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Optimized creation of statisticalreports for items and circulationtransactions in Aleph500 (version 20)    Michelângelo Ma...
Main author of this developmentRoberto Bertolo Moura   Senior System Librarian at PUCRS                                   ...
3Source: Google Maps
4Source: Google Maps
5Source: Google Maps
6Source: Google Maps
7Source: Google Maps
The Pontifical Catholic University        of Rio Grande do Sul (1948)PUCRS Main Campus is located in the capital city of P...
Research areas Accounting                   Education                     Nutrition Aeronautical Sciences        Ener...
Information needs                                                           University’s                     Brazil’s Mini...
Before: different flows Information need                 SQL                    Parameters             Output   Format   D...
Today: integrated flow for all reports Specify all                          Initial and permanent settings.information    ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                    Define which      Design the     Group, Link                   Schedule SQ...
Get collect data Specify all                    Define which      Design the     Group, Link                Schedule SQL  ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Get collect data Specify all                     Define which      Design the     Group, Link                Schedule SQL ...
Before and TodayBefore Different reports = different SQL queries Too much work and too much time Manual workToday Only...
Today: integrated flow for all reports Specify all                          Initial and permanent settings.information    ...
Thank you!     Michelângelo Mazzardo Marques Viana                mviana@pucrs.br
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Optimized creation of statistical reports for items and circulation transactions in Aleph500 (version 20)

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Presentation made in Sept. 2012 at the IGeLU Conference in Zurich, Switzerland.
Before the 2000's, PUCRS libraries generated different statistical on-demand reports by running several separate queries which consumed much time to be composed and executed, one at a time, through SQL clients.
To optimize this work, the library developed a method to run a batch of SQL queries during the night (simply using Linux shell scripts and native sqlplus) that feeds a large array of results in a MS-Excel file which contains different spreadsheets.
Each spreadsheet sums and gathers statistical data according to the information needs of University academic departments and government agencies. Thus, two statistical reports are monthly generated based on the information recorded in the Aleph database: (1) General Collection Data (687 SQL queries) and (2) General Circulation Data (106 SQL queries).
Both reports can generate: (a) numerical tables and also (b) charts (pie, line...). It is an economical and optimized solution which uses only Linux shell scripts, sqlplus and MS-Office Excel.

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Transcript of "Optimized creation of statistical reports for items and circulation transactions in Aleph500 (version 20)"

