Florida Center for Library Automation (FCLA)

Getting the Most Out of Your Data: Creating Customized Reports

Presented by: Ellen Bishop and Wendy Ellis

AGENDA

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

FCLA – Florida Center for Library Automation

• Library Services

• Digital Library

• Systems Support

• Administration

Libraries of the Eleven State Universities

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

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)))DWWhere al_events.adm_doc_num = al_items.adm_doc_numand al_events.seq = al_items.seq

• Formatting = Dates, Numbers: ex. Changed Aleph Number format Date to Oracle Date format

• Table Specs

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

Reporting Tool History

• Reporting Tools– Net.data – HTML & SQL & Scripting– Eclipse BIRT (Business Intelligence Reporting Tool)

– Client Based

• Current Tool– APEX – Oracle Application Express – Web based

Questions?

Over to Ellen for Demos.

• 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

APEX Report Region For SQL Query

• APEX – SQL Workshop

• Object Browser to create or browse– Tables– Views

• SQL Commands• SQL Scripts• Query Builder

– Create or View Saved Queries

Reports Accessed from FCLA Websitewww.fcla.edu

•Content Management System•Reports & Statistics Link on Front Page•Ability to Run Reports from webpage

•Complete list of reports•ARROW reports•News•Knowledge Base•Data Warehouse

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

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

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

Date Picker

Sorting Interactive Report

Sorting Output

Column Total

Help embedded on report page

Moving ‘Save’ button to top of report output

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

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

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

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