64','61','82')) GROUP BY Z35_SUB_LIBRARY, Z35_EVENT_TYPE ORDER BY Z35_SUB_LIBRARY, Z35_EVENT_TYPE Net.Data_Back

11. BIRT_Back

12. DW Table Specs_Back DW Table Specs_Back Z30 - Items

13. Questions? Over to Ellen for Demos.

14. APEX –Page example in the Application Builder Title Report Region –Region Definition, includes source or SQL –Report Attributes, columns –Print Attributes Buttons Parameters –Ex. Institutions, Sublibrary, Order Unit, Fiscal Year Shared Components –Templates and Theme

16. APEX Report Region For SQL Query

17. APEX –SQL Workshop Object Browser to create or browse –Tables –Views SQL Commands SQL Scripts Query Builder –Create or View Saved Queries

20. Reports Accessed from FCLA Website www.fcla.edu Content Management System Reports & Statistics Link on Front Page Ability to Run Reports from webpage

21. Complete list of reports ARROW reports News Knowledge Base Data Warehouse

23. Expanded List: links to Reports, ARROW Reports, Aleph Client Reports, Monthly Statistics, and Digital Library reports Alphabetical Listing Search and Filter capabilities

24. Each Report has 2 links: –Title lists the report type, area, name, URL and a description –URL to run the report

25. Examples of APEX Features: –Date Picker –Sorting Interactive Reports –Charts –Saving and Printing –Sorting Report Output –Parameters –Totals for Column Counts and Amounts

26. Date Picker

27. Sorting Interactive Report

28. Sorting Output

29. Column Total

30. Help embedded on report page

31. Moving ‘Save’ button to top of report output

32. Saving and Printing APEX reports can be printed by opening them in MS Excel You can SAVE the report as either a.csv file to open and manipulate in Excel Or you can change to an Excel extension,.xls or.xlsx, for additional formatting in Excel

33. Save File and change extension to.xls or.xlsx Change type to Delimited and Comma Adjust appropriate columns to Text

34. Save File and open in Excel Highlight first cell and Ctrl+Shift+End Go to Sort and Filter, then Custom Sort

35. Contact Information Wendy Ellis Public Services Support Specialist Florida Center for Library Automation wfellis@ufl.edu Ellen Bishop Systems Librarian, Acquisitions and Serials Florida Center for Library Automation ecbishop@ufl.edu