[Evergreen-reports] Evergreen-reports Digest, Vol 25, Issue 2

Fri Jun 14 14:24:32 EDT 2013

This may be repeating a response I sent to a different issue but it's relevant here.  I set up a numbering convention that I've appended to the beginning of each report title. It's immensely helpful for many reasons:

1.) helps users identify periodic reports so that they know they're comparing apples to apples.
2.) indicates whether one is actually using the same version of the report as before.
3.) separates older versions of the reports that users still have items attached to.

This is the format:  XX-xxx.y Name of Report

XX  = the folder the report is in
xxx = the number of the report within that folder
y   = the version of the report (Each time someone changes it, we increase the version number by 1.) 

So, for instance, here are some of our report titles:

AQ-060.0 New Items Added by Active Date
AQ-060.1 New Items Added by Active Date
AQ-060.2 New Items Added by Active Date 
AR-010.0 Circulations by ARIS Statistical Category
CA-010.0 Cataloging Productivity -- Item Creations
CA-020.0 Cataloging Productivity -- Item Deletions
CA-040.0 Items Added by OCLC #

After a while, we can move the older versions of items (AQ-060.0 and AQ-060.1, in this case) to a folder we've created called "Wastebasket".

-----Original Message-----
From: evergreen-reports-bounces at list.evergreen-ils.org [mailto:evergreen-reports-bounces at list.evergreen-ils.org] On Behalf Of evergreen-reports-request at list.evergreen-ils.org
Sent: Thursday, June 13, 2013 1:33 PM
To: evergreen-reports at list.evergreen-ils.org
Subject: Evergreen-reports Digest, Vol 25, Issue 2

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Today's Topics:

   1. Re: Deleting Templates and (Jessica Venturo)

----------------------------------------------------------------------

Message: 1
Date: Thu, 13 Jun 2013 13:27:38 -0400
From: "Jessica Venturo" <jventuro at biblio.org>
To: "'Evergreen Community Reports Email List'"
	<evergreen-reports at list.evergreen-ils.org>
Subject: Re: [Evergreen-reports] Deleting Templates and
Message-ID: <003c01ce685b$4d1ad5c0$e7508140$@biblio.org>
Content-Type: text/plain; charset="us-ascii"

Hi Beth,

1)      We have the same issue at Biblio.  We handle it the same way it
sounds like you do - we move the old report to a nonshared folder.  So far, I have tried to curtail the issue by encouraging libraries to clone reports to their own folders.  However, this creates another issue in which the reports that the libraries run for themselves are often not the most up-to-date version.  We have discussed implementing a procedure that would only retain report data for a limited time (a month, for example), which would allow us to clean out that folder full of broken reports after a time, and limit the number of old reports that are being stored in the database.

2)      The Pivot Label Column is very good for generating counts of things
based on two different criteria.  For example, we run a report at the end of our fiscal year that breaks out number of circulations by month and by shelving location.  We choose "Month" as the Pivot Label Column, and we as a result we get the months listed across the top of the output as column headers and the shelving locations listed along the side, so the report actually shows total number of circulations by month and shelving location.
Then, we total the columns and rows in Excel.  I've attached an example of one of last year's reports (This was before we did our shelving location cleanup project, but we still have a lot of shelving locations).

Hope this helps!

Jessica

---

Jessica Venturo

Applications Support Specialist

Bibliomation, Inc.

24 Wooster Ave.

Waterbury, CT 06708

203-577-4070 ext. 105

From: evergreen-reports-bounces at list.evergreen-ils.org
[mailto:evergreen-reports-bounces at list.evergreen-ils.org] On Behalf Of Cristina Hernandez Trotter
Sent: Wednesday, June 12, 2013 6:35 PM
To: Evergreen Community Reports Email List
Subject: Re: [Evergreen-reports] Deleting Templates and

Hi, Beth,

I am not able to offer any help with your first question, but here is a link to instructions for a template that uses the Pivot Label Column:

http://ocrl.org/chtrotter/reports/Average%20Number%20of%20Circulations%20by%
20Weekday%20and%20Time%20(Circ%20Source).pdf

(Please excuse extra blank page. Gotta fix that!)

Since you mention that you have basic proficiency in Excel,  you might be interested in watching the screencast where I cover the tip in step 5. The video is embedded in this blog post:

http://reportsblog.blogspot.com/2011/06/copy-and-paste-part-1-selecting.html

Hope this is of some help,

Cristina

On Wed, Jun 12, 2013 at 3:54 PM, Beth Willis <willis at noblenet.org> wrote:

Hi,

I have two questions for the list.

1) When I revise a template, often I cannot delete the original template because one or more of our libraries have created reports from it.  In this case, the only way I know of to remove a template from our shared folders is to move it to a different, non-shared folder.  In some cases I have revised a template more than once and have to move/store multiple versions of it because I cannot delete it.  This results in a lot of obsolete templates being retained for no purpose.  How are others handling this situation?

2) We generally ignore the Pivot Label Column and Pivot Data Column options when generating reports.  I believe that these options relate to Excel, but I have only basic proficiency in Excel.  Are others using these options?  If so, can you provide one or two examples where selecting these options are useful?

Thank you.
Beth
--
Beth Willis
Digital & Catalog Librarian
NOBLE, Inc.
26 Cherry Hill Drive
Danvers, MA 01923

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