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Roxana Popistaşu IT staff Roxana-Maria.Popistasu@bnl.etat.lu

Roxana Popistaşu IT staff Roxana-Maria.Popistasu@bnl.etat.lu. Aleph reports from request to response. The need for reports. Statistical data for BnL (management, communication etc.) Libraries in the national network “bibnet.lu” Consortium Luxembourg etc. Problem solving Help in

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Roxana Popistaşu IT staff Roxana-Maria.Popistasu@bnl.etat.lu

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  1. Roxana PopistaşuIT staffRoxana-Maria.Popistasu@bnl.etat.lu Aleph reports from request to response

  2. The need for reports • Statistical data for • BnL (management, communication etc.) • Libraries in the national network “bibnet.lu” • Consortium Luxembourg etc. • Problem solving • Help in • decision making • improving workflows

  3. Data sources

  4. Report creation • different systems => different manners of creating reports • pre-requisites – knowledge about: • the system itself • the underlying database • the report creation tools / system (e.g. ARC - Cognos) • the relationship between system data and report system data (e.g. Aleph data vs. ARC Packages) • data confidentiality

  5. Report distribution • distribution of reports until now: • request (email/conversation) • creation • send (email) • problems: • several people receiving requests • redoing the same report for a different institution or period • difficult to find previous reports or versions of the same report • little to no trace of previous requests => The process is not scalable.

  6. Report distribution • Goals: • one single platform for all reports • homogeneous report presentation • standard access for all users • automation (as much as possible)

  7. Report creation • Aleph reports: • ARC Report Studio • Oracle SQL reports

  8. Report creation - ARC • Query Studio • ad hoc queries • simple reports and charts • Report Studio • advanced reports and charts (multiple-page, multiple-query) • specific needs (complex prompts and filters) • greater flexibility in calculating and formatting results • re-use

  9. Report Studio • Challenges • complexity of the tool* • little ExLibris documentation* • knowledge of the underlying database • difficulty dealing with error messages (+ access to the log files on the ARC server) “CM-REQ-4342 The client did something wrong.”“You do not have permission to use Report Studio. Report Studio is shutting down. For more information, contact the administrator.” * IBM training: Cognos Report Studio (3 days)

  10. Reports in Report Studio

  11. Reports (multiple-page)

  12. Reports (multiple-query & crosstabs) • Crosstab reports are used to show the relationships between three or more query items. • Crosstab reports show data in rows and columns with information summarized at the intersection points.

  13. Reports (prompts) Useful for: • running the same report with different parameters • creating Report Views

  14. Reports (conditional formatting) • conditional styles • better identify exceptional or unexpected results • conditional layouts • multilingual reports • multiformat reports (pdf, Excel, html etc.)

  15. Reports (report views) • Report views ≈ different outputs of the same report • the same report specification as the source report • different properties: prompt values, schedules, delivery methods, run options, languages, and output formats • Example: • report: “Loans per month” • possible report views: “BnL - Loans per month (pdf)”, “BnL - Loans per month (xls)”, “Uni - Loans per month (yearly)”, “Uni - Loans per month (trimester)”

  16. Reports (schedule) • recurring date and time for running • works with both reports and report views • default values or changed options

  17. Report creation – Oracle SQL • User friendly formatting and headers • Excel friendly output (comma or tab delimited files) • Use of prompts for parameter values • Use of UNIX cron jobs for scheduling

  18. Report creation – Oracle SQL

  19. From creation to distribution

  20. From creation to distribution • Create reports according to institutional needs and preferences • ARC: report views • Oracle SQL: parameterized SQL scripts • Schedule reports to run periodically • ARC: use schedules for report views • Oracle SQL: use UNIX cron jobs for SQL scripts • Regularly check for new files & copy them to the distribution platform (rsync, scp)

  21. Report distribution platform • Code name: ReD • Web interface – three languages • Functionalities: • search for and browse existing reports • request new reports • request schedule modification or cancelation

  22. ReD

  23. ReD – Search

  24. ReD – Browse

  25. ReD – Schedules

  26. ReD – New report

  27. ReD – workflow new report decision of the person in charge of the network, consortium, system etc. analysis & creation of the report (ARC, SQL etc.) request in ReD (email) (yes) notification sent to the user requesting the report and the other users of the same institution distribution in ReD (email, blog) notification sent all other (interested) users about the existence of a new “standard report”

  28. ReD – Preferences

  29. ReD – Administration

  30. ReD – Manage translations

  31. Future steps • creation of new reports and integration into ReD • update (and possible improvement) of reports when switching to production Aleph v21 and ARC v3.0 • integration of other systems (findit.lu, eluxemburgensia.lu, websites etc.) • different levels of access

  32. Aleph reportsfrom request to response Questions, remarks, suggestions? Roxana Popistaşu Roxana-Maria.Popistasu@bnl.etat.lu

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