  1. 1. Optimized creation of statisticalreports for items and circulationtransactions in Aleph500 (version 20) Michelângelo Mazzardo Marques Viana Pontifical Catholic University of Rio Grande do Sul Porto Alegre - Rio Grande do Sul - Brazil 1
  2. 2. Main author of this developmentRoberto Bertolo Moura Senior System Librarian at PUCRS 2
  3. 3. 3Source: Google Maps
  4. 4. 4Source: Google Maps
  5. 5. 5Source: Google Maps
  6. 6. 6Source: Google Maps
  7. 7. 7Source: Google Maps
  8. 8. The Pontifical Catholic University of Rio Grande do Sul (1948)PUCRS Main Campus is located in the capital city of Porto Alegre, Brazil. 8 Source: Google Maps
  9. 9. Research areas Accounting  Education  Nutrition Aeronautical Sciences  Energy  Pharmacy Applied Social Sciences  Engineering  Philosophy Architecture and Urbanism  Environment  Physical Education and Bioethics  Geriatrics and Gerontology Sports Science Biomedical Research  Human Sciences  Physics Biosciences  Law  Physioterapy Brain Studies  Letters  Psychology Chemistry  Management  Social Communication Computer Science  Mathematics  Social Services Dentistry  Medicine  Theology Earth Sciences  Natural Sciences  Toxicology Economics  Nursing 9
  10. 10. Information needs University’s Brazil’s Ministry Library Higher of Education Administration Administration Collection Data Circulation Data Accesses Data Analytical Data 10
  11. 11. Before: different flows Information need SQL Parameters Output Format Deliver #1 queriesInformation need SQL Parameters Output Format Deliver #2 queriesInformation need SQL Parameters Output Format Deliver #3 queriesInformation need SQL Parameters Output Format Deliver #n queries 11
  12. 12. Today: integrated flow for all reports Specify all Initial and permanent settings.information Modified only when there are changes. needs Define global parameters Define which primary data to collect Design the Excel Spreadsheets Group, Link and Combine primary data Define SQL statements On a desired frequency. Schedule SQL automatic execution Get collect data and paste them into the Spreadsheets 12
  13. 13. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Step by step execution… 13
  14. 14. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Specify all information needs  Collection  Circulation  Accesses  Simultaneous access  and so on 14
  15. 15. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Define global parameters  Item status codes  Collections codes  User status codes  MARC contents for filter  Item material codes  What data must be grouped 15
  16. 16. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Define which primary data to collect About collection:  Number of current foreign printed periodicals  Number of licensed e-books of Human Sciences  Number of audiovisual documents added into the collection in the last month  Number of books acquired by purchase for Biological Sciences 16
  17. 17. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Define which primary data to collect About circulation:  Number of book loans made by each selfcheck-out machine  Number of book returns made by each selfcheck-in machine  Number of notebook loans by floor  Simultaneous use of notebook on each floor  Simultaneous use of study rooms on each floor 17
  18. 18. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Define which primary data to collect About accesses:  Access made by visitors  Access made by PUCRS users on study floor  Median of Number of daily accesses to the Library  Median of simultaneous users inside the Library at same time by time range  Average number of hours that user stays in the Library 18
  19. 19. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Design the Excel Spreadsheets 19
  20. 20. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Design the Excel Spreadsheets 20
  21. 21. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Design the Excel Spreadsheets 21
  22. 22. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Design the Excel Spreadsheets 22
  23. 23. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Group, Link and Combine primary data Group:  Join similar data in different TABs: 23
  24. 24. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Group, Link and Combine primary data Link:  Associate each cells with its respective cell of the MATRIX tab: 24
  25. 25. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Group, Link and Combine primary data Link:  Associate each cells with its respective cell of the MATRIX tab: 25
  26. 26. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Group, Link and Combine primary data 26
  27. 27. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Group, Link and Combine primary data 27
  28. 28. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Group, Link and Combine primary data 28
  29. 29. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Group, Link and Combine primary data Combine:  Use SUM functions to calculate the totals: 29
  30. 30. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Define SQL statements SQL statements for collection:  687 queries SQL statements for circulation and accesses:  105 queries 30
  31. 31. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Define SQL statements 31
  32. 32. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Define SQL statements 32
  33. 33. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Define SQL statements 33
  34. 34. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Define SQL statements 34
  35. 35. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Define the schedule in JOB DAEMON 35
  36. 36. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution SpreadsheetsCreate a SHELL SCRIPT to execute the SQL .SQL file location 36
  37. 37. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Store all queries inside a .SQL file 37
  38. 38. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Get collect data and paste them into the Spreadsheets Select * from PUCRS.RESULTS order by DADO1, DADO2, DADO3 38
  39. 39. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Get collect data and paste them into the Spreadsheets 39
  40. 40. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Get collect data and paste them into the Spreadsheets 40
  41. 41. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Get collect data and paste them into the Spreadsheets 41
  42. 42. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Get collect data and paste them into the Spreadsheets 42
  43. 43. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Get collect data and paste them into the Spreadsheets 43
  44. 44. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Get collect data and paste them into the Spreadsheets 44
  45. 45. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Get collect data and paste them into the Spreadsheets 45
  46. 46. Get collect data Specify all Define which Design the Group, Link Schedule SQL Define global Define SQL and paste theminformation primary data to Excel and Combine automatic parameters statements into the needs collect Spreadsheets primary data execution Spreadsheets Get collect data and paste them into the Spreadsheets when the data is collected and organized in the spreadsheet, you can create all graphics needed. 46
  47. 47. Before and TodayBefore Different reports = different SQL queries Too much work and too much time Manual workToday Only one step to collect all data Only one step to create all reports Automated and fast work 47
  48. 48. Today: integrated flow for all reports Specify all Initial and permanent settings.information Modified only when there are changes. needs Define global parameters Define which primary data to collect Design the Excel Spreadsheets Group, Link and Combine primary data Define SQL statements On a desired frequency. Schedule SQL automatic execution Get collect data and paste them into the Spreadsheets 48
  49. 49. Thank you! Michelângelo Mazzardo Marques Viana mviana@pucrs.br
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