Manipulating Use Data: PivotTables and XML Tansy Matthews June 2008

Why? VIVA (The Virtual Library of Virginia) is a consortium of: 39 state-assisted colleges and universities at 55 campuses ++ 33 of Virginia's independent (private, not-for profit) colleges and universities ++ other Educational and Research Institutions

Why? XX 30 products XX 12 times a year ++ Annual report =

What are PivotTables? Excel Tool Translates columnar data into a table that can be sorted on any of the column headings.

Raw data

PivotTable

Manipulating the PivotTable

Changing the Data Fields

Data Collection Over Time Consistent format allows data to be easily concatenated. PivotTables can be refreshed when new data is added. Charts can be generated directly from PivotTables. Example: extended_report.xlsextended_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 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.xmlsjp_07.xml

How do I get it into Excel? Open Excel Select Data>XML>Import Example: import sjp_07.xml into Excelsjp_07.xml

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 (sjp_07_march.xml)sjp_07_march.xml  Append (dup_07.xml)dup_07.xml

Who provides XML?

What is Project COUNTER? Counting Online Usage of NeTworked Electronic Resources Standards for usage reporting Standard format makes compilation easier:  Example Example

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 to lib- lib-stats listservlib-statslib-  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. microsoft.public.excel  OzGrid Forum: A good source for Excel tips and VBA macros. OzGrid Forum

Additional Information e_2008.html e_2008.html  Stats resources  Example files  PivotTable Tutorial PivotTable Tutorial

Questions?

ICOLC April 5 - 8, 2009 Charlottesville, VA

Not as pretty as here, but….

The Omni on the Downtown Mall

Charlottesville – Albemarle Airport (CHO) 60 nonstop flights to and from:  Charlotte, NC  Philadelphia, PA  NY/LaGuardia  Washington Dulles  Cincinnati, OH  Detroit, MI  Atlanta, GA

ICOLC April 5 - 8, 2009 Charlottesville, VA

Questions?