[Wactclc-alma] Manipulating Data in Analytics Analyses

Tue Mar 12 14:45:27 PDT 2019

Thanks Kristi.

Kim and I found a way to manipulate the data we need from our two lists in Excel, which isn't ideal because it's a database and it should go to Access, but for what we want, it'll work.  And we'll still be able to pull out the name duplication, so we can work off of one list without multiple names showing up instead of the two lists with duplication.

It only took us 2 years to figure out things this far.  Who knows what the next two years will bring. :)

Stephanie

Stephanie Levesen
Periodicals/ILLs/Circulation
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Thomas, Kirsti
Sent: Tuesday, March 12, 2019 12:20 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Manipulating Data in Analytics Analyses

Stephanie,

You're not the only one who hates the fact that Alma Analytics doesn't let us build reports that combine data across "subject areas."

One of the things I sometimes did in Millennium was to create lists and then export data from the lists to my local computer as comma-delimited files.  I could then import the data into Microsoft Access and run reports in Access that combined different kinds info in ways I couldn't do in Millennium.  If worse comes to worse, you can do the same thing in Alma-export from Alma Analytics and import in MS Access-with Elena's help.

The big drawback to this approach is that the data you end up with in Access is a snapshot in time.   You'd have to export from Alma Analytics and import into Access anytime you wanted a current report.  But if you're only doing this process once a quarter, then it may not be so bad once you set everything up. It probably wouldn't take more than about 15 minutes to do the exporting and importing. Then you'd have everything in one place.

Although it sounds like Wade is working on some kind of Analytics dashboard that would give everyone this, just in different reports within the dashboard.

If you want to try exporting into Access, have Elena give me a call.

Kirsti S. Thomas
Library Technical Service Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Stephanie Levesen
Sent: Monday, March 11, 2019 15:26
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Manipulating Data in Analytics Analyses

Thanks Wade, I'll look into that analysis.

In the current list we use, we're using the fines/fees subject area to generate our list and then filter the data by expiration date for the current quarter, user group (student) and fine/fee status as active.  This pulls a list that gives us those students who owe money only in the current quarter and we can block them in order to prevent registration and/or grade retrieval at the end of the quarter until their library account is taken care of.

The data we currently pull isn't dirty because it's all been updated with what's in Alma.  Old data from Millennium is dirty because of how it's transitioned from Millennium to Alma.  I don't necessarily care about the old names on the list I'm trying to get.

We used tom, in Millennium, be able to pull a block list that included all students for the current quarter that either owed a fine for returning late material, had a bill because of material that was so overdue it was marked lost/billed in the system, or that had just an overdue book.  All three categories were on this list and we'd only have to go off of one list.

We have yet to be able to duplicate this type of list in Analytics because of the way the subject areas work when gathering data.  Because one type of list deals with fulfillment and one deals with fines/fees.

I was able to filter our fulfillment list to just have those with only overdue materials and no money owed so the duplication of names on the two different lists stopped, but to combine the lists into one is still an issue I don't think will ever be worked out.

I will look at the analysis you suggested though because I think that will be helpful for the summer project we're going to do on cleaning up the blocks on both Alma and Secure 92.

Thanks,
Stephanie

Stephanie Levesen
Periodicals/ILLs/Circulation
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Guidry, Wade
Sent: Monday, March 11, 2019 3:05 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Manipulating Data in Analytics Analyses

To analyze all open fines and fees, and not just those on open transactions, you should use the Fines and Fees subject area.

Try this analysis:

\shared\Community\Reports\Consortia\WACTCLC\Fines and Fees by Patron\Fines and Fees

It lists and sums active fines and fees by patron.

Some of the SVC data is "dirty" (full names in last name field, missing dates in transactions) because the data pre-dates the migration to Alma.

Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
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From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Stephanie Levesen
Sent: Monday, March 11, 2019 2:36 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Manipulating Data in Analytics Analyses

Nevermind.  I don't think the list is going to work anyway - at least as it is right now, because it's not picking up anyone that has only a fine attached to their name and nothing checked out.

It's only giving me those students who have a fine with something checked out.

I'm beyond frustrated right now, so never mind on the question because the list doesn't have what I thought it did when I first compared them.

4 lists in front of me and nothing that is exactly what I want.  Ugh.

Stephanie Levesen
Periodicals/ILLs/Circulation
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Stephanie Levesen
Sent: Monday, March 11, 2019 2:14 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Manipulating Data in Analytics Analyses

Hi,

I've spent pretty much all morning trying to figure this out, and I just can't seem to get it, no matter how many times I try the help (both through Oracle and Google) to get the steps.

Kim and I have created an analysis through Analytics that combines those students who have either a fine or an overdue/billed item associated with their record.  We have been working off of two lists, but we figured out how to combine them.  Great.  Yay. Took us two years, but we (and I should say Kim) finally figured out how to do it.  :)

What I'd like to do with the list though is figure out a way to combine the names into a single line and have the remaining amount they owe summed so I get the total amount, not the itemized amount.  Here's a screenshot ( and yes I know I shouldn't include names, so hopefully my attempt at covering up some of the data for privacy and showing just the first name stays when emailed)

[cid:image001.png at 01D4D8E2.3AD568A0][cid:image003.jpg at 01D4D8E2.3AD568A0]

As you can see from the screenshot, the first four lines on the list belong to only two names because these people have two items checked out, and in the remaining amount it shows the amount due for each item.

How do you combine the lines so the name of the patron is listed only once, and the remaining amount shows the total (so in Autumn's case it should be $75.99) owed for that person instead of the itemized total?  I've looked through the column properties option and the edit formula information while in the criteria tab.  I've gone through the online help available in Analytics, as well as did a google search to see if I could figure out how to do it.  Nothing is working.

The data is coming from the same subject area (fines and fees) so it's not because I'm trying to combine two subject areas, which we've tried for another purpose and that just turns out badly.

If you want to look at the analysis, I can move it to a new folder.  Right now it's in shared folders - Skagit valley college - circulation - block lists and called "combined overdue and fines list."

Anyway, if anyone knows if this is even possible and how to do it and can give me the step-by-step I will be forever grateful.  My brain hurts right now.

Thanks,
Stephanie

Stephanie Levesen
Periodicals/ILLs/Circulation
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Guidry, Wade
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Subject: [Wactclc-alma] FW: EBSCO Subscription books in the ALMA CZ

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