Reports in Horizon

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Reports in Horizon

  1. 1. Reports in Horizon The Easy, the Difficult, and the Nearly Impossible
  2. 2. Easy Reports <ul><li>Item Report and Table Editor can answer many quick questions. </li></ul><ul><li>For example: How many borrowers are Minor Title Restricted? </li></ul>
  3. 3. How many borrowers are Minor Title Restricted?
  4. 4. Highlight BType. Type in your borrower type Code. Click OK.
  5. 5. Result is a list of borrowers who are Minor Title Restricted. The total is also displayed at the bottom right of the window. You can also display more columns with “Display” and sort the borrowers in a variety of ways with “Sort.”
  6. 6. More easy reports: To find out how many times an item has circulated… <ul><li>Search for the item (F2) </li></ul><ul><li>Send it to the copy/item list </li></ul><ul><li>Click on “Detail Status” to see the # CKOs </li></ul><ul><li>or </li></ul><ul><li>Click Edit and page down to see the number of checkouts. </li></ul><ul><li>(Note: The number of checkouts is item dependent, not title or Bib#.) </li></ul>
  7. 7. To see usage of a title or Bib# since a certain date: <ul><li>Find an item (F2), then </li></ul><ul><li>Send it to “View Usage Statistics” </li></ul><ul><li>(Note: The Usage Statistics are for all of the items in the Bib# of the title searched for.) </li></ul>
  8. 8. Item_Report
  9. 9. The Compound Search Window If it looks familiar, you probably remember it from the Item Group Editor.
  10. 10. Some good questions for Item_Report <ul><li>Give me all the items in the Large Print Fiction collection that were created before April 2004 and have not circulated at all. </li></ul><ul><li>Show me all the items with status “item being held” and I’ll sort them by “last status update” to see the older ones. </li></ul>
  11. 11. More questions for Item_report <ul><li>Show me all the items at my location that are due today. </li></ul><ul><li>Show me all the items at my location with item type c7d that haven’t circulated since May 2004. </li></ul><ul><li>I bet you can come up with some I haven’t thought of that you can use. </li></ul>
  12. 12. Use Item_Report for a New Items List
  13. 13. Highlight “Collection” then click the Show Codes button.
  14. 14. Select the “epict” collection code and click OK.
  15. 15. Next, click on the AND radio button, then highlight “Creation Date” and click the Date Range button. 1. 2. 3.
  16. 16. Enter a date, click OK.
  17. 17. Now click Search.
  18. 18. Maximize the results window.
  19. 19. Click the Display button to choose columns to show.
  20. 20. Choose Call No., Title, Author, Loc., and Item Status Deselect others that may be highlighted. Then Click OK.
  21. 21. Now click Sort.
  22. 22. Sort by Loc., then, Item Status, then Call No. Click Ok.
  23. 23. Select all the items at HQ that are Checked In, then Click File, Export Records.
  24. 24. Choose a name and location for your file, and end it with .txt, then Save.
  25. 25. Choose the default option, click OK
  26. 26. Find your file, double click Here’s a text file you can edit to show the newest epict items currently checked in at HQ.
  27. 27. Ad Hoc Reports <ul><li>Easy to run, but sometimes give you too much. </li></ul><ul><li>You can save the file and give it a name with “.txt” on the end. This will let you open it in Notepad or Word, or even Excel or Access. </li></ul><ul><li>After that, open it in your chosen program, and delete those extra lines of zeros! </li></ul>
  28. 28. Running the Ad Hoc Reports Double Click on the AdHoc Stat Reports Icon.
  29. 29. Choose Report Options <ul><li>You must choose a report from the left side, </li></ul><ul><li>A location or locations from the right side, and </li></ul><ul><li>A date: it could be yesterday, the end of last month, or the end of last year </li></ul>
  30. 30. Choose Report Options
  31. 31. Choose Output Options I prefer to save to a file, then you can edit the report.
  32. 32. Example:
  33. 33. Saving to a file: Click Save and the report will start to run. Remember where You saved it and its name!
  34. 34. Report Generating This might take awhile. Time to get some coffee.
  35. 35. Find the report There it is on my desktop.
  36. 36. If you double click…. It will open in Notepad. That’s why I put the “.txt” on the end.
  37. 37. If you want to work in Excel, you could save your report with “.xls”: This time, don’t double click on your file, find it and open it within Excel.
  38. 38. Open Excel, then open the report Be sure to change the “Look in” box to wherever you saved your File. Highlight the file and click Open.
  39. 39. Go through the “wizard” Choose fixed width. Click Next.
  40. 40. Change the column breaks Follow the instructions to tell Excel where the columns are.
  41. 41. Click Finish <ul><li>The report will be put into Excel, and you can play with it from there. </li></ul><ul><li>You can open a “.txt” file in Word also. In Notepad, Word, Excel, or Access, you can delete the rows you don’t want. Save and print your results. </li></ul>
