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Tansy Matthews Electronic Resources & Libraries 2010 Austin, TX January 31, 2010 Slide 2 Background information Storing use data Processing use data for storage XML CSV/Excel Presenting use over time Slide 3 Virtual Library of Virginia is the consortium of the nonprofit academic libraries within the Commonwealth of Virginia. (www.vivalib.org)www.vivalib.org VIVA's mission is to provide, in an equitable, cooperative and cost-effective manner, enhanced access to library and information resources for the Commonwealth of Virginia's nonprofit academic libraries serving the higher education community. Slide 4 Comprises 39 state-assisted colleges and universities (at 55 campuses) 6 doctoral institutions and 9 4-year comprehensive colleges and universities 24 community and 2-year branch colleges (40 campuses) 33 of Virginia's independent (private, not- for profit) colleges and universities Other educational and research institutions Slide 5 Challenge: Develop an efficient means of processing use data that would: Continue providing monthly use data updates for our members, on an institutional and product level Facilitate long term storage of data Permit the display of data to track trends and to demonstrate the consortiums contribution to higher education in Virginia Slide 6 Keys to manipulation AND storage Consistent formatting Columnar data Concatenate Slide 7 What do you mean by columnar data? Slide 8 Challenge revised: Develop an efficient means of processing use data that would: Combine all of our disparate data reports into consistently formatted, columnar data. Slide 9 Project COUNTER helped by creating a standard format for use data reporting. http://www.projectcounter.org/ http://www.projectcounter.org/ Slide 10 Receive data as CSV, Excel, or XML files Import into Excel XML direct import and formatting CSV/Excel combine files using SobolSofts Import Multiple Text Files tool ($29.99)Import Multiple Text Files Develop macros to reformat Store in an Access database Slide 11 Slide 12 Background information Storing use data Processing use data for storage XML CSV/Excel Presenting use over time Slide 13 Slide 14 Access/MySQL Space Flexibility Easy import/export Slide 15 Background information Storing use data Processing use data for storage XML CSV/Excel Presenting use over time Slide 16 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, theyll appear as marked up text. Slide 17 HTML Hey! Thats me! Slide 18 Am not! XML Slide 19 XML Much better. Slide 20 XML Taught him everything he knows. Slide 21 Example file: http://www.vivalib.org/xml_sample.txt http://www.vivalib.org/xml_sample.txt Slide 22 XML facilitates the importation of data into Excel. Allows the user to determine where the data lands when its imported imperative for maintaining a consistent data format over time. One step import/formatting. Slide 23 Open Excel Create a new workbook Select Developer>XML>Import Example: Download http://www.vivalib.org/sjp_07.xmlhttp://www.vivalib.org/sjp_07.xml Import into Excel Slide 24 Select data to be imported Assign data positions (map elements) Change field names Slide 25 Data>XML>XML Map Properties For example: Overwrite (http://www.vivalib.org/sjp_07_march.xml)http://www.vivalib.org/sjp_07_march.xml Append (http://www.vivalib.org/dup_07.xml)http://www.vivalib.org/dup_07.xml Slide 26 For COUNTER compliant data: Compile COUNTER reports into a single Excel workbook (SobolSoft tool) COUNTER processing macros to format: http://www.vivalib.org/stats_training/counter_processing.xlsm http://www.vivalib.org/stats_training/counter_processing.xlsm Slide 27 Slide 28 Slide 29 Slide 30 Open counter_processing.xlsmcounter_processing.xlsm Open http://www.vivalib.org/jr1_compiled.xlsx http://www.vivalib.org/jr1_compiled.xlsx Select Developer>Macros Select compile_counter_journal_reports Click Run Slide 31 Select month. Paste month in first empty column. Slide 32 Consistent format allows data to be easily concatenated. Charts can be generated directly from PivotTables. Example: http://www.vivalib.org/extended_report_example.xls http://www.vivalib.org/extended_report_example.xls Slide 33 Background information Storing use data Processing use data for storage XML CSV/Excel Presenting use over time Slide 34 Excel Data>PivotTable and PivotChart Report Choose source of data & data range Select a static range Import Place data headings Example file: http://www.vivalib.org/journals_example_sourcedata.xls http://www.vivalib.org/journals_example_sourcedata.xls Slide 35 Click on your PivotTable Go to PivotTable Tools>PivotChart Create your chart. To detach your chart from the PivotTable, delete the PivotTable Slide 36 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 email to lib-stats-request@ncl.ac.uk. lib-stats listservlib-statslib-stats-request@ncl.ac.uk 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 Slide 37 http://www.vivalib.org/stats_training/stats_resources.html http://www.vivalib.org/stats_training/stats_resources.html Stats resources Example files Also potentially useful: PivotTable tutorial http://www.vivalib.org/pivot_table_examples/pivot_table_tutorial.html Slide 38 www.vivalib.org tmatthe6@gmu.edu