  42. 42. More difficult reports <ul><li>There are some tables that are hidden from you in Horizon. Only the System Administrator can see them, because by making changes to them you could impact the database adversely. </li></ul><ul><li>Some reports are hard to do from within Horizon. There’s a tool called SQL Query Analyzer that I can use to do them. </li></ul>
  43. 43. Examples select name, location, btype, borrower.borrower#, address1, city_st, postal_code from borrower, borrower_address where borrower.borrower#=borrower_address.borrower# and location='akw' order by btype This is the SQL Query to get a list of borrowers with addresses for Akwesasne. The results are shown on the next slide.
  44. 44. Results of SQL Query I would run the query for you and send the results as a spreadsheet, access or text file.
  45. 45. Mailmerge <ul><li>Word can use an Excel file to produce mailing labels, using the Mailmerge feature. I can help you with this if you want. </li></ul><ul><li>I was also able to get the names to display with the first name first, and the full city and state. </li></ul>
  46. 46. Another example Here’s a report of how many borrowers and how many checkouts by zip code.
  47. 47. Another Example: This gives the number of bibs with no items in our database.
  48. 48. If you can think of it…. <ul><li>I can ask the Horizon Users’ Group listserve how to do it with SQL. </li></ul><ul><li>I’ve seen examples of collection age studies, reports of most requested items for a “purchase alert,” and shelf lists for inventory purposes. </li></ul>
  49. 49. Annual Report Time <ul><li>Dynix has almost finished a pair of custom reports for us to help with the Annual Report. </li></ul><ul><li>They basically give us item holdings and circulation using the broader categories asked for by the state. For example: </li></ul>
  50. 50. Plattsburgh Holdings <ul><li>---------------------------------------------------------------- </li></ul><ul><li>Item Holdings report for Plattsburgh Public Library </li></ul><ul><li>Category Holdings </li></ul><ul><li>-------------------------------- </li></ul><ul><li>Adult Audio 1211 </li></ul><ul><li>Adult Fiction 14564 </li></ul><ul><li>Adult Nonfiction 36217 </li></ul><ul><li>Adult Periodicals 2354 </li></ul><ul><li>Adult Video 1001 </li></ul><ul><li>Electronic 27 </li></ul><ul><li>Juv Audio 505 </li></ul><ul><li>Juv Fiction 14170 </li></ul><ul><li>Juv Nonfiction 11845 </li></ul><ul><li>Juv Periodicals 62 </li></ul><ul><li>Juv Video 377 </li></ul><ul><li>Other Materials 178 </li></ul><ul><li>Unknown 362 </li></ul><ul><li>YA Audio 0 </li></ul><ul><li>YA Fiction 1992 </li></ul><ul><li>YA Nonfiction 115 </li></ul><ul><li>YA Periodicals 0 </li></ul><ul><li>Young Adult Video 0 </li></ul><ul><li>FASTADD 30 </li></ul><ul><li>-------------------------------- </li></ul><ul><li>Total 85010 </li></ul>
  51. 51. Plattsburgh Circ 2004 to date <ul><li>---------------------------------------------------------------- </li></ul><ul><li>Annual Circulation report for Plattsburgh Public Library </li></ul><ul><li>Category Circ Count </li></ul><ul><li>----------------------------------- </li></ul><ul><li>Adult Audio 3364 </li></ul><ul><li>Adult Fiction 19905 </li></ul><ul><li>Adult Nonfiction 11310 </li></ul><ul><li>Adult Periodicals 892 </li></ul><ul><li>Adult Video 2934 </li></ul><ul><li>Electronic 15 </li></ul><ul><li>Juv Audio 476 </li></ul><ul><li>Juv Fiction 10577 </li></ul><ul><li>Juv Nonfiction 3750 </li></ul><ul><li>Juv Periodicals 32 </li></ul><ul><li>Juv Video 764 </li></ul><ul><li>Other Materials 163 </li></ul><ul><li>Unknown 19 </li></ul><ul><li>YA Audio 0 </li></ul><ul><li>YA Fiction 1359 </li></ul><ul><li>YA Nonfiction 4 </li></ul><ul><li>YA Periodicals 0 </li></ul><ul><li>Young Adult Video 0 </li></ul><ul><li>FASTADD 243 </li></ul><ul><li>-------------------------------- </li></ul><ul><li>Total 55807 </li></ul>
  52. 52. Annual Reports <ul><li>I’ll need to run these for you because they use the SQL Query tool. </li></ul>
  53. 53. Impossible Reports <ul><li>We can’t tell you who borrowed an item in the past, unless they are the current or immediate past borrower or owe fines. </li></ul><ul><li>This is a good thing for privacy of our patrons. The link is broken and the information doesn’t exist in the database. </li></ul><ul><li>Some statistics are collapsed over time. Circ data is preserved at the monthly level, daily stats are lost after the month changes. </li></ul>
  54. 54. That’s all, but it’s only the beginning <ul><li>There’s a lot to learn about reports. Please don’t hesitate to ask me when you wonder if the system can do something. </li></ul><ul><li>There may not be many impossible reports, but there may be some difficult ones. </li></ul>
  55. 55. To improve statistics, clean up the “unk” collection with Item Group Editor
  56. 56. With Item Group Editor, you don’t need to cancel, cancel, alt-F2.
  57. 57. Highlight location, and type the name of your “unk” collection Click And.
  58. 58. Now highlight “Call No.” and put 5* in the blank. This will search for call numbers beginning with 5 (to keep the list manageable).
  59. 59. Here are 148 vnunk books that can be batch changed to vnnf. Choose other call number ranges such as j 3* or F/A* and “operate” on them.
  60. 60. The End

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